2014 Officer Training Seminar

1. 2014 Officer Training Seminar The Lodge Secretary and the Florida State Elks Association Presented by: Carl T. Seibert, PDDGER State Secretary

2. Objective of the Session Provide Lodge Secretaries with a better understanding of the Florida State Elks Association, and how we help our member Lodges.

3. We MUST continue to address the Membership Renewal Process 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” 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!

4. 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 the Life-blood of our Order!

5. Questions?

6. 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

7. Ways We Help • Florida Elks News & The Elks Magazine Of 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.

8. Lodge Planning CalendarCommittee “Picture” BookRoster of Lodges2014/15 Roster Available – Early JuneMost on the web site by early April More Ways We Help • 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

9. Committee Work • 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. • Assistthe Chairmen in completing and filing their online quarterly reports. • Maintain your copy of the Lodge Charity Records Book

10. Twenty-Three Committees Every Florida Lodge is Required to Have Americanism - Fraternal Ladies Organizations - FSEA Only Community Projects & Activities - Activities Lodge Activities - Fraternal Drug Awareness Education - Activities Membership - Fraternal Elks National Foundation Scholarships - Fraternal Orientation - FSEA Only Elks National Foundation Certificates - Fraternal Public Relations - Activities Elks Training - FSEA Only Soccer Shoot - FSEA Only Government Relations - FSEA Only Sports - FSEA Only Harry-Anna Trust Fund - FSEA Only Veterans’ Services - Fraternal Hoop Shoot - Activities Youth Activities - Activities Inter-Lodge Visitation - FSEA Only Auditing & Accounting Committee Memorial Day Committee Flag Day Committee Visiting (in hospital) Committee

11. 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.

12. Six Delegates Required To Attend? 1. The Exalted Ruler 2. The Lodge Secretary 3. A Past Exalted Ruler 4. ER Appointed Delegate 5. ER Appointed Delegate 6. ER Appointed Delegate

13. 2014 Grand Lodge ConventionNew 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.

14. 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!

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

16. 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

17. Other Handy Aids Support & 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 of the State Secretary – carl@floridaelks.org & (352) 455-9436. Phone number to a good Lawyer and Psychiatrist!

18. 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

19. The Courts of the Order Secretaries 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”

20. 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

21. 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!

22. Some things come from FSEA Others from the Grand Lodge Reserve Elroy the Elk Costume – District DA Chairman Give-away trinkets for the Drug Trailers – State DA Chairman Reserve use of a Drug Trailer – Trailer Manager FEYC/FECTS Pamphlets – FSEA - Rachael Drug Awareness Pamphlets - Grand Lodge GL Orientation Video - Grand Lodge Reserve use of a Therapist’s Van in a Parade – FECTS – Alice/Ben Request a Therapist to come to your Lodge – FECTS – Alice/Ben Order HATF Donation Forms Booklets – FSEA - Rachael Order Display Board Panels – FSEA - Rachael Reserve District Display Board - PR District Chairmen FECTS Patient Application – FECTS – Alice/Ben FSEA Orientation Video – FSEA - Rachael FEYC Camper Scholarships – FEYC - Lynn Camper, CIT, Counselor Employment Applications – Online Reserve a cabin for a February Quarterly – FEYC - Lynn Buy a Brick in the Youth Camp Millennium Walkway – FEC/FSEA Request you Lodge’s HATF Donor List – FSEA - Rachael Directions to the Camp - Roster of Lodges Business Practices DVD & Manual – FSEA - Jenny Banners for your Events – FEYC - Lynn Red Ribbons - State DA Chairman

23. Help us Help You! Florida Elks News Holiday Cards – Fundraiser Greeting Card – Fundraiser Grand Lodge Solicitations Mailing List Comes From The Elks Magazine The FSEA Cannot Change/Remove Names ONLY the Lodge Secretary May – CLMS!

24. Suggestions for a Successful Year • 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.

25. More 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.

27. Even More Suggestions for a Successful Year • 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.

28. Lessons To Be Learned! • 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.

29. Questions?

30. Have a GREAT Year!