NEVADA STATE ELKS ASSOCIATION YOUTH ACTIVITIES COMMITTEE MANUAL Prepared by: Larry O Laughlin, PSP, DL, North Las Vegas Lodge #2353 And William Wiseman, PER, State Coordinator, Henderson/Green Valley Elks Lodge #2802 Published By: Past State Presidents Advisory Council mmm dd, yyyy
YOUYH ACTIVITIES COMMITTEE MANUAL Purpose...3 Scope...3 Responsibilities...3 NSEA Vice President Liaison...3 State Chairman...3 District Chairman...4 Lodge Chairman...4 Procedures/Requirements...5 Co-Pay Athletic Teams Program...5 Qualifications...5 Requirements...5 Amount Paid...5 How To Apply...6 References...6 Appendixes...6 A NSEA Budget Request Form...7 Page 2 of 7
YOUTH ACTIVITIES COMMITTEE MANUAL 1.0 Purpose To develop and promote Youth Activities Programs within the Subordinate Lodges. These programs, restricted only by imagination, will embody Elkdom s nation-wide programs to aid in the character development of young people, recognize their many contributions, and encourage them in maturing into tomorrow s citizens and leaders. 2.0 Scope Suggested programs are found in the Grand Lodge Youth Activities Committee Manual. They are designed to promote activities that embody recreational, educational and youth of all ages and stations in life. The programs suggest opportunities to promote within each Lodge and community, special ceremonies and events that all will be attractive, interesting and beneficial to our young people. 3. Responsibilities 3.1 President Liaison With the assistance of the State Chairman provide a written quarterly report to the Executive Committee. Will assist in coordinating details and arrangements for all State Convention programs and workshops. Will assist the State Chairman designee in coordinating funding activities through the use of the Budget Request Form each February. 3.2 State Chairman Each quarter attend a meeting with the Executive Committee and provide a report of your committee s actions, achievements and/or challenges. If unable to attend the Quarterly meeting, a member of the committee may represent the State Chairman. If the Chairman or a member of the committee cannot attend the Quarterly, the Chairman will submit a written report outlining the Committee s actions, successes, failures and send it to the committee s Liaison Officer at least ten days prior to the meeting. (Quarterly meetings are held on the 3 rd weekend in June, October, January and April. The Secretary/Manager will provide notices of these meetings.) Write articles for the State Newspaper as needed. Articles are to be submitted directly to the Newspaper (Washington Elk) Editor based upon the published Calendar of Events. Monitor the District Chairmen s activities and assist in finding volunteers to serve in this capacity that will fulfill the duties and responsibilities as outlined in this Manual. Provide the Vice President Liaison with the agenda for convention programs and workshops 60 days prior to the convention. The January workshop should focus on Committee Training. The June workshop should highlight last year s successes and then provide a detailed description of the program for the upcoming year. Committee reports must be presented to the Vice President Liaison in writing 60 days prior to the convention. The Vice President Liaison will make the final determination on Page 3 of 7
YOUYH ACTIVITIES COMMITTEE MANUAL all committee reports and presentations to be given at the State Conventions. Speeches on the convention floor will be limited and must be vital information for the whole assembly. Incoming State Chairmen will provide detailed budget information to the President-Elect each February through the use of the Budget Request Form. File copies of all correspondence and reports with the State Association Secretary/Manager and the Vice President Liaison. Work through the District and Lodge Chairmen to promote better Youth Activities Programs in the local Lodges. Obtain stationary, forms and reports as required from the State Association Secretary/Manager. Turn over all files and records in his charge to the succeeding State Chairman. Provide committee training to the District Chairmen. At the conclusion of each State Association year, visit the State Office and purge files related to this committee. Provide District Chairmen with information to encourage the Lodges to participate in the Youth Activities Program within each District. Provide District Chairmen with rules and instructions concerning entry into and deadline dates for all contests and reports listed in the Grand Lodge Committee Manual. Upon request, provide the necessary certificates illustrated in the Grand Lodge Youth Activities Manual. 3.3 District Chairman Coordinate with and report to the State Chairman on a bi-monthly basis. Attend State Association Conventions and Workshops. Represent this committee at all District Deputy Clinics. Make and report on such special inquiries as requested by the State Chairman. Encourage Lodges to keep the Monthly Record Book of Volunteer, Youth, Charitable and Community Service Programs up to date at all times, and verify that the report has been sent to the State Chairman by the 1 st of each year. Provide Lodge Chairmen with rules and instructions concerning entry into and deadline dates for all contests and reports listed in the Grand Lodge Committee Manual. 3.4 Lodge Chairman Obtain and familiarize yourself with the Grand Lodge and Washington State Elks Association Youth Activities Committee Manuals. Keep the Monthly Record Book of Volunteer, Youth, Charitable and Community Service Programs up to date at all times, and verify that the report has been sent to the State Chairman by the 1 st of each year. Page 4 of 7
YOUTH ACTIVITIES COMMITTEE MANUAL Attend State Association Conventions and Workshops. Be familiar and punctual with all reports and contests entry dates as listed in the Grand Lodge Youth Activities Manual. Contact the State Youth Activities Chairman for the necessary certificates as illustrated in the Grand Lodge Youth Activities Manual. Plan and maintain a sound, well-balanced, year round Youth Activities Program that touches the lives of children of all ages and stations of life. Use the local news media to report the results of your various Youth Programs and Activities. Arrange for funding of Youth Programs each year with the assistance of the Exalted Ruler through the Lodge budget process. Assist the Exalted Ruler in selecting members of the Youth Activities Committee. Get spouses involved in the Lodge Youth Activities Program Committee. 4.0 Procedures/Requirements 4.1 Youth Activities is a year-round program. Youth Activities Chairmen are required to set up programs and activities with the approval and assistance of the Lodge members. 4.2 Contacts can and should be made through local schools, recreational departments, Scouting organizations, and Little Leagues, Junior Football and soccer programs. 4.3 The Lodge Youth Activities Committee should meet regularly and plan in advance all activities to ensure a successful program. 4.4 Utilize the Lodge Public Relations Committee to assist in publicizing Youth Activities through the local media. 5.0 Co-Pay Athletic Program 5.1 Qualifications: Any Youth Team that participates in organized competition is eligible for co-pay sponsorship. Other ideas are always welcome and should be submitted to the Youth Activities Committee for consideration. 5.2 Requirements: The word Elks MUST be on the team uniform or cap. 5.3 Amount Paid: 50% of the cost of sponsoring a team, to a total of $150.00 per year per Lodge. Only one team per Lodge per year qualifies for athletic team co-pay. Page 5 of 7
YOUYH ACTIVITIES COMMITTEE MANUAL 5.4 How to Apply: Mail a copy of the actual billing statement for sponsoring the team to the Youth Activities Committee Chairman. If possible, the Youth Activities Committee would like a picture of the team. This could be sent at a later date. 6.0 References Grand Lodge Youth Activities Manual Monthly Record of Volunteer, Youth, Charitable and Community Service Programs. 7.0 Appendixes A Budget Request Form Page 6 of 7
YOUTH ACTIVITIES COMMITTEE MANUAL Appendix A NSEA Budget Request Form Nevada State Elks Association Budget Request Form Committee State Chairman Specific Program Goals for Fiscal Year : Date: 1. 2. 3. Will your Committee generate any funds? Yes No How Much? $ How will these funds be raised? State Association Funds required to accomplish the goals: Committee Operations: (Postage, Phone, Copies, etc.) $ Awards: (Plaques, pins, etc. Please specify.) 1. $ 2. $ Grants Please specify District or State $ Other requests Please specify: $ $ Do you plan for any Capital Expenditures? Yes No Specify: $ TOTAL REQUESTED $ Signature of State Chairman Approval by President-Elect Endorsement by Liaison Officer Approval by Board of Trustees (ATTACH ADDITIONAL INFORMATION AS NEEDED TO SUPPORT REQUESTS) Page 7 of 7