New York State Elks Association, Inc. Benevolent and Protective Order of Elks CONSTITUTION AND POLICIES

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1 New York State Elks Association, Inc. Benevolent and Protective Order of Elks CONSTITUTION AND POLICIES

2 PREAMBLE This Association of Elks Lodges of the Benevolent and Protective Order of Elks in the State of New York is formed to a) unite all Elks in closer bonds of fraternity; b) further good fellowship among lodges; c) foster the virtues of Charity, Justice, Brotherly Love and Fidelity; d) further patriotic devotion to the principles of Constitutional Government; e) protect and promote the interests of this Order in the State of New York; f) bear true allegiance to the Constitution and laws of the Benevolent and Protective Order of Elks of the United States of America. ARTICLE I NAME Section 1. This Association shall be known as the New York State Elks Association. ARTICLE II AFFILIATION Section 1. This organization shall be and hereby is affiliated with the Benevolent and Protective Order of Elks of the United States of America, and is subject to its Constitution and Statutes as they affect, preserve and limit the functions of the State Association. ARTICLE III PURPOSE Section 1. The purpose of this organization is to pursue the principles expressed in the Preamble to this Constitution and the Constitution of the Benevolent and Protective Order of Elks of the United States of America. ARTICLE IV Section 1. Every Lodge in the State of New York, in good standing with both the Grand Lodge and the State Association, shall be eligible to membership upon compliance with the provisions of this Constitution. Section 2. Each Lodge in the State having complied with Section 1 of this Article shall be entitled to representation at all meetings, whether regular or special, and shall be vested with the right and authority to participate in and vote upon the business that may come before the Association as follows: a) Three delegates or their alternates plus one delegate or his/her alternate for each one hundred of its members in good standing, or major portion thereof, based on membership on March 31 st of the current year, as certified and contained in the report of the Grand Lodge, same to be elected or designated at the same session at which the Lodge holds its annual election of officers. b) Past Presidents, Grand Lodge Officers and members of Grand Lodge Standing Committees, Past Grand Exalted Rulers of the State of New York, Exalted Rulers and Secretaries of such Subordinate Lodges, and all officers of this Association during their tenure of office. 1

3 The foregoing must be members in good standing of Lodges in this Association, but in no event shall a Lodge be entitled to more than eleven delegates as representatives to this Association, exclusive of Past Presidents, Grand Lodge Officers and Members of Grand Lodge Standing Committees, Past Grand Exalted Rulers, Officers of this Association, and the Exalted Ruler and Secretary of said lodge who shall be entitled to cast a ballot at any session, upon the business of the Association or for elective officers thereof. Section 3. The delegates and alternates shall be elected, or appointed by the Exalted Ruler of each Lodge, at a regular meeting thereof, as provided herein, and a list of said delegates and alternates shall be filed with the Office of the Secretary of this Association on or before April 15 th following. The Secretary will provide a Delegate Card to the Lodge for each name filed by the Lodge. The Delegate Card, signed by the Exalted Ruler and Secretary of the Lodge as well as the Delegate, will be required for examination by the Tiler and Sergeant-at-Arms for each Delegate desiring admission to any closed session. Section 4. Presidents of this Association shall, upon completion of their term of office, become Honorary Life Members of this Association. ARTICLE V Section 1. ANNUAL MEETINGS The Annual Meeting of this Association shall be held at such time and place as the Advisory Committee of the Association shall determine. Special meetings may be called by the President with the approval of the Advisory Committee, upon thirty days written notice to the subordinate Lodges. The Secretary of each lodge shall read such notice at a meeting of the lodge for the information of the members. Section 2. QUORUM Fifty duly accredited delegates and other members entitled to vote shall constitute a quorum, provided that at least fifty Lodges shall be represented. Section 3. FISCAL YEAR The fiscal year of this Association shall be from June 1 st of each year to May 31 st of the following year. Section 4. DUES To obtain the revenue necessary for payment of the Administrative expenses of the Association, and the conduct of its activities, each subordinate Lodge shall pay before May 1 st annually a fee for each member thereof as of March 31 st of each year as certified in its report to Grand Lodge, which amount shall be designated in accordance with the recommendation of the Advisory Committee and approval of the membership of this Association at a regular session thereof. Any Lodge that fails to make payment as herein provided shall be required to pay a fine of fifty dollars. Section 5. BUDGET The Board of Trustees shall present at a session of the Annual Convention an estimate of expenses and receipts to cover the current fiscal year, and the Association shall thereafter adopt an annual budget for the said fiscal year. Section 6. DEPOSITORIES Moneys on deposit in the name of the Association in any institution shall be withdrawn only by drafts or checks signed by any two of the following officers, upon vouchers duly signed and drawn by the Secretary and the approving member of the Board of Trustees, including access to any safe-deposit-box maintained by the Association: PRESIDENT SECRETARY TREASURER CHAIRMAN OF THE BOARD OF TRUSTEES 2

4 ARTICLE VI OBLIGATIONS Section 1. The proper officers of the Association shall furnish from time to time to the Grand Exalted Ruler and to the Chairman of the Committee on State Associations of the Grand Lodge the following: a. Copies of its Constitution and Bylaws, Rules and Regulations and all amendments thereto or any changes therein. b. A copy of the proceedings of each meeting or reunion. c. All printed documents issued by it or under its authority. d. A copy of all general letters, circulars and papers sent by it or by its officers to Lodges comprising the Association. e. A correct list of its officers and the Lodges comprising it, together with the correct post office address of its President, Secretary, Treasurer, Vice Presidents and Trustees. Such list shall also be sent to the Grand Secretary and the Elks Magazine. f. A copy of the Annual Report of its Treasurer. ARTICLE VII OFFICERS Section 1. ELECTIVE OFFICERS The elective officers of the Association shall include the President, Secretary, Treasurer, one Vice-President and one Trustee for each Grand Lodge District in the State. All elective officers shall be elected on the first day of the Annual Session, with the President, Secretary and Treasurer being elected by the Association as a whole, and the Vice Presidents and Trustees by the eligible voters from the Districts which they represent. In the event of a tie vote for a Vice President or a Trustee, the Association as a whole shall elect a Vice President or a Trustee, as the case may be, for the District affected. The term of office of the President, Secretary, Treasurer and Vice Presidents shall be for one year. The term of office for Trustees shall be for three years. Section 2. APPOINTIVE OFFICERS The appointive officers of the Association shall be a Sergeant-at-Arms, a Chaplain and a Tiler, who shall be appointed for a term of one year by the President, immediately after his/her installation, with the advice and consent of the Advisory Committee. Section 3. PRESIDENT The President shall be the chief executive officer of the Association and shall a. preside at all meetings, b. preserve order, c. appoint all committees not otherwise provided for, d. decide all questions of order subject to appeal to the Association, e. fill all vacancies unless otherwise specified, f. perform such duties as may be imposed upon him/her by law and are customarily performed by presiding officers. It shall be the duty of the President to make such official visits to the subordinate Lodges comprising this Association as may be deemed proper in the interests of the Association. 3

5 Section 4. VICE-PRESIDENTS It shall be the duty of the Vice Presidents elected for the several districts of the State to visit and convey to each of the Lodges in their respective districts the message of the President, and perform other duties as may be delegated to them by the President. In case of their inability to do so, such Vice Presidents shall immediately notify the President thereof, who shall thereupon appoint an acting Vice President to perform said duties during the period of disability or for the unexpired term of office. Section 5. SECRETARY The Secretary shall a. attend all meetings of the Association and all Conferences keep a true record of the proceedings thereof, b. preserve all books and documents, c. attend to all notices and correspondence, d. prepare and submit an Annual Report to the Association, e. receive all monies paid to the Association and turn the same over to the Treasurer (taking a receipt therefore) not later than the first of the month following the receipt of said monies. Simultaneously, the Secretary shall forward to the Chairman of the Board of Trustees an itemized statement of such remittances. f. perform such other duties as properly may be required of him/her. The Secretary shall, before assuming the duties of his/her office, execute and deliver to the Association a bond for the faithful discharge of his/her duties in the sum of $50, with corporate surety, the expense of such bond to be paid by the Association. Section 6. TREASURER The Treasurer shall a. attend all meetings and conferences of the Association, b. receive and be the custodian of all moneys and funds belonging to the Association and keep a correct account thereof, c. deposit all funds and moneys of the Association in its name in such depositories as may be designated by the Board of Trustees, d. withdraw and pay out the moneys of the Association, after approval by the Board of Trustees through their approving member, only on a proper warrant drawn by the Secretary and countersigned by the approving member of the Board of Trustees, e. submit a report to the Annual Meeting of the Association showing the transactions of his/her office during the preceding year. The Treasurer shall, before assuming the duties of his/her office, execute and deliver to the Association a bond for the faithful discharge of his/her duties in the sum of $50, with corporate surety, the expense of the bond to be paid by the Association. Section 7. TRUSTEES The Board of Trustees shall take and have custody of the property of the Association and, subject to the provisions of this constitution and laws and resolutions of this Association and, together with the Advisory Committee, shall have general charge and direction of the financial affairs of the Association, and shall perform such other duties as may be necessary to protect the interests and promote the objectives of the Association. The Board of Trustees shall a. have control of the finances of the Association b. recommend ways and means for raising funds to defray the expenses of the Association and set aside the same when received to the payment of such demands as are properly chargeable to it, c. report all of its acts at the next Annual Meeting. 4

6 Immediately after their election, the Trustees shall meet and organize by electing a Chairman, Approving Member and a Secretary. The Trustees, through their duly chosen Approving Member, shall pass upon all bills or accounts to be paid by the Association before warrant for the payment thereof shall be issued. Members of the Board of Trustees shall be required to attend the State Convention and receive reimbursement therefore in accordance with existing policy. They are also welcome to attend the Fall Conference at their own expense. Section 8. SERGEANT-AT-ARMS The Sergeant-at-Arms shall a. execute the orders of the President, b. assist in preserving order, c. act as marshal on public occasions, d. in case of a closed session, assist the Tiler in examining the qualifications of all persons presenting themselves for admission. The President shall select such deputies as may be needed to assist the Sergeant-at-Arms in the discharge of his/her duties. Section 9. TILER The Tiler shall have charge of the doors of the rooms in which meetings are held and shall perform the duties usually incident to the office of Tiler. Section 10. VACANCIES In the case of death or resignation of the President or inability or refusal of the President to perform his/her duties, the Advisory Committee shall select a member of the Association to fill the office of President and perform the duties of such office during such inability or for the unexpired term for which he/she was elected. In the event of a vacancy occurring in the office of Vice President or Board of Trustees, due to death, resignation, removal or other cause, the President shall appoint a Vice President or Trustee from the District in which the vacancy shall occur to serve for the unexpired term. In case of death or removal of any other officer of this Association, or inability or refusal of any such officer to perform the duties of his/her office, the Advisory Committee shall select a member of the Association to perform the duties of such office during the inability or during the unexpired term for which he/she was elected, except that in no event shall a member hold more than one office simultaneously. Section 11. SALARIES AND EXPENSES The Secretary and the Treasurer shall be paid a salary to be recommended by the Advisory Committee and funded in the budget by the Board of Trustees, and they shall receive the actual and necessary expenses incurred in the performance of their duties, not to exceed the amount provided in the annual budget. The President, Advisory Committee, Secretary, Treasurer, Vice Presidents, Trustees, Tiler, Sergeant-at-Arms, Chaplain and State Committee Chairpersons shall be paid their actual and necessary expenses incurred in the performance of their duties, not to exceed, however, the amounts provided in the annual budget, and in accordance with existing policy. The actual and necessary expenses of the President shall be deemed to include his/her expense to the annual Grand Lodge Convention, computed in the same manner provided by Grand Lodge Statutes for fixing the allowance to District Deputies for attendance at such Conventions. Section 12. QUALIFICATIONS FOR OFFICE - All Elks in good standing in the Lodges comprising this Association and residing within its jurisdiction shall be eligible to any office, either elective or appointive, in the Association. 5

7 ARTICLE VIII COMMITTEES Section 1. Each Committee shall consist of one member from each District in this State, unless otherwise indicated, to be appointed by the President. Section 2. The President of this Association shall annually, or as soon after his/her installation as may be convenient, appoint the following Committees who shall hold office until the next annual meeting of this Association, or until their successors are appointed. Each committee shall consist of one member from each District, unless otherwise specified. ACCIDENT PREVENTION COMMITTEE This committee is to carry out the Accident Prevention Program as specified by the Grand Lodge. ACTIVITIES COMMITTEE This committee shall arrange and recommend to the Lodges of the Association a program of activities for the creation and fostering of greater interest in said Lodges. This committee shall also foster & encourage inter-lodge visits, assist in the arrangements of such visits and perform such other duties as pertain thereto. ADVISORY COMMITTEE This committee shall consist of all Past Presidents of this Association and all Past Grand Exalted Rulers from the State of New York, in good standing in their respective Lodges, and shall render counsel and advice to the officers and committees of this Association to promote the best interests and welfare of this Association, and shall meet at least twice a year. It shall perform such other duties as fall within the orbit of this constitution. AMERICANISM FLAG DAY COMMITTEE This committee is charged with the duty of activating and quickening the spirit of American patriotism throughout the State and shall a. plan, promote and develop programs which stress the history and the democratic principles of our nation and the advantages of life in a free society; b. alert our peoples to the ever present dangers of terrorism and other antagonistic foreign ideologies detrimental to our American way of life; c. alert our peoples to the urgency of militant support and defense of our Government, its institutions and ideals; d. vigorously carry out the Americanism program of the Grand Lodge; e. assist, encourage and co-operate with all Lodges in promoting appropriate activities among the Lodges of the State for the observance of Flag Day; f. perform such other duties in connection therewith as may be assigned to it by the President. BOWLING COMMITTEE This committee shall consist of not more than seven members, one appointed each year for a term of seven years, with the senior member leaving the committee each year. The appointment of a new member shall be made from the Lodge hosting the annual bowling tournament for that year. They shall recommend the time and place of the annual tournament, and the administration of same, subject to the approval of the Advisory Committee of this Association. BUSINESS PRACTICES COMMITTEE This committee shall develop and carry on a program to assist Subordinate Lodges in utilizing proper business practices for Lodge and Home facilities. It shall provide business expertise when required and utilize the provisions of the Grand Lodge Business Practices Manual. It shall conduct seminars and lectures to install proper business procedures into the operation of all Lodges. 6

8 COMMUNITY ACTIVITIES COMMITTEE This committee shall recommend to and assist the Lodges of this Association in promoting community activities in conformity with the Constitution and Statutes of the Grand Lodge and the Constitution of this Association. DRUG AWARENESS COMMITTEE - This committee will carry out the Drug Awareness Program as specified by the Grand Lodge. ELKS MEMORIAL DAY COMMITTEE This committee shall assist, encourage and co-operate with the Lodges of this Association in promoting appropriate activities among the Lodges of the State for the observance of Elks Memorial Day, and shall perform such other duties in connection therewith as may be assigned to it by the President. ELKS NATIONAL FOUNDATION COMMITTEE This committee shall assist, encourage and co-operate with the Lodges of this Association in obtaining contributions and subscriptions to the Elks National Foundation, and in generally furthering its program. ELKS TRAINING COMMITTEE This committee shall conduct the Officers Training Program as prescribed by the Grand Lodge and administer the various tests for the several officers of the Lodge, grade them and make a report to this Association and to the Grand Lodge Committee. EMPIRE STATE ELK The Empire State Elk shall be published by the State Association and circulated to all members of New York State Elks Lodges to promote our program goals and objectives by reporting on lodge, state and national programs developed to enhance patriotism and give assistance to our veterans, the handicapped, youth, elderly, victims of disaster and others in need. Each District shall have a District Editor who will gather news items from the respective Lodges for editing before submitting them to the State Editor. GOVERNMENT RELATIONS COMMITTEE This committee shall carry out the programs of the Grand Lodge in respect to the field of Government Relations and their impact on the continued well-being of our Lodges and our Order. GRAND LODGE CONVENTION COMMITTEE This committee shall oversee accommodations including the hospitality room and other responsibilities on behalf of the New York State Elks contingent at the Grand Lodge Convention. Members of this committee, with at least one being a Past State President, shall be recommended by and serve at the pleasure of the Advisory Committee HOOP SHOOT COMMITTEE This committee shall carry out the Hoop Shoot Program of the Grand Lodge in compliance with the rules and regulations furnished by Grand Lodge. INSURANCE (RISK MANAGER) This committee shall work closely with the Accident Prevention Committee and carry out the Risk Management Program of the Grand Lodge. INTERNET/ELECTRONIC MEDIA COMMITTEE This committee will provide a high quality, well organized and easy to navigate electronic medium to promote the public image of the Order and provide information useful to our membership that will facilitate the improvement of communication and function within the organization, maintain credibility of the content provided and protect the integrity of the Association and the Order. 7

9 LAWS & RESOLUTIONS COMMITTEE This committee shall consist of three members who shall be attorneys and who shall attend the State Association Convention. This committee shall have referred to it, and report to the Association, all proposed legislation and Amendments to the Constitution of this Association, and shall recommend to each annual session of the Association such legislation and amendments as it deems advisable. LODGE DEVELOPMENT COMMITTEE This committee shall develop programs for, and assist in, the institution of new Lodges in suitable localities in the State of New York. MAJOR PROJECTS COMMITTEE This committee shall promote the designated Major Projects of the Association and disseminate full and complete information concerning same to each Lodge. Said committee shall carry out the program of the New York Elks Major Project Corporation in accordance with the rules, regulations and procedures adopted by the Association. The Chairman shall file a written report with the Secretary of the Association, and report to the membership concerning the activities of his/her committee. MEMBERSHIP / MEMBERSHIP RETENTION COMMITTEE This committee shall use such means and employ such methods, not contrary to the Laws of our Order, as may be best adapted to secure applications for membership in the Order and to increase the membership of each subordinate Lodge. This committee shall assist Subordinate Lodges in their efforts to investigate and report on all delinquencies in the payment of dues in the Subordinate Lodges, and shall suggest the use of such means and employ such methods as may be best adapted to prevent the dropping from the rolls of any member of any Subordinate Lodge for non-payment of dues and to restore to membership such former members as may have been suspended or dropped by reason of delinquency. NATIONAL VETERANS SERVICE COMMITTEE This committee shall sponsor and promote programs in Veterans and Service Hospitals and Centers for the benefit of members and Veterans of our Armed Services, and shall organize and conduct programs for the rehabilitation of Veterans in such Hospitals. PUBLIC RELATIONS COMMITTEE This committee shall have charge of matters pertaining to the press and other media, and shall encourage and assist the Lodges of this Association in publicizing their works and achievements. RITUALISTIC COMMITTEE This committee shall foster proficiency in the rendition of the several Rituals of our Order, both private and public, and shall promote and hold District and State Ritualistic contests, adopting such methods as it may deem necessary, wise and proper therefore. SCHOLARSHIP COMMITTEE This committee shall aid and assist in the promotion of the establishment of scholarships by the State Association and the Subordinate Lodges, and assist and coordinate the dissemination of information concerning the scholarships offered by Grand Lodge through the Elks National Foundation. SOCCER COMMITTEE - This committee shall carry out the Soccer Program of the Grand Lodge in compliance with the rules and regulations furnished by Grand Lodge. 8

10 STATE CONVENTION COMMITTEE - This committee shall have the duty of planning, site negotiations and bringing to fruition a successful Annual Convention and Fall Conference. YOUTH ACTIVITIES COMMITTEE This committee is charged with developing Youth Activities among the Lodges of the Association both in co-operation with, and independently of, the Grand Lodge Youth Activities, Hoop Shoot and Soccer Committees. ARTICLE IX ORDER OF BUSINESS SECTION 1. The Order of Business at all meetings of this Association, unless otherwise changed by majority vote of the delegates present, shall be as follows: 1. Call to Order 2. Invocation 3. Tribute to the Flag 4. Roll Call of Officers 5. Reading / accepting the proceedings of the previous session. 6. Secretary s Report 7. Treasurer s Report 8. Nomination and Election of Officers 9. Reports of Standing and Special Committees 10. Unfinished Business 11. New Business 12. Good of the Order 13. Installation of Officers 14. Announcement of Appointments 15. Closing and Adjournment ARTICLE X LIMITATIONS Section 1. No questions of a political or sectarian character shall be introduced at the meeting of the Association and no person shall be directly or indirectly endorsed or recommended for any Grand Lodge Office nor shall any question be introduced and discussed unless the same relates to and directly affects the Order and its membership, or unless previous action on such subject shall have been taken by Grand Lodge. ARTICLE XI PROVISIONS NOT OTHERWISE COVERED Section 1. Parliamentary Procedure shall be governed by Roberts Rules of Order, except as otherwise provided in this Constitution, or in the Statutes and Constitution of the Grand Lodge. 9

11 ARTICLE XII AMENDMENTS Section 1. Amendments to this Constitution shall be presented in writing to the Secretary at any Annual Meeting, and shall be referred to the Laws and Resolutions Committee, and said committee shall make a report thereon to the Association as soon as possible, and before adjournment, and such amendment or amendments shall be considered under the hearing of New Business. It shall require a two-thirds affirmative vote of the members present to adopt any amendment. Section 2. This Constitution shall take effect and be in force after its adoption by the Association and its approval by the Committee on Judiciary of the Grand Lodge. CERTIFICATE This Revision submitted to the Delegates of the New York State Elks Association at their Stated Annual Meeting at Kiamesha, New York, May 15 thru May 18, 1986, and adopted by said Delegates by a two-thirds affirmative vote. Given over my hand and the seal of the New York State Elks Association this 15 th day of May, Seal Richard T. Moore Secretary, NYSEA CERTIFICATE This printing of the Constitution and Bylaws of the New York State Elks Association includes the revisions made since the last general revision. (Term of Trustees; Addition/Deletion of certain committees to comply with Grand Lodge Statutes.) Given over my hand and the seal of the Association this 15 th day of August, Seal Richard T. Moore Secretary, NYSEA CERTIFICATE This printing of the Constitution and Bylaws of the New York State Elks Association contains no changes since the last printing. The document was studied by the Laws and Resolutions Committee for their consideration. Having no changes to recommend to the General Membership, they moved the Constitution and Bylaws be re-adopted by the session of April 24, 1992, at the 80 th Annual Convention of this Association. Given over my hand and the seal of the Association this 10 th day of June, Seal Richard T. Moore, PSP Secretary, NYSEA 10

12 New York State Elks Association POLICIES This manual has been designated to reflect the policy determinations heretofore made by the Advisory Committee. It is the intention of this Committee to modify, delete or add policy matters as they arise in the future. Each of the following policy statements have been reaffirmed by the Advisory Committee at its session as indicated. TABLE OF CONTENTS State President 1 State Secretary 1 NYSEA Officer Endorsement 1 Conflict of Interest 1 Travel Allowances 2 Advisory Committee 3 Financial Oversight Committee 3 Past State Presidents 4

13 NEW YORK STATE ELKS ASSOCIATION, INC. POLICIES STATE PRESIDENT Approved March 21, The State President shall visit the Districts within the State of New York upon the invitation and approval of the Past State Presidents of Jurisdiction. 2. All copies of correspondence from the State President to Subordinate Lodges shall be forwarded to the Past State Presidents of Jurisdiction. 3. During the Official Visits of the State President, it is recommended that State Association matters be discussed, and that such visits be designed as educational as well as social. 4. The State President shall be responsible for the performance of all State Committee Chairs and the functions of their respective committees. 5. No appointments to State Association Committees shall be made by the State President without the approval of the Past State President(s) of Jurisdiction. 6. The State President shall prepare comprehensive reports for delivery at the Annual Conference, and for additional meetings of the Advisory Board that may be scheduled. STATE SECRETARY Approved March 20, 1981 The Secretary of this Association shall attend all meetings of the Advisory Committee and record the minutes thereof. When the Advisory Committee is in Special Executive Session, the Secretary may be excused by the Chair. NYSEA OFFICER ENDORSEMENT Approved September 22, 1995 It will be the policy of this Board to have all State Officers endorsed as candidates at the meeting held in conjunction with the Fall Conference of the New York State Elks Association. It will be the policy of this Board to endorse its candidate for State President at the State Convention for the ensuing year. This policy change is for the State President only to allow the endorsed candidate to have the time necessary to properly prepare. Other endorsements will continue to be made at the Fall Conference. Adopted Unanimously on April 9, 2005 CONFLICT OF INTEREST POLICY Adopted September 19, 2008 The standard of behavior at the NY State Elks Association, Inc., is that all staff, volunteers and board members scrupulously avoid conflicts of interest between the interests of the NYS Elks Association on one hand, and personal, professional, and business interests on the other. This includes avoiding potential and actual conflicts of interest, as well as perceptions of conflict of interest. Conflicts of interest may arise when a staff, volunteer or board member has any direct or indirect interest in, or relationship with, any individual or organization that proposes to enter into any transaction with the NYS Elks Association, including but not limited to transactions involving: (a) The sale, purchase, lease or rental of any property or other asset, (b) Employment, or rendition of services, personal or otherwise, (c) The award of any grant, contract or subcontract, (d) The investment or deposit of any fund of the NYS Elks Association, Inc. The purposes of this policy are to protect the integrity of the NYS Elks Association decision-making process, to enable our constituencies to have confidence in our integrity, and to protect the integrity and reputations of volunteers, staff and board members. Upon or before hiring or appointment, full written disclosure of interest, relationships and holdings that could potentially result in a conflict of interest should be disclosed. This written disclosure will be kept on file, and updated as appropriate. In addition, in the course of meetings or activities, individuals shall disclose any interest in a transaction or decision where (including business or other nonprofit affiliations) family and-or significant other, employer or close associates will receive a benefit or gain. After disclosure, the individual shall be asked to leave the room for the discussion and will not be permitted to vote on the question. NYSEA -1-

14 TRAVEL ALLOWANCES The per diem amount for hotel and mileage reimbursement for those authorized to travel on behalf of the State Association shall be submitted on forms provided by the State Secretary and in accordance with the following schedule: (a) Up to One Hundred Dollars ($100.00) for each day of actual attendance at the State Convention, Fall Conference and required attendance at other state sponsored event or meeting. (b) Thirty five cents ($.35) per mile of travel to and from required attendance outlined in section (a) or coach air fare, whichever is lower. All Committee Liaison travel, other than required attendance specified in section (a), is at the liaison member s expense. (Effective June 1, 2014) (c) When a Past State President has been requested by a NYS Past Grand Exalted Ruler to go into another area to do some investigative work which involves travel expenses or overnight accommodations, this same dollar reimbursement for hotel accommodations and mileage will be in effect. (d) Sometimes Committee Chairs need to travel (i.e.: Youth Activities, Soccer, Hoop Shoot, Ritual, ESE and Major Projects). Travel reimbursement for these committees will be permitted so long as such travel reimbursement is properly budgeted and authorized by Liaison Supervision. (May 4, 2006) (e) Unmarried widows of deceased Advisory Board Members will be invited to State Conventions in writing by the Secretary, and this same dollar reimbursement for hotel accommodations and mileage will be in effect. (f) All vouchers for reimbursement for personal expenses must be submitted within 60 days of the date of incurrence or by the end of the fiscal year, whichever comes first, or bills will be disallowed. (September 18, 2008) (g) NEW YORK STATE ELKS ASSOCIATION, INC. POLICIES Members serving as Committee Chairs or State Officers, sharing a room, reimbursement for hotel bills are to be divided in half and submitted under their proper account. As per (a) above, but not more than the total hotel bill or which ever is less. This policy will take effect immediately with this Convention. (May 20, 2010) GRAND LODGE CONVENTION (f) All individuals required to attend the Grand Lodge Convention will be reimbursed $25.00 per travel day for arrival & departure days. The attendee will also be reimbursed $70.00 per day to cover meals and incidentals (tips, tolls, shuttle services, taxis, car rental, etc.) while in attendance at the convention. The travel day rate of $25.00 and the meal / incidental rate of $70.00 cannot be paid for the same days. (g) The State Editor will be reimbursed for travel to the Grand Lodge Convention. (May 4, 2006) (h) Each required attendee and spouse, if attending, will be reimbursed for airline travel at actual cost of airline tickets at coach rate based on the 30 day plus rate. Any additional costs in excess of the 30 day plus rate will not be borne by either the NYS Elks Association or the NYS Major Projects Corporation. If attendee chooses to drive to the convention, the attendee will be reimbursed for mileage at 35 cents per mile or airfare determined based on the above policy, whichever is less. One day of travel for arrival and departure will be allowed in accordance with above policy. NYSEA -2-

15 NEW YORK STATE ELKS ASSOCIATION, INC. POLICIES ADVISORY COMMITTEE (A) The Advisory Committee shall consist of all Past Presidents of the Association who shall elect, from their number, a Chairman and Vice Chairman who shall serve for two years and not be eligible for re -election thereafter to that office. Nothing contained herein shall preclude a duly elected Vice Chairman from election as Chairman. However, no Chairman who has served a full term shall be eligible to serve as Vice Chairman. (B) The Advisory Committee Shall purchase, at Association expense, a Past President s Jewel for presentation to the retiring State President at the Annual Convention as a token of appreciation from the Association. (C) Members of the Advisory Committee shall receive such allowances and expenses as authorized by said committee. (D) The Advisory Committee shall meet on Thursday of the annual Convention for dinner. (E) The Advisory Committee shall meet for lunch on Friday and Saturday, accompanied by the State Vice Presidents, Trustees, Officers and State Committee Chairs, incoming and outgoing, all of whom shall be notified by the State Secretary. (These luncheons have been suspended as a cost cutting measure effective May 14, 2009) (F) On Saturday evening, the State President shall be honored at the Annual Ball. (G) The Advisory Committee shall invite to the Spring meeting the member who received the Board s endorsement for the office of State President. Travel expenses shall be paid in accordance with the current travel allowance policy. Policies A - G - Minutes of October, 1979 (H) STATE CONVENTION: (Minutes of September 23, 1999) The Jr. PSP will work with Committee on Memorial Service Program. 2nd Jr. PSP will work with Committee on Convention Program. 3rd Jr. PSP will work with Committee on Installation Program. (I) The term of Chairman and Vice Chairman of the Advisory Committee will be for two years to commence at the conclusion of the State Convention. The Chairman s position will expire simultaneously with the State President going out at that time. (Minutes of April 27, 2002) i.e.: , PSP J. Petriello , PSP R. T. Moore , PSP N. Navarra , PSP W. H. Smith , PSP Ron Olson FINANCIAL OVERSIGHT COMMITTEE The primary purpose of the Financial Oversight Committee is to oversee the Internal Financial Controls of the NY State Elks Association on behalf of the NYSEA Advisory Board in order to assure policies and procedures are in place that 1. protect the assets of the NYSEA and NY Elks Major Projects Inc., 2. create timely and reliable reporting, 3. promote compliance with laws and regulations, 4. develop prudent investment strategy, and 5. provide proper oversight of investment assets. This committee will meet regularly with the NYSEA Advisory Board and the NY Elks Major Projects Board of Directors for review of finance and investment strategy and assist the board members in determining what is working well and what practices the organization might want to change in order to be more efficient, effective or responsible. The Financial Oversight Committee will meet periodically with the investment managers to review investment portfolios, evaluate the performance of these investments, and make recommendations to the Boards. Members of the Financial Oversight Committee designated to serve as Board Liaisons to the NYSEA NYSEA -3-

16 NEW YORK STATE ELKS ASSOCIATION, INC. POLICIES PAST STATE PRESIDENTS A. Past State Presidents of Jurisdiction are responsible for the arrangements, visitation schedule and accommodations for the State President when officially visiting said Districts. B. Past State Presidents shall be responsible for their particular District and for the general condition of the Lodges in said District. They shall be prepared to present a comprehensive report of their District when requested by the Advisory Committee C. Past State Presidents of Jurisdiction shall be responsible to the President and to the Advisory Board for the performance of those members recommended for State Association Committees. D. Past State Presidents are expected to attend all conferences and conventions of the State Association. E. A Past State President is required to immediately make State Committee recommendations to the State Secretary upon receipt of the latter s request. F. Past State Presidents of Jurisdiction shall be required to copy the Office of the State President with all correspondence to State Committee Chairs. G. The Past State Presidents comprising the Advisory Committee are responsible for the indoctrination of the proposed candidate for the Office of State President at the Spring meeting of the Advisory Committee. In addition, they are to conduct an orientation of all State Chairpersons at the Spring Convention of this Association. H. The Advisory Committee shall invite a distinguished guest of honor from the Grand Lodge as its guest at each Annual Spring Convention, subject to the approval of the Past Grand Exalted Rulers of Jurisdiction. Policies A through H approved March 21, 1981 EMPIRE STATE ELK The Empire State Elk is the official publication of the NY State Elks Association. At least 85% of the editorials featured in this publication are dedicated to the many charitable programs of the State Association and therefore recognized as the official publication of the NY Elks Major Projects Corporation as well. The Empire State Elk is circulated to all members of NY State Elks Lodges to solicit member support for the administrative expenses of the Elks National Foundation, a non-profit organization providing scholarship awards and financial assistance and administration of a national co-ed sports competition, drug awareness education programs, scholarship programs and other charitable endeavors, solicit member support for funding and managing the New York Elks Major Projects Corporation, a non-profit organization (a.) providing salaries and vans for Cerebral Palsy Home Service Directors who work with Cerebral Palsy Affiliates of New York State, and (b.) receiving ENF funding on behalf of the NYS Elks Association for its charitable activities and state-wide programs including, but not limited to, Americanism, Hoop Shoot, Veterans Service, Drug Awareness, Scouting, Scholarships, Youth Activities, and Disaster Relief as may be recommended and approved by the NYSEA Advisory Board. promote the above goals and objectives by reporting on Lodge, State and National Programs developed to enhance patriotism and give assistance to our nation s veterans, the youth, elderly, handicapped, victims of disaster, and others in need. Approved by Advisory Board on April 24, 2008 NYSEA -4-

17 NEW YORK STATE ELKS ASSOCIATION, INC. POLICIES STATE CHAIRPERSONS A. State Chairs should not make visits to the Districts of the State of New York unless approved by the State President. B. State Chairs shall advise the Past State President(s) of Jurisdiction of all pertinent matters involving committee work in that District and shall copy the Past State Presidents of Jurisdiction with all correspondence regarding Lodges in that District. C. State Committee Chairs are responsible for the performance of all District Chairs and shall notify the Past State Presidents of Jurisdiction of those who have not cooperated, served or participated in the work of the committee. D. State Committee Chairs shall be prepared to make official reports at the Annual Spring Convention or Fall Conference of the State Association, or whenever called upon by the State President. E. No State Committee Chair shall serve more than three (3) years on the same committee unless specifically authorized by the Advisory Committee. It is the intention of the Advisory Committee to educate and develop the maximum amount of ability by reassignment of duties and committee work to competent members of the Order. Policies A through E approved March 21, 1981 F. The following State Association Committee Chairs shall attend the Annual State Convention and/or Fall Conference of this Association, when scheduled to conduct workshops, and be paid travel expenses in accordance with existing policy. Accident Prevention/Risk Management Americanism - Flag Day Business Practices Drug Awareness Elks Training Government Relations/CONPOR Hoop Shoot Laws & Resolutions Major Projects National Veterans Service Scholarship/Emergency Grants State Convention Activities/Elks Memorial Day Bowling Community Activities Elks National Foundation Empire State Elk/Publicity Grand Lodge Convention Internet/Electronic Media Lodge Development Membership/Member Retention Ritualistic Soccer Youth Activities All Committee Chairs are welcome to attend both the Convention and Fall Conference, but will not be eligible for hotel or mileage reimbursement unless scheduled by the Convention Committee to conduct a workshop or give a report. The time and rooms available make it impossible to schedule all committees for workshops at all conventions and conferences. The Lodge Activities and Community Activities Chairs will work together. The Community Activities Chair will attend and conduct the Convention workshop and the Lodge Activities/Memorial Day Chair will attend and conduct the Fall Conference workshop. G. State Chairs will copy their Committee Liaison Members in addition to those specified in (B) above. Originally approved by Advisory Board on 11/06/81 Modified 9/19/00 to control costs, include new committees and delete committees no longer active. NYSEA -5-

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