Membership Activity at Membership Activity at North Bay Elks Lodge #25North Bay Elks Lodge #25

Make the meeting less formal Make the meeting less formal without sacrificing our without sacrificing our traditional foundationstraditional foundations

Add a little ‘flavour’ to the mixAdd a little ‘flavour’ to the mix Organize and Strengthen OfficersOrganize and Strengthen Officers Ensure that any and all visitors Ensure that any and all visitors

are welcomed and encouragedare welcomed and encouraged Inform and Encourage all Inform and Encourage all

members to take partmembers to take part

Ideas that have changed Ideas that have changed the style/atmosphere of the style/atmosphere of a Lodge meeting have a Lodge meeting have started to eliminate this started to eliminate this common question. common question. While meetings are not While meetings are not the reason members join the reason members join or stay, they could play or stay, they could play a part in why members a part in why members participate or encourage participate or encourage other visitors…other visitors…

Our members time is the greatest resource Our members time is the greatest resource we have within our Order. There may also we have within our Order. There may also be a lot of Lodge business to deal with.be a lot of Lodge business to deal with.

Have an agenda for the meeting prepared Have an agenda for the meeting prepared by the Secretary, and a copy prepared for by the Secretary, and a copy prepared for everyone attending beforehand. For Lodge everyone attending beforehand. For Lodge #25, this showed that we want to inform #25, this showed that we want to inform members of what will be happening, shows members of what will be happening, shows that the Executive is organized and ready that the Executive is organized and ready to host the meeting.to host the meeting.

The Agenda also made it unnecessary to have the Leading The Agenda also made it unnecessary to have the Leading Knight call out the next Order of Business, speeding up time. Knight call out the next Order of Business, speeding up time. The Exalted Ruler maintains control over the flow of the The Exalted Ruler maintains control over the flow of the meeting. meeting.

Due to an Agenda, Lodge Committees are made aware of Due to an Agenda, Lodge Committees are made aware of when to give reports, introduce motions or make when to give reports, introduce motions or make recommendations.recommendations.

Another method of saving time during the meeting was to Another method of saving time during the meeting was to adopt a change with regards to balloting on applications. adopt a change with regards to balloting on applications. Pending Lodge approval by way of a Motion, balloting for Pending Lodge approval by way of a Motion, balloting for membership is done by a show of hands. The applicant(s) are membership is done by a show of hands. The applicant(s) are excused from the meeting for both this motion and the excused from the meeting for both this motion and the balloting of course.balloting of course.

While we wish to save time at the meeting, it is imperative that we do 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. not lose entirely the foundations that are respected through Ritual.

Using Using shortened versions shortened versions of some of the Ritual does shorten the time of some of the Ritual does shorten the time of the meeting, however this Ritual is also used to build confidence of of the meeting, however this Ritual is also used to build confidence of Lodge Officers, and allows us to be reminded of the founding Lodge Officers, and allows us to be reminded of the founding principles of the Elks. principles of the Elks.

A change in the style of meetings was adopted. As a result, the first 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 of bi-monthly meetings uses the Opening Ceremony and Officers with Elks regalia. The second is host to a pre-meeting dinner, prepared by Elks regalia. The second is host to a pre-meeting dinner, prepared by Lodge volunteers, a more casual dress for Officers, and the Closing Lodge volunteers, a more casual dress for Officers, and the Closing Ceremony. Ceremony.

These Lodge dinners have become a very important aspect of Lodge These Lodge dinners have become a very important aspect of Lodge meetings. They serve many purposes such as a social opportunity and meetings. They serve many purposes such as a social opportunity and an increase in meeting attendance. Most importantly, they increase an increase in meeting attendance. Most importantly, they increase involvement of our current and more experienced members, and gives involvement of our current and more experienced members, and gives a great reason to bring guests or visitors.a great reason to bring guests or visitors.

A Lodge Bylaw Committee, comprised annually of the three A Lodge Bylaw Committee, comprised annually of the three Knights along with the PER as Chair, was assigned the task of Knights along with the PER as Chair, was assigned the task of ensuring that an Officers Manual and Resource binder is ensuring that an Officers Manual and Resource binder is maintained, updated and re-distributed annually. This resource maintained, updated and re-distributed annually. This resource binder is given to all Officers and includes their Lodge duties, all binder is given to all Officers and includes their Lodge duties, all roles/lines for Lodge Ceremonies, Lodge Bylaws, and more.roles/lines for Lodge Ceremonies, Lodge Bylaws, and more.

Results have included Officers becoming more familiar with Results have included Officers becoming more familiar with ritual, increased confidence in their volunteer efforts both in ritual, increased confidence in their volunteer efforts both in and outside the Lodge meetings. Ensuring the Knights review and outside the Lodge meetings. Ensuring the Knights review the Bylaws at least once a year also strengthens their the Bylaws at least once a year also strengthens their leadership potential within the Lodge, and meetings are leadership potential within the Lodge, and meetings are productive and well organized.productive and well organized.

When we started having casual meeting dress with When we started having casual meeting dress with the dinners, we stopped stressing the need for the dinners, we stopped stressing the need for regalia. Even our own Officers felt very comfortable regalia. Even our own Officers felt very comfortable wearing non-regalia to the meetings. We do wearing non-regalia to the meetings. We do encourage our members to wear "Elks" items of some encourage our members to wear "Elks" items of some sort that would identify us as a member.sort that would identify us as a member.

When the black Executive jackets became available When the black Executive jackets became available to the membership as a whole, many North Bay to the membership as a whole, many North Bay Lodge Members acquired the jackets. Today, almost Lodge Members acquired the jackets. Today, almost every Lodge Officer owns a black Executive Elks every Lodge Officer owns a black Executive Elks jacket that they wear proudly to the meetings. At a jacket that they wear proudly to the meetings. At a normal meeting (25 in attendance), at least 20 are normal meeting (25 in attendance), at least 20 are wearing an item that identifies them as an Elk. wearing an item that identifies them as an Elk. Besides special occasions or certain ceremonies, the Besides special occasions or certain ceremonies, the purple and white have nearly disappeared from our purple and white have nearly disappeared from our meetings.meetings.

Although there is no way to measure any impact Although there is no way to measure any impact the Order of Dress may have on membership the Order of Dress may have on membership recruitment numbers, the black blazers do offer a recruitment numbers, the black blazers do offer a more modern and less deterring appearance for any more modern and less deterring appearance for any visitors/applicants pondering an application to join. visitors/applicants pondering an application to join. We have learnt that once an applicant is actually a We have learnt that once an applicant is actually a member, they of course then are more receptive member, they of course then are more receptive and understanding of the traditional regalia.and understanding of the traditional regalia.

It is understood that every Lodge community and It is understood that every Lodge community and demographics are different and that this may or demographics are different and that this may or may not apply to every Lodge. The purple and white may not apply to every Lodge. The purple and white Order of Dress will of course always remain an Order of Dress will of course always remain an integral part in representing who we are as Elks of integral part in representing who we are as Elks of Canada.Canada.

With a few modifications to our Bylaws/Policies, we With a few modifications to our Bylaws/Policies, we allowed visitors to attend all parts of the Lodge meeting allowed visitors to attend all parts of the Lodge meeting (exception of balloting on applications). This also (exception of balloting on applications). This also includes the Initiation Ceremony of which we use the includes the Initiation Ceremony of which we use the shortened version, saving some time yet not taking away shortened version, saving some time yet not taking away from pointing out the values and positive aspects of the from pointing out the values and positive aspects of the Elks. This reduces any anxiety a new applicant/visitor Elks. This reduces any anxiety a new applicant/visitor may have when the time comes for their own initiation.may have when the time comes for their own initiation.

We require that any applicant attend two meetings and We require that any applicant attend two meetings and an ‘orientation’ be done before the initiation. This an ‘orientation’ be done before the initiation. This guarantees that an applicant is interested and gives guarantees that an applicant is interested and gives them a chance to meet members, socialize, etc.them a chance to meet members, socialize, etc.

With the combined use of an Agenda, confident With the combined use of an Agenda, confident Officers, moderated Lodge Bylaws and a Officers, moderated Lodge Bylaws and a welcoming/relaxed atmosphere, it is almost welcoming/relaxed atmosphere, it is almost guaranteed that visitors/applicants leave the guaranteed that visitors/applicants leave the meeting impressed and willing to attend more. meeting impressed and willing to attend more. The same result applies to our current members The same result applies to our current members attending. attending.

Again, keeping as many members involved and Again, keeping as many members involved and active within the Lodge is key to the success of active within the Lodge is key to the success of the Lodge and the “good news” that is spread to the Lodge and the “good news” that is spread to non-members.non-members.

With Lodge dinners every month, various Lodge With Lodge dinners every month, various Lodge Committees chaired by an assigned Officer (outlined Committees chaired by an assigned Officer (outlined in By-Laws), and many other fundraisers, getting in By-Laws), and many other fundraisers, getting involved involved activelyactively is easy for current and new is easy for current and new members interested.members interested.

As part of the Orientation, an applicant is given a As part of the Orientation, an applicant is given a tour of the building, and is informed of the various tour of the building, and is informed of the various Committees and activities of the Lodge, and provides Committees and activities of the Lodge, and provides an opportunity for them to ask any questions an opportunity for them to ask any questions regarding the Order. It also regarding the Order. It also provides the Lodge with provides the Lodge with a list of skills, experience and interests a list of skills, experience and interests of the of the applicant.applicant.

An “Orientation Questionnaire” was developed and An “Orientation Questionnaire” was developed and includes questions about serving on various committees includes questions about serving on various committees and most importantly the opportunity to say “no”. If the and most importantly the opportunity to say “no”. If the applicant answers “yes” or “want to learn more” with applicant answers “yes” or “want to learn more” with regards to serving on committees, the questionnaire is regards to serving on committees, the questionnaire is copied and distributed to that Committee Chairperson(s). copied and distributed to that Committee Chairperson(s). They in turn will make sure that the applicant is informed They in turn will make sure that the applicant is informed of the next committee meeting/activities, etc.of the next committee meeting/activities, etc.

Being invited to serve on a committee right from the Being invited to serve on a committee right from the start gives the new member an opportunity to provide start gives the new member an opportunity to provide input and feel part of the team. Or perhaps simply a time input and feel part of the team. Or perhaps simply a time to ‘listen and learn’.to ‘listen and learn’.

Committee Chairs and/or Lodge Officers are encouraged to Committee Chairs and/or Lodge Officers are encouraged to arrange that new committee members present arrange that new committee members present motions/recommendations to the Lodge on behalf of the motions/recommendations to the Lodge on behalf of the Committee, increasing his/her confidence and involvement.Committee, increasing his/her confidence and involvement.

Going further, any Lodge Officer assigned automatically as Going further, any Lodge Officer assigned automatically as a Committee Chair does not eliminate the opportunity for a a Committee Chair does not eliminate the opportunity for a committee member to Chair or Co-chair an event or task committee member to Chair or Co-chair an event or task of that Committee. The skills and available time of our of that Committee. The skills and available time of our volunteers are our biggest resource. volunteers are our biggest resource.

Getting a new member/applicant involved on a respective Getting a new member/applicant involved on a respective Lodge Committee A.S.A.P. whenever possible is important Lodge Committee A.S.A.P. whenever possible is important now more than ever as spare time is becoming a now more than ever as spare time is becoming a commodity. commodity.

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

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

Beside the Buddy t-shirt, each Beside the Buddy t-shirt, each new member is presented with new member is presented with (free of charge) an Elks pin, a (free of charge) an Elks pin, a current membership list and a current membership list and a copy of the Lodge Bylaws/ copy of the Lodge Bylaws/ Policies. This lets the new Policies. This lets the new member know who other member know who other members are, if any members are, if any friends/family are members of friends/family are members of the Lodge and also give him/ her the Lodge and also give him/ her knowledge of the workings of the knowledge of the workings of the Lodge and what it has to offer Lodge and what it has to offer and the rules that apply.and the rules that apply.

Once new member info is Once new member info is submitted to Grand Lodge, the submitted to Grand Lodge, the National ‘New Member Welcome National ‘New Member Welcome Kit’ and possibly a Provincial Kit’ and possibly a Provincial Association welcome only add to Association welcome only add to the positive message of joining the positive message of joining our great “National network of our great “National network of friends”.friends”.

North Bay Lodge #25 always has ongoing North Bay Lodge #25 always has ongoing projects. The Lodge hosts at least 4 Cribbage projects. The Lodge hosts at least 4 Cribbage tourneys annually which are open to the Public. tourneys annually which are open to the Public. All entry fees are returned to the winners but All entry fees are returned to the winners but we provide soup and sandwiches and a bar to we provide soup and sandwiches and a bar to generate funds for the Lodge. We do hold generate funds for the Lodge. We do hold Lottery draws (50/50, meat and basket) with Lottery draws (50/50, meat and basket) with the proceeds going to our Provincial Program- the proceeds going to our Provincial Program- VOICE for Hearing Impaired Children.VOICE for Hearing Impaired Children.

Recently, we have started running 2 MEGA Recently, we have started running 2 MEGA Cribbage tournaments that is cut off at 200 Cribbage tournaments that is cut off at 200 players. All the entry fees of $ 4000 are players. All the entry fees of $ 4000 are returned as prizes except for $ 100 for returned as prizes except for $ 100 for expenses. We sell food and the bar for the expenses. We sell food and the bar for the Lodge and run two Lottery events (50/50, meat Lodge and run two Lottery events (50/50, meat and basket) with all these proceeds going to and basket) with all these proceeds going to Habitat for Humanity.Habitat for Humanity.

We run bi-weekly bingos under the direction of our We run bi-weekly bingos under the direction of our Loyal Knight and the Bingo Committee/Teams that Loyal Knight and the Bingo Committee/Teams that provide funds to our Charity Account to assist children provide funds to our Charity Account to assist children and those less fortunate.and those less fortunate.

Our Leading Knight, along with his/her Charities Our Leading Knight, along with his/her Charities Committee, is responsible for ensuring these lottery Committee, is responsible for ensuring these lottery funds are dispersed appropriately within the funds are dispersed appropriately within the community. The Charities Committee may also take community. The Charities Committee may also take on/organize additional fundraisers/events/projects that on/organize additional fundraisers/events/projects that help other groups/individuals in the area.help other groups/individuals in the area.

Our Lecturing Knight, along with the Entertainment Our Lecturing Knight, along with the Entertainment Committee, coordinate the Elks Family Summer Picnic, Committee, coordinate the Elks Family Summer Picnic, the Anniversary Dinner and Dance, the Elks Kids the Anniversary Dinner and Dance, the Elks Kids Christmas party, New Year's Eve social and the Mother's Christmas party, New Year's Eve social and the Mother's Day Breakfast. Day Breakfast.

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

In our Members Lounge, the Lodge hosts a In our Members Lounge, the Lodge hosts a Grey Cup SocialGrey Cup Social, a , a Super Bowl Super Bowl party, party, St. St. Patty's Day Patty's Day social, Friday bi-weekly social, Friday bi-weekly dinners with cards or karaoke nights, dinners with cards or karaoke nights, Thursday night cribbage and a “Happy" Thursday night cribbage and a “Happy" bar prices on Saturday afternoons.bar prices on Saturday afternoons.

While these events take place in the While these events take place in the Members Lounge, guests of members are Members Lounge, guests of members are always more than welcome! always more than welcome!

With the help of the National Membership With the help of the National Membership Services Committee, our Lounge has also Services Committee, our Lounge has also held a ‘Membership Crib’ event whereas a held a ‘Membership Crib’ event whereas a member must bring a guest or non-member must bring a guest or non-member in order to participate. The member in order to participate. The guests are offered membership and this guests are offered membership and this initiative was a success in recruitment.initiative was a success in recruitment.

As lottery guidelines As lottery guidelines and requirements have and requirements have become more strict on become more strict on how we support others how we support others in need, annual Lodge in need, annual Lodge events and fundraisers events and fundraisers are becoming are becoming increasingly common. increasingly common.

An An Elimination Draw Elimination Draw Pasta Dinner eventPasta Dinner event, in , in partnership with a local partnership with a local non-profit organization non-profit organization that provides homes to that provides homes to families in need (similar families in need (similar to Habitat) to Habitat)

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

This year we started with a This year we started with a Valentine themed Dinner Valentine themed Dinner and Dance that went over and Dance that went over very well and there are very well and there are plans to provide the same plans to provide the same for a Halloween theme.for a Halloween theme.

We also hold an annual Elks We also hold an annual Elks golf tournament and send golf tournament and send local players to other Elks local players to other Elks tournaments in the Region.tournaments in the Region.

Getting as many members/volunteers actively Getting as many members/volunteers actively involved in Lodge events or projects is a crucial involved in Lodge events or projects is a crucial component in the success of any Lodge or any component in the success of any Lodge or any organization.organization.

A social outlet that can serve to pat our members on A social outlet that can serve to pat our members on the back when a job is done!the back when a job is done!

Gives the volunteer confidence and information on Gives the volunteer confidence and information on maybe taking a turn at organizing or co-chairing the maybe taking a turn at organizing or co-chairing the next event!next event!

Even if not to raise funds or benefit the Lodge once Even if not to raise funds or benefit the Lodge once costs are recovered, a fundraising event for a local costs are recovered, a fundraising event for a local charity, local group, or even our National Charity can charity, local group, or even our National Charity can have the same benefits to our membership, getting have the same benefits to our membership, getting actively involved and part of a team!actively involved and part of a team!

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

Asides from the buddy system and a Asides from the buddy system and a quarterly Lodge newsletter, the Lodge quarterly Lodge newsletter, the Lodge maintains a current email database of maintains a current email database of all members. Email is used to distribute all members. Email is used to distribute minutes of a previous Lodge meeting, minutes of a previous Lodge meeting, announcements, events, any committee announcements, events, any committee minutes or activity, and items of minutes or activity, and items of interest. interest.

Ever-popular text messaging is Ever-popular text messaging is becoming a great way for committees becoming a great way for committees to stay connected between meetings. to stay connected between meetings.

Minutes are also posted in hard copy Minutes are also posted in hard copy within the office and Lounge for general within the office and Lounge for general membership without email to review.membership without email to review.

Becoming an ever-increasing Becoming an ever-increasing method of spreading the news and method of spreading the news and promoting things we like or are promoting things we like or are involved with, social internet media involved with, social internet media tools such as Facebook, YouTube, tools such as Facebook, YouTube, and Twitter are terrific ways to and Twitter are terrific ways to instantly share news and instantly share news and announcements with our members!announcements with our members!

We, We, the Elks, ARE the Elks, ARE one of the one of the original original forms of social networking. forms of social networking. Our Lodge Facebook group is simply Our Lodge Facebook group is simply an additional means to an additional means to communicate faster and more communicate faster and more efficiently. The game has not efficiently. The game has not changed, just the playing fieldchanged, just the playing field.

We encourage our members to attend functions We encourage our members to attend functions outside our own Lodge so that they can meet outside our own Lodge so that they can meet other Elks ‘families' and see different perspectives other Elks ‘families' and see different perspectives of how other Lodges are doing.of how other Lodges are doing.

We maintain our participation Regionally, We maintain our participation Regionally, Provincially and Nationally and encourage our new Provincially and Nationally and encourage our new members to attend. They can stand as a delegate members to attend. They can stand as a delegate for various meetings if they have attended 50% of for various meetings if they have attended 50% of the Lodge meetings that year. Normally, some the Lodge meetings that year. Normally, some budgeted funds are set aside for delegates to budgeted funds are set aside for delegates to attend these other levels of the Order. Again, it is attend these other levels of the Order. Again, it is the proceeds from Lodge fundraising events or the proceeds from Lodge fundraising events or projects that assist in obtaining these funds.projects that assist in obtaining these funds.

From 2007 – 2012, North Bay From 2007 – 2012, North Bay Lodge #25 has initiated 65 Lodge #25 has initiated 65 new members.new members.

We have lost 19 members over We have lost 19 members over the same period. (8 moved the same period. (8 moved away to where there is no away to where there is no Lodge.) Bringing us to 46 of Lodge.) Bringing us to 46 of the 65 are still currently the 65 are still currently members.members.

““I am at my best when I am not looking at I am at my best when I am not looking at myself but at others.”myself but at others.” - Domo Geshe- Domo Geshe

““Talent wins games, but teamwork and Talent wins games, but teamwork and knowledge win championships.”knowledge win championships.” – Michael – Michael JordanJordan

““I believe that when membership involvement I believe that when membership involvement is in full swing and is successfully is in full swing and is successfully implemented, the solution to recruitment implemented, the solution to recruitment problems will follow naturally.”problems will follow naturally.” - PGER Dave - PGER Dave HurleyHurley