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MANUAL for the SECRETARY of an ELKS LODGE

1. uonesuedsap 10 e 5 eu ul diusyequueuu Jo Adde 01 JejsuejJ siu umo 5 ON Jeqwoyy 621200 300 NHOf 9800221 EC 4 0005 ON SSSS 39001 335 1 OOVDIHD AISHJA Zp ssayaay OL sana NYSNS esnods 2 opoq 43 CLMS Certificate of Release http www Elks Org ChicagoL MS JOHN DOE 11 26 1965 Proposed 12 01 2008 Elected ff Indoctrinated if 12 10 2008 ii ranted Transfer Dimit Granted Absolute Dimit Granted Ctf of Release ii CODE 5505 ADDRESS NAME No 425 W DIVERSEY PRKWY JOHN DOE 002123 CHICAGO IL 60614 CERTIFICATE OF RELEASE Under Section 14 180 B P O E Statutes LODGE NAME 5555 BENEVOLENT AND PROTECTIVE ORDER OF ELKS ___002123 TO ALL ELKS Greeting l PP DOE a rs wasamemberof _______________ 5555 5 This is to certify that 4 17 wasdropped from the rolls for non payment of dues This CERTIFICATE OF RELEASE is granted for the purpose of enabling said Member to apply for membership in
2. 13 SUPPE S a oo a SIS ob ede dened ans 4 Transfer Dimit Appendix ExhibitH 43 Types of Minute Books 6 VOCHO v oo tbat 5 Web site for Secretaries 4 Section Online Features us due rese e cede e ea ud 18 Getting 20 CEMS Das aes dodo abate 21 CLMS Documentation and Help 22 Grand Lodge Reports 22 Appointing a Cyber Assistant 26 Validating Online Users 2 Ordering Lodge Supplies 27 secretary only Message Board 30 Contre E IRE Es 92 GRAND LODGE ORDER OF ELKS UNITED STATES OF AMERICA FOREWORD To administer the affairs affecting the welfare of our Order the country is divided into approximately 250 districts where the Grand Exalted Ruler the National President of the Order is represented by an officially appointed District Deputy Grand Exalted Ruler The District Deputy 15 the liaison between the Lodges of the district and the Grand Lodge His or her responsibility is not only to protect the interests of the Grand Lodge but to give advice to the Lodges of the district If problems arise the Exalted Ruler and Lodge Secretary must first consult the District Deputy Further assistance may come from the Past Grand Exalted Ruler s assigned to supervise Grand Lodge matters in the area If
3. T T TI TI T TL jJ JE jJ JE p SD L ___ JL 1 JL 3L 3L jJ DL LI LU LI i L JL 3j JL LL LT TL L T LI L JL LL LT L T Type the appropriate values the appropriate fields press Save and your data will be stored on the Grand Lodge servers 2008 2009 Lodge Year Head Count of Elks Helpers Elks Helpers Non Cash ProgramID Participants Elks Helpers Hours Hours Miles Miles Value zu Click ta Edit B T D FJ a HJ I S nde Select Charitable Pragram Add New Program Submit Charitable Reportto Grand Lodge You can add new program data or add additional data to an existing program at any point during the lodge year After April 1 when your data entry is complete you can submit your report to Grand Lodge by clicking the button labeled Submit Charitable Report to Grand Lodge That s all there is to it As with Page 1 of your Annual Report you ll be able to print a copy of your Charitable Report after it s been submitted and you ll also be able to save a copy in PDF format for email distribution 25 wie Fr F ELE Foi Annual Charitable Survey 2006 2007 We thes rad Boel ord Davartrsa a FEc oP lined bere Chicago Morfhghore I
4. remiskaterment 105 5 Total Number of Elks Added to Roll eee 6 Number of Elks stricken from for non payment of dues 7 Humber Gl Elka expelled 2 Humber of Elks granted transfer 9 Number of Elke granted absolute diratz 10 Number of deceased a 11 Total Number of Elk Dropped from Roll 12 Total Number of Elks on Roll 13 Met GAIN LOSS Lies 5 21 12 amp 13 wil be calevlared automabcally uper submission Section Membership Stats for the Lodge Year Starting eee Deng 14 DEG iex at 14 Mumber of apphcatsons on hand wasting for mnviestigati n 10 15 Number of candidates waiting for vote 0 15b Number of candidates waiting for initiation 0 ding 12 includad Member Vr an diner 23 15 Mumber of Life Members excluding Honorary Life Members 45 17 Mumber of Honorary Life Members 18 Elks 6 months in arrears as of April ist 0 19 Elks 1 year arrears a5 of April 15t 0 20 Elks 1 months mn arrears of April 131 251 Section 21 Membership Recnater name none Number Racrutex D 27 R mit following dues eem Section D Value of Property of Lodge Estimated Subenil numbers onbys Dresd dear signs Minas m vlc 10090 15 090 28 Value of Real Estate 29 Value of Buikling 30 value of Furnitu
5. Lodge Webmaster Email 6 18 Hey not listed How do get that corrected If you re the secretary of your lodge but aren t yet listed on the Contact Us page notify the Office of the Grand Secretary via email grandlodge Qelks org Once you re listed in the Grand Lodge database you ll be able to access the Elks org Secretary websites with your regular Elks org user name and password How do get a password If you don t yet have an Elks org user name and password you can register online here http www elks org members registration cfm Registration Reminders 1 You ll need to submit your membership number in order to register so be sure to have that handy 2 Your password will be sent to you via email so be sure you have access to your email account 3 The email address you submit must be unique If another member is already registered under that address your registration will be rejected For security and privacy reasons members are strongly encouraged to register with a personal email address rather than a more generic address that might belong to the lodge such as secretary1234 aol com Remember that your elks org account belongs to you and not the lodge so you are the only person who should have access to the address that you use to register Note that free web based email addresses are available from Hotmail com Google com Yahoo com and other sites on the Internet 4 If
6. Bae wer 2 304 226 qur Anar en dE Tee lor verior d 40 244 apes LOLI ey ame Sesh dae p 12 13 268 Last elds 127117 Le eel Tel Vires LIU Chapter Five Grand Lodge Reports Grand Lodge Annual and Semi Annual Membership Reports can and must but submitted through your CLMS software Don t worry it s easy to do How do submit my Annual Membership Report For detailed step by step assistance type the elks org keyword Annual Report which will take you automatically to the appropriate section of the online CLMS documentation www elks org SharedElksOra chicagolms webhelp html reparandlodgeannual htm Note that when you push the button to submit your report CLMS will calculate your membership data and transfer you automatically to the elks org website You ll need to login with your elks org user name and password Review the data to make sure that it s accurate but remember that certain fields lines 5 11 12 13 amp 27 are calculated automatically and will not display until you ve submitted your report 22 Chicago Morthshore IL No 1316 Section A Membership Stats for the Lodge Year Ending For the ladge year ending 03 31 2008 Lodge Number 1316 1 Humnlzer of Report on April 154 145 2 Number of Elks Initiated 3 Number of Elks affikated by duret and certificate of 4 Humber el Elka
7. SINN3O 295 5 3 SINN3Q payera SONINN3f NHOf pug Siy unue ur eanunuo uosJed Jo diusisquiau ON ui diusuequieu 5 Ayr Adde Aew Jaquigyy 514 Jey Jaque 514 9 ueeq seu LAI siut uoneogdde umo Aq pamba se ayep o dn pred usaq seu sseuporqepur sJequieyy Jo pue 598 O d g 55955 JWVN 39001 ON jo Buipuejs uj v si 221200 SH13 TIY OL 77780002001 S413 JO 3JALLO3 LO8d ONY LNA 10A3N38 33S NV L 22200 JO0 NHOr SINVN 11 9S90 5M O AD pejuEJ5 Amines j ung enjosqy pojugis peyex3 16jsu amp 1 Poey payemul peyeuj2opul peor pesodoig Jo pesge2eqg if 8002011 popuedsns Aed uou jour ug OSU CUu p BODZ LO ZL S956L 9c LL 221200 S ui eq o uonesuodsig uBis 01 PICA SIU Sy SME Jo uorsiAoJd eu 92uepJo22e 158 Hee
8. 0003 Lodge No 1234 JOHN JENNINGS SEAL DENNIS E SCHROEDER NOTE Lodge Secretary is to fill in necessary information requested above 560800 Rev 10 2005 44 EXHIBIT J CLMS Absolute Dimit http www Elks Org ChicagoL MS BENEVOLENT AND PROTECTIVE ORDER OF ELKS ABSOLUTE DIMIT LODGE NAME 5555 DOE JOHN 002123 ABSOLUTE DIMIT ABSOLUTE DIMIT LODGE NAME 5555 LODGE NAME 5555 BENEVOLENT AND PROTECTIVE ORDER OF ELKS TO ALLELKS Greeting upon Mersber s own application was granted an was LODCE NAME 5555 ABSOLUTE DIMIT NUN B P Els and of the Members indetesdiogss paid wp date required by Laws Upon oen application this ABSOLUTE DIMTT has been granted Member the this hemba may resign his mombersisip Lodge Code 552100 45 TREASURER S CASH BOOK ple 5 per ing Printin and Current Expenses Per Capita Tax 5 9 lt RECEIVED FROM Brought forward 5528 46 SECRETARY S CASH BOOK B P Elks No Collections 7 Dues 3 es ger Fees for Led E Le RECEIVED FROM Forward ERI On D o ea Date Received 5
9. org Hore Terp Memije Board Enemiga n ChicagoLMS Elks Lodge Membership System de your Supplies Leth lodge can onder offen supplied Memberstup Cardi and masing anime Lente lote that woul must be 3 lodge seretay to these fasten Products are divided into several categories or you can search by keyword elks org shopping pni MU Grand Lodge Supplies Books Manuals Meeting Supplies Flags Office Supplies Publi Amari ani Membership amp Computerized Billing Supplies Once you ve found the product you need specify the quantity and click the button labeled Add to Shopping Cart Gavel Wood Plain 14 80 Item ID 532400 Quantity Add to Shopping Cart You can always remove it later That s all there is to it Keep adding items to your cart until you re ready to check out then click the button labeled Proceed to Checkout 28 Grand Lodge Supplies Shopping Cart dem 3 Can sey Tetal Pian 1 Le 1 19 05 You ll be asked to confirm your order and supply your billing and shipping address Be sure follow all prompts your order won t be
10. Submit the form and your topic will be added to the message board Be sure your topic pertains specifically to local Lodge Secretaries For topics of a more general nature click the Forum Menu link to visit the General Membership Forum Lodge Secretary Message Forum Moers Fernie L qan rr ral Fredre h BI Topics DE Sariy C20 21 13 2009 13 012 of ie Year Hertag Most Recent 01 13 2009 9 534M 31 Chapter 10 Contact Us Still have questions Comments The best way to reach us is via email Department EmailAddress Address Regarding CLMS Help Desk questions Magazine Circulation Dept Circulation Dept magcirc magcirc elks org or Membership submissions submissions Lodge Shipping Dept eee enl Orders Membership Card Orders Office of the Grand Secretary grandlodge elks org Annual Reports Semi Annual Reports Charitable Giving Survey support 32 APPENDIX SIAIUIORY DUTIES OF LODGE SECREIARY Section 12 050 The Secretary of the Lodge shall a Keep accurate minutes of all meetings b Maintain accounts between the Lodge and its Members c Assign to each Member a number which 15 shown on their membership card d Receive all monies due the Lodge and pay them over to the Treasurer e Inform applicants for membership of their acce
11. Yes 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 35 JINVN SSdudav uaaa oLsana 3ivd _ osana 3ivd 16191998 oseo oH 10 uonednooQ oouepiseuH 6 01 UJOJ J db Z 10 10 ON owen 004045 3009 m 2 m A o I U A m 0 a 30 a3AlLO3LO0g8d LNA IOA3N3H 36 EXHIBIT D 24045 YP 9 JO sajejg ay JO AO HdCd dO 9 1 29 0Jd pu jua oAauag dius423quiaIq SWT ut pousissy 1oquinN pamu pred uoneurrnoopu Jo 1i nsos Jo poynoN 1ueor dd y Aq o
12. been honored pce Tea Usa pay Pu Bamber 1114 Mer Posted 61 13 00 09 553 lor Pee ramal Wan wondenng d a Officer necesse the ET of the Year You ll be presented with a simple online form where you can type your message 30 Add New Message Hame of Topic Officer of the Tear Leave for new paragraph Ia Add New Message When you re done typing press the button labeled New Message and your submission will be added automatically to the current topic Remember that messages can t be edited or deleted after they re posted so be sure to check for typos before you submit and be sure to respect the privacy of your members If you d like to start a brand new topic click the link labeled Add New Topic at the bottom of the topic list Ei VISE Mast beter 3 04PM E CLAS bain 1 Most Recen 50 15 2008 7 53AH E Henmber membership pes Messages 7 502MJ Ci ior membership cards 2 Messages Host Recent 12 15 2008 8 51PM All Again you ll be presented with a simple online form This time you ll also be asked to supply a topic name Add New Topic of Tapin Dalai durare ee ee Tope
13. Martin Gloria Mensch Frederick Biemaich Memieerhio number Elk ceg Tomte 339985 Morgan Meghan Apgomi as amp Lodge 525 GL auar 98939358 O Kelley Jm Appui Cyber AksisLant A invoice Lodge 375 Edward Appii a5 Cyber Assistant amp invoice Lodge 525 Ranzani Lodge Secretary prvilegas ere ihzludad in access sbawart donald as Cuyber Assisland amp lice Lodge 26 appoint a member as Cyber Assistant simply click the button beside their name labeled Appoint as Cyber Assistant Your appointee will be given immediate Cyber Assistant access privileges and will be sent an email confirmation message Your lodge will be invoiced for the 25 registration fee What if want to change Cyber Assistants later No problem Once you appoint a Cyber Assistant the button beside their name will be displayed like this O Kelley Jim Cyber Assistant Transfer Cyber Assistant Access to To transfer the appointment to a different member select the new appointees name from the Select New Appointee drop down box and then press the Transfer Cyber Assistant Access button That s all there is to it The transfer will be effective immediately and an email confirmation will be s
14. 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 Tiler Organist Vocalist Initiation fee Annual Dues gt Reinstatement fee Amount of fire insurance date when last adjusted Number of meetings missed by Lodge Officers to date E R Leading Knight Loyal Knight Lecturing Knight secretary Treasurer Tiler Esquire Chaplain Inner Guard Organist year Trustee 2 year Trustee ___ yearTrustee 0 4yearTrustee 5 5 year Trustee Is the Lodge incorporated Yes No Date of incorporation What 1s current combined indebtedness of Lodge Current Profit Loss Statement for each entity Lodge Club Bingo etc Has Exalted Ruler appointed a Presiding Justice Yes a Mediator Yes No GLS 13 020 Does Lodge have Ritual coaching and are Lodge Officers able to recite Rituals from memory Yes Has Exalted Ruler scheduled an Elks Training Session Yes No Will that be done Yes Does Lodge Secretary submit written transaction reports to the Lodge at 1st sessions in April and October Yes 5 Exhibit N Does Board of Trustees submit written reports to the Lodge at 1st sessions of each month Does Lodge have an active P E R Association and does it hold required meetings
15. formatted so that you can copy the names and addresses onto Avery 5351 copier labels REVISION OF BY LAWS By Laws for use as a guide by Subordinate Lodges are prepared annually by the Committee on Judiciary Each year the Grand Secretary mails these revised By Laws to each Lodge and keeps a supply for the Subordinate Lodges In some years little or no change is made in these By Laws making a revision by the Subordinate Lodge unnecessary However by Statute every Subordinate Lodge must make a general revision of its By Laws at least every five years and more frequently if warranted by changes either made by Grand Lodge at its annual July session or by the Subordinate Lodge Statutory changes approved by Grand Lodge automatically go into effect 30 days after the July session and thus supersede those Statutes and By Laws previously existing throughout the Order But as Lodge Officers the Exalted Ruler who attended the Grand Lodge Session assisted by the Secretary are responsible for making sure all Lodge Members are informed of all changes as these affect their rights and duties of membership When an existing Lodge needs a general revision of its By Laws or a Lodge in formation prepares to adopt its first By Laws before Institution a By Laws Committee should be appointed and given the Order s latest Constitution and Statutes as well as four copies of the latest Judiciary approved Lodge By Laws Code 520501 available with an accom
16. the CLMS program must be backed up at the Lodge level as well as the Grand Lodge offsite location every time membership information 15 entered into the CLMS program It is imperative that the membership records be fully and accurately completed with backup files in Chicago Please be advised that the starting number of all reports Line 1 cannot be changed Proper record keeping must be maintained Sometimes the membership reports indicate that some Secretaries do not properly define delinquents Dues are payable IN ADVANCE and hence on April 1 If a Member does not have a card indicating his or her dues are paid beyond the day before March 31 he or she is six months delinquent if a Member does not have a card showing his or her dues paid beyond the preceding September 30 that Member 15 one year delinquent and if his or her card shows the Member is only paid to March 31 of the previous year or before he or she is more than one year delinquent Our Statutes do not provide any grace period for paying dues after the due date The most critical report that must be made by the Secretary is the Annual Report The Annual Report is to be completed by the Secretary and electronically transmitted via CLMS to the Grand Secretary s office along with the Grand Lodge dues before May 1 By February 1 each year the Grand Secretary will send to every Lodge Secretary notice of the full Per Capita Grand Lodge Dues and Assessments required to acc
17. 050 Stats Continue Year Round Duties December Prepare Forum Box with the aid of Trustees Sec 1 210 Stats Continue Year Round Duties January Attend District Deputy Clinic Remind Auditing Committee to arrange for Annual Audit Continue Year Round Duties February Prepare Directory Information Forms Packet supplied by Grand Secretary Provide ballots for election if needed Continue Year Round Duties March Begin preparing for cut off of fiscal year in all accounts and records at month s end Continue Year Round Duties NATIONAL OFFICES CHICAGO For when you need to contact us following are the various Grand Lodge Offices in Chicago mail name of person agency BPO Elks 2750 N Lakeview Avenue Chicago IL 60614 1889 OFFICE AGENCY PHONE Grand Secretary 713 755 4708 Supplies Shipping 773 755 4710 773 755 4712 773 755 4714 773 755 4736 Central Accounting Insurance Veterans Service Internet 773 755 4724 Convention Meetings 773 755 4722 Foundation Pledges 773 755 4730 773 755 4732 773 755 4740 773 755 4742 773 755 4744 Foundation Scholarships Magazine Articles Magazine Circulation Label Orders FAX 773 755 4790 773 755 4711 773 755 4713 773 755 4715 773 755 4737 773 755 4725 773 755 4723 773 755 4733 773 755 4733 773 755 4792 773 755 4743 773 755 4745 E MAIL grandlodge elks org shipping elks org acctg elks org insurance elks org vets elks org w
18. 1 eee Spouse s Name E Home Address _ LL City J Zip Phone Business Name 22222222222 Occupation e _ Business Address ________ Zip Phone Email Address 2 State the place and date of your birth Answer Born in City of County of State of onthe dayof in year 3 Do you believe in God Answer 4 Are you a Citizen of the United States Answer 5 6 Are you willing to assume an Obligation that If foreign born when and where were final naturalization papers issued Answer Will not conflict with your duties to yourself or your family or your religious or political opinions and that b Will bind you to uphold the Constitution and laws of the United States of America Answer _ 7 Are you now a member of the Communist Party or indirectly connected or affiliated with the Communist Party or with any organization or group advocating or believing in the overthrow of the government of the United States by force Answer NENNEN 8 Have you ever been convicted of a felony or a crime of moral turpitude Answer 9 If you have ever been discharged from the Armed Services of the United States or any of its Allies state the character of the discharge received Answer 10 Have you ever been proposed for membership in any Lodge of this Order if so where and when and with what result Answer PEN 11 Have you been bona fide resident within the jurisdiction of this Lodge immediately preceding the
19. AND SPECIAL During elections potential exists for misunderstandings that can damage the friendly relations necessary for any progress and fraternalism in our Lodges Long before any election the annual balloting in February or a special election to fill an unexpected vacancy you can minimize friction by studying Statute Sections 3 080 3 090 and 12 150 They are aimed at notifying the full membership of the candidates for office and having any needed ballots and paraphernalia prepared in advance In addition our Laws permit a candidate to campaign for a Lodge Office but not any public method or appeal through the media for example Sec 9 070 f Also you are not permitted to provide membership lists or addresses to any Members for any purpose including campaigning Any Committee Members who have such lists to perform their Committee duties are not permitted to use the lists for campaigning The Exalted Ruler should enforce these restrictions under his power of appointment and removal for any offending Committee Member Another type of election for which you must prepare ballots and notify the membership is covered in the Life Membership section of this book LODGE BULLETIN Many Secretaries act as Lodge bulletin editor publisher in addition to their other duties primarily because they are most knowledgeable of the ongoing Lodge activities When accepting this responsibility notify all Lodge Officers Committees and
20. DIXI Lawhgm Ee anui fand fe 1 Danm Ere aede CMM l eae o You ll be taken to the Grand Lodge Reporting area where you click the Annual Reports link to see a summary of the report you ve submitted 74 BPO Elks of the USA Grand Lodge Reports Gal hi _ ofthe ong Gand 5223 Annual Report Status LISTER ITLI b Report En Date 3 31 2008 Leige 7 1316 Sepeence Lipu Beacords 1 Report End Dale 211 7508 EL 3 O Lin L abge Ciri rre mpl Lale o md dap Ceu 1315 Se d 1 3 3 bn bah 1 IL 1 3 LF J 1 a LLI gas 5 Li L bad ti Rz EL Click your lodge name for a printer friendly version of the report or PDF fora version you can save to your hard drive or email as an attachment You can even display reports submitted in previous years by selecting the year from the drop down menu at the top of the report Do still need to submit a hard copy to Grand Lodge No Once you ve submitted
21. For advice on forwarding this large amount of information to The Elks Magazine call the Circulation Department at 1 773 755 4742 MEMBERSHIP RECORDS The Chicago Lodge Membership System CLMS is the official membership record keeping and reporting system for the Elks The computerized system is mandatory for all Lodges The program 1s available through the Grand Lodge Web site at http www Elks Org ChicagoLMS Also see Section Page 22 It is the duty of the Secretary to maintain the Lodge membership tracking and reporting records by use of the CLMS program Membership information entered into the CLMS program must be backed up at the Lodge level as well as the Grand Lodge offsite location every time membership information 15 entered into the CLMS program Financial records money and legal documents should be kept in a fireproof safe or vault A Secretary should always know how many Members the Lodge has and the dues status of each Every Lodge should have a complete record of every Elk who was ever on its roll Regretfully until CLMS was implemented the Grand Secretary s office had to inform many Secretaries inquiring about a former Member s record that NO GRAND LODGE OFFICER OR AGENCY had these records other than the current membership roster for mailing The Elks Magazine ONLY the Subordinate Lodges had this information Use of the CLMS program will now allow tracking of this information PROPOSER S DUT
22. The works of the Benevolent and Protective Order of Elks are well known throughout the Country Organized on 1 February 16 1868 we are the largest American Benevolent Organization i in the United States America consisting of American Citizens of United States and its Territories The Order of Elks is dedicated to Service to our communities and our Country The Order of Elks is isa Order and 15 dedicated to helping those who are less fortunate and in need The Order of Elks i 15 to the youth of our communities Veterans Service furtherance of Americanism and many other Benevolent activities our Order you will become part of a National Organizations witha membership of well over a million American Citizens from every prominent city of our Country who are respected Citizens their communities and are proud to say that they belong to the Benevolent and Protective Order of Elks of the United States of America Care s Share 39 EXHIBIT E continued Proposal for Membership Benevolent and Protective Order of Elks of the United States of America EIk Member Under the Obligation of the Order proposes the following applicant for membership Signature of Proposer Member Address of Proposer Phone Number of Proposer Email Address of Proposer UESTIONS TO BE ANSWERED BY APPLICANT Mh PLEASE PRINT OR USE TYPEWRITER usa
23. a general ledger these records should be sufficient for keeping the financial records In some instances hiring a public accountant may be advisable to set up a bookkeeping system to guide the Secretary and Treasurer While most Lodge transactions follow the same procedures as those of small businesses many aspects are peculiar to our fraternal structure In response most State Associations maintain a Business Practices Committee that 15 available for guidance either by telephone or on site The Grand Lodge Auditing amp Accounting Committee to which your Lodge sends its annual audit is available for advice year round See listing on P 9 G L Directory You and your Lodge will only have yourself to blame for an inadequate record system when so much help is just a telephone call away In all Lodge records mandated by our Statutes the Uniform Chart of Accounts numbering system as shown in Auditing amp Accounting Manual must be used to facilitate the Lodge s periodic financial review The system permits the Grand Lodge Auditing and Accounting Committee to evalute quickly and accurately each Lodge s Annual Audit and to help Business Practices advisers analyze the conditions and practices and make recommendations to Lodges that request guidance This Account Numbering should be used year round along with the Manual supplied to the accountant hired to prepare the Annual Audit ELKS NATIONAL FOUNDATION Every Lodge has an Elks N
24. all issues of The Elks Magazine In addition Lodge Secretaries should become acclimated with the Chicago Lodge Membership System Secretary Web site at http www Elks Org ChicagoLMS They must have time to do the job of Secretary The duties are constant throughout the Lodge year and require prompt and almost daily attention A good Secretary cannot procrastinate Because certain publications are essential to every Secretary s duties as soon as they are updated each year every Lodge will be sent at no charge the Subordinate Lodge Directory Code 553700 the Grand Lodge amp State Associations Directory Code 553800 the Statutes Annotated Code 520100 and the Grand Lodge annual convention Proceedings Code 511400 While you must retain control of these Lodge owned items for reference let your Officers and Members know that they can order additional personal copies through you to facilitate their own knowledge and duties Also if any Manual written specifically for the Lodge Committees undergoes a major revision a free copy is automatically sent so that your Lodge Committee will benefit from the Order s latest procedures and suggestions We realize that no one publication can answer all the questions or solve all the problems that confront a Secretary Revisions will necessarily be made in the Manual from time to time and you can help if you send to the Grand Secretary any comments or suggestions you may have for improving f
25. of Proposer INITIATION FEE AND DUE CMM Initiation Fee Prorated Dues Total Amount Due Record of Funds Received and Dates PROCESSING RECORD Date Application Received Date Read at Lodge Meeting Date Investigated Date Reported to Lodge Date Notice Mailed to Member Date Balloted Upon Elected Date Indoctrinated Date Initiated Membership No Assigned COMMITTEE ON ME The undersigned Committee on Membership Reports Favorably Unfavorably Rejected EXCERPTS FROM LAWS OF THE ORDER The Lodge Dues are per annum and be paid semi annually in advance of April lst and October lst of each year or annually in advance on April 1st of each year Applicant rejected must wait six months before reapplying for membership Rejected Applicants shall have their Application Fees returned to them by the Lodge No Lodge can receive Application from any person residing or being in the jurisdiction of another Lodge except as otherwise provided for 1n the Statutes Should a Candidate fail without good cause to appear for Initiation within four months from the date of the Candidate s election the Exalted Ruler shall declare the Candidate s right to Initiation under such application and ballot and also the Candidate s proposition fee forfeited MEMBERSHIP APPLICATION An Invitation to Join the Benevolent and Protective Order of Elks of the United States of America
26. or group advocating or believing in the overthrow of the government of the United States by force Yes No 6 Have you ever been convicted ofor pleaded no contest to a felony or crime of moral turpitude Yes No 7 Were you ever discharged from the Armed Services of the United States of America or any of its Allies Yes No If yes type of Discharge received 8 Have you ever been proposed for membership in any Elks Lodge Yes No If yes Lodge Date Result EXCERPTS FROM LAWS OF THE ORDER The Lodge Dues are per annum and may be paid semi annually in advance of April 1st and October 1st of each year or annually in advance on April 1st of each year An Applicant rejected must wait six months before reapplying for membership Rejected Applicants shall have their Initiation Fees returned to them by the Lodge Should a Candidate fail without good cause to appear for Initiation within four months from the date ofthe Candidate s election the Exalted Ruler shall declare the Candidate s right to Initiation under such application and ballot and also the Candidate s Initiation Fee forfeited I understand that this application must be fully completed and accompanied by an initiation fee of I further understand that prorated dues of must be paid at the time of initiation Signature of Applicant Date Code 560700 Revised February 2009 38 APPLICANT I express a preference to serve on the Committee or C
27. they become interested in the activities of the nearest Lodge When Members are living in the jurisdiction based on the Lodge s ZIP Code footprint of a Lodge other than their own the Grand Secretary sends a Stray Elk report to the Lodge of residence Names of all Stray Elks residing in your Lodge jurisdiction should be added to your Lodge mailing list Your Lodge is advised to write these Members welcoming them to your community and inviting them to visit your Lodge However this 1s no substitute for personal contact If possible some Lodge Member who lives nearby should be assigned to invite the Stray Elk to take advantage of the facilities of your Lodge Grand Lodge also urges that every Lodge hold Stray Elks Night at least once a year inviting them to join your Members for fellowship In metropolitian areas where some Lodges may be in close proximity to each other Elks who are Members of one Lodge may show up on a neighboring Lodge s Stray list because they reside in that Lodge s jurisdiction Common 13 sense dictates that these individuals not be pursued as Stray Elks Contact those Elks who have moved from another state or those who are not Members of neighboring Lodges If your Lodge is just starting up a Stray Elk program or if your program needs a fresh start a complete listing of Stray Elks can be obtained from the office of the Grand Secretary by requesting the RPTX0160 printout This printout is
28. your name is not recognized by the system follow the links to request a manual registration and your registration will be handled personally by the Elks org webmaster Your password will be emailed to you within a few minutes Important note although your secretary access privileges will be effective immediately upon registration your CLMS offsite backup privileges will take 24 48 hours to activate after any new registration or password change What if forget my password No problem Type the Elks org keyword reminder to have your password emailed to the address at which you originally registered If your email address has changed since you originally registered use the Elks org keyword reset to delete your original registration so that you can register again How change my password Although your initial password is assigned automatically by the system it can be changed at any time by typing the Elks org keyword password This form will also allow you to change your user name and email address Note that if you change 19 your elks org password you ll need to wait 24 48 hours before submitting your next CLMS offsite backup What if my password doesn t work If you re prompted repeatedly to supply your user name and password your browser is probably rejecting our cookies which are a device used by web browsers to remember your identity as you move from page to page on the web Check the options prefe
29. 531 EXHIBIT L NOTICE OF ELECTION BENEVOLENT AND PROTECTIVE ORDER OF ELKS A FRATERNAL ORGANIZATION Dear Applicant I have the pleasure to inform you that at the regular session of Lodge No Elks held on you were elected to membership Please present yourself for the purpose of Indoctrination on the date of p m Spouses and friends are welcome to attend Indoctrination Please present yourself for the purpose of Initiation on the date of at p m Respectfully yours Secretary Date Balance Due Prior to Initiation Due on Initiation Fee Dues to April 1 Dues to October Tota Section 14 030 B P O E Statutes If the candidate fails to appear for Initiation without good cause within four months from the date of election the applicant s right to Initiation shall be forfeited and the Lodge shall not return any portion of the amount deposited 561100 561200 47 EXHIBIT M samples of Dues Billing Statements Ist Dues Notice LODGE MAME 15555 PO BOX 555 CITY NAME MN 55350 0272 CLMS Delinquent Dues Notice LODGE NAME 5555 PO BOX 555 04 02 2009 CITY NAME MN 55350 0272 0002533 JOHN DOE 425 W DIVERSEY CHICAGO IL 60614 LODGE NAME 85555 04 02 2009 BOX 555 250614 CITY NAME MN 55350 0272 000233 JOHN DOR 425 W DIVERSEY CHICAGO IL 60814 L
30. 80 Occasionally an unaffiliated Elk will apply to the former Lodge or another where now residing for reinstatement only to be informed that no record of former membership can be found Elks Statutes do not provide recourse but Grand Lodge has stipulated that the Lodge allegedly in possession of the record must exhaust every means of locating or recreating it and second that the burden of proving former membership must rest with the person requesting reinstatement If the unaffiliated Member can produce some documentation ideally an old membership card old dues billing statement or official proceedings of an Elks function that lists or designates the unaffiliated Member as an Elk the Secretary may process the reinstatement The Secretary could also accept an affidavit from two Elks in good standing that the individual previously was to the best of their knowledge a Member For reinstating without verification of when the previous Member began active service the Secretary shall notate the records accordingly and explain to the reinstated Member that any question related to length of service must be based on the current reinstatement date In the absence of proof of course the qualified applicant shall be initiated as a new Member If a paid up Member has moved into the jurisdiction of another Lodge and desires to join the other Lodge he or she must file a written Request for Transfer Dimit Appendix Exhibit G with his curre
31. CAGO IL 60614 1889 NAME MEMBER S NUMBER Dues are not deductible for Federal Income Tax Purpos In accordance with the Laws of the Order 3 50 of the BPO Elks of the USA Annual Membership Dues is for your annual subscription to The Elks Magazine and is not deductible CLMS Remittance Envelopes 48 LODGE IRANSACTIONS REPORT Section 12 050 m Lodge Secretaries You may copy this page for your use Lodge No Name For six month period starting April 1 20 to September 30 20 MEMBERSHIP TRANSACTIONS Based on yearly Worksheet Number of Elks on April 1 Number Initiated Number Affiliated by Dimit Number Reinstated Lines 2 3 amp 4 Total Added Number stricken for nonpayment Number Expelled Transfers Granted DELINQUENTS months arrears year in arrears Over 1 year in arrears DUES Collected To be collected PER CAPITA FEES SL DISTRICT Absolute Dimits Granted Collected Number Deceased Te baeolleciad Lines 6 10 Total Dropped Total on Sept 30 Are By Laws current Yes Lines 1 amp 5 minus Line 11 Expiration Date For six month period starting October 1 20 to March 31 20 MEMBERSHIP TRANSACTIONS DELINQUENTS Based on yearly Worksheet 6 months in arrears Number of Elks on October 1 year in arrears Number Initiated Over year in arrears Number Affiliated by Dimit Number Reinstated DUES Lines 2 3 amp 4 Total Added Collected
32. IES An Elk may propose or sponsor a candidate for membership in the Order but the Secretary represents the Order s Laws and Lodge s interests The Proposer makes the first evaluation of the candidate s worthiness and explains what membership in the Order involves That person helps in submitting a completed Membership application and participating with the candidate even after initiation The Proposer should likewise ensure that the statutory timetable for processing the application is followed and explain any delays to the candidate who has no rights or voice within the Order at this stage Conversely the Proposer is responsible for explaining to the candidate if the application is incomplete or invalid 1f sponsorship is withdrawn at any point before the ballot or in case of a negative ballot ONE IMPORTANT POINT Section 14 020 was changed in 2002 to permit ANY ELK to propose a qualified person for membership in ANY LODGE But read this Section thoroughly as there are some conditions with which a Secretary must be familiar PROCESSING CANDIDATES amp APPLICATIONS REMINDER The official Membership application and is a two sided sheet folded down to pocket size Use only this current form and destroy any older 4 page forms which had requested information that is no longer required or allowed A properly completed application Appendix Exhibit D received by the Secretary should be placed in a folder marked New A
33. L 1316 Hn Cach of a Hut Participants Eks Heleers Heurs Hours Miles Mlle Value Cash Program n 0 e m LOCH i5 24 6 LOGG Scholarship L6 b 113 59 LOO Other Yeuth Proqeams io 1 i 55 Program ac Chapter Six Appointing a Cyber Assistant One of the most powerful features of the Elks org website is the ability to create a Virtual Home Page for your local lodge This option is available automatically as part of your secretary access privileges Download a copy of our Virtual Home Page Owners Manual for more information http www elks org lodges VHPOwnersManual pdf Although it s easy to update your own Virtual Home Page you may prefer to appoint another member to assist you with this responsibility Such a member is called a Cyber Assistant and you can make the appointment online by clicking the Admin tab from the main menu hare Drese z Vh a Gate of Last CLAS TID syng n Click the link labeled Appoint Cyber Assistant and you ll see a list of all the members of your lodge that have an Elks org user name and password Cyber Assistant Authorization for Lodge Year E
34. MANUAL for the SECRETARY of an ELKS LODGE BENEVOLENT AND PROTECTIVE ORDER OF ELKS UNITED STATES OF AMERICA Absolute Dimit Form Appendix 45 Annual Report Page One 8 Application for Affiliation Appendix Exhibit F 4 Application for Membership Appendix ExhibitD 27 Application for Reinstatement Appendix Exhibit 39 5 OC act Na EC 3 Building Leasing or Selling Lodge Property 14 Iulio i qx 3 68 6d aod iss ered ah d 14 By Law 510 5 13 Cash Book of Secretary Treasurer 5 Appendix ExhibitK 46 Cerificate of Release 10 Appendix ExhibitI 44 Cerilicateol Status 24485 11 Charitable Statistics reporting of 8 Chicago Lodge Membership System 3 Correspondence General 7 phos eeter ILC 10 Directory Information Form T District Deputy s 15 District Deputy 5 5 Appendix Exhibit 35 Drug Awareness Program Supplies 6 Dues Billing Statement Appendix ExhibitM 48 Dues and 11 Elks National Foundation 6 Financial Recor
35. Members of your need for advance information on all Lodge matters emphasizing the deadline for submitting articles Publishing a monthly article from the Exalted Ruler is a good idea in addition to regular features from other Officers or Lodge auxiliary If your Lodge serves meals listing of menus will help attract more Elk families Most bulletins include a calendar of Lodge events As explained later you should let Lodge Members know that they can consult their current District Deputy whose name address phone number and email address should be listed in every Lodge bulletin Also make sure you are on the mailing lists of bulletins from as many Lodges Districts State Associations and other Elk groups bowlers golfers RV clubs etc to provide source material In addition you should maintain a miscellaneous file of humor sports tips artwork BPOE history etc in lengths of 5 45 typewritten lines to fill space as needed We caution editors against using copyrighted material without the permission of the publisher or artist author To offset the expense of the bulletin you may solicit paid advertising from businesses but these must be no larger than standard business card size If the business is of a Lodge Member or an Elk the advertisement cannot refer to membership in the Order in any way U S Postal Service regulations governing reduced rates for nonprofit mailings such as bulletins prohibit certain advertising Every L
36. Number stricken for nonpayment Tobe collected Number Expelled Transfers Granted PER CAPITA FEES SL DISTRICT Absolute Dimits Granted Collected Number Deceased To bewollected Lines 6 10 Total Dropped Are By Laws current Yes Lines 1 amp 5 minus Line 11 Expiration Date 49 PROPER FORMS OF ADDRESS Always consult your current Grand Lodge amp State Associations Directory for the correct name and address when contacting Grand Lodge personnel Members of the Order are not referred to as Mr and we never use nicknames nor titles such as Samples of correct usage of titles and the word Honorable or Hon Grand Lodge Officers such as Grand Exalted Ruler Grand Esteemed Leading Knight Grand Secretary etc are to be addressed as follows Hon Name G E R B P O Elks then 2 line address This however does not apply to the Grand Chaplain nor to the Administrative Assistant to the Grand Exalted Ruler The Chairman of the Board of Grand Trustees is to have the word Hon as follows Hon Name Chairman Board of Grand Trustees B P O Elks then 2 line address All remaining members of the Board of Grand Trustees are to have the word Hon as follows Hon Name Grand Trustee B P O Elks then 2 line address The Chief Justice of the Grand Forum is to have the word Hon as follows Hon Name Chief Justice Grand Forum B P O Elks then 2 line ad
37. ODGE NAME 5555 PO BOX 555 Dues Statement Aprill 2009 April 1 2010 CITY MN 55350 0272 ANNUAL REGULAR MEMBER DUES PAYMENT REQUIRED CHECK APPLICABLE BOXES eH 1 ELKS NATIONAL FOUNDATION 10 00 optional Dues Statement April 1 2008 0 April 1 2009 2 STATE MAJOR PROJECT 10 00 optional 3 LODGE SCHOLARSHIP FUND 10 00 optional REGULAR MEMBER DUES APRIL TO APRIL PAYMENT REQUIRED 45 00 CHECK APPLICABLE BOXES Amount Due 1 ELES NATIONAL FOUNDATION 10 00 optional 2 STATE MAJOR PROJECT 10 00 optional 1 3 LODGE SCHOLARSHIP FUND 10 00 optional Amount Due Please return this statement wlth your payment Thank you donaticl TOTAL AMOUNT ENCLOSED Please return this statement with your payment Thank you Code 560900 Statement of Dues Pad ESA STATEMENT OF DUES BENEVOLENT AND PROTECTIVE ORDER OF ELKS OF THE UNITED STATES OF AMERICA A Fraternal Organization DUES TO rea rS JOHN DOE 1000 SHADY TREE LANE SOMEWHEREVILLE IL 99999 LODGE NAME 5555 Dues Are Payable in Advance Annually on April Ist or Semi Annually on April Ist q PO BOX 555 as Specified in this Lodge s Current By Laws C ITY NAM E M N 55350 0272 Annual Dues Are you receiving The Elks Magazine Yes Is the above address correct Yes If not correct PLEASE LIST JOHN DOE NEW ADDRESS 425 W DIVERSEY PRKWY CHI
38. Secretary I the undersigned respectfully request the issuance of C Lodge Secretary Transfer Dimit 5 In accordance with Section 14 110 Laws of the Order Please insert membership number OR a Certificate of Release In accordance with Section 14 180 Laws of the Order the 20 00 Certificate of Release fee 1s enclosed to permit me to apply for Affiliation with Lodge No Address City State Zip Code Lodge Secretary please send this to the Secretary of the above indicated Lodge signature of Member Member s Name print Member s Address City State Zip Code DATE Code 561300 Revised November 2008 42 CLMS Transfer Dimit SW15 eur jo 1 84 o1 pue INO 0 5 SIU uons2efaJ Jo a2ug de2oe 3 LON 392295 ON 2000 Aq a paeje goog ON JAYA pung 19 5 921 Buipjou ON Jaqua 21 00 300 1 8002 5241 LIWIG 33S NV L q NOILVITI33V 39LLON http www Elks Org ChicagoL MS 99 jo uogaefa JO uongee jo eures Buinssi Gnou 002255 3002 pinoys pesseJppe s sui Jo Aejames 310
39. ails click the elks org keyword backup which will take you directly to the online CLMS documentation www elks org SharedElksOrg chicagolms webhelp html index html howtobackupdata htm After your backup files have been integrated into the Grand Lodge membership system there may be exceptions that require additional processing such as member name mis matches or membership transfers The Elks Magazine Circulation Department will email you about these transactions which can also be reviewed online by clicking the Records to Review link from the Main Menu aljes Admin Message Board Knowledge Base Help Elks org Home Downloads Reports Foams News Database Changes Records to Review Packup Files Documentation Coordinator Resources Logout Date of Last CLMS HQ data sync n a In addition to these transactions you should also check for database changes submitted to the Circulation Department by the U S Postal Service Reports Forms Supplies Admin Secy Message Board Knowledge Base Help Elks org Database Changes Zecords to Review Backup Files Documentation Coordinator Resources Logout Date of LastT U data sync The changes listed on this page zip code adjustments etc may or may not be reflected in your local CLMS database If not please make sure you make the changes prior to your next offsite backup 21 Chapter Four CLMS Documentation amp Help The CLMS software package is t
40. at that address able to receive and sign for the package However if the location 15 safe from loss and the elements e g an enclosed porch or hall the driver may leave the package unsigned for When placing your order for delivery to a street address specify if this address is residential or commercial Lodge business SECRETARY S RESOURCE AT ELKS ORG GRAND LODGE WEB SITE The Grand Lodge Web site features a comprehensive resource center for local Lodge Secretaries http www Elks Org ChicagoLMS Also see Section Page 27 Secretaries can also order Lodge supplies and membership cards and electronically submit the Grand Lodge mandated annual and semi annual membership reports Secretaries also have access to a private secretaries only message board where they can discuss the trials and tribulations of the office and get quick answers to administrative questions The Resource Center also allows Secretaries to maintain their Lodge Virtual Home Page or VHP This easy to use Web site construction kit allows Lodges to post important news dates pictures and more without any special technical expertise or software Those Secretaries who choose not to maintain their VHP personally can electronically appoint a Cyber Assistant to maintain the site See Section II Page 26 To access the Secretary Resource Center simply sign on at http www Elks Org ChicagoLMS with your regular Elks org user name and password If
41. ational Foundation Chairperson who 15 appointed by the Exalted Ruler This individual s responsibility is to promote the ENF s mission to help Elks build stronger communities solicit donations from Lodge Members provide donors with accurate giving information and serve as liaison to the Foundation Many Lodge Secretaries however will assist with submitting donations to the ENF Your Lodge ENF Chairperson has received a disk with instructions on how to submit donations Training material may be downloaded at www elks org enf The Foundation also recommends working with your Lodge Chairperson to become familiar with the remittance process To request a remittance template online visit www elks org enf chairmen forms cfm To request online additional supplies such as donor cards membership card stickers or brochures visit www elks org enf SupplyOrders cfm For information contact the Foundation by phone at 773 755 4728 by email at enf elks org or by mail at ELKS NATIONAL FOUNDATION 2750 N Lakeview Avenue Chicago Illinois 60614 2256 DRUG AWARENESS PROGRAM SUPPLIES Your Lodge will have a Drug Awareness Program Committee devoted to making the youth of your community healthy productive and free of substance abuse On occasion you may have to help by ordering drug awareness literature for your Lodge These materials must be ordered through the Chairman of your State Association s Drug Awareness Program We ask you to kee
42. bas ec nia Submissions to the board are organized into topics ______________________ Secretary Message Forum pestes mace 19 15 __ Pes Lama ed T L LEEER E Topics C Servey 20 Messages Most 01 13 2008 ED C LAM olBoer of the fear 3 Miringa Recent 01 13 2009 9 534M D CASS Report 3 Most Recent 01 13 2003 0 234 E dan ck mars 15 Messages Most Bacani 01 11 2008 B EAM CiLodge Stationary 11 Messager Moat Recent CL 12 2009 D orate Ledae Fer Diem 4 Messages Mast Races OLI 2 54 C CUMS 13 Mersages Host Recent 01 12 2009 1 23 E Wider cundis 2 Has ao etn Peter C1 12 0089 0 10A Click around and explore If you d like to add a message to an existing topic simply scroll down to the bottom of the messages and click the link labeled Add New Message L Lodge Secretary Message Forum 0 crm 107157 EO 1 tr Regge i ee Memeh Pee DIL of Tea Autor inch Shepherd Posted 01 05 09 07 45 pe zzz Can previous Cicer of the Year recens Pos pear B Ed Posted 01 05 D9 03 24 PM
43. bership Committee for various awards for recruiting new or reinstated Members Notwithstanding any in Lodge incentives Grand Lodge wants to ensure that these dedicated EIk Recruiters are suitably recognized Familiarize yourself with the requirements for these national awards and forward recipients names when your records show they have earned our gratitude and praise The outstanding activities of every successful Lodge result from teamwork and your position gives you responsibility for bringing recognition to Members who have been a credit to your Lodge in your community Throughout the year you will receive entry forms for numerous contests that merely require you to recap the Lodge goals that have been accomplished We ask you to return those completed entry forms for the services that your Officers and Members performed These forms do not include those designated for the person or committee to fill out In our volunteer system saying Thank You through these contests and awards help keep the volunteers donating their time and energy DIRECTORY INFORMATION FORMS PACKET One item required to be verified or adjusted annually 15 your Lodge list of ZIP Codes from which you may statutorily recruit Members Before a Secretary either enters the same ZIP Codes as the previous year or arbitrarily chooses new ones the Secretary should consult with the Lodge Officers and the District Deputy If another Lodge has relocated or a new Lodge in
44. ch entry rather than just 5473 29 received we owe 581 When motions for voting at a subsequent meeting restate the motion for those Members who may have forgotten or who weren t present previously Once you have recorded minutes and read them at the next meeting more than likely you need not be concerned further However whenever a question arises on a previous floor action you will have to locate the appropriate minutes This means you must create an index either as a separate cross reference or simply by attaching a small note to each meeting s minutes listing major subjects discussed or motions passed You need not include names of Members initiated transferred etc as their membership sheet will give the pertinent dates from which to locate the minutes of the meeting where action was taken The Lodge Secretary must also record the proceedings of any Subordinate Forum and assist the Exalted Ruler in conducting it in strict compliance with our Laws which are detailed in Chapter 8 of the current Statutes Your Lodge may never have to conduct a Subordinate Forum But you should become familiar with Chapter 8 now when you have time to study it and ask questions rather than later when the need arises and time 15 limited CORRESPONDENCE In most cases the Lodge correspondence for which you are responsibile will be the only contact your Lodge has with others in the Order including those at Lodge District State
45. complete until you click the Finalize Order button Grand Lodge Supplies Your Order MOTE your complete unbl you press the Flnalize Order button bebra 1 eds Salary Criler ID 12230 05 10 2007 1 18 FADE Order has inet yet linen finalized and has HOT heen submitted for processing Frederik Mensch 776 0747 eng Humber 111 Thins Borthebore Es Lodges 1115 lks Lodge 21716 EL 802714 Padia Ha DC Hausa Tiem ID Dien Aarma Pain i Soothe CHin mr i i adam p anl 4 25 CS Tecta EEEE c 214 05 4 25 21 ios Tax and shipping if applicable will be added to your order separately P Note that tax and shipping if applicable will be added separately to the total displayed Your lodge will be invoiced for the total amount due 29 Chapter Nine Secretary Only Message Board Even the most experienced lodge secretary has questions occasionally and the Elks org Secretaries only message board is a great place to go for answers iion Yim Rabe of Last CLASS da
46. d Ruler s and or Secretary s names addresses phone numbers or email addresses Serve as a Member of the Standing Relief Committee Perform all duties required in connection with Subordinate Forums Any additional duties approved by the Lodge CHRONOLOGY OF DUTIES April Prepare Annual Report and send same to Grand Secretary along with Grand Lodge dues as soon as possible after April Sec 12 050 Stats MAY DEADLINE Report on year s activities to the Lodge Sec 12 050 Stats Notify the Members of all Committees of their appointments together with the subject given into their charge Sec 12 050 Stats Attend District Deputy Clinic Continue Year Round Duties May Continue Year Round Duties June Forward Annual Audit Report to Grand Lodge by JUNE 30th Prepare Forum Box with the aid of Trustees Sec 1 210 Stats Continue Year Round Duties July Continue Year Round Duties August Attend District Deputy Clinic Continue Year Round Duties September Prepare all records for District Deputy Official Lodge Visit Order Membership Cards on Grand Secretary supplied form Verify Lodge vote on Constitutional Amendments if any on Grand Secretary supplied form Continue Year Round Duties October Report on half year s activities of your office to the Lodge Sec 12 050 Stats Continue Year Round Duties November Prepare Periodic Membership Report Sec 12
47. date of this application Answer 12 Give references of at least two Members of this Order other than the Proposer stating the name home address and business address Home Address Business Address 13 Give the name of each place of your residence you have had during the last 5 years preceding the date of this application specifying date of each change therein also the occupation followed by you in each place When Established When Changed The above blank must be fully filled out by the Proposer and the Applicant and be accompanied by an Application Fee or it will not be considered Balance of Initiation Fee and proportionate Semi Annual Dues up to next April I1st October strike out date not needed must both be paid at time of Initiation 20 Date Signature of Applicant Code 560700 Rev 6 2004 40 EXHIBIT F APPLICATION FOR AFFILIATION IN Benevolent and Protective Order of Elks of the United States of America Please print or use typewriter I undersigned under the Obligation of the Order hereby make application to be Affiliated in this Lodge and State By Transfer Dimit from Lodge No 2 By Absolute Dimit from Lodge No 3 By Certificate of Release from Lodge No 4 Name Spouse s Name Email Home Address City Zip Phone Business Name Occupation Business Address City Zip Phone 5 S
48. dge Program Book latest issue Code 514000 Judiciary approved Lodge By Laws latest issue Code 520501 History of the Order Code 511300 Investigating Committee Manual Code 510200 Leadership Training Booklets set of 5 Code 511900 Liability Insurance Program Guide Code 513000 Lodge Activities Manual Code 510300 Lodge Auditing Committee Manual Code 510000 Media Relations Handbook Code 510700 Membership Manual Code 510400 Price List of supplies publications paraphernalia and forms available from the Office of the Grand Secretary Protocol Manual Code 510600 Regular Ritual Pocket Book Code 511500 Rituals of Special Services Code 511601 Ritualistic Contest Manual Code 519900 Robert s Rules of Order Code 511700 Secretary s Manual Code 510800 Youth Activities Program Manual Code 512100 Youth Supervision Guide Code 512200 Posted online at Elks Org If you not have a complete reference library ofthe above order needed items through the Headquarters Shipping Department Additional publications paraphernalia forms and miscellaneous supplies appear in the Master Price List issued by the Chicago Headquarters Additional order forms should be requested when needed ANNUAL DISTRICT DEPUTY VISIT Each fall the appointed District Deputies must visit their respective Lodges and report on Lodge adherence to the Laws and procedur
49. dress All remaining Justices of the Grand Forum are to have the word Hon as follows Hon Name Justice Grand Forum B P O Elks then 2 line address The Chairman of the Committee on Judiciary is addressed with Hon Remaining Judiciary Committee Members are addressed with Hon Committee Chairmen and Members not mentioned are not addressed with All PR G E R s are addressed as Hon such as Hon Name P G E R B P O Elks then 2 line address Grand Lodge Agency Managers or Directors do not carry Hon before their names However they should be addressed using their correct titles such as Name Executive Director Elks National Home then 2 line address District Deputy Grand Exalted Rulers are to be addressed as follows Name D D G E R State South District B P O Elks then 2 line address sure to indicate the District as above District Deputies do not carry the word Hon All Special Deputy Grand Exalted Rulers are to be addressed as follows Name S D G E R B P O Elks then 2 line address Special Deputies do not carry the word Hon 50 Code 510800 Revised January 2009 W Online PDF version revised January 2009
50. ds Ge RS 5 Federal State e bee des 6 d 1 Grand Lodge 1 Grand Lodge GER Awards 7 Grand Lodge Correspondence 7 Grand Lodge Publications 4 Identification Cards Spouse Family 11 Incorporation of Lodge 14 INdOCIIINANON 423 Reese Soba 10 P oe ek ee et reas 13 INDEX Page Laws Of OUT OTe RUE 13 Life and Honorary Life Members 12 Lodge Transactions Report 15 Manuals and Publications 4 Member Recruiting Awards 7 Membership Cards 11 Membership 9 Appendix Exhibit 36 Membership 8 INGE 6 National c deen tue Gna e S ae 3 Notice of Election Form Appendix Exhibit L 47 Obituary NOTICES cere RE Soe 8 Offhice and Files 24222434 n 3 Processing Candidates and Applications 9 Proper Forms of 55 49 Proposer s 9 Reinstatements and Transfers 10 Request for Transfer Certificate of Release Appendix Exhibit G 42 Secretary S DUll6S 2 Appendix 34 State and Federal 6
51. duced dues do not become effective until April of the succeeding Lodge year Our Laws also provide for a Life Member to apply to transfer his or her Life status to another Lodge either on or after the point at which the Member applies for the Transfer Dimit The vote on the Life status must be separate and usually held before the vote on the Transfer Dimit itself should granting of the Life Membership be an applying Member s condition for pursuing the transfer The request for the Life Membership Transfer must be submitted to the Lodge Secretary in writing as part of the application process and each applicant must be voted on separately and receive a 2 3 majority approval NOTE Honorary Life Membership CANNOT be transferred LABELS FOR LODGE USE Your care in keeping up your Lodge roster in the Magazine Circulation Department becomes apparent when you mail the Lodge bulletin or notices to your Members Preprinted mailing labels can be obtained inexpensively from The Elks Magazine Label Department We suggest you contact the Label Department for current offerings or submit an order online through the Secretary Resource page at http www Elks Org ChicagoLMS STRAY ELKS A Stray Elk is one in GOOD STANDING who has moved from the jurisdiction of his home Lodge and now resides permanently in the jurisdiction of another Lodge Many of these Members may eventually take Absolute Dimits or be lost to our Order for nonpayment of dues unless
52. duties may require But the final responsibility for maintaining accurate complete and up to date records and accounts can never be delegated away from the Secretary Because our Statutes stipulate that Lodge records shall be open to inspection by all Lodge Members regular office hours should be maintained While the Statutes do not require that the Lodge maintain a Post Office Box experience has shown that this practice provides continuity of mail delivery to responsible individuals within the Lodge despite the absence or change in Officers If the Lodge 15 not staffed by responsible personnel during daytime hours Monday through Friday to accept deliveries the Secretary should arrange for an alternate location to handle this duty after discussion with the Exalted Ruler and Trustees This shipping address should then be given on all orders for supplies from the Grand Secretary or elsewhere to prevent lost merchandise A good practice to prevent order duplication or unauthorized purchases is to impress the Lodge seal on all outgoing orders As custodian of this seal the Secretary then can coordinate supplies NOTE The coverage provided to all Lodges in the Grand Lodge Insurance Program includes automatic bonding of both the Lodge Secretary and Lodge Treasurer annually for 50 000 Be sure your Lodge isn t paying for additional duplicate coverage CHICAGO LODGE MEMBERSHIP SYSTEM The Chicago Lodge Membership System CLMS 15 the officia
53. e Number for identifying those items We also supply up to date price lists Manuals listed show dates of latest revisions Order forms are available free upon request However the Grand Secretary can only accept merchandise orders from those authorized by the Lodge Exalted Ruler Secretary Trustee or other Lodge designated person Page Three lists the information needed to place orders by mail e mail phone fax or online Orders for in stock items are normally shipped within 2 3 days Back orders will ship as soon as the material 1s available Some items require customized printing embroidering or engraving and will take 3 12 weeks or longer to ship depending on the item Please consult the price list or call for details on custom orders When ordering supplies from the Elks National Headquarters in Chicago specify whether to ship via the Post Office UPS or FED EX Ground If no preference is given your order will be shipped UPS or FED EX Ground as both services provide tracking numbers and insurance Next Day Air and Second Day Air service is available upon request and for an extra charge An invoice for each order will be sent separately via first class mail approximately 3 days after the merchandise is shipped Invoices are always sent to the mailing address of the Lodge in care of the Lodge Secretary unless otherwise requested UPS and FED EX Ground require a street address for shipment preferably with someone
54. e will issue a minimum supply of basic cards to permit the Lodge to continue operating with the Lodge required to pay for the forced cards Every fall keep your eye open for the card order form and act on it promptly Lodge Secretaries who fail to act should not expect a waiver of the Lodge debt on grounds that the cards they receive do not match their specifications since the color of the card is changed annually on April 1 no cards should be issued to show a payment beyond the life of the card If a Member pays dues from October to October the card should be issued only to April 1 and the Member given a receipt for the six months dues from April 1 to October 1 The entire amount should be posted and a new 6 month card issued to the Member on April NOTE Lodges are now allowed to amend their By Laws to require payment of FULL YEAR DUES ONLY Secretaries should confer with other Lodge Officers to consider this option to save on bookkeeping time Before issuing annual cards to Life and Honorary Life Members those Members are required by Statute to pay the Grand Lodge per capita dues and assessments State Associations dues and when provided by Lodge By Laws a Lodge administration expense of not less than 5 nor more than half of the regular Lodge dues Identification cards for the spouses of Lodge Members or the family of deceased Members should be issued upon request in accordance with Section 14 140 and at no charge In
55. ebmaster elks org conv elks org pledges elks org scholarship elks org magnews elks org magcirc elks org magcirc elks org AUTOMATED DIRECTORY SERVICE 773 755 4704 MEMORIAL BUILDING HOURS TOURS INFORMATION 773 755 4876 OFFICE AND FILES While the Laws of our Order do not explicitly require every Lodge to designate an office for the Lodge Secretary they do so implicitly by mandating that he or she maintain secure custody of funds and records Within limits of space and Lodge funds this office can be as simple or extensive as needed But several points must be accepted if the Lodge provides such an office Security 15 essential for either the entire office or cabinets files safe and desk which should be locked with only the Secretary having the key A Secretary could not reasonably assume an obligation and be bonded see following NOTE as our Statutes require to maintain correct records and accounts if those records could be easily altered destroyed or removed without the Secretary s knowledge or consent Likewise entrusting records to the Secretary obligates the Lodge to provide sufficient storage to hold them yet allow easy access and reference Compelling any Secretary to maintain Lodge records off Lodge premises when the Lodge is able to do otherwise is negligence that could ultimately be detrimental to the Lodge Our Statutes contain provisions for such clerical assistance as the volume of the Secretary s
56. ense fee every year Multiply 25 or other multiplier stated in your By Laws times only the Lodge s portion of the Member s full annual dues see By Laws Article X Sec 2 c Our Statutes do not require every Lodge to offer Life Memberships Lodges may decide the matter based on their particular circumstances Before taking action Members should consult both their Lodge By Laws and the Order s Statutes The Secretary has an interest in keeping a constant supply of both books available to Members to head off conflictresulting from misinformation No Life Memberships are granted automatically upon reaching the requirements published in the Lodge By Laws Each Member seeking Life Membership must apply in writing to the Lodge Secretary There 15 no set form Once received the request should be reviewed for verification and if found eligible submitted to the Exalted Ruler for setting the Lodge vote not later than the third regular meeting after the meeting in which the application is announced Remember that there must be both an application and separate vote for each applicant Voting for a group 15 not permitted Secretary supplied paper ballots with all eligible names listed with YES and boxes satisfy this While applicants may be elected any time most Lodges set aside a special night for inducting newly elected Life Members Regardless of when a particular Member 15 elected to Life status the special card and re
57. ent to your new appointee There is no charge for a Cyber Assistant transfer Chapter Seven Validating Online Users Over time as members drop from your lodge and new members are added you may discover that some former members of your lodge have Elks org accounts even though they re no longer members or have transferred to a different lodge Or you may discover that some new members of your lodge have Elks org accounts even though they haven t yet been added to your membership roster These situations are easy to remedy by clicking the Admin tab You ll see a list of any Elks org members from your lodge that don t have matching lodge and membership numbers in the Grand Lodge database Click the link next to their name to address their particular situation Name Elks org Membership Last Elks org Visit Chelini James 999999 01 12 2009 Remove from Elks org Correct Mensch Frederick 999999 01 12 2009 Remove from Elks org Correct Elk org Motto Michael 999999 01 05 2009 Remove from Elks org Correct Morthey Marcee 999999 01 12 2009 Remove from Elks org Correct Elk org Ziko Dan 999999 01 12 2009 Remove from Elks org Correct Elk org Chapter Eight Ordering Lodge Supplies Ordering manuals meeting supplies and lodge supplies is easy through the Grand Lodge website Click the link labeled Supplies tab from CLMS main menu and then link labeled Grand Lodge Supplies 27 http
58. ers be needed order Code 553700 Many Districts publish their own annual directory Should you need one contact your District Deputy If none exists you may need to compile one with the help of the District Deputy Almost every State Association publishes its own directory annually following the state convention where its Officers are elected and installed You should contact the State Association Secretary to obtain one However names of every State Association President Secretary Editor and major Committee Chairpersons appear in the Grand Lodge Directory of State Associations which is automatically sent to you after the annual Grand Lodge Session Additional copies can be ordered from the Grand Secretary Code 553800 At the front of this same Directory are names addresses and telephone numbers of the Grand Exalted Ruler and other current Grand Lodge Officers and Committees Here also appear the Grand Trustees Past Grand Exalted Rulers Grand Lodge Commissions and Agencies Use it to direct correspondence to the proper persons in Grand Lodge See Address Guide Page 50 On each State s page in this Directory appear all current District Deputies Also the most frequently contacted Grand Lodge Officials are listed in the Grand Lodge Newsletter published after each year s Grand Lodge Session GRAND LODGE GER AWARDS amp CONTESTS Also important to outgoing Lodge communications are requests to the Grand Secretary and Grand Lodge Mem
59. es Give the year served as ER regardless of Lodge Likewise remove the name of any PER dropped expelled suspended dimitted out or deceased For any deceased PER whose name you remove from the one list these names should be submitted on a separate sheet which 15 the basis for a Past Exalted Rulers Memorial list or Necrology published annually as part of the Grand Lodge Proceedings THE ELKS MAGAZINE OBITUARY NOTICE Every Lodge Secretary is to report to the editor of The Elks Magazine the passing of fellow Lodge Members who had been a Past District Deputy or of a higher position in Grand Lodge so that official notice can be given to everyone in the Order Whether informing the Magazine of the death by telephone e mail or in writing give the deceased s full name and dates of birth death and initiation into the Order positions held with years of service and Lodge affiliation This will ensure that the proper honors will be shown to those who have given exemplary service to Elkdom MEMBERSHIP REPORT TO GRAND LODGE The Secretary 15 required to furnish two statistical reports to Grand Lodge each year These reports are due April 1st and November 1st and are filed electronically using the CLMS reporting system at http www Elks Org ChicagoL MS Also see Section II Page 22 It is the duty of the Secretary to maintain the Lodge membership tracking and reporting records by use of the CLMS program Membership information entered into
60. es of the Order as well as its promotion of Elkdom s programs We won t list the questions or items the District Deputy will wish to address He or she will have informed you at the August clinic so that you can prepare Appendix Exhibit C Note that the most recent Lodge backup of CLMS data should be performed no more than two weeks before the scheduled District Deputy visit If a Lodge Secretary has performed all the required duties covered in this manual there is no cause for alarm If any areas need adjustment the purpose of this yearly visit by the District Deputy 15 to assist you and the Lodge not to chastise After the visit the Lodge will receive the submitted report and a letter from the Grand Exalted Ruler indicating any deficiencies And as stated elsewhere your District Deputy is available year round with valuable insights gained from his or her experience with many Lodges BOOKKEEPING The Grand Lodge has published an Auditing Accounting and Management Manual Code 510100 to guide Subordinate Lodges in setting up and maintaining its books This Manual contains forms and systems to record and plan your financial transactions so that all Lodges will follow essentially the same basic formats and accepted accounting procedures Each Lodge will have to obtain locally with the advice of their accountant items such as journal and ledger books But the office of Grand Secretary does supply certain basic records such a
61. ess to anyone else and the Lodge must pay for your error Once received examine the cards to determine if all ordered were sent you and then store them in a dry and locked area until used Additional cards can be ordered any time throughout the year Each April 1 destroy all card stock from the previous year so that none can be forged by someone not entitled Also regardless of sentimental attachments there are no valid reasons under our Laws for issuing an obsolete card and a Member who pays the yearly amount as of October should be given a half year current card plus a receipt for either the past or future half year dues LIFE MEMBERS If your Lodge has provisions for Life Memberships you should familiarize yourself with Section 14 260 of our Statutes that deals with Life Memberships either purchased or attained by length of membership Also note Section 14 270 concerning Honorary Life Membership granted for Distinguished Services in addition to the specific limitations that your Lodge is permitted in its By Laws These may include maximum number of Life Members allowed higher age or length of membership either total or in Lodge where applying greater price for purchased type and many other variations above the minimums stipulated by Statute NOTE When calculating the amount for a PURCHASED LIFE MEMBERSHIP the Life Member will still be obligated to pay the Grand Lodge and State Association portions plus an administration exp
62. ge to read and discuss the applicable Statutes at great length at that time Also if necessary contact your Area Member of the Grand Lodge Committee on Judiciary Incorporation or appropriate Grand Trustee Real Estate Transaction for guidance Our Statutes cover these topics in detail but several points should be made regarding your duties in connection with them First because the welfare of all Lodge Members is involved in the decisions take special care that they are all informed of the complete situation and notified to take part in any votes or discussions affecting them Second be sure to keep your Past Grand Exalted Ruler Sponsor s and District Deputy up to date on all developments for the good of the Order Third for a consultant on these matters as well as other matters in the Lodge you should establish a friendly relationship with a Lodge Member or Members who are in the legal financial and real estate professions If none of your Lodge Members 15 so qualified we suggest that the Membership Procurement Committee emphasize their recruitment THE LAWS OF OUR ORDER A Secretary must become familiar with the Laws of our Order They are easily understood and may be found with the help of the index When in doubt or in differences of 14 opinion you should write your Area Member of the Judiciary Committee for an authoritative opinion When you write detail all the facts and circumstances involved ELECTIONS ANNUAL
63. he Chicago Lodge Membership System CLMS with a variety of online reports and features Your free elks org user name and password allows you to Check the status of your CLMS backups amp reports Access the CLMS Help Desk and Knowledge Base Order lodge supplies Submit your charitable giving report Update your local lodge Virtual Home Page Participate in a private secretaries only message board Access to the Elks org Secretary Resource websites is restricted to current lodge secretaries only as listed in the Grand Lodge database How do know who the Grand Lodge database lists as secretary If you re not sure who s currently listed as secretary of your lodge it s easy to find out Simply type your lodge number in the Keyword Search box on the Elks org home page Home _ WhoWeAre OurPrograms Members Only Then click the Contact Us link on your lodge page to view the members currently listed in the Grand Lodge database as Exalted Ruler and Secretary of your lodge 28 Local Lodges Online m Mansfield Lodge 2633 MA CIRCLE District No 2000 Exalted Rular Judith Blackadder Secretary Edward J Rosenberg Lodge Location Lodge Malling Address 2823 No 2833 14D St 140 5t Mansfield MA 02040 2212 Mansfield MA 02040 2212 4 Contact Us Telephone 508 261 9595 Lodge Keyed Search
64. hip sheet in the visible record book and or ledger Dues collected as well as any other funds received by the Secretary should be turned over periodically to the Treasurer and a receipt given the Secretary Mention must be made of the statutory restriction regarding changes in a Lodge s dues These cannot be charged to Members until the April 1 after the date of approval by the Grand Lodge Committee on Judiciary Each fall the Grand Secretary will send Lodge Secretaries an order form for the next year s membership cards If you have not received this form by October 31 call or write the Grand Secretary for one Based on shortages or excess cards ofthe four types of cards Regular Life Honorary Life and 12 Identification or spouse cards in the Secretary s possession estimate your needs for the coming year complete the form following the accompanying instructions and return it to the Grand Secretary s office as soon as possible While the factors involved in printing and shipping more than 3 million cards to approximately 2 000 Lodges prevent promising a definite ship date for your cards the sooner ordered the sooner you receive them Be sure to retain the Lodge file copy for reference For questions about the various options available for the cards call the Membership Card Hotline at 1 773 755 4748 or write the Grand Secretary rather than order the wrong cards Once the cards are imprinted with your Lodge name they are usel
65. horoughly documented in a 400 page manual that can be accessed online in PDF format for easy printing or in HTML format for easy searching and browsing To access the manual click the documentation link from CLMS main menu For additional help visit the CLMS Knowledge Base to access a searchable database of more than 100 technical support articles Eiren emei Hee mr rie vs Aro 17 5 Ics E na HJ ee ________ Keyword laperi Tewch Knaeledqe Suche X 186 Fix lost adtuxtmerr in too laria NUMBER _ General CLMS usage Troubleshootna Tix upon entered a nua rds Toe Esch 21 04 125 1323 ipe gunt 1 1221 ppl usan Pieawe agree a ee pro bo qe Cyrene Jr Chor Miska freskah 2 4170 MEE uad Dpi 11 TUE Lac arma EE _ aial DUE 184 n rH vin Le a DATED CUMS ber do so Pr Baer 25 1 201 315 pore users
66. ible from local printers Every Secretary is advised to order enough to last the five years until the next general revision 1s required When ordering these By Laws with your Lodge s figures already entered you do not have to send your Lodge s approved By Laws as Judiciary automatically sends them to the Grand Secretary Since the printing takes 2 3 months you may have to paste in entries by hand in the By Laws booklets you have on hand for new Members until the next printing is shipped to you This 15 acceptable practice You may also order any quantity of the By Laws Guide booklets with blank spaces during the five years after a general revision approval but you must then enter the appropriate figures in the spaces throughout each book Needless to say when a Lodge violates the Statute requiring the 5 year general revision Judiciary will not approve any isolated amendments submitted nor is the Grand Secretary permitted to ship large quantities of By Law Guide Booklets or to order printed By Laws until the Lodge regains compliance by having a current general revision submitted and approved INCORPORATION OF SUBORDINATE LODGES and BUYING LEASING OR SELLING LODGE PROPERTY Actions that seriously affect Lodge life and status under both the Laws of the Order and community require a great deal of planning Since the Statutes change from time to time and only those in effect at the time the action 15 contemplated govern we urge your Lod
67. iewing by candidates All Lodges are urged to supplement this with information concerning their own Lodge District and State activities 10 Because of the Lodge Secretary s required involvement in processing candidates from submitting the application through initiation you also will probably be part of the Indoctrination Committee However with the backing of the Exalted Ruler stress to all Officers that your participation will be limited to technical director to run the projector VCR or DVD player for the prerecorded segments The other Indoctrination Committee Members and as many of the Lodge Officers as possible must participate in and deliver the live portions to make the indoctrination informative and enjoyable for these candidates and their families Your advance duties include scheduling the indoctrination date and place inviting the candidates AND THEIR SPOUSES AND FAMILIES notifying the Indoctrination Committee Officers AND THE CANDIDATE S SPONSORS for their attendance repeatedly inviting current Members to see the presentation and possibly inviting prominent non Elk leaders to learn how our Order benefits their community Set up the equipment ahead of time handle any arriving candidate s paperwork give them name tags to make getting acquainted easier and put them in the hands of the Officers and their Sponsors for a pre show Lodge tour dinner or hors d oeuvres Start the actual presentation on time and
68. ill A good idea is to start billing for the new year about February 15 and then again on March 15 and the first of each month thereafter to those still not paid With this system many Lodges begin the new year on April with more than 50 of the membership paid up The Secretary should also constantly keep on top of delinquents by transferring their membership ledger sheets to another file or by using different colored file signals In addition the Secretary should follow the program outlined in the lapsation section of the Membership Manual to keep up the comparative membership and lapsation figures He or she should review the figures with the Exalted Ruler and Lapsation Committee the first of every month and report them at the next Lodge meeting Every Lodge should try to improve on the previous year s figures MEMBERSHIP CARDS An Elk who has paid the required Lodge and Grand Lodge dues and assessments is entitled to receive a Membership Card bearing the Lodge seal and signed by the Secretary and Member The Lodge seal should be imprinted on every card to protect against forgery Only BPOE membership cards supplied by the Grand Secretary may be used by Lodges and Members Lodge Secretaries MUST HAVE CARDS TO ISSUE BEFORE the next Lodge year begins each April 1 Some Lodge Secretaries fail to place their card orders despite numerous reminders from the Elks National Headquarters After six months of reminders the Grand Secretary s offic
69. ill arise with some of your less informed Members which requires a go between Those Members may want the viewpoint of some authority from outside the Lodge to settle the matter Every year in July a new District Deputy Grand Exalted Ruler is appointed to assist and supervise your Lodge He or she will provide your Lodge with a picture Post it prominently on the Lodge bulletin board or photo gallery of course but do yourself a favor and provide a safety valve for Members who want additional advice or assistance by also posting the DDGER s business card with the picture so any Member can easily get in touch for advice With both this in Lodge posting and the DDGER s listing in every bulletin every Member will not only have an additional resource to call on but will have increased awareness of participation in the expanded world of Elkdom that reaches out into your District and our national Order And as Secretary you also have the annual duty of putting up for the Members benefit the pictures of our Grand Exalted Ruler your State s Sponsoring Grand Exalted Ruler and your State President as well as any motivational posters All of these are sent through you to your Lodge throughout the year for good reasons Share them with your Members Manual for the Secretary of an Elks Lodge Part II Online Features www elks org Revised January 19 2009 17 Chapter One Getting Started The Elks org website supports t
70. jeprpue uo 10014 uo peo pled 994 uonenrug uoneor dd uon v ___ q 310898 SI9quioJA JO sounjeusig A qe1oAv ju 14810 84 punog 9184 VSN sra Odd 10 drqs1oquio A uo 293j11rumuo 99 diysdaquayy uo 22 1uu07 55 NOILVOI 1ddV ououdeo o L uonednooQo 90 59 Jo 4 ououdeo o L uonednooQo pesueq peusrIqeisq JO 4 OPIS 2842424 UO u2418 40 pup ays Juasaffip ft siy fo ay 1 51024 aof 20 anod aduapisad fo 1517 SsoJppy ssouisng SSoJppy ON 9 ououdo o SsoJppy ssouisng SsSoJppy ON 29 9Spo 7T AY fo 4 aq 3 42sodoaq 291 42110 S22u242f24 OM 2p14044 LNVOI1ddVl ON pew H 5 JO 891935 1 ou Jo 5314 JO 19p4Q pu Jo so d
71. l membership record keeping and reporting system for the Elks The computerized system 15 mandatory for all Lodges The program 15 available through the Grand Lodge Web site at http www Elks Org ChicagoLMS Also see Section II Page 17 It is the duty of the Secretary to maintain the Lodge membership tracking and reporting records by use of the CLMS program Membership information entered into the CLMS program must be backed up at the Lodge level as well as the Grand Lodge offsite location every time membership information is entered into the CLMS program Computer and Internet requirements can be found on the CLMS Web site The CLMS operating manual is available for printing from the CLMS home page For a fee the Lodge Secretary can order the CLMS Manual from the Elks Shipping Department In addition to membership recording and tracking CLMS offers dues billing statements labels and envelope options SUPPLIES ORDERED FROM GRAND SECRETARY Discussed elsewhere in this manual are items NOT available from the Shipping Department of the Grand Secretary ENF forms and materials Drug Awareness literature membership card stickers Lodge mailing labels goods marketed by Elks licensed vendors This section deals with those items the Grand Secretary DOES supply most of which are forms and paraphernalia required by our Laws to be used in all Lodges printed items supplied by the Grand Secretary carry a six digit reorder Cod
72. ly in writing for an Absolute Dimit Appendix Exhibit J which shall be granted again without a floor vote The Member then becomes an unaffiliated Elk and should be removed from the Lodge s active rolls Section 14 120 NOTE Sometimes in a disagreement a Member may tear up his card and say he quits But the Secretary must keep the Member on the Lodge rolls unless he or she submits a signed request for an Absolute Dimit or is dropped Also after tempers have cooled the Member must be issued a replacement card should he or she request one as long as dues are still current 11 A former Member of a defunct Lodge must apply to the Grand Secretary for a Certificate of Status to permit him or her to apply for affiliation as on a Transfer Dimit or Certificate of Release Sections 14 230 and 14 250 DUES AND LAPSATION While no cure all for lapsation may exist the Lodge Secretary working with an active Lapsation Committee can do much to save delinquent Members The problem should be addressed year round by the Secretary and Lapsation Committee The Secretary should bill the Lodge s delinquents monthly Since dues are payable in advance Members should be billed in advance Many Secretaries bill their entire membership in March by enclosing the billing form and remittance envelope Appendix Exhibit M their monthly bulletin indicating that the bill may be disregarded by those who have paid before receiving the b
73. ly into the Chicago Lodge Membership System http www Elks Org ChicagoLMS Also see Section II Page 24 While you do not personally conduct all the community service veterans youth and patriotic programs of the Lodge you should ensure that every committee brings their figures to you after giving a final report to the Lodge As soon after the Fraternal year ends on March 31 and before April 30 your total charitable figures must be filed directly into the Chicago Lodge Membership System Also be advised that the Annual Report forms are no longer mailed to Lodges to be filled out and returned to the Grand Secretary Only the Charity Records Booklet 15 mailed to Lodges to assist Secretaries in compiling Lodge charitable statistics during the year MERGERS While Lodge mergers are infrequent they do require much activity by both Secretaries such as producing up to the minute statistics so Lodge Officers and Members can accurately and quickly evaluate each Lodge s assets and liabilities Grand Lodge will supply ample directions in accordance with Sec 11 060 for properly handling all aspects But two particular duties of the Secretary for the Lodge existing AFTER the merger bear special mention MEMBERSHIP REPORTS such mergers will have an Effective Date either stated in the Grand Exalted Ruler s Executive Order which authorizes one Lodge merging into the Lodge that continues after the transaction or the Institutio
74. many Lodges the House Committee issues ASSOCIATE MEMBER Cards to Members of other Lodges who use the Lodge s recreational facilities For this purpose these Lodges are advised to have their Secretary annually order extra ID cards The House Committee can then simply stamp the cards ASSOCIATE MEMBER using an inexpensive rubber stamp Be advised though that the Associate Member Program means that the Secretary must also keep a separate file of these individuals their home Lodges and any collected fees Such Associates are NEVER counted along with the Lodge s actual roll Members on any Grand Lodge required Membership Reports If your Lodge applies stickers to cards bearing years of membership positions held etc the Secretary 1s responsibile for maintaining the information needed to furnish the correct sticker with each card While Lodge customs vary regarding the year stickers the one rock solid common rule is that ONLY ACTIVE in good standing YEARS can be counted Improved dues collection can result from using the Early Bird sticker which denotes those who have paid their Lodge dues in advance of the next dues period While the Grand Secretary does not supply these stickers his office can suggest where they may be obtained When a membership card is issued a record of the dues initiation affiliation or reinstatement fee if any should be entered into the cash book and posted on the Member s loose leaf members
75. n Date for Lodges which combine all their assets and memberships to form a completely new Lodge Extremely important to the surviving Lodge is that the April Membership Report as well as the November I Report when applicable which is due AFTER the Effective Date accurately accounts for the Members added to its rolls While it is relatively simple for Grand Lodge to reduce to zero the numbers previously shown under the closing Lodges without even the need of a report the surviving Lodge must make sure to add in every merger acquired Member as AFFILIATING BY DIMIT on Line 3 must be done here since no MERGER Line exists plus those individual Dimit Certificate of Release cases coming in from other non merger Lodges INDIVIDUAL MEMBERSHIP NUMBERS ADDED MEMBERS When one Lodge merges into an existing Lodge the Secretary of the surviving Lodge one which has the same Lodge Number even if Lodge name may change MUST ASSIGN NEW MEMBERSHIP NUMBERS TO ONLY THOSE COMING ONTO THE SURVIVING LODGE S ROLLS FROM THE ABSORBED LODGE IN CONTINUANCE OF THE SAME SEQUENCE AS THE NUMBERS ASSIGNED UP TO THAT POINT If both Lodges cease to exist in order to create a new Lodge ALL MEMBERS MUST BE ASSIGNED NEW MEMBERSHIP NUMBERS Grand Lodge records depend on correct membership roll numbers so it is critical that the roster maintained at The Elks Magazine Circulation Department be updated with the new numbers for these Members AS SOON AS POSSIBLE
76. nding 03 31 2008 are aulhorives to update your lodge Virlual Home Page on your behalf bul are mol sutharized bo order taa supplies when ir any other ci functions new Cyber Assistant click the Anpoint as button beside your Appoints s name Your Holes will be for the 25 registration fee Mate That this appoimiirment will expire automatically on 03 11 2008 and a new regitiralion request will be required for next year You can appoint up to three Cyler A sislants for your ledor bel a 25 regislrabion feo will apply lar cach appointment transfer an existing Cyber Assistant appolntment fram one member to another select the new appointees name from the drap down box apposite your current Asian Then click the Trander Cyber Avsistant Access button and the Eransler will be ellective immediately There ix mo charge bo lIransler a Cyber Assistant registration one mambar te another Baker Joseph Appoini as Cyber Assislant amp broie Lodae Flores Fuchard Appoini Cyber AssisLant Lodge 25 Hennings Robert ars Cyt A A inion Lodge 52 Kavan Dana as Cyber Assislant amp Lodge 2 Lore Append Cyteskesistand amp Invoice Lodge 375 Manbelos a5 amp indict Lodge 525
77. nt Lodge Such request should be made promptly without a floor vote since 1959 and the completed Transfer Dimit Appendix Exhibit mailed to the Lodge Secretary in which the Member has requested affiliation The Transfer Dimit must be granted if the applicant 15 a resident of the Lodge with which he or she wants to affiliate if the applicant s current dues paid and he or she 15 under no other obligation to the Lodge and if no charges are pending against the applicant The Member s name should not be removed from the rolls of your Lodge until the other Lodge has notified you of his or her acceptance effective the date of the affirmative ballot An applicant for affiliation by Transfer Dimit into your Lodge should be required to fill out an Affiliation form Appendix Exhibit The Dimit should then be processed as a new application If elected the Member should be assigned a new membership number The dues of a Member received by the Lodge on Transfer Dimit shall commence with the semi annual period after which he or she has paid dues to the Lodge that granted the Transfer Dimit Section 14 110 When the affiliate has been accepted the new Lodge Secretary should immediately notify the Lodge from which he or she has transferred This may be done by letter or sending the completed coupon in the Transfer Dimit book Our Statutes permit a Member to resign A Member in good standing may in accordance with Section 14 110 app
78. o 5 wung Ajyunumo drysivejoyog Anu IMO 5 026 pu SoAL poold __ udIp IyD poddestpuey A LIN OJATAOD OIAIO 4012q 55 22 1uui0 IY 7224 21 37 EXHIBIT D continued Proposal for Membership Benevolent and Protective Order of Elks of the United States of America Proposer Address E mail Address Telephone Number is proposed for membership by Legal Name of Applicant of Elks Lodge No Proposer Member Signature of Proposer Applicant Name Spouse Home Address City State Zip Plus 4 E mail Address Telephone Number Occupation Business Name Business Address City State Zip Plus 4 E mail Address Telephone Number To Be Answered by the Applicant f PLEASE PRINT OR TYPE usa 1 Place and date of Birth City County State Month Day Year 2 Do you believe in God Yes No 3 Are youacitizen ofthe United States of America Yes No If a citizenship 15 by virtue of naturalization your final naturalization papers were issued Month Day Year at 4 Are you willing to assume an obligation that a Does not conflict with your duties to yourself family religious or political opinions and b Binds you to uphold the Constitution and laws of the United States of America Yes No 5 Are you a member of or directly connected or affiliated with any organization
79. odge should obtain these guidelines from their Postmaster to ensure their publication conforms or run the risk of drastically higher postage and even penalties on prior mailings An alternative to ads is the Boosters program used successfully by many Lodges This 15 a line by line listing of names of families or businesses that contributed funds to defray printing mailing costs In considerably less space the same or more revenue 15 generated without the risk or complexity of ads and Lodge Members get the satisfaction of seeing their names or memorials in print We cannot over emphasize that neither the advertise ments nor the rest of the bulletin can contain any item of a shady nature nor should religious or political viewpoints or candidacies appear in the Elks bulletin Extremely useful in preparing bulletins is a copier with enlargementandreductioncapabilities and aconvenientsource of artwork 15 a Member s computer with graphics software Elks emblems are available free from the Grand Secretary s office for the use of your bulletin DON T FORGET TO PUT THE GRAND EXALTED RULER GRAND SECRETARY PGER SPONSOR SPECIAL DEPUTY DISTRICT DEPUTY AND STATE ASSOCIATION PRESIDENT ON YOUR BULLETIN MAILING LIST Before you publish your first issue however you should verify if your Lodge has received approval to do so by checking with your Area Member of the Grand Lodge Committee on Judiciary For approval first have the Lodge vote in fa
80. ommittees checked below CIVIC COMMUNITY AFFAIRS O Drug Awareness Community Welfare O Community Affairs Law and Order O Elks Hospitals O Elks Clinics O Handicapped Children Summer Camps Scholarships Poster Contests O Essay Contests Blood Drives O Boy Girl Scouts Veterans Services Youth Sports Other Activities Americanism Charities LOCAL LODGE ACTIVITIES Lodge Entertainment Lodge Sports C Bridge Card Clubs Games Conventions Lodge Maintenance C Publicity Bulletin Breakfast Dinners Decorating Bus Boat Trips Photography Bingo Sick Visitation Parties Dances C Greeter O Auditing Membership CO Lodge Visitation Family Activities PROPOSER realize that membership in the Elks is attained by invitation only that the standards for membership are high and limited to persons of good moral character and who believe in God In proposing this Candidate for membership 1 attest that they are morally socially and financially responsible and that in my estimation will become an active Member in support of our beliefs I have known the prospective Member for months years If Candidate is approved and accepted I pledge my personal interest to his her development and progress in the principles of the B P O Elks Signature of Proposer Address Phone Number INITIATION On the Application
81. ompany that year s April 1st Membership Report Instructions for electronic filling the April 1st and November lst Membership Reports be found on the CLMS Web site at http www Elks Org ChicagoL MS Also see Section II Page 22 Annual per capita and assessments payments are based on the reporting figures stated on the April Ist membership report and must be sent to Grand Lodge within 5 days of filing the Annual Report Contents of this Annual Report both the membership figures on Page One AND the Charitable Statistics on Page Two are so important to the continued operation of the Order that Lodge failure or tardiness in filing the reports carries a 100 fine and possible probation or harsher penalties The Grand Secretary must have the Annual Report as soon as possible after March 31 to have all the figures printed before the Grand Lodge Session Most important is that the Annual Report be accurate complete and filed promptly so that a true picture of the Lodge membership financial condition and charitable contributions may be reflected in the Annual Reports of Grand Lodge Distribution of the November and Annual Membership Reports other than to the Grand Secretary are not required unless requested by the Sponsoring Past Grand Exalted Ruler REPORTING OF CHARITABLE STATISTICS As mentioned previously you should supervise the entry of dollars hours and other vital statistics into the Charity Records Booklet or direct
82. or Grand Lodge levels Just as you earnestly perform your duties so do they with your assistance required If you respond promptly and cooperatively to the EIk with whom you are communicating you will serve your Lodge and the Order satisfactorily Conflict in Lodges can result when mail addressed by name to the Exalted Ruler Secretary or other Officer or manager is opened by others through error or good intentions Everyone likes privacy but this 15 not an absolute right in the context of a Lodge Inform all new Officers Committee Members and employees that the Lodge address is not for private mail and restate this policy periodically Some latitude 15 reasonable such as holding an unopened letter for a week But the possibility of a Lodge program failing because of information withheld should override any further delay in opening the letter For corresponding with other Lodges your primary tool will be the annually revised Subordinate Lodge Directory which will automatically be sent to you You ensure that Lodge correspondence will reach you by completing the Directory Information Form which is discussed immediately after this section By using the correct address for the Lodge or Secretary to whom you write you ensure as much as possible that the correspondence will be received Keep this Directory at all times It is primarily for the use of Secretaries as well as other officials Should replacements or additional copies for Memb
83. p the Chairman s name address and telephone number handy for your Lodge Committee s use For information on the Drug Awareness Program or to find the name of your State DAP Chairman visit www Elks Org drugs default cfm STATE AND FEDERAL TAXES Our Order and Subordinate Lodges are exempt from federal income tax under Section 501 c 8 of the Internal Revenue Code This exemption 15 also enjoyed by similar organizations However since the exemption ofaSubordinate Lodge can be revoked for cause even retroactively every Lodge should be meticulous to avoid actions that might cause the loss of this privilege All Secretaries should make sure that Lodge records are well kept and that all reports that may be required of exempt organizations by the Internal Revenue Service and other government agencies are filed promptly accurately and completely The IRS has stated no objection to fraternal organizations or clubs promoting greater use of their facilities by Members and their bona fide guests but there is serious objection to soliciting public business A pertinent IRS ruling in connection with this matter states club which engages in business such as making its social and recreational facilities available to the general public 1s not organized and operated exclusively for pleasure recreation and other non profitable purposes and is not exempt under section 501 a of the Internal Revenue Code Solicitation by advertisemen
84. panying instruction sheet on request from the Grand Secretary The Committee should then prepare its recommendations for changes to be presented for Lodge action To make the proposed By Laws representative of the Lodge announcement should also be made that in addition to changes recommended by the Committee all Members may propose other changes To ensure approval by the Grand Lodge Committee on Judiciary the Lodge should study all pertinent sections of our Order s Statutes and wherever possible use the wording as printed in the guide By Laws booklets After favorable Lodge floor action prepare three complete copies of the By Laws booklets as well as the general revision review check sheet and send them to your Area Member of the Committee on Judiciary The committee member will notify you of approval or disapproval with corrections indicated He or she must also approve individual amendments to By Laws sections house rules authority to publish a Lodge bulletin and Lodge incorporations The committee member should also be contacted by a Lodge Officer whenever the Statutes need interpreted for clear cut action In these cases approval or interpretation must be obtained BEFORE further activity As Secretary you are required to present your Lodge By Laws to each new Member Within one year of the general revision approval you may order printed By Laws through the Grand Secretary 300 copies minimum order at prices far below those poss
85. ports you ve submitted to Grand Lodge Download various printable forms in Adobe PDF format Supplies Order lodge supplies or membership cards from the Grand Lodge Shipping Department Admin Validate the identity of Elks org users from your lodge or appoint a Cyber Assistant to assist you with updates to your Virtual Home Page Secy Message Board Participate in a private message board for lodge secretaries only 20 Knowledge Base Search for answers to your questions about CLMS Help Learn how to contact your CLMS Coordinator for help with your software or submit a technical question to the CLMS Help Desk Elks org Return to the regular elks org website Chapter Three CLMS Data Data backed up offsite from your CLMS software is integrated automatically into the Grand Lodge Membership System You can check the status of these backups by clicking the Backup Files link from the CLMS Main Menu Home Downloads Reports Forms Supplies Admin Secy Message Board Knowledge Base Help Elks org News Database Changes Records to Review Backup Files Documentation Coordinator Resources Logout Date of Last CLMS HQ data sync Note that backups are processed overnight so a backup submitted on Monday afternoon won t be reflected in your backup report until Tuesday morning How do do an offsite backup The CLMS software will prompt you automatically to backup your data and will step you through the process For more det
86. pplications to be Read at the Next Lodge Meeting After the application has been read in the Lodge it should be turned over to the Investigating Committee A record of the application should be kept by the Secretary in case the application is misplaced In some Lodges a form is provided for the report of the Investigating Committee or the report can be made by the Investigating Committee on the application form itself But in either event a folder should be used marked Applications in the Hands of the Investigating Committee After the Investigating Committee has acted the application should be transferred to a folder marked Ready for Balloting If the ballot is favorable then the application should be transferred to a folder marked Ready for Initiation A Notice of Election form Appendix Exhibit L is available Along with notifying candidates of election to membership you will have to inform them of the dates and times to attend both indoctrination see following section and initiation To clarify one important point SINCE 1983 IT IS ILLEGAL UNDER OUR LAWS TO HOLD BALLOTING ON AN INDIVIDUAL AND THEN INITIATE OR REJECT THAT PERSON ON THE SAME NIGHT We have heard complaints of some Lodges that persist in this practice resulting in some candidates expecting to become Members being sent away uninitiated Section 14 030 states that if elected the candidate is entitled to initiation at any SUBSEQUENT meeting wi
87. ptance or rejection f Notify all Committee Appointees Prepare the Annual Report to the Grand Lodge h Prepare a period membership report on forms furnished by the Grand Secretary as of the first day of November of each year The report 1s due on or before the fifth day of November i Report all expulsions and suspensions to the Grand Secretary j Read and answer all correspondence of the Lodge subject to the approval of the Exalted Ruler Give bond of at least 5 000 or a greater amount as may be provided the By Laws this is automatic under Property Plus 50 000 bond Present a written report of the transactions of his office to the Lodge at the first session in April and October m Receive compensation as fixed by the By Laws n Perform all duties required by the Subordinate Forum o Attend all District Deputy Clinics unless excused for good cause 34 LODGE SECRETARY WILL HAVE THE SUCCEEDING INFORMATION READY AND LAID OUT FOR DISTRICT DEPUTY VISIT IN THE FOLLOWING ORDER Lodge Name and Number Date 1 2 10 11 12 13 14 15 16 17 16 19 All items on the check sheet printed on the reverse side in listed order Current membership and year to date ENF donations 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
88. re and Fixtures 31 Other invested assets 32 Cash on hand and in the bank 33 Revenue due to lodge for dues etc Liab Ear J4 Loans Outstanding 25 Mortgage 36 Bonds to be repaid 37 Other debts Note that Section D data regarding lodge property is not calculated by CLMS and will need to be supplied manually online After you ve completed this section you ll be asked to affirm your identity and submit the report to Grand Lodge Check the certification box below and click the Submit to Grand Lodge button to save your work and submit your report to Grand Lodge You will NOT be able to submit further revisions online Per Section 12 050 i of the Grand Lodge Statutes I certify that 1 am John J Smith and that I am the current lodge secretary of lodge 0010 and that the figures above correctly report the membership of Lodge 0010 for the period ending 03 31 2007 further attest that I have the approval of the Exalted Ruler to submit this report Lodge FEIN Number submit to Grand Lodge Now That s there is to it After you submit your report the system will display the Per Capita payment due from Line 27 and the address where you should mail your check 23 Can print of copy of report after it has been submitted Of course From the Report Forms tab of the CLMS menu click the link labeled GL Reports Cops PET hiat ETE LLITI hara pr
89. rences or privacy menu and set your browser to accept cookies and you should be able to access the site without difficulty How come my password allows me onto elks org but won t allow me to submit CLMS backups Passwords on elks org are not case sensitive but passwords on the CLMS backup server are case sensitive so be sure to type your password in exactly the same way that it was created Type the Elks org keyword reminder if you can t remember the proper casing Remember too that your password will not be available for backups for 24 48 hours after your initial registration or after any change to your elks org password Chapter Two Getting Around Type the Elks org keyword clms to go directly to the main menu of the CLMS website http www elks org ChicagoLMS ChicagoL MS e Elks Lodge Membership System org heaga iS Bd reum MEarwmagem leini Mam ilha cy eil ELE Lari Sini Les PL CAS i a pus Dans Click around to explore the various menu options Home News amp Links of interest to lodge secretaries Be sure to visit at least once a week for updates from the Grand Lodge Downloads Download the latest version of the CLMS software package Reports Forms Download a copy of your membership roster as currently held in the Grand Lodge database or view copies of the membership re
90. rourid OYM SUTWIODOQ 55918014 pue 194 514 0 5919 oSpo d pe1doooe pue poAoudde srqueor dd 320 10942 OU 5 sjy10ddns oym JIoquio A uorurdo pue o qrsuodso q eroueug pue eroos A e1oui ST ous ou 1947 srmeoX sQuoj N UMOUY savy jeu sone 10 ju or dde sty Sursodoud uy POD OYM 9190 poos Jo suosied oj pojrun sr pue uonejaur pourene sr diystoquiow ey sx 4 JO 1opiQ ou Jo Suruio29q sp1epuejs ey 43S OdO Wdl ON S9 A 8 Jo 199 UL SB SUTAIIS UI P NOM T 216 JO UONCUSTA sonay oy uro sA Jofepy 91216 __ jueunujiojud suone o w Il qnd suoneJoos __ __ SUODUO9AUO sooue sonieq Sursm pund Anu Juno sdu jeog sng diysioquiopy ooueuojur A UOTIEISIA 9SpoT piej espug unong __ SIQUUIC ISPJFVOIG IAID poueurj aunirpny STLLIALLOV 400071 5597002 191804 8554 somu spejdsoH 5184 ssouaJleM y suods SONIATOW 5991 196 SUPJIO OA 9IeJ 2AA jyunum
91. s the Secretary s Cash Book Code 553000 Treasurer s Cash Book Code 553100 Secretary s Receipt Book Code 552900 and Treasurer s Receipt Book Code 553200 The voucher system is the basic mechanism for financial disbursements of a Lodge through its designated Officers It provides a physical reference document for future review The varying needs within our Lodges would almost mandate a custom designed form in each situation As a result Grand Lodge does not supply such a form beyond a basic suggested format in the Auditing Accounting and Management Manual If your Lodge does not have a voucher system you and the Treasurer Trustees House Committee and Lodge accountant should design and adopt a form for the fiscal welfare of the Lodge The Secretary s Cash Book and Treasurer s Cash Book Appendix Exhibit are books of original entry The Secretary s Cash Book is for recording receipts from Members and other sources Numerous columns are provided for the Secretary to devise his or her own headings Columns are also provided to record payments to the Treasurer In the Treasurer s Cash Book the receipts from the Secretary as well as all expenditures can be recorded These simple forms have been devised by Grand Lodge with the realization that many Secretaries are part time and not professional bookkeepers The forms may not be sufficient for a large operation but in the average Lodge with the addition of a general journal and
92. stituted nearby or a neighboring Lodge closes the list of ZIP Codes assigned to your Lodge will need to be adjusted Affected Lodge Officers assisted by the District Deputy should discuss the fair allocation of territory among the Lodges This same discussion will also ensure that no schools veterans facilities or communities are left out of Lodge administered programs such as ENF Scholarships Hoop Shoot Veterans Service and others Once determined this ZIP Code footprint for your Lodge can be entered and reserved for your Lodge permanently unless further change occurs Anytime your Lodge jurisdiction changes you must contact your District Deputy who will make recommendations to the Sponsor If your Sponsor concurs he or she will advise us to make the changes The last part of the Secretary s duties connected with the Grand Secretary involves the Lodge s Past Exalted Rulers The PER s are listed by ascending Lodge Number at the back of each Subordinate Lodge Directory In the year since a Lodge s last Directory submission to Grand Lodge some changes will probably have occurred in that list Because each person named is also qualified to vote at the annual National Convention this list is more than a record of Lodges living Past Chief Executive Officers Lodge Secretaries should add the name of the Exalted Ruler who will complete the term for the Subordinate Lodge year just ending plus any PER who transfers in or reinstat
93. t or otherwise for public patronage of its facilities 15 prima facie evidence that the club is engaging in business and 15 not being operated exclusively for pleasure recreation or social purposes Our Order and Lodges as employers are liable for a withholding income tax from wages of employees b taxes under the Federal Contributions Act for social security and c the tax under the Federal Unemployment Tax Act for unemployment insurance This applies to salaries paid to Lodge Secretaries and other specified Officers The Tax Reform Act of 1969 provides that Informational Tax Returns must be filed by all tax exempt organizations Failure to file such returns will result in a maximum 5 000 penalty per year and or loss of tax exempt status Contact your nearest IRS office in this regard Every Lodge Secretary should become familiar with the above tax laws by obtaining from the IRS and other sources all available literature The Secretary should also be familiar with the income and withholding tax if any as well as the unemployment tax provisions in the Lodge s state MINUTES The Secretary is required to keep minutes of each Lodge meeting Great care should be taken to see that this record is accurate and complete Writing your minutes during the Lodge meeting should be avoided Notes should be made in the meeting and minutes written afterwards See that any notes you take are comprehensive enough to write minutes intelligen
94. tate the place and date of your birth Answer Born in City of County of State of on the day of in year 6 Have you ever been a Member of this Lodge 7 Iam advised that I may be affiliated to membership in this Lodge upon payment of the following PATH ATO oet ole Eie Semi Annual Dues 5 nios 8 Give references of at least two Members of this Order stating the name home address and business address of each Name Home Address Business Address Phone I hereby state that I have never been convicted of a felony or a misdemeanor involving moral turpitude Date Signature of Applicant The individual seeking Affiliation shall pay such fee as may be provided by the By Laws of the Lodge to which Application is made Said fee for an Applicant on Certificate of Release shall in no case be less than fifteen 15 dollars Section 14 180 Laws of the Order No minimum affiliation fee is established for the holder of a dimit Section 14 110 14 120 Laws of the Order See also Certificate of Status Sections 14 230 14 250 Laws of the Order 560100 0200 REV 1 2004 41 Request for Transfer Dimit or Certificate of Release Benevolent and Protective Order of Elks of the United States of America A Fraternal Organization TO Secretary Lodge No Address City State Zip Code Dear Lodge
95. the District Deputy cannot supply needed information together with the Secretary they may seek the more experienced advice of the Past Grand Exalted Ruler s However our Lodges are not expected to carry on their duties unassisted Every significant program of the Order is administered by a parallel Grand Lodge Committee each consisting of 8 dedicated and helpful Committee Members who work with the Lodges Districts and States in their assigned Grand Lodge Areas Find your Grand Lodge Area in the listing below and consult frequently the appropriate Committee Members found in the annually distributed Grand Lodge and State Associations Directory to ensure success in your Lodge efforts The Secretary is one of the most important Officers of the Subordinate Lodge This administrative officer must work harmoniously with the Exalted Ruler the executive head of the Lodge The success of the Lodge demands this A Secretary must be a dedicated Elk deeply interested in our Order and the Lodge be experienced with office work and have computer skills He or she is detail oriented and especially familiar with the Laws and procedures of our Order New Secretaries should study this Manual the Manual for Exalted Rulers Officers and Committeemen the Statutes Annotated and the Auditing amp Accounting Manual They should read the annual Grand Lodge Proceedings and the Annual Reports made by the Grand Lodge Officers Commissions and Committees and
96. the system doesnt recognize you as Secretary contact the Office of the Grand Secretary at grandlodge elks org to make sure you listed as Secretary in the Grand Lodge database If you don t yet have a Elks Org password you can register online at http www Elks Org members registration cfm The Secretary s Resource Center at Elks Org is your resource Please join us online and see how hundreds of other Secretaries are using the Internet to improve the way they do business GRAND LODGE PUBLICATIONS THAT SHOULD BE IN SECRETARY S OFFICE Accident Prevention Manual Code 513100 Americanism Program Manual Code 512000 Annotated Statutes latest issue Code 520100 Auditing Accounting and Management Manual Code 510100 Directory of Subordinate Lodges latest issue Code 553700 Discrimination and Harassment Guide Code 510900 Drug Awareness Manual April 2005 CD online http elks org GrandLodge dap dap125 pdf ENF Chairperson Handbook amp Training Manual Annual CD online http elks org enf volunteers cfm menu download Elks National Veterans Service Manual Code 513500 ERs Officers and Committee Members Manual Code 510500 Government Relations Manual Code 511000 Grand Lodge Newsletter Issues Grand Lodge Officers Committeemen amp State Associations Directory latest issue Code 553800 Grand Lodge Proceedings Code 511400 Grand Lo
97. then let the Exalted Ruler Officers and Indoctrination Committee run the show based on suggestions in the Indoctrination Manual REINSTATEMENTS TRANSFERS amp MERGERS NOTE If a former Member s facts relating to previous membership are unclear you may receive verification from the list maintained in the Grand Secretary s office If the Member had been expelled or suspended he or she would have to apply for and receive a pardon or commutation of the suspension before you would be permitted to process the reinstatement affiliation A former Elk may be reinstated in the former Lodge by secret ballot after paying the reinstatement fee prescribed by the Lodge By Laws as well as the pro rata amount of dues The former Member should fill out the Reinstatement Application Appendix Exhibit E and be processed as the application of a new Member When reaffiliated the Member s old membership number should be restored A Member dropped for nonpayment of dues who now lives within the jurisdiction of another Lodge may apply for membership in another Lodge by paying a 20 fee and filing the Request for Certificate of Release with the former Lodge Appendix Exhibit G Granting of the Certificate of Release Appendix Exhibit 1 is mandatory but the issuing Lodge may make recommendations to the affiliating Lodge for reinstating an unaffiliated Member This Release will allow the person to fill out the affiliation forms per Section 14 1
98. thin four months When indoctrinated and initiated the new Member should be assigned a permanent sequential membership number and sign the Constitution and By Laws book No membership numbers should ever be duplicated Make sure you have the spelling of the Candidate s name and correct mailing address After initiation the Statutes require you to give the candidate the latest Constitution and Statutes of the Order the Lodge By Laws and the booklet What It Means To Be An Elk Your Lodge must maintain a sufficient supply of these three items for the District Deputy to verify during his or her yearly visit After the candidate has been initiated add the name to your CLMS membership database and send a timely backup to the Grand Lodge so the candidate may begin receiving his or her copy of The Elks Magazine f the Candidate is rejected when the ballot is taken write a letter advising that the application has not been favorably acted upon and return the fees paid In your letter do not offer any explanation for the unfavorable ballot or advise that re application may be made in six months These actions are outside the authority of the Lodge Secretary Keep the application or record of it in a dead file INDOCTRINATION INVOLVEMENT Every candidate for membership is required to be indoctrinated before initiation about the principles goals and activities of Elkdom To accomplish this each Lodge has been supplied a video for v
99. tly after the meeting Taping each meeting is permitted but not for permanent record The recording should be erased after writing the minutes Make certain you record the applications received applicants elected or rejected applicants initiated reinstated or affiliated as well as those Members who are or have died since the last meeting Care should also be taken to see that motions are accurately recorded Well kept minutes can prove valuable when the information is needed Of course your minutes definitely MUST INCLUDE any action required by Statute or Grand Lodge should confirmation of compliance be required later Lodge Secretaries may use any type of Minutes Book that fulfills Lodge needs But templates for compiling Minutes are available online at http www Elks Org ChicagoL MS As Lodge Secretary you not only take minutes of meetings but also read them at the next meeting A Lodge is only as strong as the interest demonstrated by its Members Knowledge of the Lodge s condition 15 vital to the Members continued interest When reading the previous meeting s minutes it is always better to give too much information than to short change those Members who want to take part and improve the Lodge These are the same Members who can be depended upon when needed on short notice Special attention should be given to Receipts of the Session and Bills Against The Lodge with dollar amounts and all pertinent details read for ea
100. to the Treasurer at the earliest practicable moment and issue Membership Cards and if Lodge desires identification cards Assist Lodge Auditor and Committee in preparation of Annual Lodge Audit Report to Grand Lodge as well as two Membership Reports for Lodge Arrange for ordering and receiving of supplies from Grand Secretary in cooperation with Lodge Trustees Attend to all correspondence subject to the approval of the Exalted Ruler Promptly handle document record transfers with other Lodges for transferred reinstated Members Apply for contests and awards available to deserving Members Notify appropriate Lodge personnel of required license renewals government reports and property inspections Supervise entry year round of charitable community service statistics into Charity Records Book or directly into CLMS upon completion by Committees involved Inform persons elected to membership of such fact and notify rejected applicants Attend District and State Association Meetings Notify the Members of all Committees of their appointments together with the subject given into their charge and provide them with appropriate manuals Supply Lapsation Committee with monthly Delinquent List Report to the Grand Secretary each expulsion or suspension do not include those dropped from the rolls for nonpayment of dues or House Committee suspensions Report immediately to the Grand Secretary s office any changes in Exalte
101. uture editions Signed GRAND SECRETARY GRAND LODGE AREAS as of May 2008 New York Rhode Island Vermont Delaware District of Columbia Maryland New Jersey Pennsylvania Alabama Florida Georgia Mississippi North Carolina Panama Puerto Rico South Carolina Tennessee Virginia Indiana Kentucky Michigan Ohio West Virginia Connecticut Maine Massachusetts New Hampshire Area 5 Area 6 Area 7 Illinois Iowa Minnesota Missouri Wisconsin Arkansas Colorado Kansas Louisiana Nebraska New Mexico Oklahoma Texas Arizona California Guam Hawaii Nevada Philippines Utah Alaska Idaho Montana North Dakota Oregon South Dakota Washington Wyoming MOST IMPORTANT Notify the Grand Secretary immediately when any change is made in the office of Exalted Ruler or Lodge Secretary 1 SECRETARY S DUTIES see Appendix Exhibit A YEAR ROUND DUTIES Keep correct minutes of all sessions Keep correct accounts between the Lodge and its Members Assign to each New Member a number and create a record file Maintain bulletin board notices and posters Keep correct mailing list of the Members both in the Secretary s office and in the file of the Circulation Department of The Elks Magazine Receive all monies due the Lodge from any source whatever paying same to the Treasurer at the earliest practicable moment and obtaining receipt Receive all dues from Members paying same
102. vor of the bulletin by following the same procedure as for amending By Laws and then submit the request for approval in triplicate to Judiciary per Section 16 150 of the Statutes LODGE TRANSACTIONS REPORT Membership and the resulting collection of dues and fees is vital to the viable operation of the Elks Lodge As such an important duty of the Lodge Secretary 15 the compiling of semi annual Lodge Transactions Reports as required under Section 12 050 m ofthe Grand Lodge Statutes Appendix Exhibit N At the first Lodge meeting in April and October the Lodge Secretary is to detail membership figures from the previous six month reporting period Those figures should include initiations reinstatements delinquencies number of candidates awaiting initiation transfers drops for nonpayment of dues absolute dimits deaths and expulsions They are the same figures that Lodge Secretaries gather for their Annual Membership Worksheet Collections should center on the amount of dues collected and to be collected and also the per capita fees paid and to be paid to Grand Lodge the State Association and District The status of the five year revision of Lodge bylaws also 15 noteworthy 15 YOUR DDGER S ROLE AS ADVISER While you have become a resident expert on the Laws and procedures for your Lodge and the Order out of necessity there are still times in the life of every Exalted Ruler and Secretary when a difference of opinion w
103. your report online you do not and should not submit a hard copy to Grand Lodge Your State Sponsor District Deputy and State Officials can also access the report online and should no longer require a hard copy Submission How do submit my November Membership Report The semi annual November membership report must also be submitted through CLMS The procedure is virtually identical to the Annual Report procedure For details type the elks org keyword November Report www elks org SharedElksOra chicagolms webhelp html repmembership htm How do submit my Annual Charitable Survey The Annual Charitable Survey also know as Page 2 of the Annual Report can be submitted directly online In fact you can track your charitable programs online throughout the year and then submit your report in April with the simple click of a 24 button Note this feature is the online equivalent of the hardcopy Charity Record Booklet code 511100 get started click the link labeled Charity Report You ll be prompted to select a charity program from the drop down menu After you ve selected the program you d like to submit click the Add New Program button and you ll be presented with a data entry grid for your charitable data Head Count of Elk Helpers Elks Nart ED men 8 EP E 6 M 1 iy AM 0 __

MANUAL for the SECRETARY of an ELKS LODGE

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