CONSTITUTION AND POLICIES - New York State …nyselks.org/NYSEAConstitution15.pdff) bear true allegiance to the Constitution and laws of the Benevolent and Protective Order of Elks

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

CONSTITUTIONAND

POLICIES

Constitution of the New York State Elks Association

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PREAMBLE

This Association of Elks Lodges of the Benevolent and Protective Order of Elks in the State ofNew 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 andProtective Order of Elks of the United States of America, and is subject to its Constitution andStatutes 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 thePreamble to this Constitution and the Constitution of the Benevolent and Protective Order of Elks ofthe United States of America.

ARTICLE IV

Section 1. Every Lodge in the State of New York, in good standing with both the Grand Lodgeand the State Association, shall be eligible to membership upon compliance with the provisions ofthis Constitution.

Section 2. Each Lodge in the State having complied with Section 1 of this Article shall beentitled to representation at all meetings, whether regular or special, and shall be vested with theright and authority to participate in and vote upon the business that may come before theAssociation as follows:

a) Three delegates or their alternates plus one delegate or his/her alternate for each onehundred of its members in good standing, or major portion thereof, based on membership on March31st of the current year, as certified and contained in the report of the Grand Lodge, same to beelected 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 suchSubordinate Lodges, and all officers of this Association during their tenure of office.


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The foregoing must be members in good standing of Lodges in this Association, but in no eventshall 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 StandingCommittees, Past Grand Exalted Rulers, Officers of this Association, and the Exalted Ruler andSecretary of said lodge who shall be entitled to cast a ballot at any session, upon the business of theAssociation or for elective officers thereof.

Section 3. The delegates and alternates shall be elected, or appointed by the Exalted Ruler ofeach Lodge, at a regular meeting thereof, as provided herein, and a list of said delegates andalternates shall be filed with the Office of the Secretary of this Association on or before April 15th

following. The Secretary will provide a Delegate Card to the Lodge for each name filed by theLodge. The Delegate Card, signed by the Exalted Ruler and Secretary of the Lodge as well as theDelegate, will be required for examination by the Tiler and Sergeant-at-Arms for each Delegatedesiring admission to any closed session.

Section 4. Presidents of this Association shall, upon completion of their term of office, becomeHonorary Life Members of this Association.

ARTICLE V

Section 1. ANNUAL MEETINGS – The Annual Meeting of this Association shall be held atsuch time and place as the Advisory Committee of the Association shall determine. Specialmeetings may be called by the President with the approval of the Advisory Committee, upon thirtydays’ written notice to the subordinate Lodges. The Secretary of each lodge shall read such noticeat a meeting of the lodge for the information of the members.

Section 2. QUORUM – Fifty duly accredited delegates and other members entitled to voteshall 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 1st of eachyear to May 31st of the following year.

Section 4. DUES – To obtain the revenue necessary for payment of the Administrativeexpenses of the Association, and the conduct of its activities, each subordinate Lodge shall paybefore May 1st annually a fee for each member thereof as of March 31st of each year as certifiedin its report to Grand Lodge, which amount shall be designated in accordance with therecommendation of the Advisory Committee and approval of the membership of this Association ata regular session thereof. Any Lodge that fails to make payment as herein provided shall berequired to pay a fine of fifty dollars.

Section 5. BUDGET – The Board of Trustees shall present at a session of the AnnualConvention an estimate of expenses and receipts to cover the current fiscal year, and theAssociation shall thereafter adopt an annual budget for the said fiscal year.

Section 6. DEPOSITORIES – Moneys on deposit in the name of the Association in anyinstitution 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 ofTrustees, including access to any safe-deposit-box maintained by the Association:

PRESIDENT SECRETARY TREASURER CHAIRMAN OF THE BOARD OF TRUSTEES


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ARTICLE VI

OBLIGATIONS

Section 1. The proper officers of the Association shall furnish from time to time to the GrandExalted Ruler and to the Chairman of the Committee on State Associations of the Grand Lodge thefollowing:

a. Copies of its Constitution and Bylaws, Rules and Regulations and all amendments thereto orany 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 alsobe 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 thePresident, Secretary, Treasurer, one Vice-President and one Trustee for each Grand Lodge Districtin 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 andTrustees by the eligible voters from the Districts which they represent. In the event of a tie vote fora Vice President or a Trustee, the Association as a whole shall elect a Vice President or a Trustee, asthe case may be, for the District affected.

The term of office of the President, Secretary, Treasurer and Vice Presidents shall be for oneyear. The term of office for Trustees shall be for three years.

Section 2. APPOINTIVE OFFICERS – The appointive officers of the Association shall be aSergeant-at-Arms, a Chaplain and a Tiler, who shall be appointed for a term of one year by thePresident, immediately after his/her installation, with the advice and consent of the AdvisoryCommittee.

Section 3. PRESIDENT – The President shall be the chief executive officer of the Associationand shalla. 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 Lodgescomprising this Association as may be deemed proper in the interests of the Association.


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Section 4. VICE-PRESIDENTS – It shall be the duty of the Vice Presidents elected for theseveral districts of the State to visit and convey to each of the Lodges in their respective districts themessage of the President, and perform other duties as may be delegated to them by the President. Incase 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 ofdisability or for the unexpired term of office.

Section 5. SECRETARY – The Secretary shalla. 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 anitemized 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 theAssociation a bond for the faithful discharge of his/her duties in the sum of $50,000.00 withcorporate surety, the expense of such bond to be paid by the Association.

Section 6. TREASURER – The Treasurer shalla. 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 andcountersigned 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/heroffice during the preceding year.

The Treasurer shall, before assuming the duties of his/her office, execute and deliver to theAssociation a bond for the faithful discharge of his/her duties in the sum of $50,000.00 withcorporate 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 ofthe Association and, subject to the provisions of this constitution and laws and resolutions of thisAssociation and, together with the Advisory Committee, shall have general charge and direction ofthe financial affairs of the Association, and shall perform such other duties as may be necessary toprotect the interests and promote the objectives of the Association. The Board of Trustees shalla. have control of the finances of the Associationb. 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.


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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 paymentthereof shall be issued. Members of the Board of Trustees shall be required to attend the StateConvention and receive reimbursement therefore in accordance with existing policy. They are alsowelcome to attend the Fall Conference at their own expense.

Section 8. SERGEANT-AT-ARMS – The Sergeant-at-Arms shalla. 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 meetingsare 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 orrefusal of the President to perform his/her duties, the Advisory Committee shall select a member ofthe Association to fill the office of President and perform the duties of such office during suchinability or for the unexpired term for which he/she was elected. In the event of a vacancyoccurring in the office of Vice President or Board of Trustees, due to death, resignation, removal orother cause, the President shall appoint a Vice President or Trustee from the District in which thevacancy shall occur to serve for the unexpired term. In case of death or removal of any other officerof 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 suchoffice during the inability or during the unexpired term for which he/she was elected, except that inno event shall a member hold more than one office simultaneously.

Section 11. SALARIES AND EXPENSES – The Secretary and the Treasurer shall be paid asalary to be recommended by the Advisory Committee and funded in the budget by the Board ofTrustees, and they shall receive the actual and necessary expenses incurred in the performance oftheir 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 andnecessary expenses incurred in the performance of their duties, not to exceed, however, the amountsprovided in the annual budget, and in accordance with existing policy. The actual and necessaryexpenses of the President shall be deemed to include his/her expense to the annual Grand LodgeConvention, computed in the same manner provided by Grand Lodge Statutes for fixing theallowance to District Deputies for attendance at such Conventions.

Section 12. QUALIFICATIONS FOR OFFICE - All Elks in good standing in the Lodgescomprising this Association and residing within its jurisdiction shall be eligible to any office, eitherelective or appointive, in the Association.


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ARTICLE VIII

COMMITTEES

Section 1. Each Committee shall consist of one member from each District in this State, unlessotherwise indicated, to be appointed by the President.

Section 2. The President of this Association shall annually, or as soon after his/her installationas may be convenient, appoint the following Committees who shall hold office until the next annualmeeting of this Association, or until their successors are appointed. Each committee shall consist ofone member from each District, unless otherwise specified.

ACCIDENT PREVENTION COMMITTEE – This committee is to carry out the AccidentPrevention Program as specified by the Grand Lodge.

ACTIVITIES COMMITTEE – This committee shall arrange and recommend to the Lodgesof the Association a program of activities for the creation and fostering of greater interest in saidLodges. This committee shall also foster & encourage inter-lodge visits, assist in the arrangementsof such visits and perform such other duties as pertain thereto.

ADVISORY COMMITTEE – This committee shall consist of all Past Presidents of thisAssociation and all Past Grand Exalted Rulers from the State of New York, in good standing intheir respective Lodges, and shall render counsel and advice to the officers and committees of thisAssociation to promote the best interests and welfare of this Association, and shall meet at leasttwice 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 dutyof activating and quickening the spirit of American patriotism throughout the State and shalla. 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 committeeeach year. The appointment of a new member shall be made from the Lodge hosting the annualbowling tournament for that year. They shall recommend the time and place of the annualtournament, and the administration of same, subject to the approval of the Advisory Committee ofthis Association.

BUSINESS PRACTICES COMMITTEE – This committee shall develop and carry on aprogram to assist Subordinate Lodges in utilizing proper business practices for Lodge and Homefacilities. It shall provide business expertise when required and utilize the provisions of the GrandLodge Business Practices Manual. It shall conduct seminars and lectures to install proper businessprocedures into the operation of all Lodges.


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COMMUNITY ACTIVITIES COMMITTEE – This committee shall recommend to andassist the Lodges of this Association in promoting community activities in conformity with theConstitution and Statutes of the Grand Lodge and the Constitution of this Association.

DRUG AWARENESS COMMITTEE - This committee will carry out the Drug AwarenessProgram as specified by the Grand Lodge.

ELKS MEMORIAL DAY COMMITTEE – This committee shall assist, encourage andco-operate with the Lodges of this Association in promoting appropriate activities among theLodges of the State for the observance of Elks Memorial Day, and shall perform such other dutiesin 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 andsubscriptions to the Elks National Foundation, and in generally furthering its program.

ELKS TRAINING COMMITTEE – This committee shall conduct the Officers’ TrainingProgram as prescribed by the Grand Lodge and administer the various tests for the several officersof 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 Associationand circulated to all members of New York State Elks Lodges to promote our program goals andobjectives by reporting on lodge, state and national programs developed to enhance patriotism andgive assistance to our veterans, the handicapped, youth, elderly, victims of disaster and others inneed. Each District shall have a District Editor who will gather news items from the respectiveLodges for editing before submitting them to the State Editor.

GOVERNMENT RELATIONS COMMITTEE – This committee shall carry out theprograms of the Grand Lodge in respect to the field of Government Relations and their impact onthe continued well-being of our Lodges and our Order.

GRAND LODGE CONVENTION COMMITTEE – This committee shall overseeaccommodations including the hospitality room and other responsibilities on behalf of the NewYork State Elks contingent at the Grand Lodge Convention. Members of this committee, with atleast one being a Past State President, shall be recommended by and serve at the pleasure of theAdvisory Committee

HOOP SHOOT COMMITTEE – This committee shall carry out the Hoop Shoot Program ofthe Grand Lodge in compliance with the rules and regulations furnished by Grand Lodge.

INSURANCE (RISK MANAGER) – This committee shall work closely with the AccidentPrevention Committee and carry out the Risk Management Program of the Grand Lodge.

INTERNET/ELECTRONIC MEDIA COMMITTEE – This committee will provide a highquality, well organized and easy to navigate electronic medium to promote the public image of theOrder and provide information useful to our membership that will facilitate the improvement ofcommunication and function within the organization, maintain credibility of the content providedand protect the integrity of the Association and the Order.


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LAWS & RESOLUTIONS COMMITTEE – This committee shall consist of three memberswho shall be attorneys and who shall attend the State Association Convention. This committeeshall have referred to it, and report to the Association, all proposed legislation and Amendments tothe Constitution of this Association, and shall recommend to each annual session of the Associationsuch 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 MajorProjects of the Association and disseminate full and complete information concerning same to eachLodge. Said committee shall carry out the program of the New York Elks Major ProjectCorporation 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 themembership concerning the activities of his/her committee.

MEMBERSHIP / MEMBERSHIP RETENTION COMMITTEE – This committee shalluse such means and employ such methods, not contrary to the Laws of our Order, as may be bestadapted to secure applications for membership in the Order and to increase the membership of eachsubordinate Lodge. This committee shall assist Subordinate Lodges in their efforts to investigateand report on all delinquencies in the payment of dues in the Subordinate Lodges, and shall suggestthe use of such means and employ such methods as may be best adapted to prevent the droppingfrom the rolls of any member of any Subordinate Lodge for non-payment of dues and to restore tomembership such former members as may have been suspended or dropped by reason ofdelinquency.

NATIONAL VETERANS SERVICE COMMITTEE – This committee shall sponsor andpromote programs in Veterans and Service Hospitals and Centers for the benefit of members andVeterans of our Armed Services, and shall organize and conduct programs for the rehabilitation ofVeterans in such Hospitals.

PUBLIC RELATIONS COMMITTEE – This committee shall have charge of matterspertaining to the press and other media, and shall encourage and assist the Lodges of thisAssociation in publicizing their works and achievements.

RITUALISTIC COMMITTEE – This committee shall foster proficiency in the rendition ofthe several Rituals of our Order, both private and public, and shall promote and hold District andState Ritualistic contests, adopting such methods as it may deem necessary, wise and propertherefore.

SCHOLARSHIP COMMITTEE – This committee shall aid and assist in the promotion ofthe establishment of scholarships by the State Association and the Subordinate Lodges, and assistand coordinate the dissemination of information concerning the scholarships offered by GrandLodge through the Elks National Foundation.

SOCCER COMMITTEE - This committee shall carry out the Soccer Program of the GrandLodge in compliance with the rules and regulations furnished by Grand Lodge.


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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 YouthActivities among the Lodges of the Association both in co-operation with, and independently of, theGrand 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 otherwisechanged by majority vote of the delegates present, shall be as follows:

1. Call to Order2. Invocation3. Tribute to the Flag4. Roll Call of Officers5. Reading / accepting the proceedings of the previous session.6. Secretary’s Report7. Treasurer’s Report8. Nomination and Election of Officers9. Reports of Standing and Special Committees10. Unfinished Business11. New Business12. Good of the Order13. Installation of Officers14. Announcement of Appointments15. Closing and Adjournment

ARTICLE X

LIMITATIONS

Section 1. No questions of a political or sectarian character shall be introduced at the meeting ofthe Association and no person shall be directly or indirectly endorsed or recommended for any GrandLodge Office nor shall any question be introduced and discussed unless the same relates to anddirectly affects the Order and its membership, or unless previous action on such subject shall havebeen taken by Grand Lodge.

ARTICLE XI

PROVISIONS NOT OTHERWISE COVERED

Section 1. Parliamentary Procedure shall be governed by Roberts Rules of Order, except asotherwise provided in this Constitution, or in the Statutes and Constitution of the Grand Lodge.


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ARTICLE XII

AMENDMENTS

Section 1. Amendments to this Constitution shall be presented in writing to the Secretary at anyAnnual Meeting, and shall be referred to the Laws and Resolutions Committee, and said committeeshall make a report thereon to the Association as soon as possible, and before adjournment, and suchamendment or amendments shall be considered under the hearing of New Business. It shall require atwo-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 theAssociation and its approval by the Committee on Judiciary of the Grand Lodge.

CERTIFICATEThis 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 saidDelegates by a two-thirds affirmative vote.

Given over my hand and the seal of the New York State Elks Association this 15th day ofMay, 1986.

Seal Richard T. MooreSecretary, NYSEA

CERTIFICATEThis 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 certaincommittees to comply with Grand Lodge Statutes.)

Given over my hand and the seal of the Association this 15th day of August, 1991.

Seal Richard T. MooreSecretary, NYSEA

CERTIFICATEThis 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 ResolutionsCommittee 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 80th

Annual Convention of this Association. Given over my hand and the seal of the Association this 10th

day of June, 1992.

Seal Richard T. Moore, PSPSecretary, NYSEA

New York StateElks Association

POLICIESThis manual has been designated to reflect the policy determinations heretofore made

bythe 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 statementshave

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

STATE PRESIDENT Approved March 21, 1981

1. The State President shall visit the Districts within the State of New York upon the invitation andapproval of the Past State Presidents of Jurisdiction.

2. All copies of correspondence from the State President to Subordinate Lodges shall be forwarded tothe Past State Presidents of Jurisdiction.

3. During the Official Visits of the State President, it is recommended that State Association matters bediscussed, 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 thefunctions of their respective committees.

5. No appointments to State Association Committees shall be made by the State President without theapproval of the Past State President(s) of Jurisdiction.

6. The State President shall prepare comprehensive reports for delivery at the Annual Conference, andfor 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 theminutes thereof. When the Advisory Committee is in Special Executive Session, the Secretary may beexcused 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 inconjunction 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 forthe ensuing year. This policy change is for the State President only to allow the endorsed candidate tohave the time necessary to properly prepare. Other endorsements will continue to be made at the FallConference. 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 boardmembers scrupulously avoid conflicts of interest between the interests of the NYS Elks Associationon one hand, and personal, professional, and business interests on the other. This includes avoidingpotential 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 indirectinterest in, or relationship with, any individual or organization that proposes to enter into any transactionwith 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 ordeposit 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 pro-cess, to enable our constituencies to have confidence in our integrity, and to protect the integrity andreputations of volunteers, staff and board members. Upon or before hiring or appointment, full writtendisclosure of interest, relationships and holdings that could potentially result in a conflict of interestshould 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 transactionor 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 askedto leave the room for the discussion and will not be permitted to vote on the question.

NYSEA -1-

NEW YORK STATE ELKS ASSOCIATION, INC. ▫ POLICIES

NYSEA -2-

TRAVEL ALLOWANCES

The per diem amount for hotel and mileage reimbursement for those authorized to travel onbehalf of the State Association shall be submitted on forms provided by the State Secretaryand in accordance with the following schedule:

(a) Up to One Hundred Dollars ($100.00) for each day of actual attendance at the State Con-vention, 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 sec-tion (a) or coach air fare, whichever is lower. All Committee Liaison travel, other than requiredattendance 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 togo into another area to do some investigative work which involves travel expenses or over-night accommodations, this same dollar reimbursement for hotel accommodations and mile-age 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 permittedso long as such travel reimbursement is properly budgeted and authorized by Liaison Su-pervision. (May 4, 2006)

(e) Unmarried widows of deceased Advisory Board Members will be invited to State Conven-tions in writing by the Secretary, and this same dollar reimbursement for hotel accommoda-tions and mileage will be in effect.

(f) All vouchers for reimbursement for personal expenses must be submitted within 60 days ofthe date of incurrence or by the end of the fiscal year, whichever comes first, or bills will be dis-allowed. (September 18, 2008)

(g) Members serving as Committee Chairs or State Officers, sharing a room, reimbursementfor 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 im-mediately with this Convention.(May 20, 2010)

GRAND LODGE CONVENTION

(f) All individuals required to attend the Grand Lodge Convention will be reimbursed $25.00per 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 / inci-dental 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 ac-tual cost of airline tickets at coach rate based on the 30 day plus rate. Any additional costs inexcess of the 30 day plus rate will not be borne by either the NYS Elks Association or the NYSMajor Projects Corporation. If attendee chooses to drive to the convention, the attendee will bereimbursed 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 withabove policy.

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, fromtheir 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 Chair-man from election as Chairman. However, no Chairman who has served a full term shall be eligibleto serve as Vice Chairman.

(B) The Advisory Committee Shall purchase, at Association expense, a Past President’s Jewel forpresentation to the retiring State President at the Annual Convention as a token of appreciation fromthe Association.

(C) Members of the Advisory Committee shall receive such allowances and expenses as authorized bysaid 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 StateVice Presidents, Trustees, Officers and State Committee Chairs, incoming and outgoing, all ofwhom shall be notified by the State Secretary. (These luncheons have been suspended as a costcutting 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’sendorsement for the office of State President. Travel expenses shall be paid in accordance with thecurrent 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 com-mence at the conclusion of the State Convention. The Chairman’s position will expire simultane-ously with the State President going out at that time.

(Minutes of April 27, 2002)

i.e.: 2001-2002, PSP J. Petriello 2002-2004, PSP R. T. Moore2004-2006, PSP N. Navarra 2006-2008, PSP W. H. Smith 2008-2010, PSP Ron Olson

FINANCIAL OVERSIGHT COMMITTEEThe primary purpose of the Financial Oversight Committee is to oversee the Internal Financial Controlsof the NY State Elks Association on behalf of the NYSEA Advisory Board in order to assure policies andprocedures 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, and5. provide proper oversight of investment assets.

This committee will meet regularly with the NYSEA Advisory Board and the NY Elks Major ProjectsBoard of Directors for review of finance and investment strategy and assist the board members indetermining what is working well and what practices the organization might want to change in order tobe more efficient, effective or responsible.

The Financial Oversight Committee will meet periodically with the investment managers to reviewinvestment portfolios, evaluate the performance of these investments, and make recommendations tothe Boards.

Members of the Financial Oversight Committee designated to serve as Board Liaisons to the NYSEA

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POLICIES

PAST STATE PRESIDENTSA. Past State Presidents of Jurisdiction are responsible for the arrangements, visitation

schedule and accommodations for the State President when officially visiting saidDistricts.

B. Past State Presidents shall be responsible for their particular District and for the generalcondition of the Lodges in said District. They shall be prepared to present a comprehen-sive report of their District when requested by the Advisory Committee

C. Past State Presidents of Jurisdiction shall be responsible to the President and tothe Advisory Board for the performance of those members recommended for StateAssociation Committees.

D. Past State Presidents are expected to attend all conferences and conventions of the StateAssociation.

E. A Past State President is required to immediately make State Committee recommenda-tions 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 StatePresident with all correspondence to State Committee Chairs.

G. The Past State Presidents comprising the Advisory Committee are responsible for theindoctrination of the proposed candidate for the Office of State President at the Springmeeting of the Advisory Committee. In addition, they are to conduct an orientation of allState Chairpersons at the Spring Convention of this Association.

H. The Advisory Committee shall invite a distinguished guest of honor from the Grand Lodgeas its guest at each Annual Spring Convention, subject to the approval of the Past GrandExalted 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 ofthe State Association and therefore recognized as the official publication of the NY Elks MajorProjects Corporation as well. The Empire State Elk is circulated to all members of NY StateElks 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 admin-istration 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 ProjectsCorporation, a non-profit organization (a.) providing salaries and vans for Cerebral PalsyHome 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 charitableactivities and state-wide programs including, but not limited to, Americanism, Hoop Shoot,Veterans Service, Drug Awareness, Scouting, Scholarships, Youth Activities, and DisasterRelief as may be recommended and approved by the NYSEA Advisory Board.

promote the above goals and objectives by reporting on Lodge, State and NationalPrograms 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

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POLICIES

STATE CHAIRPERSONS

A. State Chairs should not make visits to the Districts of the State of New York unlessapproved by the State President.

B. State Chairs shall advise the Past State President(s) of Jurisdiction of all pertinentmatters involving committee work in that District and shall copy the Past State Pres-idents of Jurisdiction with all correspondence regarding Lodges in that District.

C. State Committee Chairs are responsible for the performance of all District Chairsand shall notify the Past State Presidents of Jurisdiction of those who have not co-operated, served or participated in the work of the committee.

D. State Committee Chairs shall be prepared to make official reports at the AnnualSpring Convention or Fall Conference of the State Association, or whenever calledupon by the State President.

E. No State Committee Chair shall serve more than three (3) years on the samecommittee unless specifically authorized by the Advisory Committee. It is theintention of the Advisory Committee to educate and develop the maximum amountof ability by reassignment of duties and committee work to competent members ofthe Order.

Policies A through E approved March 21, 1981

F. The following State Association Committee Chairs shall attend the Annual StateConvention and/or Fall Conference of this Association, when scheduled to conductworkshops, and be paid travel expenses in accordance with existing policy.

Accident Prevention/Risk Management Activities/Elks Memorial DayAmericanism - Flag Day BowlingBusiness Practices Community ActivitiesDrug Awareness Elks National FoundationElks Training Empire State Elk/PublicityGovernment Relations/CONPOR Grand Lodge ConventionHoop Shoot Internet/Electronic MediaLaws & Resolutions Lodge DevelopmentMajor Projects Membership/Member RetentionNational Veterans Service RitualisticScholarship/Emergency Grants SoccerState Convention 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 theConvention Committee to conduct a workshop or give a report. The time and roomsavailable make it impossible to schedule all committees for workshops at all conven-tions and conferences. The Lodge Activities and Community Activities Chairs will worktogether. The Community Activities Chair will attend and conduct the Conventionworkshop and the Lodge Activities/Memorial Day Chair will attend and conduct the FallConference workshop.

G. State Chairs will copy their Committee Liaison Members in addition to thosespecified in (B) above.

Originally approved by Advisory Board on 11/06/81Modified 9/19/00 to control costs, include new committees and delete committees no longer active.


POLICIES

NYSEA -5-

Documents

CONSTITUTION AND POLICIES - New York State …nyselks.org/NYSEAConstitution15.pdff) bear true allegiance to the Constitution and laws of the Benevolent and Protective Order of Elks