Financial Assistance PolicyI. Purpose The Elks of Canada is a national, fraternal and charitable organization whose mission is to "Promote and support community needs through volunteer efforts of local Lodges." Under the approval of the General Executive Committee the Yellowknife Elks Lodge #314 (Lodge) is embowered to uphold and to maintain the laws of the Order. The principles and objectives of our Lodge are as follows;
Under the guidance of the mission, principles and objectives the Lodge wishes to establish guidelines by which financial assistance may be granted to promote and support worthy community needs and the good of the Order. II. Persons or Groups Affected This applies to persons, groups, Lodge members seeking financial assistance from the Lodge.
Applications for financial assistance will be received from eligible recipients residing in the Yellowknife Area. This area includes the North Slave. Sponsorship of sport, cultural and recreational activities for adult groups or persons is specifically excluded from receiving financial assistance from the Lodge. This provision does not apply to activities scheduled for Lodge members. III. Policy It is the policy of the Lodge to provide financial assistance to persons, groups and Lodge members who apply and meet the conditions specified in this document. Various factors determine the amount of financial assistance that may be approved. These factors include some of the following:
Financial assistance may be approved up to the following limits in each of the categories eligible to receive it.
Where a team of Lodge members in involved, the combined total of each lodge members participation may be used to meet the eligibility requirements for financial assistance. For the good of the order the Lodge may approve funding for any sponsored and budgeted activity. A Lodge member activity declaration form (Appendix A) must accompany an application for financial assistance. IV. Definitions
V. Responsibilities
A Financial Assistance Committee comprised of two members from the Board of Trustees, the Treasurer and two Lodge members will be appointed at the election of Lodge officers meeting. The committee shall review applications for financial assistance and make recommendations to the Board of Trustees on the acceptability and the amount of financial assistance for those applications made by recipients eligible for financial assistance under the policy. Payment terms, depending on the application for financial assistance, may be prescribed by the committee. For example, the committee may decide to provide 50% of the funding requested with the remainder supported when the applicant meets predetermined conditions. The committee meetings should be planned in order to submit their findings to the Board of Trustees so that applications for financial assistance go before the membership within two months of receipt. The committee approves applications for financial assistance where an emergency or some extraordinary loss has occurred requiring an immediate decision. The chairperson must gain the approval of three committee members or trustees. Where this authority has been used the Chairperson will report the circumstances and the amount approved at the next Lodge meeting. The committee will follow up on the public relations and accountability requirements for each approved application for financial assistance and present its findings to the next Lodge meeting.
The Board of Trustees will provide an annual budget allocation to the Financial Assistance Committee approved in the budget by the Lodge at its December meeting. It is expected the allocation of bingo's to adult groups will be affected by this policy. The Yellowknife Elks Lodge Committee allocating bingo's to adult groups should recognize this factor in allocating bingo's to adult groups. The Board of Trustees should work with the Lodge committee allocating bingo's to make certain adult groups are treated fairly. The Board of Trustees will review the recommendations of the Financial Assistance Committee every two months and present to the Lodge a proposal to include revisions to the Financial Assistance Policy; any applications requiring special treatment; applications rejected with the reason; and, those applications for financial assistance accepted. At a November meeting of the Board of Trustees the annual Budget will be considered and then presented to the Lodge in December for approval.
The Lodge approves applications for financial assistance at its regular meetings. Any policy changes will be considered at these meetings.
The Treasurer will forward a cheque, public relations and accountability requirements to the recipient approved in the application for financial assistance. The Treasurer will update after the Lodge approves applications for financial assistance where the Lodge financial assistance was provided on special displays at bingo events and in the local newspaper.
The Secretary will advise applicants for financial assistance in writing of the decisions of the Lodge. The Secretary and the Treasurer will establish and maintain the administrative systems for financial assistance. The Club Manager will provide staff support in the daily administration of this policy. The Secretary will maintain a record of attendance for all Lodge meetings. The Secretary will maintain a register of applications for financial assistance to include data of receipt of application, application number, amount requested, amount approved, cheque number date, and if rejected the reason and the date letter was sent to the applicant. This register should be available for review by the Lodge members at each meeting. VI. Applications for Financial Assistance An application for financial assistance from the Lodge. The attached procedures provide the form and content of the application. Application forms must be completed in full and received by the Lodge for the bi-monthly meetings of the Financial Assistance Committee. Any incomplete forms may defer consideration of applications for financial assistance. Any applications for financial assistance from the Marion Slaven fund will be made using the attached forms. VII. Complaints Any complaints regarding the Lodge decisions should be forwarded, in writing, to the attention of the Lodge Secretary no later than two weeks following notification to the applicant for financial assistance. The complaint will be reviewed by the Financial Assistance Committee and a recommendation made at the next Lodge meeting to resolve it. The Secretary will notify the applicant of the Lodge decision. VIII. Losses and Special Circumstances Groups that may be eligible for financial assistance that raise funds through the Lodge by bingo's, nevadas and special events that incur losses may apply for special consideration. After the number of events allocated to the group has been completed, they may apply to the Lodge for financial assistance. A detailed schedule with a complete and accurate accounting of each event for the events allocated that the recipient and a summary must accompany their application for financial assistance. The Financial Assistance Committee may recommend financial assistance to the Lodge through the normal approval process. |