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Presenters:
John Fry, PDDGER, SP
Dennis Ramsey, PDDGER, PSP
Wm. Bim Lindsey, PDDGER, PSP Board of Directors
&
House Committee
Functions<br>
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Duties of the Board of Directors Prepare a detailed & segregated Budget for the Lodge Year and present it no later than the last meeting in April. The District Deputy will also want to see a copy at the April DD Clinic
Appoint a member of the Board as Manager of the Accident Prevention Program.
Monitor Revenues and Expenditures for Budgetary Compliance
Meet at least monthly with notice to the members so they can attend if they so desire<br>
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Duties of the BOD (cont’d) Typically oversee Rentals which are proceeds for the Lodge Operating fund, but must be in compliance with WSLCCB liquor laws
Conduct an annual Inventory of Lodge Property to assess areas of improvement as well as to maintain schedules Insurance Coverage. Make a videotape of the Lodge property so there’s a visual document of it in the event of a loss<br>
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Duties of the BOD (con’t) When the BOD and House Committee members are comprised of the same members per your By-Laws, it is very important that their meeting topics pertain to that Governing Body’s responsibilities.
Do not blend Board and House issues in one meeting
- Stick to your Agenda!<br>
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BOD Do’s and Don’ts DO Review and adjust the Lodge Budget as needed throughout the year.
DON’T let your BOD meeting turn into a separate/different Committee meeting
DO Have Lodge Financial Reports available at every meeting and note any concerns with the bookkeeper to the Lodge Secretary<br>
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BOD Do’s and Don’ts – Cont’d DON’T dictate to the Lodge Audit Committee – they are independent and report to the Lodge floor
DO have a regular Building maintenance schedule
Questions?<br>
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House Committee Depends on your By-Laws but the House Committee can be comprised of:
a) The Exalted Ruler, the 3 Knights, and the Trustees
or
b) The Trustees of the Lodge
or
c) By a House Committee (of not fewer than 3 or more than 13 – the exact number must be set forth in the By-Laws) to be appointed by the Exalted Ruler
or
d) the Board of Directors of a corporation formed under GLS 16.030<br>
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Duties of the House Committee Manage the social activities of the Club and oversee the various event committees
Determine Pricing for goods sold in the Club, does not need membership approval
Ensure that the Club is in compliance with WA State Health Dept, Liquor and Gambling regulations<br>
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Duties of House Comm (con’t) Meets Monthly or more if needed. House Committee Members elect a Chair to preside and organize a meeting Agenda, and a Secretary to record meeting minutes. Meeting Notice should be given to the members in case they want to attend.
May employ a Manager, who need not be a member of the Order
Hire and Terminate Club Employees, does not need membership approval on specific employees in either case<br>
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House Comm Duties (cont) Monthly Inventories of Beverages, Food and Supplies – Not the same person that orders or checks them in
Prepare and maintain an annual Budget for Club entities (Lounge, Kitchen and Gambling) ready by last Lodge meeting in April. District Deputy will want to see a version at their April DD Clinic
Enforces the Lodge’s House Rules or Conduct Unbecoming An Elk on Lodge property and can suspend a member’s Club privileges through a House Committee Hearing up to one (1) year for violation.<br>
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House Comm Duties (cont) Procedures for a Hearing are in GL Statute 16.041. Follow them exactly and keep your District Deputy informed<br>
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House Committee Do’s and Don'ts DO be realistic in creating your Club Budget especially budgeting income
Suggested DON’T permit current employees to become members. It can create a very bad scenario if you terminate them but they’re still allowed on their old job site.
When discussing Employees, Pricing or a disciplinary action DO go into executive session and excuse any non House Members from the room<br>
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House Committee Do’s and Don'ts DON’T discuss business or any sensitive topic in the Social Room or any other area where you may be overheard<br>
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HOUSE COMMITTEE Questions? Discussion<br>
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BOARD OF TRUSTEES VS BOARD OF DIRECTORS Change in 2011
For Incorporated Lodges
All WA Lodges are Incorporated<br>
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Does the Board of Trustees still function as a Board of Trustees responsible for finances, Budget, and facilities/property, or does all functions of the Board of Trustees to include the for mentioned go to Board of Directors? No, in an incorporated Lodge the Trustees duties are solely as members of the Corporate Board unless the form of Club Governing Body (House Committee) is made up of only the Trustees in which case the Club Governing Body stays the same as before.<br>
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If the Board of Trustees make up the House Committee in accordance with By-Laws do they still meet as House Committee or does the Officers become part of the House Committee? There should be two separate agendas and sets of minutes. The subject matter of each meeting is different The Club Governing Body is not affected by the Lodge being incorporated under 16.020.<br>
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No Does the Board of Trustees have any function other than being a member of the Board of Directors, and/or House Committee?<br>
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Can the Board of Directors add members or is the Board of Directors limited to the four Chair Officers and Trustees The Corporate Board is limited to the four
Chair Officers and the Trustees<br>
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Is there any cross of duties between the Board of Directors and the House Committee, even if they are made up of the same people? No<br>
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Does the Board of Directors and House Committee have to hold separate meetings and minutes? Yes<br>
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Some District Lodges only have 3 Trustees. Must they increase to five Trustees for the Board of Directors? No, they may stay with 3 Trustees<br>
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. Do all the Lodges have to change their By-Laws to show a Board of Directors? And what do they do with 12.070 Trustee section in the By-Laws? (Keep it in there or eliminate it)<br>
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No changes are necessary. New By-Law Booklets provide for either Trustees or a Corporate Board. Two years ago the standard By-Law Booklet was changed to conform with the statutes. As Lodges do their 5-year general revision of By-Laws all will be conformed. Elks By-Laws are designed to work with either an incorporated Lodge or an unincorporated Lodge. As to 12.070, since at least 1933 it has read: The Board of Trustees, or the Board established in accordance with the provisions of Section 170 (now 16.020)...” This is nothing new.<br>
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If there is no longer a Board of Trustees does any member of the Trustees (must) attend DD Clinic? The Chairman of the Board must attend DD Clinics. That person may or may not be a Trustee.<br>
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How soon do the Lodges have to convert to this form of Board? Those Lodges that desire to conform with the statutes should invite the chair officers to the next meeting, elect a Chairman of the Board and start operating with a new quorum requirement.<br>
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The price of being an incorporated Lodge is that the governing body of the Lodge now includes the four chair Officers.<br>
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THE END
THANK YOU!<br>
