Introduction
In order to maintain the growth and expand the good works of our Order,
it is imperative that new Lodges be instituted in every worthwhile
community in our country. This online manual has been prepared as a
general guide to be followed in the organizational work incidental to the
institution of new Lodges. It contains suggested procedures that have
proven successful in various parts of the country. Other equally good
methods of maintaining interest and carrying on organizational work will,
no doubt, be found. It should be remembered, however, that all procedures
must be in conformity with the Statutes of the Order that apply to
organizing new Lodges, and attention is called particularly to Sections
11.010-11.050, 11.070-11.090, 14.100-14.120, 14.180, 14.230, 14.250 and
15.010 (see Part IV).
The organization of new Lodges is as necessary to the furtherance of
the growth of Elkdom as are new members in Lodges already established.
The search for areas that may afford sites for new Lodges should be in
the hands of the District Deputy, the state New Lodge Committee, the Past
Grand Exalted Ruler(s) in charge of that territory, or such other officer
as may be designated by the Grand Exalted Ruler or Past Grand Exalted
Ruler.
In determining locations for new Lodges, the decision must be made by
honest and sincere consideration of what will best benefit the entire
Order. Experience proves that the formation of a new Lodge in no way
injures nearby Lodges, but instead actually revitalizes their shared pride
and dedication.
Preliminary
Steps in Formation of New Lodge
It should always be borne in mind that all proceedings must be with the
authority and prior written approval of the Past Grand Exalted Ruler
supervising the area. After his approval of the proposed location of a new
Lodge, the organizing unit should act in the following manner:
It is extremely important in the initial stage of organizing to
establish a PRELIMINARY NAME FOR THE LODGE to be used in all
communications. Since no Lodge number yet exists as a point of
reference, use of this single preliminary name by everyone involved will
ensure that all are discussing the same location and group of people
without the confusion generated by long lists of zip codes and
corresponding town names.
Choosing this name in no way "locks in" the Lodge’s final and
official designation; this name can be merely a TEMPORARY reference
label. During the lengthy period of organization, use of this name makes
progress possible, with the decision whether to keep it as the Lodge’s
final name being made along with other organizational matters over an
extended period of time. When the request for a Dispensation is
submitted, it should be in the name finally chosen in discussion with
the District Deputy, state New Lodge Chairman and sponsoring Past Grand
Exalted Ruler (but mention any different temporary name, if such has
been used, for the purpose of cross-reference with previously created
files). IMPORTANT NOTE: because of Grand Lodge computer requirements in
connection with the generation of various reports and forms, the final
official name of the Lodge (without State & Lodge number added at
the end) must be limited to no more than 24 characters including spaces
and punctuation marks (example: MADRIGAL VALLEY/COOKESVILLE would not be
acceptable, as this would be truncated by the computer down to MADRIGAL
VALLEY/COOKESVI; the name could be submitted, however, as
MADRIGAL/COOKESVILLE).
Invite all Elks on the mailing list to attend and ask them to bring
their non-Elk friends and neighbors. A suggested form for the invitation
to the first meeting follows:
One good speaker should address this meeting, point out the
advantages of membership in our Order and the good work we do both
locally and on a national scale. The speaker should be BRIEF and to the
point.
Organization, Jurisdiction and Sponsoring Lodge
The Organization Committee, composed of not less than three
members of the Order selected by the member of the Advisory
Committee assigned to the state where the proposed Lodge is to be
located, shall have charge of all preliminary meetings. This
committee shall select from its members a chairman, a secretary
and a treasurer. The chairman shall call all meetings, preside at
all meetings and generally supervise the preparation and
presentation of the petition for dispensation. The secretary shall
keep accurate minutes of all meetings of such committee and of the
ballots taken on applications. The treasurer shall receive and
retain all moneys collected from petitioners, and pay them over to
the treasurer of the Lodge after it is Instituted, or if the Lodge
is not organized in due course, return the moneys to the
petitioners.
Current banking laws require either a Social Security Number or
an EIN (Employer Identification Number) before an account can be
opened. Since the Lodge cannot even apply for an EIN at this early
stage, and since it is inadvisable for the funds to be channeled
through the private account of any one member, it is recommended
that an account be opened using the state association’s EIN (after
communication with the state association secretary) until the
Lodge secures one of its own. This will ensure that the finances
can be handled in proper fashion during the formation process.
Set the next meeting date. Arrange for publicity announcing its
time and place, and invite all interested, whether Elks or not, to
attend. It should be publicized as a meeting of the Organization
Committee of the "Proposed Lodge of Elks of ..."
The Statutes provide that if there are good reasons to deviate
from this rule, the Grand Exalted Ruler may fix the jurisdiction
of the new Lodge. Such cases should be agreed upon by conference
between the District Deputy, representatives of the proposed
Lodge, and representatives of other Lodges, the jurisdictions of
which are affected, before submitting the jurisdictional lines for
consideration of the Grand Exalted Ruler.
Organizational expenses will include a $50 dispensation fee, a
$50 Charter fee and the cost of materials and supplies necessary
for the operation of an Elks Lodge.
One of the very best inducements for a prospect to sign up
early is the honor of becoming a Charter Member of the new Lodge.
Only those present at the Institution who sign the Constitution
and Bylaws of the new Lodge are Charter Members. This high honor
is strongly protected by Section 11.080.
The Organization Committee should conduct short but interesting
meetings. It should have an occasional speaker who can briefly
outline Elkdom’s activities. The District Deputy and other leading
Elks should attend meetings whenever possible.
As new applicants are accepted, give them application blanks so
that they can solicit applications from their friends. Put them to
work at once. This procedure will hasten your membership efforts.
During the organizational period, some applicants will indicate
leadership ability by demonstrated talents, interest and activity.
They should be encouraged and considered as potential officers of
the new Lodge.
Good newspaper publicity on the progress of the new Lodge will
keep interest high, and clever notices for the weekly meetings
will assure good attendance. You will find suggested releases in
this manual.
A social hour following the organization meetings is desirable
so that the applicants can become better acquainted. Light
refreshments can be served with each one present chipping in to
defray the cost. Lodge funds, however, must be kept entirely
separate from social collections.
If any questions arise that cannot be satisfactorily answered
by the Organization Committee, an answer should be obtained
without delay from the District Deputy, the Past Grand Exalted
Ruler in the area, members of appropriate Grand Lodge Committees,
the Grand Secretary or, if necessary, the Grand Exalted Ruler. All
are eager to offer guidance and assistance.
It is suggested that work on new Lodges be started early in the
year. Too often Institutions are rushed through in the last few
weeks of the Lodge year to the detriment of the new Lodge.
Fees,
Dues and Expenses
A Transfer Dimit must be applied for when the applicant is a
member of a Lodge with current dues paid. A Certificate of Release
is needed when the applicant has been an Elk but has been dropped
for non-payment of dues. In this latter case, the applicant must
pay $10 to the Lodge where formerly a member and the established
fee of at least $15 to the proposed Lodge.
The Organization Committee should inform the new group of the
purposes of Elkdom and what benefits can be derived from a good
Elks Lodge in that community. Inform this new group that the
proper organizing officials will render all necessary advice and
assistance but that the work of getting the new Lodge started must
be borne by the interested citizens of that community. Caution the
group that care must be used in selection of all who are asked to
join so that the Lodge will be composed only of American citizens.
The current policy for any supply items from the Grand
Secretary’s office sent to a Lodge-in-formation prior to
Institution defers payment until after the date of Institution,
but the Organization Committee should keep a record of the debt
that is accumulating and ensure that the funds will be available
to pay it on Day One of the new Lodge. This does not include,
however, certain items referred to as a Basic New Lodge Kit --
starter materials to assist in the organization process, which the
Grand Lodge and the Grand Secretary gladly furnish at no charge to
further the growth of the Order through new Elks Lodges.
Dimits,
Releases and
The primary purpose in starting a new Lodge is to increase our
numbers and bring into our Order those who are not now Elks. And
even though Elks living within jurisdiction of the new Lodge
decide not to dimit, their assistance can be most valuable in
forming the new Lodge and their cooperation should be solicited.
For those who wish to transfer, forms obtainable from the Grand
Secretary on request may be used or make up a typewritten
mimeographed form letter as follows and address it to the member’s
home Lodge:
In accordance with Section 14.110 of the Order’s Statutes, I
hereby apply for a Transfer Dimit to join a proposed new Lodge
of the Benevolent and Protective Order of Elks at
___________________.
Please expedite action on this request in order that l may
become a Charter Member of the new Lodge, the number of which
will follow upon granting of the Dispensation by our Grand
Exalted Ruler.
I will appreciate it if you will send the dimit in the
enclosed stamped return envelope, addressed to the Secretary of
the Organization Committee of the new Lodge.
Name __________________________________
Address _________________________________
A former member who was dropped for non-payment of dues, but is
now a bona fide resident within the jurisdiction of the proposed
Lodge, may join the proposed Lodge on a Certificate of Release.
Application, accompanied by a $10 release fee, must be made to the
Lodge from where dropped in accordance with Section 14.180. A
suggested form letter to the Secretary of the Lodge follows:
I hereby apply for a Certificate of Release, as provided by
Section 14.180 of the Order’s Statutes, to join the proposed
Elks Lodge at ______________. The $10 fee is enclosed.
Please expedite action on this request for release so that I
may become a Charter Member of this new Lodge. The number of the
new Lodge will follow after the Grand Exalted Ruler has granted
the Dispensation.
I will appreciate it if you will send the Certificate of
Release in the enclosed stamped envelope addressed to the
Secretary of the Organization Committee of the proposed Lodge.
Name __________________________________
Address _________________________________
If the Lodge to which the former member belonged is no longer
in existence, a Certificate of Status can be obtained from the
Grand Secretary for processing in the same manner as a Certificate
of Release.
No one who has ever been a member of our Order goes through the
initiation again. Every member dimiting to the new Lodge must fill
out the affiliation form of application applying for membership,
but this is merely for the records of the new Lodge. Each member
and each non-member applying should sign the petition sheet ONLY
ONCE.
Advice
and Counsel
Each meeting should be planned in advance and an agenda prepared
therefor. The meeting should start promptly at the specified hour and be
short. It should begin with a prayer and the Pledge of Allegiance to the
Flag. It should close with a prayer. Give a financial report at each
meeting. At every meeting an outstanding Elk should give a short talk on
some phase of Elkdom. Some of the subjects that would be worthwhile to
discuss are: Organization framework of Grand Lodge, state association
and subordinate Lodge; the Elks National Foundation; the Veterans
Service Program; the Youth Activities Program; the Elks National Home;
the Elks Memorial Building; your State Association major project; and
community responsibilities of the local Lodge in fields of charity,
youth activities and community service. The talks serve as an
indoctrination program and study an observance of procedure outlined in
the "Indoctrination" section of the Membership Control Manual, which may
be obtained from the Grand Secretary and will be very helpful. It is
also suggested that the visual indoctrination program be shown as often
as practical, as well as making available the informative booklet What
It Means To Be An Elk (both available from the Grand Secretary’s
office).
Dispensation
Upon granting of the Dispensation, the Organization Committee
shall be enlarged to include all elected members of the proposed
Lodge and the enlarged Committee shall immediately prepare and
submit to the Committee on Judiciary a proposed set of Bylaws and
upon approval by the Committee on Judiciary the same shall become
the original Bylaws of the Lodge.
The Grand Secretary, if such Dispensation is issued by the
Grand Exalted Ruler, will immediately notify the Lodge through the
District Deputy of the granting of the Dispensation. The Grand
Secretary will also send a special order form with recommended
basic Lodge items, along with the current supply catalog and price
list, to the person authorized as the recipient of supplies for
the new Lodge. This individual should then confer with the other
members of the Organization Committee, as well as the District
Deputy and others experienced in Lodge administration details.
Together they should complete the order form and return it as soon
as possible to the Grand Secretary’s Office for filling. NOTE: No
supplies are shipped automatically; only the items ordered will be
shipped, based on the information contained on the special form.
If gifts of any items are expected from Lodges or individuals,
you can omit them from your order to prevent duplication. But a
better way to avoid duplication would be for the Lodge or
individual to make a cash donation earmarked for specific items.
In some instances, Officers’ Jewels are donated to the new Lodge.
In case this does not occur, the Jewels, along with any other
items that the new Lodge needs or desires, can be ordered from the
Office of the Grand Secretary.
As soon as the dispensation is granted, the Organization
Committee shall adopt Bylaws and submit them to the member of the
Grand Lodge Committee on Judiciary who is assigned the duty of
approval of Subordinate Lodge Bylaws in that area.
For tax purposes, the Lodge will have a 501(c)(8) exempt status
under the Grand Lodge GROUP EXEMPTION #1156 granted by the IRS.
However, as the Lodge’s circumstances and the provisions of
varying local laws affect the Lodge’s ultimate exempt status, the
Organization Committee should consult with its own legal and
financial experts in addition to following the instructions of the
local IRS office as part of the process of acquiring its EIN and
official exempt status.
The Organization Committee, with the advice of the organizing
officer and Past Grand Exalted Ruler, then finalizes the date for
the Institution of the new Lodge. This should be far enough into
the future so that sufficient time is given to secure additional
Charter Members; to obtain needed Lodge supplies; and so that
proper plans can be made for a dignified Institution.
While not required by Statute, in order to have a smooth,
well-planned Institution meeting, a Nominating Committee should be
appointed by the chairman of the Organization Committee to select,
with the advice of the District Deputy or other organizing
officers, a candidate for each office of the new Lodge, to serve
from Institution until the following April. The District Deputy
has the duty to counsel the committee so that it will select
candidates suited to serve in the office designated, if elected.
Upon agreement, the list of proposed officers shall be submitted
for a vote to those who are to be members of the new Lodge. This
procedure is recommended so that those so chosen will have no
opposition at the actual election at the Institution meeting. This
has been found to prevent confusion and argument during the
Institution session.
Preparing
for Institution
All committees should work under direction of the general
chairman and the organizing officer. Each committee should have
enough members to efficiently perform its duties. The Registration
Committee should be composed of the local Secretary and the
Secretaries of the adjoining Lodges.
The Entertainment Committee should arrange and supervise the
reception of all visitors, including the special guests. The
arrangement of housing, transportation and the myriad details
connected with the social aspects of the day that can be
overwhelming sometimes, so we strongly recommend that several
copies of the Grand Lodge Protocol Manual (Code 5106) be obtained
from the Grand Secretary and its helpful instructions be
incorporated into the planning after study and discussion. When
the number of members in the new Lodge is large enough to warrant
it, the Reception Committee should arrange for badges for the
initiates and dimits. These should be of distinguishing colors and
be distributed at registration desks. Committeemen should also
have badges of distinguishing color.
The Publicity Committee should arrange for as much publicity as
possible, including photographs, both before and after the
Institution.
The Program Committee should arrange for and supervise the
printing of the day’s program and its distribution at the
Institution.
This is a special and dignified occasion, and the candidates
and dimits should be informed that dress for the Institution
meeting must include a coat and a tie.
At this meeting, all reports of the committees should be
received and all arrangements completed. It is imperative that the
person in charge of the Institution determine that all final
arrangements have been made by each committee. The visual
indoctrination program should again be shown.
Institution
Impress upon the Organization Committee that it is to arrange
its own publicity relative to the Institution and to send
invitations to those officers and members of other Lodges it wants
to attend. The District Deputy or organizing officer, in
conjunction with the local chairman, will prepare a list of guests
who should receive special invitations. It will usually consist
largely of past and present officers of the Grand Lodge and state
association but is not limited to them. The invitations should be
mailed with a return card that will signify attendance or
non-attendance, and state whether housing reservations will be
desired.
Those who are to act as Grand Lodge Officers should be informed
as early as possible of the place, time, practice time, formal
dress and that they are expected to learn the Ritualistic parts
assigned to them.
WE WANT ALL TO KNOW THAT THIS IS A GRAND LODGE FUNCTION AND
THAT THE WAY IT IS PERFORMED REFLECTS UPON THE GRAND LODGE. In
dress, conduct, and memorization of ritualistic parts, the Grand
Lodge wants the rendition to be such that the new members and the
community will be impressed and proud to be part of our Order.
Similarly, the dimits and new members should be emphatically
informed that this is a special and dignified occasion, that any
kind of casual wear is inappropriate for the Institution
ceremonies, and that their conduct must be above reproach.
The District Deputy of the District in which the new Lodge is
located is expected to preside as the Acting Grand Exalted Ruler
for the Institution ceremony. He is not expected to commit the
part to memory as it is lengthy, but he IS expected to study and
read the part enough times so that he can deliver it without
appearing to read it. The other Acting Grand Lodge Officers for
the Institution are expected to commit their ritualistic parts to
memory. The Exalted Ruler and other members of the Initiation
team, of course, are expected to be proficient in their parts.
Usually, if the District Deputy does not want to do the Grand
Exalted Ruler’s part in the Installation of Officers, he can find
some Past District Deputy who already has committed the part to
memory and who would be willing to brush up sufficiently to do the
work impressively.
If a dinner for the Grand Lodge officers and special invited
guests has been arranged to precede the program, the invitation
sent should give the time and place it is to be held and include a
ticket for it. The officers-elect of the new Lodge may be included
if desired. The number invited will be governed by the desires of
the Organization Committee and the facilities available for this
purpose. There should be no speeches at this dinner. After dinner,
all should go directly to the place of Institution and arrive
there not less than 15 minutes before the set time for the
ceremony to begin. Upon arrival, Grand Lodge officers are to take
their stations and special guests, according to the plan, will be
directed to sit upon the platform.
If a Lodge is Instituted with a large membership, arrange to
set up registration desks for the processing of all Charter
Members. Divide the list alphabetically -- such as, A-E, F-J, etc.
-- and have placards showing divisions above each desk.
With a large Institution, it is advisable to have the dimits
handled by a separate Registration officer. The committee for
handling candidates and dimits should work with the Registration
Committee and the nearby Lodges.
The initiating Lodge or team usually has complete charge of the
Initiation, including arrangements for an escort for each line of
candidates and a member in charge of the lights and chimes.
All candidates should be wearing name badges, be checked in,
and be standing in the hall in lines of the number previously
determined. The initiating group then assigns an escort for each
line. Candidates should be present early enough before the time
set for the Initiation to complete all the necessary book work and
collection of fees. In large Institutions, sometimes as much as an
hour and a half ahead of the meeting time is necessary. After
being checked in at the registration desk, the members on dimit
should have a colored piece of paper or distinct registration
badge and go directly into the Lodge room. They are not initiated
again, except by being welcomed into membership in the new Lodge.
The flags to be given to the initiates should be taken out of the
boxes, folded separately, and the correct number for each row
given to the escort at that line. At the time of flag
presentation, each escort will go along his line and present a
flag to each new member. Never hand over a crumpled flag, or
hurriedly stuff the flag into an available pocket. Present it in a
manner demonstrating Elkdom’s respect for our flag.
The escort reaches the end of the line and then goes back to
the former position behind the first person in line on the
Lecturing Knight’s side of the hall. Each escort should constantly
watch the persons in line for signs of sickness or fatigue and
quietly and quickly seat any such persons to forestall any
interruption in the ceremony. If the hall is small or the group
very large, do not march the main body of candidates around the
hall. Bring the first line in on the Loyal Knight’s side to the
designated position and then across the hall toward the Lecturing
Knight’s station. Each succeeding line will follow, falling in
behind the previous one. The Esquire asks the candidates to face
left, right or about, as required by the ritual in order to face
toward the appropriate officer. Sometimes if room permits, it is
preferable to have the Esquire conduct a representative of the
class before the appropriate stations while the class remains
before the altar, facing as described above. This greatly
facilitates handling a large group.
The Grand Lodge officers for the Institution occupy their
respective stations.
The Acting Grand Exalted Ruler starts the Institutional
procedure. The altar is arranged, and, after the completion of the
ritual for Institution, dimits are welcomed into membership. The
gavel is then turned over to the Exalted Ruler of the initiating
team. The initiating officers assume the center chair at their
respective stations, and the Initiation proceeds.
After Initiation, the Acting Grand Exalted Ruler again presides
and proceeds immediately to nomination and election of officers.
If selected in advance as recommended, a list of officers to be
nominated should be placed on the Acting Grand Exalted Ruler’s
podium and one given to the Acting Grand Secretary. The election
should be concluded quickly and without opposition. After the
election, the installing Grand Lodge officers occupy the center
chair at each station and install the officers elected. In some
states, there now follows a motion for the new Lodge to subscribe
to the National Foundation in the sum of $1,000, payable $100 a
year, and a motion for the new Lodge to join the state
association. These motions are not mandatory but are desirable.
Gifts to the new Lodge should be presented at this time. The
presentations should be short. Thereafter, the Acting Grand
Exalted Ruler should introduce those on the platform and those who
are to speak. The Exalted Ruler, upon conclusion of this portion
of the Program, closes the Lodge. Membership cards, a copy of the
Constitution and Statutes of the Order and the Bylaws of the
Subordinate Lodge, and a copy of the booklet What It Means to
Be an Elk can be given to the newly initiated members after
closing the meeting.
Announcement: NO SMOKING IS PERMITTED DURING THE CEREMONY.
*Lodge Advisor. In some jurisdictions, use is made of a Lodge
Advisor for new Lodges. The Lodge Advisor is appointed by the Past
Grand Exalted Ruler of jurisdiction and is usually some active,
well-qualified Past District Deputy who lives reasonably close and
can spend some time with the Lodge in its early years. The Lodge
Advisor is just that, an advisor, a father confessor. He has no
authority, but is a knowledgeable source of Grand Lodge and good
business procedures. He is a fountain of information for the new
Lodge and its officers. He must be able to attend meetings of the
new Lodge occasionally and to steer it on a progressive course. It
is essential that he have a good rapport with the officers of the
new Lodge so that his judgment and advice are respected.
After
Institution
Publicity
and Sample News Releases
Call for First Meeting The meeting is called by William F. Doe, of Doeville, District
Deputy Grand Exalted Ruler for the Elks in the Northwest District.
Doe said that he acted after informal discussions with several
individuals in this area revealed strong interest in having an
Elks Lodge here. Among those who have taken part in the
preliminary discussions were James H. Brown and Frank B. White of
Smithville, both members of the Order, and Mayor Samuel S. Black.
The Order of Elks is the oldest and largest strictly American
community-service organization, according to Doe. There are about
2,200 Lodges in the country, with a total membership exceeding one
million. Last year, the total value of the organization's
contributions to veterans service, scholarships, youth athletic
and educational programs, and other philanthropic works was more
than $143 million.
Organization Committee Formed The group formed themselves into an Organization Committee and
elected James H. Brown chairman, John F. Blank secretary, and
Harold O. Roe treasurer. All are residents of Smithville. Others
who attended the meeting in the Smithville Hotel were (list names
of attendees).
They heard William S. Doe of Doeville, District Deputy Grand
Exalted Ruler for the Northwest District of the Order, tell of its
founding and growth, and describe some of the charitable and
patriotic programs on which Elks nationwide expended more than
$143 million last year. He also explained the procedure for
forming the new Lodge and outlined the geographical area over
which it would have jurisdiction. This would include Greenville,
Bluetown and Brownville.
Plans were made to push the organization work rapidly, with
another meeting scheduled for August 25, when applications will be
received and processed for membership in the new Lodge. Doe
announced that a feature of this meeting will be a video
presentation of the activities and programs of the Order.
Petition for Dispensation The Petition will be forwarded to the Grand Lodge of the
Benevolent and Protective Order of Elks for approval, according to
James H. Brown, chairman of the Organization Committee. He said
that he anticipated that a Dispensation would be granted within a
few weeks.
Those who signed the petition included residents of Smithville,
Greenville, Bluetown and Brownville. When the Dispensation is
received, a date will be set for institution of the Lodge. Brown
explained that all who are initiated at the time of the
Institution are eligible for Charter Membership. He said that
membership rolls will be kept open until then and meetings will be
held regularly to act on membership applications.
The Organization Committee voted to set the initiation fee at
$50 and the fixed annual dues at $40. It was announced that the
new Lodge will be officially sponsored by Blankville Lodge No.
0000.
Headquartered in Chicago, Ill., the 1.3 million-member
organization last year contributed more than $143 million in
support of youth athletic and drug education programs, college
scholarships, veterans service, aid for people with disabilities
and other charitable and philanthropic projects. The BPO Elks of
the USA was founded in 1868.
Dispensation Granted The Grand Secretary of the Order notified James H. Brown,
chairman of the Organization Committee, that (insert name and city
of residence of the Grand Exalted Ruler), Grand Exalted Ruler of
the Elks, had issued the dispensation in response to the petition
that had been forwarded recently by the local group. The
dispensation stated that the new Lodge will be known as Smithville
Lodge No. 0000.
Announcement of the dispensation was made at a meeting of the
Organization Committee, September 10 in the Smithville Hotel. John
F. Blank, secretary of the Organization Committee, reported that
175 applications for Charter Membership in the Lodge had been
accepted. An initiation will be held as part of the institution
ceremonies.
Chairman Brown said that the date for the institution will be
decided shortly. William G. Jones was named general chairman of
the Institution Committee. Serving with him are (list names of
other members of the General Committee).
Other Committees appointed are: (list names of committee
members)
Headquartered in Chicago, Ill., the 1.3 million-member
organization last year contributed more than $143 million in
support of youth athletic and drug education programs, college
scholarships, veterans service, aid for people with disabilities
and other charitable and philanthropic projects. The BPO Elks of
the USA was founded in 1868.
Advance Story on Institution The formal institution of the Lodge will be followed by the
initiation of 250 candidates for membership and the election and
installation of officers.
Conducting the institution on behalf of the Grand Lodge of Elks
will be (insert names and addresses of Acting Grand Lodge
officers).
Officers of Blankville Lodge No. 0000, which sponsored the
formation of the Smithville Lodge, will conduct the initiation.
The institution ceremonies are scheduled for 8 p.m. They will
be preceded by a reception and dinner for the honored guests and
those who will participate in the program.
The Organization Committee has leased some space in the
Smithville Hotel, which will serve as the Lodge’s quarters for the
time being.
Headquartered in Chicago, Ill., the 1.3 million-member
organization last year contributed more than $143 million in
support of youth athletic and drug education programs, college
scholarships, veterans service, aid for people with disabilities
and other charitable and philanthropic projects. The BPO Elks of
the USA was founded in 1868.
Statutes
of the Order
The Organization Committee shall be composed of not less than
three members of the Order selected by the Sponsor of the state
within which the proposed Lodge is to be located. Said
Organization Committee shall have charge of all preliminary
proceedings. The Committee shall select from its members a
Chairman, a Secretary and a Treasurer. The Chairman shall call and
preside at meetings and generally supervise the preparation and
presentation of the petition for dispensation. The Secretary shall
keep accurate minutes of meetings of the Committee and of the
ballots taken on applications. The Committee Treasurer shall
receive and retain money collected from petitioners and transfer
it to the Treasurer of the Lodge after it is Instituted. If the
Lodge is not organized in due course, the Committee Treasurer
shall return the money to the petitioners.
Each petitioner not a member shall sign and submit to the
Organization Committee a regular application for membership with
the full initiation fee fixed by the Organization Committee, in an
amount not less than $25. Members in good standing in the Order
who sign the petition shall submit Transfer Dimits and pay the
affiliation fee fixed by the Committee. The Committee shall ballot
on each application and any any applicant who shall receive a
number of white balls at least equal to two-thirds of the votes
cast shall be declared elected and eligible for membership.
The petition and a certified copy of the minutes of the
Organization Committee, including its record of ballots on
application, shall then be presented to the District Deputy Grand
Exalted Ruler designated by the Grand Exalted Ruler, who shall
fully investigate and satisfy himself as to the regularity of the
proceedings and the qualifications of each petitioner, and shall
promptly prepare a written report. The District Deputy Grand
Exalted Ruler shall submit all of the foregoing to the sponsor
assigned to the state in which the proposed new Lodge is located
who shall indicate his approval or disapproval in writing and
transmit the entire file to the Grand Secretary for submission to
the Grand Exalted Ruler for his approval.
Upon being granted a dispensation, the Organization Committee
shall be enlarged to include all elected members of the proposed
Lodge. The Committee shall prepare and submit to the Committee on
Judiciary a proposed set of Bylaws. Upon approval the same shall
become the original Bylaws of the Lodge.
The fee for a dispensation shall be fifty dollars ($50.00). The
fee for a Charter shall be fifty dollars ($50.00). Each fee shall
be paid prior to the issuance of the document. After the
Institution of a Lodge a pro rata per capita tax shall be paid to
the Grand Secretary based on the number of full months remaining
in the Lodge year.
NOTE: To ensure proper quantities and avoid mistakes, an order
must be submitted by the Lodge before shipment.
Upon receiving a Transfer Dimit, the member shall:
a. Within thirty (30) days apply for affiliation to the Lodge
indicated in his request. The Secretary of the Lodge issuing a Transfer Dimit shall send
the Dimit to the Lodge to which Transfer was requested and notify
the member, requesting him to contact the local Secretary, giving
him his name and address.
The Lodge receiving the Transfer Dimit shall act upon the
application in the same manner as an original application for
membership.
If a member fails to complete his affiliation within thirty
(30) days after his election, the dimit shall be void and the
issuing Secretary shall be notified.
Semi-annual dues will be paid by an affiliating member after
the expiration date shown on his membership card at the time of
granting the Dimit.
If a member holding a Dimit desires to join a Lodge other than
one with jurisdiction over his residence, he shall petition the
Grand Exalted Ruler for dispensation. The Grand Exalted Ruler
shall notify the Lodges and offer them the opportunity to be heard
on the petition. The decision by the Grand Exalted Ruler shall be
final.
Applicants for affiliation on Dimit shall pay the affiliation
fee provided for in the By-laws of the affiliating Lodge.
If a member holding an Absolute Dimit, continuing to reside in
the jurisdiction of the issuing Lodge, desires to affiliate with
another Lodge or a Lodge in process of organization or join in a
petition for dispensation for a new Lodge in another jurisdiction,
he may apply to the Grand Exalted Ruler for a dispensation
authorizing such action. The Grand Exalted Ruler may issue a
dispensation; provided that if the Lodge of jurisdiction consents,
as provided in Section 14.180, the Lodge selected by the applicant
may proceed to process his application without such dispensation.
An application for membership by one holding an Absolute Dimit
shall be received and acted upon in the same manner as original
applications for membership in the Order upon payment of the
affiliation fee as may be provided in the Bylaws of the Lodge to
which application is made.
An unaffiliated member shall be one who has; (1) been stricken
from the rolls for non-payment of dues, (2) been suspended after
due trial, (3) been issued an Absolute Dimit, or (4) been a member
of a Lodge whose Charter was suspended, surrendered or forfeited.
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