NYS ELKS CHARITY RECORDS REPORTING

SELF TRAINING PRESENTATION

The Charitable Records Committee is a brand-new committee to the NYS Elks Association. It was created at the State Convention in May of 2019. Although the committee is new, Charitable record keeping has been with us for a very long time, and That’s one of our biggest problems. We have been doing it for so long that we fully believe we are doing it correctly. Unfortunately, it has been left to the individuals to interpret what goes into the Data Entry fields. The instructions that the GL gives us are very basic and not very helpful. The Secretary of the lodges are the last line of defense in Charitable Reporting. The one that enters the data into CLEMS, and forwards the reports to GL at year end, and the one that needs to decide if the report needs corrections before submitting. If there are corrections needed it is up to the Secretary to correct them or get the corrections from the chairman.

The Grand Lodge Government Relations Committee is the key to all our Charitable Data gathering. They are the

reason the Charitable Records Committee exist, They are the people that use the data we collect and the ones that

are asking us to claim all the credits that we deserve to take.

The Mission Statement of the Government Relations Committee reads as follows,

There are seven main functions of the Grand Lodge Government Relations Committee that, if diligently performed, will guarantee our

Lodges will continue to thrive and perform great works of charity in their communities on into the future.

Charitable Reporting is the number one function

1. CHARITABLE REPORTING.Our committee is charged with ensuring that the tremendous amount of charitable work being done by our Members, Local Lodges and State Association is fully, completely and accurately maintained throughout the year and reported as part of the Grand Lodge Annual Report.

Grand Lodge sends two copies of the Charity

Records Workbook to each Lodge, each year.

There are two pages of instructions on how to fill it

out, with an example to show you how.

The instructions Grand Lodge gives us are very

basic and not very helpful, and the example has errors

in it.

There are 14 pages of Blank Forms in categories for youth , Seniors, Veterans,

Grand Lodge & State Programs, Auxiliaries and a form for Categories Not Covered that can be made into whatever

is needed.

You should use as many of these forms as you can. For instance, don’t group all

youth programs in Youth Activities.

Use the forms they offer. Youth Scholarship, Student of the Month,

Scouting Programs, Antlers Program, Youth Athletic Programs, Hoop Shoot,

Soccer Shoot.

Committee People need to enter the separate programs in the Program/Event

area on each form.

And finely, a blank form to give to Committee People to fill out and return to the Secretary for

entry into CLMS2.

This form also has very basic instructions on it.

There is a second form that Grand Lodge has given us for

the Chairman to use.

This form gives a little better instruction on what goes into

most fields.

Some lodges may still be using this form for the Chairman

And now, I will give you a third option.

All three forms require the exact same Data Input.

The program information at the top,

Fields “B: thru J”, and the signature at the bottom

The form you use is entirely up to you and your lodge.

The main difference with this third form is that it is

electronic.

Its an Excel Spreadsheet. It can be e-mailed to the Secretary as soon as it is

completed.

It is a locked form that will only allow Data to be entered in

fields that require Data entry

All other Fields are locked or are Automatic Calculations

from Data Entered in Fields “B” Thru “J”.

This form also gives you some extra information that I

think is important for the lodges to see.

The first is a count of Participants that benefit

from the program or event in the first field above the “B”.

This is an Automatic Calculation from the Data

entered in “B” thru “D”.

The second is the Dollar value of Hours and Miles and the Total Value of the Event at the bottom of the form.

These are also Automatic Calculations from the Data

Entered in “E” thru “J”.

These are based on Gov. Figures as to what it would cost the Government to do

the work that we do as Volunteers.

Now I will go through what data should be entered in each

Field “B” thru “J”.

Please Remember,This list is not all-inclusive.Your Lodge may have other

information that may be eligible for entry.

DATA ENTRY“B” Head Count of Participants:

This includes Everyone, the Elks, the Helpers, the Audience, Those

benefiting from the program, Anyone in the planning stages

that may not be at the program.

The Minimum Figure should be at least equal to the Number of Elks

and if you have them Helpers because they are included with

Participants.

DATA ENTRY“C” Number of Elks:

This includes All Elks that had anything to do with the program or Event, not just the ones that worked

the Event.

If it’s your Lodge Event you count all Elks as your Elks no matter what

Lodge they are from.

If it’s a District, State or Grand Lodge Event then you would only count Elks from your Lodge in “C”. The

remainder would be Participants. They will be counted in their own

Lodge Reports.

DATA ENTRY“D” Number of Helpers:

This includes any Helpers that worked the Event or helped in any

way.

It’s Important to note, that as a General Rule, Participants are not Helpers. As in every rule there are exceptions. For instance, it is not un-common in Youth programs

where the parents will offer to help with the program. Also, the people that buy tickets to your fundraisers

are Helpers. That $10.00 or $20.00 ticket is what

makes your Event a success or failure.

DATA ENTRY

“E” Total Elk Hours:

No partial hours are entered only whole numbers, and don’t forget

travel time.

It is the Sum of all Elk Hours Rounded up to the next Full Hour,

not the Individual Hours that get rounded up.

DATA ENTRY

In the case of Lodge Meetings being added to Charitable Reporting , and items taken from the meeting such

as Request for Donations.

I would suggest entering the meeting with total Hours and Miles

left in the meeting.

The Request would be in another report with only the Name

requesting the Donation (ex; American Heart Association) and

the Dollar amount, No Hours or Miles, they are covered

in the meeting report.

DATA ENTRY

“F” Total Helper Hours:

Helper Hours are handled the same as Elk Hours.

DATA ENTRY“G” Total Elk Miles:

Elk Miles are calculated per person, not per car. Like Hours,

only whole Miles are entered, no fraction or decimal points.

Miles are from the Home, not the Lodge. Use an estimated figure

that fits your lodge circumstances.

As an example for a residential area 2 to 4 Miles would work. For a country Lodge you would need a

larger number.

DATA ENTRY

“H” Total Helper Miles:

Helper Miles are handled the same as Elk Miles.

DATA ENTRY“I” Non-Cash Donations:

Non-Cash is the value of any Items or things donated such as Food, Awards, Use of a Hall or Meeting

Room, Trophies, Lap Robes or Blankets, Personal Items.

NOTE: The value of Hours and Miles are never entered in Fields

“I” or “J”Also, the income from a fundraiser never gets entered in the report of the fundraiser. Those funds go in

another report when given to who ever it was raised for.

DATA ENTRY

“J” Cash Donations:

Cash Donations are any cash, checks, Money Orders, or the

Purchase Value of Savings Bonds given directly to the recipients by

anyone.Your Lodge, State Association or ENF

Grants or Private Donation.

If there are any questions, feel free to contact me. Information to do so, can be found on the last slide.

The following is a list from the Government Relations Committee Manual of the charitable committees that are required to report

with some examples of activities that should be reported.

This list may help with any questions you may have about what needs to be reported. However, please note the list is not

all-inclusive; your Lodge, District or State may have other charitable activities they perform.

The rule to follow is all work performed for charitable, patriotic, civic-minded or community-related purposes should be

reported.

Americanism: All Americanism and patriotic programs should be reported and should go into

“1301 – Patriotic Programs” *

Army of Hope: Any activities for AOH, in support of the troops or in support of returning soldiers should be reported and should go into

“1403 – Army of Hope Progs” *

Antlers: Any activities involving starting an Antlers Program or maintaining an Antlers Program or assistance provided with running their events and meetings should be reported and should go into

“1005 – Antlers Program” *

A

B

C

D Drug Awareness: All activities (for example, sponsoring Safe Nights, National Night Out activities, handing out materials or having Elroy at public events} should be reported and should go into“1801 –Drug Awareness Programs”

Special Children: Anything done by members to assist our Special-Needs Children and adults and should go into

“1202 – Handicapped Programs” *

E

Hoop Shoot: All time spent planning, making contacts and setting up and running the event should be reported and go into“1102 – Hoop Shoot” *

National Foundation: Report on Line“1701 – ENF Donations” *

National Veterans Service: All time spent, and activities held, to support our veterans and active duty military that is not covered in Adopt-a-Vet and Army of Hope “1401 Vets Service Events” *

Leadership or other Youth Week activities: Report on“1004 – Youth Activities” *

F

G

H

I

Scholarship: All time spent contacting the schools, distributing applications and materials, and judging applications, should be reported. The dollar amount of scholarships given should be reported as cash contributions and go into“1001 – Youth Scholarship” *

Youth Activities: They all should be reported, for example, Lodge children’s Holiday parties, and sponsoring field trips and kids to camp, etc. enter in“1004 – Youth Activities” *

J

K

Youth Athletic Programs & Soccer Shoot: All athletic programs for should be reported. (Examples: Batters Up, sponsoring teams in Little League or Peewee Football, etc.). Use “1101 - Youth Athletic Programs” * and“1103 – Soccer Shoot” *

Activities for your State Major Project: Anything done to support your State Major Project should be reported. Use“1204 - State Major Project” *

L

M

Parades: Participation in parades, use“1301 – Patriotic Programs” *

Student of the Month/Year: use“1002 – Student of the Month/Year” *

Scouting Programs: Sponsoring Scout Troops, Eagle Scout/Girl Scout awards. Use“1301 Scouting Programs” *

Community Service Donations: (Adopt a road, erecting public monuments, buying bulletproof vests for the police or supporting the local fire department or ambulance corps, etc.) use“1501 – Comm. Service Donations” *

N

P

O

Q

Sponsoring Health Fairs/Blood Banks: Use“1502 – Health Fair/Blood Banks” *

Donating use of Lodge Facilities: (Examples: Little League, Lions Club, Rotary Club, Scouts, Antlers or other nonprofit groups}. Use“1503 – Lodge Facilities Donated” *

Senior Citizen Programs: Use“1504 Senior Citizen Progs.” *

Food Basket programs or support of local pantries: Use“1505 – Food Basket Programs” *

Natural Disaster Relief: Any such activity should be reported, Use“1508 – Natural Disaster Relief” *

R

T

S

U

V

Public Service/Citizen Recognition Programs: (e.g., civic awards for police officer, firefighter, outstanding citizens, etc.) Use“1601 – Community Recognition” *

* (The line numbers at the end of each item in the slides above identify the section in the “Charity Records Workbook” to report each activity.)

W

For those wishing a copy of the Form used in this presentation, it can be

found on the NYS Elks Website.

Go to nyselks.orgPlace the curser on [Programs] and

click on “Charitable Records”.

There you will find the Link to the 2020 Charity Report

If there are any questions please feel free to contact me. Information on

next slide.

152 George Street, Green Island N.Y. 12183

Home: (518) 274-0142Cell: (518) 577-2268

E-mail: benoitjo4457@yahoo.com

Joseph D. Benoit, PDDGER

NYS Elks Charitable Records Chairman