“GOOD IDEAS” THAT HAVE MADE A “GREAT DIFFERENCE”

“GOOD IDEAS” THAT HAVE MADE A “GREAT DIFFERENCE” Membership Activity at North Bay Elks Lodge #25

The Lodge had become stale with lengthy meetings and weaker leadership. How could we change that? • Make the meeting less formal without sacrificing our traditional foundations • Add a little ‘flavour’ to the mix • Organize and Strengthen Officers • Ensure that any and all visitors are welcomed and encouraged • Inform and Encourage all members to take part

“Do I have to go to Meetings?” The Agenda • Ideas that have changed the style/atmosphere of a Lodge meeting have started to eliminate this common question. While meetings are not the reason members join or stay, they could play a part in why members participate or encourage other visitors… Ritual/Traditional Visitors Involvement

The Agenda Our members time is the greatest resource we have within our Order. There may also be a lot of Lodge business to deal with.Have an agenda for the meeting prepared by the Secretary, and a copy prepared for everyone attending beforehand. For Lodge #25, this showed that we want to inform members of what will be happening, shows that the Executive is organized and ready to host the meeting.

“Aren’t Your Meetings Long and the Same all the time?” The Agenda also made it unnecessary to have the Leading Knight call out the next Order of Business, speeding up time. The Exalted Ruler maintains control over the flow of the meeting. Due to an Agenda, Lodge Committees are made aware of when to give reports, introduce motions or make recommendations.Another method of saving time during the meeting was to adopt a change with regards to balloting on applications. Pending Lodge approval by way of a Motion, balloting for membership is done by a show of hands. The applicant(s) are excused from the meeting for both this motion and the balloting of course.

Ritual vs. Traditional While we wish to save time at the meeting, it is imperative that we do not lose entirely the foundations that are respected through Ritual. • Using shortened versions of some of the Ritual does shorten the time of the meeting, however this Ritual is also used to build confidence of Lodge Officers, and allows us to be reminded of the founding principles of the Elks. • A change in the style of meetings was adopted. As a result, the first of bi-monthly meetings uses the Opening Ceremony and Officers with Elks regalia. The second is host to a pre-meeting dinner, prepared by Lodge volunteers, a more casual dress for Officers, and the Closing Ceremony. • These Lodge dinners have become a very important aspect of Lodge meetings. They serve many purposes such as a social opportunity and an increase in meeting attendance. Most importantly, they increase involvement of our current and more experienced members, and gives a great reason to bring guests or visitors.

“ I took a Chair in the Lodge and Now I Don’t Know What To Do!” • A Lodge Bylaw Committee, comprised annually of the three Knights along with the PER as Chair, was assigned the task of ensuring that an Officers Manual and Resource binder is maintained, updated and re-distributed annually. This resource binder is given to all Officers and includes their Lodge duties, all roles/lines for Lodge Ceremonies, Lodge Bylaws, and more. • Results have included Officers becoming more familiar with ritual, increased confidence in their volunteer efforts both in and outside the Lodge meetings. Ensuring the Knights review the Bylaws at least once a year also strengthens their leadership potential within the Lodge, and meetings are productive and well organized.

“Is Regalia Required?” • When we started having casual meeting dress with the dinners, we stopped stressing the need for regalia. Even our own Officers felt very comfortable wearing non-regalia to the meetings. We do encourage our members to wear "Elks" items of some sort that would identify us as a member. • When the black Executive jackets became available to the membership as a whole, many North Bay Lodge Members acquired the jackets. Today, almost every Lodge Officer owns a black Executive Elks jacket that they wear proudly to the meetings. At a normal meeting (25 in attendance), at least 20 are wearing an item that identifies them as an Elk. Besides special occasions or certain ceremonies, the purple and white have nearly disappeared from our meetings.

Although there is no way to measure any impact the Order of Dress may have on membership recruitment numbers, the black blazers do offer a more modern and less deterring appearance for any visitors/applicants pondering an application to join. We have learnt that once an applicant is actually a member, they of course then are more receptive and understanding of the traditional regalia. • It is understood that every Lodge community and demographics are different and that this may or may not apply to every Lodge. The purple and white Order of Dress will of course always remain an integral part in representing who we are as Elks of Canada.

Visitors • With a few modifications to our Bylaws/Policies, we allowed visitors to attend all parts of the Lodge meeting (exception of balloting on applications). This also includes the Initiation Ceremony of which we use the shortened version, saving some time yet not taking away from pointing out the values and positive aspects of the Elks. This reduces any anxiety a new applicant/visitor may have when the time comes for their own initiation. • We require that any applicant attend two meetings and an ‘orientation’ be done before the initiation. This guarantees that an applicant is interested and gives them a chance to meet members, socialize, etc.

“In Short…” • With the combined use of an Agenda, confident Officers, moderated Lodge Bylaws and a welcoming/relaxed atmosphere, it is almost guaranteed that visitors/applicants leave the meeting impressed and willing to attend more. The same result applies to our current members attending. • Again, keeping as many members involved and active within the Lodge is key to the success of the Lodge and the “good news” that is spread to non-members.

Involvement • With Lodge dinners every month, various Lodge Committees chaired by an assigned Officer (outlined in By-Laws), and many other fundraisers, getting involved actively is easy for current and new members interested. • As part of the Orientation, an applicant is given a tour of the building, and is informed of the various Committees and activities of the Lodge, and provides an opportunity for them to ask any questions regarding the Order. It also provides the Lodge with a list of skills, experience and interests of the applicant.

“I’m Not Sure What I Can Offer to the Lodge…” • An “Orientation Questionnaire” was developed and includes questions about serving on various committees and most importantly the opportunity to say “no”. If the applicant answers “yes” or “want to learn more” with regards to serving on committees, the questionnaire is copied and distributed to that Committee Chairperson(s). They in turn will make sure that the applicant is informed of the next committee meeting/activities, etc. • Being invited to serve on a committee right from the start gives the new member an opportunity to provide input and feel part of the team. Or perhaps simply a time to ‘listen and learn’.

“Movin’ On Up!” • Committee Chairs and/or Lodge Officers are encouraged to arrange that new committee members present motions/recommendations to the Lodge on behalf of the Committee, increasing his/her confidence and involvement. • Going further, any Lodge Officer assigned automatically as a Committee Chair does not eliminate the opportunity for a committee member to Chair or Co-chair an event or task of that Committee. The skills and available time of our volunteers are our biggest resource. • Getting a new member/applicant involved on a respective Lodge Committee A.S.A.P. whenever possible is important now more than ever as spare time is becoming a commodity.

“Hey Buddy!!” • Developed by a North Bay ER and distributed Nationally, the buddy system remains part of the new member procedure and is currently becoming more popular among other service groups/organizations across Canada.

“Just Call Me!...” • Each new member is assigned a Lodge ‘buddy’. The "buddy's" duty is to call the member concerning upcoming meetings, provide guidance and information and just be a contact person to show the new member around and to introduce him/her to other members. The new member is provided free of charge a "Buddy" t-shirt (Elks logo t-shirt) that welcomes them to the Lodge and is presented by the Buddy following the Initiation so that there is a face to face meeting and hand shake. The ‘buddy’ does not necessarily have to be the proposer, perhaps a PER who wishes to remain involved in Lodge activity.

A Network of Friendship • Beside the Buddy t-shirt, each new member is presented with (free of charge) an Elks pin, a current membership list and a copy of the Lodge Bylaws/ Policies. This lets the new member know who other members are, if any friends/family are members of the Lodge and also give him/ her knowledge of the workings of the Lodge and what it has to offer and the rules that apply. • Once new member info is submitted to Grand Lodge, the National ‘New Member Welcome Kit’ and possibly a Provincial Association welcome only add to the positive message of joining our great “National network of friends”.

Lodge Activity/Projects

“What Does Your Lodge Actually DO?” • North Bay Lodge #25 always has ongoing projects. The Lodge hosts at least 4 Cribbage tourneys annually which are open to the Public. All entry fees are returned to the winners but we provide soup and sandwiches and a bar to generate funds for the Lodge. We do hold Lottery draws (50/50, meat and basket) with the proceeds going to our Provincial Program- VOICE for Hearing Impaired Children. • Recently, we have started running 2 MEGA Cribbage tournaments that is cut off at 200 players. All the entry fees of $ 4000 are returned as prizes except for $ 100 for expenses. We sell food and the bar for the Lodge and run two Lottery events (50/50, meat and basket) with all these proceeds going to Habitat for Humanity.

We run bi-weekly bingos under the direction of our Loyal Knight and the Bingo Committee/Teams that provide funds to our Charity Account to assist children and those less fortunate. • Our Leading Knight, along with his/her Charities Committee, is responsible for ensuring these lottery funds are dispersed appropriately within the community. The Charities Committee may also take on/organize additional fundraisers/events/projects that help other groups/individuals in the area. • Our Lecturing Knight, along with the Entertainment Committee, coordinate the Elks Family Summer Picnic, the Anniversary Dinner and Dance, the Elks Kids Christmas party, New Year's Eve social and the Mother's Day Breakfast.

All these annual Entertainment events are now open to Elks Members and invited guests, again opening the doors for visitors to witness on-hand what the Elks do in the community and the benefits of being a member.

“What’s In It For ME?” In our Members Lounge, the Lodge hosts a Grey Cup Social, a Super Bowl party, St. Patty's Day social, Friday bi-weekly dinners with cards or karaoke nights, Thursday night cribbage and a “Happy" bar prices on Saturday afternoons. While these events take place in the Members Lounge, guests of members are always more than welcome! With the help of the National Membership Services Committee, our Lounge has also held a ‘Membership Crib’ event whereas a member must bring a guest or non-member in order to participate. The guests are offered membership and this initiative was a success in recruitment.

“Gonna Have a Good Time!” As lottery guidelines and requirements have become more strict on how we support others in need, annual Lodge events and fundraisers are becoming increasingly common. • An Elimination Draw Pasta Dinner event, in partnership with a local non-profit organization that provides homes to families in need (similar to Habitat)

We also host an annual “Blast From the Past” themed Dinner/Dance/Auction. Another joint charity event with a pasta dinner, complete with live and silent auction, and live entertainment featuring music of a certain era. Costumes of the theme are everywhere and prizes/souvenirs handed out.

“When is Your Next Event?” • This year we started with a Valentine themed Dinner and Dance that went over very well and there are plans to provide the same for a Halloween theme. • We also hold an annual Elks golf tournament and send local players to other Elks tournaments in the Region.

Getting as many members/volunteers actively involved in Lodge events or projects is a crucial component in the success of any Lodge or any organization. A social outlet that can serve to pat our members on the back when a job is done! Gives the volunteer confidence and information on maybe taking a turn at organizing or co-chairing the next event! Even if not to raise funds or benefit the Lodge once costs are recovered, a fundraising event for a local charity, local group, or even our National Charity can have the same benefits to our membership, getting actively involved and part of a team!

Not to mention “having a goodtime while helping others in need”.

Communicate and Inform • Asides from the buddy system and a quarterly Lodge newsletter, the Lodge maintains a current email database of all members. Email is used to distribute minutes of a previous Lodge meeting, announcements, events, any committee minutes or activity, and items of interest. • Ever-popular text messaging is becoming a great way for committees to stay connected between meetings. • Minutes are also posted in hard copy within the office and Lounge for general membership without email to review.

“Elks Care. Elks Share.” • Becoming an ever-increasing method of spreading the news and promoting things we like or are involved with, social internet media tools such as Facebook, YouTube, and Twitter are terrific ways to instantly share news and announcements with our members! • We, the Elks, ARE one of the original forms of social networking. Our Lodge Facebook group is simply an additional means to communicate faster and more efficiently. The game has not changed, just the playing field.

More Sharing and Involving Members • We encourage our members to attend functions outside our own Lodge so that they can meet other Elks ‘families' and see different perspectives of how other Lodges are doing. • We maintain our participation Regionally, Provincially and Nationally and encourage our new members to attend. They can stand as a delegate for various meetings if they have attended 50% of the Lodge meetings that year. Normally, some budgeted funds are set aside for delegates to attend these other levels of the Order. Again, it is the proceeds from Lodge fundraising events or projects that assist in obtaining these funds.

“All Service Clubs are the same, a small group doing all the work!” • From 2007 – 2012, North Bay Lodge #25 has initiated 65 new members. • We have lost 19 members over the same period. (8 moved away to where there is no Lodge.) Bringing us to 46 of the 65 are still currently members.

Even Better News: • 5 of those 46 new members are at this time part of the Lodge Executive • 15 currently serve on a Lodge Committee(s) and.. • At least 40 of them are regular and dedicated volunteers for events/projects and/or attend meetings regularly. • 40 dedicated and active Lodge volunteers from the same group of 46 new members = 87% new member involvement rate after the 5 years. Thanks to many good ideas….all working together to make a great difference.

“I am at my best when I am not looking at myself but at others.”- Domo Geshe “Talent wins games, but teamwork and knowledge win championships.” – Michael Jordan “I believe that when membership involvement is in full swing and is successfully implemented, the solution to recruitment problems will follow naturally.”- PGER Dave Hurley

“GOOD IDEAS” THAT HAVE MADE A “GREAT DIFFERENCE”