americanism committee manual · his/her school or, if unknown, the lodge nearest to the home...

NEVADA STATE ELKS ASSOCIATION

AMERICANISM COMMITTEE MANUAL

Prepared by: Larry O’Laughlin, PSP, DL, North Las Vegas Lodge #2353

And William Wiseman, PER, State Coordinator, Henderson/Green Valley Elks Lodge #2802

Published By: Past State Presidents Advisory Council

mmm dd, yyyy

AMERICANISM COMMITTEE MANUAL Revised 02-02-09

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Purpose...........................................................................................................................................3

Scope...............................................................................................................................................3

Responsibilities..............................................................................................................................4 NSEA President Liaison .................................................................................................................4 State Americanism Chairman .........................................................................................................4 District Chairmen............................................................................................................................5 Lodge Chairman..............................................................................................................................5

Procedures/Requirements ............................................................................................................6

References......................................................................................................................................6

Appendix .......................................................................................................................................6 A – NSEA Budget Request Form

Glossary & Acronyms ..................................................................................................................6

Appendix A – Budget Request Form ..........................................................................................7

Appendix B – Lodge Americanism Essay Contest.....................................................................8

Appendix C – Americanism Essay Contest Cover Sheet ........................................................10

Appendix D – Americanism Essay Contest Cover Sheet (Lodge or District) .......................11

Appendix E – Essay Contest Report (Lodge or District) ........................................................12

Appendix F – Grand Lodge Americanism Essay Contest Report..........................................13

Appendix G – Outstanding State Association Americanism Committee Contest ................14

Appendix H – Lodge Brochure Contest....................................................................................15

Appendix I – Request for Americanism-Related Items...........................................................16


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1.0 Purpose 1.1 The Americanism Committee goal is to quicken the spirit of American Patriotism and stimulate awareness, a genuine feeling of pride and respect, toward patriotism, so that we, as Brothers of the Benevolent and Protective Order of Elks, will become constant reminders to the people of our nation, that America truly means freedom. 2.0 Scope 2.1 Promote the Grand Lodge Americanism Program, which encompasses:

a. Flag Programs • Fly Flag Day and Night • Flag-Flying Calendar • Present Flag (and/or Flagpole) to Community • Present Flags to New Residents of Community • Flag (and/or Flagpole) Dedication Ceremony • Present Classroom Flags to Every School • Flag Presentation to Boy/Girl Scouts • Flag Retirement Program • Replace Worn-out Flags

b. Community Americanism Activities • Honor New American Citizens • Honor Citizens for Outstanding Service • Honor Award for News Media • “Get Out and Vote” Program • Cooperate with Local Service Clubs • Work with School Boards, PTAs, etc. • Flag History Display • Conduct Veterans Remembrance Program • Participate in Parades (4th of July, Christmas, Memorial Day, etc.)

c. Internal Lodge Programs • Heritage Corner • Flag Day • Law and Order Night or Day at the Lodge • National Patriotism Week • Lodge Programs for Veterans in Hospitals

d. Publicity & Public Relations Activities and Information • Distribute “You and Your Flag” Booklets • Distribute “Honor Our Flag” Decals • Distribute “I Am Your Flag” Booklets • Display “Honor Our Flag” Placards

e. Americanism Contests


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• Americanism Essay Contest 5th, 6th, 7th, & 8th Grades • Lodge Americanism Brochure Contest • Lodge Poster/Coloring Book Contest

f. Other Americanism Programs & Activities • Other Displays for Community Special Days • Distribute “Citizens Rule Book” • Distribute “Flag Code” • Distribute American Flag Lapel Pins • Present Recognition Certificates for Flying Flag • Distribute Children’s Pledge Kits to Schools • Distribute Pledge of Allegiance Wallet Cards to Schools

g. Other Americanism/Patriotism Programs • Your Ideas to show that Elks are Leaders in Americanism • Your own programs/activities not listed

2.2 Stress the importance of utilizing Grand Lodge Americanism Manual. Upon request, provide training, guidance, and assistance. 3.0 Responsibilities 3.1 President Liaison 3.1.1 The President liaison, with the assistance of the State Americanism Chairman, will provide a written quarterly report to the Executive Committee. 3.1.2 The President liaison will assist in coordinating details and arrangements for all State Convention programs and workshops. 3.1.3 The President liaison will assist the State Americanism Chairman designee in coordinating funding activities through the use of the "Budget Request Form" by February 1 for the coming year. 3.2 State Chairman 3.2.1 Each quarter attend a meeting with the Executive Committee and provide a report of the committee's actions, achievements and/or challenges. If unable to attend the Quarterly meeting, a member of the committee may represent the State Chairman. If the Chairman or a member of the committee cannot attend the Quarterly, the Chairman will submit a written report outlining the Committee's actions, successes, failures and send it to the committee's Liaison Officer at least ten days prior to the meeting. The Secretary/Manager will provide notices of these meetings. 3.2.2 Write an article for the State Newspaper as needed.


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3.2.3 Monitor District Chairman activities, and assist in finding district chairmen who will fulfill duties and responsibilities as outlined in this manual. 3.2.4 Provide Vice President with an agenda for convention programs and workshops 60 days prior to the convention. The January workshop should focus on committee training, while the June workshop should highlight last year's successes as well as a detailed description of new program. 3.2.5 Committee reports must be presented to the State President, in writing, 60 days prior to a convention. The State President will make the final determination on all committee reports and presentations to be given at the state conventions. Speeches on the convention floor will be limited and must be vital information for the entire assembly. 3.2.6 The incoming State Chairman will provide detailed budget information to the President-Elect by February 1, utilizing the "Budget Request Form". 3.2.7 Submit copies of all correspondence and reports to the State Association Secretary and the Vice President liaison. 3.2.8 Obtain stationary, forms and reports as required from the State Association Secretary. 3.2.9 Turn over all files and records in possession to the succeeding State Chairman. 3.2.10 Provide committee training to District and Lodge Chairmen 3.2.11 Funds are budgeted for mailing expenses incurred by the State Office in association with the Americanism program, reimbursement for postage and telephone calls, and for the purchase of special Americanism Award Plaques, flags, booklets, decals, pins, etc. 3.2.12 At the conclusion of each NSEA year, visit the State Office and purge the files related to his/her committee. 3.3 District Chairmen 3.3.1 Coordinate with and report, on a bi-monthly basis, to the State Chairman of the Americanism Committee. 3.3.2 Report to the State Chairman on program activities deemed newsworthy. 3.3.3 Attend State Association conventions and workshops, as well as District Deputy Clinics. 3.3.4 Make and report on such special inquiries as requested by the State Chairman. 3.3.5 Contact Lodge Chairmen and offer assistance to further the enhancement of Americanism and the Grand Lodge program.


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3.4 Lodge Chairman 3.4.1 Obtain and become familiar with the State and Grand Lodge Americanism Committee Manuals. 3.4.2 Strive to obtain media coverage of noteworthy activities and involve the Lodge membership and families. 3.4.3 Provide the District Chairman with items such as photographs, letters, newspaper articles, etc., pertaining to special programs. 4.0 Procedure/Requirements 4.1 Implement as many of the programs and activities as possible which are identified in the Grand Lodge Americanism Manual. Initiate appropriate activities and programs inspired by individual ideas, to show ELKS are leaders in Americanism. 4.2 Conduct the mandated Flag Day program with true spirit and exposure to the community. 4.3 Contact and insure that each Lodge conducts the Americanism Essay Contest (See Appendix B-G for details). 4.4 Contact each Lodge and promote the Lodge Brochure Contest (See Appendix H for details) 5.0 References 5.1 Grand Lodge Americanism Committee Manual, Code #512000. 5.2 Volunteer, Youth, Charitable and Community Service Programs report 6.0 Appendix Appendix A – Budget Request Form Appendix B – Lodge Americanism Essay Contest Appendix C – Americanism Essay Contest Cover Sheet Appendix D – Americanism Essay Contest Cover Sheet (Lodge or District) Appendix E – Americanism Essay Contest Report (Lodge or District) Appendix F – Grand Lodge Americanism Essay Contest Report Appendix G – Outstanding State Association Americanism Committee Contest Appendix H – Lodge Brochure Contest Appendix I – Request for Americanism-Related Items 7.0 Glossary & Acronyms NSEA – Nevada State Elks Association


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Appendix A – NSEA Budget Request Form

Nevada State Elks Association Budget Request Form

____________________________________ Committee

________________________________________ State Chairman

Specific Program Goals for Fiscal Year ____________ : Date: ______________

1. ___________________________________________________________________________

2. ___________________________________________________________________________

3. ___________________________________________________________________________

Will your Committee generate any funds? Yes _____ No _____ How Much? $__________

How will these funds be raised? __________________________________________________

_____________________________________________________________________________

State Association Funds required too accomplish the goals:

Committee Operations: (Postage, Phone, Copies, etc.) $__________

Awards: (Plaques, pins, etc. – Please specify.)

1. _______________________________________________________________ $__________

2. _______________________________________________________________ $__________

Grants – Please specify District or State $__________

Other requests – Please specify:

_________________________________________________________________ $__________

_________________________________________________________________ $__________

Do you plan for any Capital Expenditures? Yes _____ No _____

Specify: __________________________________________________________ $__________

TOTAL REQUESTED $__________

___________________________________ ____________________________________ Signature of State Chairman Endorsement by Liaison Officer

___________________________________ ____________________________________ Approval by President-Elect Approval by Board of Trustees

(ATTACH ADDITIONAL INFORMATION AS NEEDED TO SUPPORT REQUESTS)


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Appendix B – Lodge Americanism Essay Contest

Theme

“What Is An American?” Entry Rules

1. Eligible participants must be students enrolled in 5th, 6th, 7th or 8th Grades during the normal 2007-2008 school year preceding June 30, 2008.

2. Essay length is now not to exceed 250 words.

3. Essay must be typed or legibly printed in ink.

4. Essay must be submitted for judging to the Elks Lodge administering the contest at his/her school or, if unknown, the Lodge nearest to the home address of the entrant.

5. Entrant must be identified on the Essay by name, home address, grade, school attended and sponsoring Lodge (Lodge may enter Lodge information on Essay.) NOTE: National Winners must have Social Security Numbers attached.

6. Deadline: must be submitted to Local Lodge by January 10, 2008.

7. Judging Criteria: Originality: avoids the use of trite or worn out words and phrases. Development of theme: stays focused on ideas and thoughts don’t ramble. Mechanics and neatness: uses proper spelling, grammar and punctuation.

Lodge, District and State Procedures

LODGE AMERICANISM CHAIRMAN selects: 1st, 2nd & 3rd Place from Division I (combined 5th & 6th Grades); and 1st, 2nd & 3rd Place from Division II (combined 7th & 8th Grades); and sends the 6 Essays to District Americanism Chairman by January 30, 2008 or the date established by the State Association.

DISTRICT AMERICANISM CHAIRMAN selects: From all entries submitted by Subordinate Lodges, the 1st, 2nd & 3rd Place Winners from each Division and sends the 6 top Essays to the State Americanism Chairman by February 28, 2008, or the date established by the State Association.

STATE AMERICANISM CHAIRMAN selects: From entries submitted by District Chairman the 1st, 2nd & 3rd Place Winners for the State. In addition, State Chairman forwards ONLY the 1st Place Winners from each Division to the Grand Lodge Essay Contest Administrator (must be postmarked by 3/31/2008). State Chairman must also submit State Essay Contest Report Form with the submitted Essays.

NOTE: National Winners MUST HAVE Social Security Numbers Attached!

MAIL ESSAYS TO:

ROBERT E. STEPHENS Grand Lodge Americanism Committee

15 Juanita Way Kalispell, MT 59901-7557


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Essay Contest Posters for Schools will be sent to all Lodges. (extras can be downloaded from the Elks web site:www.elks.org.)

AWARDS Prizes for 1st, 2nd and 3rd Place National Winning Essays in Divisions I and II will be presented at the Grand Lodge Session in Anaheim, CA, July 6-10, 2008, as follows:

1st Place — $500 U.S. Savings Bond

2nd Place — $300 U.S. Savings Bond

3rd Place — $200 U.S. Savings Bond


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Appendix C – Americanism Essay Contest Cover Sheet


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Appendix D – Americanism Essay Contest Cover Sheet (Lodge or District)


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Appendix E – American Essay Contest Report (Lodge or District)


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Appendix F – Grand Lodge Americanism Essay Contest Report


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Appendix G – Outstanding State Association Americanism Committee Contest


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Appendix H – Lodge Brochure Contest

The Lodge Brochure is a chronicle of activities of the Americanism Programs of a Subordinate Lodge. During the year, have someone take pictures of your Lodge functions such as Flag Day, 4th of July parades, firefighters and police officer award ceremonies, Veterans Programs, Patriotic Programs with other Lodge Committees, Lodge decorated in a patriotic manner, etc. and compile the photos and articles into a Brochure. The 2007-2008 Lodge Americanism Brochures will be judged using the suggested Americanism Programs and activities listed in the column at the right and those on Page 2 of the Grand Lodge Americanism Manual. Judging will be on a point system. CRITERIA AND JUDGING Three (3) points will be awarded if the Brochure contains a program or activity listed in the Manual. One (1) to ten (10) additional points will be awarded on the quality and layout of the program or activity. Additional points will be awarded if you include Americanism programs/activities of your own (not listed in the Manual). PRESENTATION RULES Only present enough material to show and describe the program or activity. The points are awarded for quality not quantity or volume of material. The Brochure is not to exceed 81/2" wide by 11" high and 31/2" thick. Brochures must be postmarked on or before March 31, 2008. You must have the Lodge Secretary attest the membership, sign the cover sheet and affix the Lodge Seal. Tiebreakers will be total points awarded for the Flag Program Category and then by postmark. Brochures are judged by Membership as of 4/1/2007. Divisions are as follows: Division Membership Range 1 under 301 Members 2 301 thru 500 Members 3 501 thru 700 Members 4 701 thru 1,100 Members 5 1,101 thru 1,500 Members 6 over 1,500 Members AWARDS Plaques will be presented at the Grand Lodge Session in Anaheim, CA on Tuesday, July 8, 2008. Brochures will not be returned by mail. Please pick them up at the Americanism Booth in the Exhibit Hall by 12:00 Noon on Wednesday, July 9, 2008. MAIL BROCHURES TO: ROY A. WORLEY Grand Lodge Americanism Committee 6741 Austin Bay Court Sherwood, AR 72120-4063

Please inform your State Chairman that your Lodge has entered the Contest!


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Appendix I – Request for Americanism-Related Items

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