2014 Officer Training Seminar

The Lodge Secretaryand the

Florida State Elks AssociationPresented by:

Carl T. Seibert, PDDGERState Secretary

Objective of the SessionProvide Lodge Secretaries

with a better understanding of the Florida State Elks

Association, and how we help our member Lodges.

We MUST continue to address the Membership Renewal Process

To attract and retain members we MUST give them a reason to join and a reason to stay!

What we have been doing is NOT working!

Lapsation Efforts Should Begin the Day the Membership Renewal Notices go Out

Waiting until September is TOO Late!

We need to give Members a Reason to Renew their Membership

We must STOP “Pay your Dues”

How You Can Help• Work with your Lodge

Membership “Rescue” Team to Reduce Lapsation to less than 8% by April 1, 2014

• Encourage & support the efforts of the Exalted Ruler and Board as they lead the Lodge in Changes designed to obtain & retain members!

Remember: MEMBERS are theLife-blood of our Order!

Questions?

Lodge Secretary Role

• Become & Stay Informed - FL Elks E-mail Updates &

FL Elks Web Site – www.flelks.org

• Share & Learn with Other Lodges & Lodge Secretaries – FL Elks Member Forum – www.flelks.org

• Attend The State Convention – Required

• Attend the Midyear & February Quarterly(not required but a suggested best practice)• Network at District & State Functions

• Florida Elks News & The Elks MagazineOf particular interest the State Secretary’s

Column• Grand Lodge Newsletter • Florida Elks Web Site at www.flelks.org• Grand Lodge Web Site at www.elks.org• FL Elks Updates via e-mail• Harry-Anna Trust Fund, FL Lodge ENF

Giving, & Membership Reports – on our web site @ www.flelks.org

• History of the Florida State Elks Assn.

Ways We Help

Lodge Planning CalendarCommittee “Picture” Book

Roster of Lodges2014/15 Roster Available – Early JuneMost on the web site by early

April• Contacts – Event Dates• Lodge Information• Directions to FEYC• Contests of FSEA – Application Dates, Due Dates • State & Grand Lodge Contacts• Mailing Info for Lodge Audits & Annual Membership Reports• E-mail Addresses

More Ways We Help

• Maintain a list of the Chairmen and committee members of the 23 Committees each Lodge is required to have

• Obtain the Grand Lodge Publications for each Committee and see that they are made available to the committeemen. Also research the related Grand Lodge Committee & Programs on the GL web site.

• Assist the Chairmen in completing and filing their online quarterly reports.

• Maintain your copy of the Lodge Charity Records Book

Committee Work

Twenty-Three Committees Every Florida Lodge is

Required to HaveAmericanism - Fraternal Ladies Organizations - FSEA OnlyCommunity Projects & Activities - Activities Lodge Activities - Fraternal Drug Awareness Education - Activities Membership - FraternalElks National Foundation Scholarships - Fraternal Orientation - FSEA OnlyElks National Foundation Certificates - Fraternal Public Relations - ActivitiesElks Training - FSEA Only Soccer Shoot - FSEA Only Government Relations - FSEA Only Sports - FSEA OnlyHarry-Anna Trust Fund - FSEA Only Veterans’ Services - FraternalHoop Shoot - Activities Youth Activities - ActivitiesInter-Lodge Visitation - FSEA Only

Auditing & Accounting Committee Memorial Day CommitteeFlag Day Committee Visiting (in hospital) Committee

2014 State ConventionDisney’s Coronado Springs

Resort• Make your reservations – rooms will sell out• Be careful reserving as disabled – Near the Handicap Bus Stop • Rooms Assigned at Check-in – Earlier Arrivals • Room # = Building (ie. Room 4250 = Building 4, 2nd floor, room

# 50)• Order FLOE Luncheon & Presidents Banquet Tickets• Fourth Annual Silent Auction for Harry-Anna – Friday• General Sessions – Attend! - Hospitality Rooms – Abound! –

FLOE!• ERs to decide who will receive awards• St. Pete Lodge in charge of Activities in the Courtyard• Harry-Anna/ Major Projects Luncheon – Tickets to ER• Special Guests – The Special Deputy GERs from AL, GA, & MS.

Six DelegatesRequired To Attend?

1. The Exalted Ruler2. The Lodge Secretary3. A Past Exalted Ruler4. ER Appointed Delegate5. ER Appointed Delegate6. ER Appointed Delegate

2014 Grand Lodge Convention

New Orleans, LA – July 12 - 17

• Reservations now being accepted. Access through our website at www.flelks.org• Hotel WILL Sell Out! • Opening Ceremonies Sunday 3 to 6 p.m.

• FL Dinner at the WWII Museum• No GL Pre-registration – Occurs Onsite• FL Pre-registration required!• No ER Luncheon – Just attend the

Sessions• Name Badge admits to ER Ball• Hospitality Room – Oh Yeah!

Future Convention Sites

•2015 – Indianapolis, IN•2016 – Houston, TX•2017 – Reno, NV•2018 – San Antonio, TX•2019 – St. Louis, MO

Handy Aids

• Latest Grand Lodge Statutes – Code 520100• Your Lodge By-laws• Manual for the Secretary of an Elks Lodge• Grand Lodge & State Assn. Directory• Your NEW FSEA Planning Calendar• FSEA Roster of Lodges – 2014/15 expected June 1st • The Key to the Office and Password to Computer• A CLMS Assistant• Access to the Lodge Web Site (both local & GL)• A set of Grand Lodge Publications

Other Handy AidsSupport & Cooperation of your Spouse, the ER, the Treasurer, Committeemen, & Members

Phone Number of your Lodge Advisor, District VP, & DDGER

E-mail address and cell phone number ofthe State Secretary – carl@floridaelks.org &(352) 455-9436.

Phone number to a good Lawyer and Psychiatrist!

The Grand Lodge has a Publication that Covers Just About Every Committee or

Office in the Elks•Download & Print Them•Read Them•Make Them Available to Members

The Courts of the OrderSecretaries Duty to Understand the Function & Role of the Grand Lodge Judiciary Committee

Render opinions to Lodge Officers concerning interpretations of the Grand Lodge Statutes

Involve your DDGER from the onset if problems arise

State Secretary can only give you his “opinion”

Revising Your Lodge By-Laws & House Rules

Duty of the Lodge Secretary to Become Familiar with the Process of By-Laws Revision

General Revision Must Be Done At Least Every Five (5) Years

Amendments As Needed

The Charity Records Book

A Necessary Evil!

Is Done in CLMS

Maintain it as you go and it will make your year-end reporting MUCH easier!

Some things come from FSEAOthers from the Grand Lodge

Reserve Elroy the Elk Costume – District DA ChairmanGive-away trinkets for the Drug Trailers – State DA ChairmanReserve use of a Drug Trailer – Trailer ManagerFEYC/FECTS Pamphlets – FSEA - RachaelDrug Awareness Pamphlets - Grand LodgeGL Orientation Video - Grand LodgeReserve use of a Therapist’s Van in a Parade – FECTS – Alice/BenRequest a Therapist to come to your Lodge – FECTS – Alice/BenOrder HATF Donation Forms Booklets – FSEA - RachaelOrder Display Board Panels – FSEA - RachaelReserve District Display Board - PR District ChairmenFECTS Patient Application – FECTS – Alice/BenFSEA Orientation Video – FSEA - RachaelFEYC Camper Scholarships – FEYC - LynnCamper, CIT, Counselor Employment Applications – OnlineReserve a cabin for a February Quarterly – FEYC - LynnBuy a Brick in the Youth Camp Millennium Walkway – FEC/FSEARequest you Lodge’s HATF Donor List – FSEA - RachaelDirections to the Camp - Roster of LodgesBusiness Practices DVD & Manual – FSEA - JennyBanners for your Events – FEYC - LynnRed Ribbons - State DA Chairman

Help us Help You!Florida Elks News

Holiday Cards – FundraiserGreeting Card – FundraiserGrand Lodge SolicitationsMailing List Comes From The Elks Magazine

The FSEA Cannot Change/Remove Names

ONLY the Lodge Secretary May – CLMS!

• We need to devise ways to make our Members feel needed and wanted as well as ways to get them involved in our Lodges.

• We need to stay in touch with our members in the way they most prefer. Perhaps we could ask them annually, through the dues notice, to provide us with their preferred method of contact.

• Devise methods for getting snowbirds to pay their dues prior to their return for the winter.

Suggestions for a Successful Year

• Institute an early bird dues paying program in your Lodge.

• Devise new payment options for dues payment to allow for more flexibility.

• Develop reporting similar to that which churches use to communicate on-going financial status to members.

More Suggestions for a Successful Year

  Actual Budget   Actual  Budget 

  May May   YTD YTD

INCOME          

Operating Revenue $12,000.00 $15,000.00  $24,000.00 $30,000.00

Dues Revenue $1,000.00 $1,000.00  $20,000.00 $20,000.00

Other Revenue $500.00 $500.00  $1,000.00 $1,000.00

TOTAL INCOME $13,500.00 $16,500.00  $45,000.00 $51,000.00

EXPENDITURES          

Operating Expenses $17,000.00 $15,100.00  $30,200.00 $33,000.00

Note Payment $1,000.00 $1,000.00  $2,000.00 $2,000.00

TOTAL EXPENDITURES $18,000.00 $16,100.00  $32,200.00 $35,000.00

NET OPERATING INCOME (LOSS) -$4,500.00 $400.00  $12,800.00 $16,000.00

• Consider a Lodge project in lieu of dues for members in need.

• Give new members a framed copy of the oath they just took at the alter.

• Institute a phone tree to keep members informed and to contact members you haven’t seen in a while to invite them back to the Lodge.

Even More Suggestions for a Successful Year

• Remember, you are the head of the Customer Service Department of your Lodge and anyone working for you is also a part of this team!

• You will sometimes feel like your office is complaint central. It is what it is!

• You are not going to want this job forever, TRAIN your replacement! The Lodge deserves it!

• Return Calls – Members call you because the Secretary usually does have the answers!

• Like accounting and demand accuracy of yourself and others. Desire to be correct & accurate!

• Dues will probably be the largest single revenue source for your Lodge. Reconcile them to the penny, keep up with them, & reconcile all dues & fees with the Treasurer monthly.

Lessons To Be Learned!

Questions?

Have a GREAT Year!