Welcome to the Benevolent and Protective Order of

Welcome to the Benevolent and Protective Order of the Elks By: William La. March, PDDGER Thomas Bianco, PDDGER

Exalted Rulers Lodge Officers Committee Members

Officer Selection l Involves the present Lodge Officers and the Past Exalted Rulers of the Lodge l Confer with Officers and with Past Exalted Rulers before making any commitments for appointive offices l Review procedures for Local Lodge nominations, elections, and Laws of the Order

Exalted Ruler l Preliminary Preparations – Study the Law of the Order, its rituals, the By- Laws of your Lodge, and the manuals – Discussions with other Officers-elect with respect to selection of appointive Officers and Committee Members – Careful planning of a program for the year – Careful attention to plans for Lodge meetings which will attract attendance

l Specific Duties on Assuming Office – Formal appointment of the Members of the Committees – Appointment of the Presiding Justice of the Subordinate – – – Forum and the Subordinate Lodge Mediator Completion of memorization of the parts of the Opening and Closing and Initiatory rituals applicable to your station Presiding at all meetings of the Lodge Attendance at all meetings of the Board of Trustees Attendance at the Clinics of the District Deputy Grand Exalted Ruler Preparations for the official visit of the District Deputy to your Lodge Attendance at the Grand Lodge Session following your installation and participation in its proceedings

l Duties as Chief Executive Officer – It is your duty to effectively administer the affairs of the Lodge and provide the leadership necessary to the accomplishment of its goals l Administrative Duties – You have the ultimate responsibility for the proper administration of all phases of its activities

l Requirements – Knowledge of the job – Maintenance of a harmonious environment – Officer and committee members’ disciplines – Schedules and deadlines – Communication – Protocol – By-Laws – Balloting – Voting Requirements – Local Lodge contests and awards

Other Lodge Officers l The Knights – Responsibilities: Memorization of the parts of the Opening and Closing and Initiatory rituals applicable to your stations l Study the Laws of the Order, its rituals, the By. Laws, and manuals l Assistance to the Exalted Ruler l Capacity to act for the Exalted Ruler in his absence l Observance of proper protocol l Proper discharge of all duties specifically assigned to you l

l Secretary l Continuity link l Treasurer – Responsibilities: To receive all monies of the Lodge l To pay all approved bills against the Lodge l To maintain an accurate record of receipts and disbursements l To act as Treasurer of all Committees l To sign all checks l

l Board of Trustees – Powers To control the funds, investments, and real and personal property of the Lodge l To collect the income and rents therefrom l To execute all leases, contracts, and other papers when ordered by the Lodge l – Responsibilities Maintain a record of investments l Purchase all supplies l Present written reports l Present a segregated budget to the Lodge l Establish appropriate controls l Establish an Accident Prevention Program l Act as the fiscal agent of the Lodge l

l Tiler l You have the important responsibility of guarding the outer door of the Lodge l Esquire – Responsibilities Organize the Lodge for its meetings l Prepare candidates for initiation l Examine and introduce visiting members l Supervise the ballot l Transmit official messages as directed by the Exalted Ruler l

l Chaplain l Inner Guard l Organist } You must complete memorization of the parts of the Opening and Closing and Initiatory rituals applicable to your office – You shall provide the music prescribed by the rituals of the Order and perform such other duties are assigned to you

Committees to be Appointed l l l l l Auditing & Accounting Americanism Community Activities Elks National Foundation Lodge Activities Flag Day Government Relations Memorial Day Charitable Grant Major Project l l l l l National Veterans Service Coordinator Public Relations Visiting Committee Membership/Lapsation Indoctrination/ Orientation Investigation Youth Activities Drug Awareness Ritual Coach

Monthly Checklist ~March~ Incoming Exalted Ruler 1. 2. 3. 4. Select Lodge Statutory Chairpersons and Committee Members Select Lodge Officer appointments Select other Committees Complete and return “Lodge Statutory Committee Chairperson” form to District Deputy

Monthly Checklist ~April~ Exalted Ruler 1. 2. 3. 4. 5. 6. 7. 8. Installation of Officers Community Service and Image Contest entry Exalted Ruler, Leading Knight, Secretary, and Chairperson of Trustees required to attendance at District Deputy Clinic Last chance to obtain Grand Exalted Ruler’s Pins for Members and Grand Exalted Ruler’s Certificates from Grand Lodge Activities/State Associations Committee Member Teenager and/or Student of the Month and Year Program Junior Teen and/or Student of the Month and Year Program Drug Awareness all-year Program Eagle Scout and Girl Scout recognition all-year Program

Secretary 1. 2. 3. 4. Monthly Checklist ~April~ Prepare annual report due to Grand Secretary April 15 th with Grand Lodge dues Secretary’s semi-annual report to Lodge at first regular Lodge meeting Attend District Deputy Clinic Notify the Members of all Committees of their appointments, together with the subject given into their charge Trustees 1. 2. 3. Trustees present budget to Lodge by final meeting in April Regular monthly meeting and keep minutes, review profit-and-loss statement Semi-annual report to the Lodge first meeting in April Club Management Body 1. 2. Regular monthly meeting and keep minutes, review profit-and-loss statement Club management body present budget to Lodge by final meeting in April Lapsation Committee 1. Report at first regular Lodge meeting

Exalted Ruler 1. 2. 3. 4. 5. Monthly Checklist ~May~ Lodge Americanism Brochure Contest entry due May 1 st National Elks Youth Week Program begins on the first Sunday in May Youth Week Contest Brochure due May 29 th Mother’s Day Program Law & Order Night Secretary 1. Grand Lodge Dues due May 1 st Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report and first regular Lodge meeting

Exalted Ruler 1. 2. Monthly Checklist ~June~ Flag Day-June 14 th-mandatory Organize special summer activities Secretary 1. Prepare forum box with aid of Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report and first regular Lodge meeting Lodge Auditing Committee 1. 2. Present Annual Audit Report to Lodge on or before June 15 th A copy of Annual Audit Report prior to June 30 th to District Deputy and Area Member of Grand Lodge Auditing & Accounting Committee

Exalted Ruler 1. 2. Monthly Checklist ~July~ Independence Day-July 4 th Grand Lodge Session attendance required. Prepare report for presentation to the Lodge no later than first meeting in October Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting Lodge Auditing Committee 1. The Committee shall use “Guide for Review by Lodge Auditing Committee” and report to Lodge

Exalted Ruler 1. 2. 3. 4. Monthly Checklist ~August~ Obtain and disseminate Elks Training Course Exalted Ruler, Leading Knight, Secretary, and Chairperson of Trustees required attendance at District Deputy Clinic Receive “Hoop Shoot” package at District Deputy Clinic and then starts plan File Federal Income Tax Forms 990 and 990 T due August 15 th Secretary 1. Attend District Deputy Clinic Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting

Exalted Ruler 1. 2. Monthly Checklist ~September~ Prepare for District Deputy visit-September through December Presents report of Grand Lodge Session to Lodge Secretary 1. 2. 3. Order membership cards Prepare all records for District Deputy official Lodge visit Vote on constitutional amendments (if any) at first regular Lodge meeting in September Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting

Exalted Ruler 1. 2. 3. 4. Monthly Checklist ~October~ Elks National Foundation month Grand Exalted Ruler’s Class “Hoop Shoot” Chairperson be prepared for Local, District, and State competition Roll Call Night (last meeting in October) Secretary 1. Semi-annual report to Lodge at first regular meeting Trustees 1. 2. Regular monthly meeting and keep minutes, review profit-and-loss statement Semi-annual report to Lodge Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting Lodge Auditing Committee 1. The Committee shall use “Guide for Review by Lodge Auditing Committee” and report to Lodge

Monthly Checklist ~November~ Exalted Ruler 1. 2. 3. “Elks Veterens Remembrance Month” November 11 th Veterans Day “Adopt-A-Vet” Program Thanksgiving-benefit baskets Secretary 1. Membership Report due November 1 st Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting

Monthly Checklist ~December~ Exalted Ruler 1. 2. Elks Memorial Service-1 st Sunday in December-mandatory Christmas Charities Program-help needy families Secretary 1. Prepare forum box with aid of Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting

Monthly Checklist ~January~ Exalted Ruler 1. 2. 3. 4. 5. 6. 7. State President Class Exalted Ruler, Leading Knight, Secretary, and Chairperson of Trustees required attendance at District Deputy Clinic Complete and return Veterans Remembrance Report to District Deputy before January 31 st “Hoop Shoot” Chairperson report to Lodge on contest “Most Valuable Student” scholarship applications due Lodge Review year’s program, only three months left Remind Auditing Committee to arrange for annual audit

Monthly Checklist ~January~ Secretary, Exalted Ruler, Leading Knight, Chairman of Board, 1. Attend District Meeting Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting Lodge Auditing Committee 1. 2. Committee shall use “Guide for Review by Lodge Auditing Committee” and report to Lodge Auditing Committee to arrange for annual audit

Monthly Checklist ~February~ Exalted Ruler 1. Nomination and Election of Officers 2. Past Exalted Rulers’ Night (first meeting in February) 3. Birthday of the Order-February 16, 1868 4. National Patriotism Week 5. Present Elk of the Year and Officer of the Year Awards

Monthly Checklist ~February~ Secretary 1. 2. Lodge Secretary mail completed Directory Information Forms to Grand Secretary Provide ballots for election (if needed) Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting

Monthly Checklist ~March~ Exalted Ruler 1. Exalted Ruler Class 2. Deadline (March 1 st) for completion of Elks Training Course 3. All-American Lodge Contest due to District Deputy March 15 th 4. Community Service & Image Contest due March 15 th 5. Elks Memorial Day entry due March 15 th 6. Lodge Bulletin entry due March 15 th 7. Elks National Foundation Contests “E” and “F”-cutoff date for qualifying contributions is last business day of March 8. Elks National Foundation final remittance due last business day in March 9. Best Youth Program Brochure to State Chairperson due March 15 th 10. Deadline March 31 st for Elk of the Year and Citizen of the Year

Monthly Checklist ~March~ Secretary 1. Begin preparing for cut-off of fiscal year in all accounts and records at month’s end Trustees 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Club Management Body 1. Regular monthly meeting and keep minutes, review profit-and-loss statement Lapsation Committee 1. Report at first regular Lodge meeting Lodge Auditing Committee 1. Watch for Audit Report Forms from Grand Secretary

Local Lodge Contests January 15 th Lodge Bulletin Contest “D” March 15 th All-American Lodge Contest “A” Community Service & Image Contest “B” Elks Memorial Service Program “C” March 23 rd Best Youth Program Contest March 31 st Per capita contribution to the Elks National Foundation Contest “E” Elks National Foundation Chairman Challenge Contest “F” Lodge Americanism Contest May 29 th Elks National Youth Week-begins on the first Sunday in May

Subordinate Lodge Awards March 31 st Elk of the Year Officer of the Year Citizen of the Year Grand Exalted Ruler’s Outstanding Member Award Grand Exalted Ruler’s Exalted Ruler Award Grand Exalted Ruler’s Subordinate Lodge Award for lapsation rate of 2% or less

Elks National Foundation Information See Elks Resource Guide

For Your Information l Grand Lodge Elks Training l Grand Lodge 2020 -2021 Programs l Miscellaneous Information l Exalted Ruler Organizational Flow Chart l Membership Information