al azhar shrine club/unit handbook - calgary shriners

Shrine Club/Unit Handbook April 27, 2021

What is the Shrine Club/Unit Handbook? The purpose of the Shrine Club/Unit Handbook is to provide guidance to the Al Azhar Shrine Clubs and Units. The handbook contains guidance on what items need to be done, how they should be completed as well as examples of standard documents/forms that Clubs/Units might want to use.

Contents of this Handbook 1. Agenda for AGM and a Regular Meeting 2. Notice of Motion (General/Society) 3. Annual General Meeting (AGM) 4. Information for the Directory and Website 5. List of Current Members 6. Insurance List of Assets 7. Financial Items for Society and General Accounts 8. Purchases over $1000 9. Expense Form 10. Authorization to Drive a Shrine Vehicle 11. Parade and Drivers List 12. Parade Move Out 13. Booking Rooms at the Shrine Event Centre 14. Estimated Costs for a New Shrine Member 15. Initiation and Membership for a New Shrine Member 16. Application for Membership in a Club/Unit 17. Al Azhar Bylaws 18. Club/Unit Bylaws

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Al Azhar Shrine Centre

Show and Shrine

Al Azhar Shrine Club/Unit Handbook


1. Agenda Every Shrine Club/Unit is required to have at least two annual meetings:

• One Annual General Meeting (AGM) (closed to only members of your Club or Unit) • At least one General/Society Meeting (open to your Club/Unit members or non-members)

Notes: 1. Your Club/Unit Secretary must keep an agenda and meeting minutes for every meeting held in case AGLC does an audit and requires that information. 2. After your AGM, please email a copy of the AGM agenda and meeting minutes to [email protected]. 3. For each General/Society meeting you must notify All Divan members (in writing) at least 7 days prior to the meeting as they are on the Board of Directors for all of Al Azhar’s Societies. 4. Below is a sample agenda that could be used for your AGM. On the next page is a sample agenda that could be used for a regular meeting. Feel free to modify these agendas for your specific Club/Unit. __________________________________________________________________________________________________________

Annual General Meeting (AGM) Agenda for the __________________(enter your Club/Unit name here)

held on _______________(enter the date of the meeting)

1) Opening Remarks 2) Attendance ___________ 3) Time the meeting was started at ___________ 4) Approval of Minutes for the last meeting:

1) Read out by ___________________________ 2) Moved by ___________________________ 3) 2nd by ___________________________ 4) Carried Yes No

5) Account Report 6) Motion to accept Financial Report 7) Correspondence 8) New Business 9) Motion to Elect Auditors 10) Casino Chairman for _______ (enter year) Time the Meeting was Suspended (ended) ____________________ Minutes prepared by secretary on ___________________________ _______________________________ ________________________________ Secretary (sign above) Commander (sign above)


Regular Meeting Agenda for the ________________ (enter your Club/Unit name here)

held on _______________ (enter the date of the meeting)

1) Opening Remarks – Noble _____________________ 2) Additions to the agenda

a) ____________________________________________________________________________________ b) ____________________________________________________________________________________

3) Reading of minutes – see copies available, minutes will not be read 4) Business arising out of the minutes

a) ____________________________________________________________________________________ b) ____________________________________________________________________________________

5) Correspondence 6) Financial Accounts a) Account Name ___________________ Committed $________ Balance $________ b) Society Account __________________ Committed $________ (if applicable) Balance $________ c) Investment Account _______________ Committed $________ (if applicable) Balance $________ 7) Reports from Committees

a) Sick & Visiting – Noble __________________________ b) Children’s Rep - Noble __________________________

c) Move Outs – Noble _____________________________ d) Vehicles – Noble ________________________________ e) Casino Update - Noble ___________________________

8) Reception of Petitions 9) Balloting 10) Unfinished Business

a) ____________________________________________________________________________________ b) ____________________________________________________________________________________

11) New Business

a) ____________________________________________________________________________________ b) ____________________________________________________________________________________

12) Open Society a) ____________________________________________________________________________________

b) ____________________________________________________________________________________ 13) Close Society 14) Closing Remarks 15) Divan Representative 16) Next Meeting Date: ____________________________


2. Notice of Motion (General/Society) Below is a blank Notice of Motion that can be customized for any Club/Unit meeting. Please ensure your Secretary keeps a copy of these Notice of Motions with your meeting records. __________________________________________________________________________________________________________

Notice of Motion Al Azhar Shriners Notice of Motion Club/Unit Name: _____________________________________ General or Society (circle one) Date: _______________________________________________ Proposed by:_________________________________________ 2nd by:_______________________________________________ Motion: Amendment: Vote: Favorable or Unfavorable (circle one)


3. Annual General Meeting (AGM) Every Shrine Club/Unit is required to have an Annual General Meeting (AGM) around October. Please ensure your Club/Unit follows the following guidelines regarding your AGM. __________________________________________________________________________________________________________ 3A. Create an Agenda for your AGM Each Club/Unit AGM is required to follow a meeting Agenda. We have provided a sample AGM agenda in section one of this document. This agenda can be customized by your Club/Unit, however, please ensure the basic points are covered within your meeting. After the meeting this agenda needs to be submitted to the Shrine Office and Recorder. 3B. Keep Minutes for your AGM Each Club/Unit is required to keep accurate minutes for their AGM. These minutes will need to be submitted to the Shrine Office and Recorder after the meeting. 3C. Send your AGM Agenda and Minutes to the Shrine Office and Recorder The agenda and minutes of your Club/Unit AGM need to be emailed to the Shrine Office [email protected] and recorder at [email protected] after the AGM and before December 31. 3D. Notify the Shrine Office and Recorder if you make any significant changes If you make significant changes at your AGM (or any other meeting) please notify the Shrine Office [email protected] and recorder at [email protected]. Significant changes could be items like the ones listed below. Notify the office and recorder if you change significant items such as:

1. Add new members 2. Add or change executives 3. Change or update bank signing authorities or bank accounts 4. Make changes to your Budget or Finances 5. Plan on purchasing an item over $1000

________________________________________________________ 4. Information for the Directory and Website (update annually by December 31) By December 31 of each year, all Clubs/Units should send the following information to the Shrine Office [email protected] and recorder at [email protected]. This will be used to ensure your Club/Unit information in the annual membership directory is correct. Provide the office and recorder with the following information by December of each year:

1. The names of your executives, the positions they hold and their phone numbers 2. The location and address you hold most of your meetings at

(for example, Masonic Hall, 4811-52nd Street, Red Deer, Alberta) 3. The dates and time you usually meet, and if there are months you don’t meet

(for example, meetings are usually the third Monday of the month at 7:00 pm, but not in July) 4. Your office address, phone and fax number if it is different than the Shrine Office.


5. List of Current Members (update annually by December 31) By December 31 of each year, Clubs/Units should email an updated list of their current membership to the Shrine Office [email protected]. This list should include each member’s first and last names, email address and phone numbers (home, cell and business) if applicable. Updating this information has four purposes:

1. The Shrine office will update this information in WebFez so we can flag which members belong to your Clus/Unit. This will allow you to do emails specifically to your Club/Unit members.

2. It enables the Shrine Office to notify your Club/Unit when people on your membership list have expired, suspended or demitted during the previous year.

3. It helps the office maintain correct name, phone and email information for each member in WebFez. 4. If WebFez has the correct information for your members, then the annual membership directory will

also have the correct information when it is printed. ________________________________________________________ 6. Insurance List of Assets (update annually by Sept 30) All Clubs/Units are required to update their List of Assets annually. The form below is a sample of what is required. In early September you will receive an email with a List of Assets that the office has on file from the previous year (if you don’t receive this email please contact the Shrine Office). Update this List of Assets and email the updated information/form to [email protected] before September 30 of each year. The information you provide will be used to negotiate our insurance coverage on Shrine Property and Vehicles. ________________________________________________________________________________________________________


7. Financial Items for Society and General Accounts (if applicable) Each year Clubs/Units are required to complete and submit the following information.

• A list of authorized signing officers (people that have approval to access your bank account) • A budget for the year • A financial report for the year

7A. Notify the Office and Recorder if there are changes to your Authorized Signing Officers If your Club/Unit makes changes to any Authorized Signing Officers (either after an election or when new officers are installed) you need to email these changes to the Shrine Office [email protected] and Recorder [email protected]. 7B. Ensure your banking institution is aware of changes to your Authorized Signing Officers If you make changes to your Authorized Signing Officers (either after an election or when new officers are installed) you need to notify your banking institution. If you need help making these changes with the bank please email [email protected] or call 403-239-0030. 7C. Create a Budget and submit it to the Shrine Office (update annually by December 31) Each Club/Unit is required to do an annual Budget. Once completed, this budget should be emailed to the Shrine Office [email protected] before December 31 of each year. On the next couple of pages, we have given two examples of budget forms you may want to use. An editable Budget Form for Clubs/Units is available on the ABShriners.com website under Forms/Templates (in the Already a Shriner section). You will need to login to the member section to access it. ________________________________________________________________________________________________________


Club/unit Name Time Period per month

Financial Statements Open Balance

RevenueMealsRefreshmentsDuesticketsMH Hosp DonClub Donations Net Sales

Cost of Goods SoldBeginning InventoryAdd: Purchases

Freight-inDirect LaborIndirect Expenses

Inventory AvailableLess: Ending Inventory Cost of Goods Sold

Gross Profit (Loss)

ExpensesAdvertisingMeals RefreshmantsBank ChargesCharitable Contributions MHInsurance OtherAl AzharBBQ Office ExpensePostageRentDonations other

Repairs and MaintenanceSupplies Total Expenses

Net Operating Income

Other IncomeGain (Loss) on Sale of AssetsInterest Income Total Other Income $ -

Net Income (Loss) $ -

Income Statement / Expense / year


BUDGET FORM FOR CLUBS AND UNITS

(File with Shrine Centre Office)

Name of Shrine Club or Unit

Address

BUDGET FOR THE YEAR __________

REVENUESContribution, Gifts & DonationsSocial Activities & MealsFraternal Meetings & VisitationsDues, Initiation Fees & AssessmentsFundraising Charitable (gross)Investment Income & Net gain(loss)-Sale of SecuritiesNet Rental Income/(loss)Fundraising Fraternal (gross)Sales Tax CollectedOther Revenues*

** BUDGET REVENUE TOTAL 0.00

EXPENSESSalaries, Benefits and other CompensationProfessional FundraisingTelephone and UtilitiesOffice Supplies and ExpensesTaxes, Licenses & Professional FeesInterest Expense Bldg Ops & Maint. (excludes depreciation-see below)Social Activities & MealsFraternal Meetings & VisitationsDues Paid to the Temple (pymts to affiliates)Promotion & PublicityCharitable ContributionsFundraising (direct expenses) - FraternalFundraising (indirect expenses) - Fraternal

Fundraising (direct & indirect expenses) - CharitableMembers' RelationsTransfer to TempleOther Expenses*

EXPENSE BUDGET TOTAL 0.00

Budget Excess of Revenues/(Expenses) 0.00

DepreciationBudget Surplus (Deficit) 0.00

Note: Once completed please email a copy to the Shrine office at [email protected]


7D. Create a Financial Report and submit it to the Shrine Office Each Club/Unit is required to do an annual Financial Report. Once completed, this report should be emailed to the Shrine Office [email protected]. See below for a sample financial report. An editable Financial Report Form (including instructions) is available on the ABShriners.com website under Forms/Templates (in the Already a Shriner section). You will need to login to the member section to access it. __________________________________________________________________________________________________________

Updated September 2020

(Line # on Part VIII, pg 9, Form 990) (Line # on Part X, pg 11, Form 990)

Line Line

1h Contribution, Gifts & Donations 1 Cash: on hand 2 Social Activities & Meals 1 Cash: in checking*2 Fraternal Meetings & Visitations 2 Cash: in savings*2 Dues, Initiation Fees & Assessments 2 Certificates of Deposits2 Fundraising Charitable (gross) 4 Accounts receivable

3, 4, 7d Investment Income & Net gain(loss)-Sale of Securities 8 Inventories for sale or use6d Net Rental Income/(loss) 9 Prepaid expenses8a Fundraising Fraternal (gross) 11-13 Investments*11 Sales Tax Collected11 Other Revenues* 10a Land, buildings & equipment @ cost

(attach schedule of property)** TOTAL REVENUES 0.00 10b Minus accumulated depreciation

0.00(line # on Part IX, pg 10, Form 990) 15 Other assets*

Line EXPENSES5-10 Salaries, Benefits and other Compensation a Total Assets 0.00

11e Professional Fundraising24 Telephone and Utilities LIABILITIES24 Office Supplies and Expenses24 Taxes, Licenses & Professional Fees 17 Accounts payable & accrued expenses24 Interest Expense 19 Deferred Revenue24 Bldg Ops & Maint. (excludes depreciation-see below) 23-24 Mortgages & other notes payable*24 Social Activities & Meals 25 Other liabilities*24 Fraternal Meetings & Visitations21 Dues Paid to the Temple (pymts to affiliates) b Total Liabilities 0.00

24 Promotion & Publicity24 Charitable Contributions NET ASSETS

8b,Part VIII, pg 9) Fundraising (direct expenses) - Fraternal

24 Fundraising (indirect expenses) - Fraternal Balance Beginning of the Year24 Fundraising (direct & indirect expenses) - Charitable Surplus (Deficit) 0.0024 Members' Relations c Balance End of Year 0.0024 Transfer to Temple Plus Total Liabilities 0.0024e Other Expenses* d Total Liabilities and Net Assets Yearend 0.00

TOTAL EXPENSES 0.00

Excess of Revenues/(Expenses) 0.00 NOTE: b+c =d and d must = a24 Depreciation

Surplus (Deficit) 0.00

*Attach backup detail.

FINANCIAL REPORT OF SHRINE CLUBS AND TEMPLE UNITS(File with Temple Office either mail to 5225-101st Street NW Calgary, Alberta T3L 1S4 or email [email protected])

FINANCIAL STATEMENTSStatement of Financial PositionStatement of Activities

Employer Identification Number(Shrine Clubs only)

Temple Having Jurisdiction

Charter or Organization Date

Dates Regular Meetings Held

Year Ended December 31, 2020

ASSETSREVENUES

Year Ended December 31, 2020

** If amount is greater than or equal to $50,000 for a club, the temple's accountant must include this financial information on the annual 990 group return for this year. All unit information must be included on the temple return regardless of the amount of total revenue for the year.

Name of Shrine Club or Unit

Address

Place of Meetings

Membership End of Year


8. Purchases over $1000 To ensure the Shrine is getting competitive pricing, we ask that Clubs/Units get three competitive quotes for any purchases over $1,000. All quotes need to be submitted to the Divan for approval before the purchase is made by the Club/Unit. Quotes should include:

a) Details on what is being purchased or the scope of work to be provided b) Information on the company providing the quote (name, address, phone etc.) c) The price quoted

_________________________________________________________ 9. Expense Form Expenses can be reimbursed (up to $1000) as long as they are budgeted in your Club/Unit General Budget. To have expenses reimbursed from your Club/Unit or Al Azhar, you need to fill out a copy of this expense form and submit the form along with all applicable original receipts to the Shrine office. Before being reimbursed all expenses must be signed off by the appropriate personnel so we can provide our auditors with a clear paper trail. If you need a copy of the expense form it is available on the ABShriners.com website under Forms and Templates (in the Already a Shriner section). __________________________________________________________________________________________________________

Al Azhar Shrine Centre5225 - 101st Street NWCalgary, Alberta T3L 1S4Phone: 403-239-0030Email: [email protected]

Name: Date: Purpose of Expense:

ExpenseExpenseAmount GST Date Total Comment

$0.00 $0.00TOTAL EXPENSE CLAIM $0.00

Signature

Authorized by

Date

I certify the above expenses were incurred on Al Azhar business.

Al Azhar Fraternal AccountExpense Claim


10. Authorization to Drive a Shrine Vehicle Before someone from your Club/Unit is able to drive a Shrine Vehicle they must complete the Driver Abstract Consent Form (see below) and email it to the Shrine Office at [email protected]. They will be able to drive a Shrine vehicle when our insurance company approves them as a driver. A fillable version of this form is available on the ABShriners.com website under Forms/Templates (under the Already a Shriner Tab). __________________________________________________________________________________________________________

_________________________________________________________ 11. Parade and Drivers List To help each Club/Unit keep track of the parades they will be attending we suggest you use a format similar to the document below. It should include the parade name, location of the parade, date and meeting time as well as the drivers signed up for the event.


12. Parade Move Out (only submit 1 form per year) Before a Club/Unit can participate in a parade they need to fill out a Move Out From (see sample below). This form should be emailed to the Shrine Office at [email protected] and approved by the Divan before you participate in the parade. A fillable version of this form is available on the ABShriners.com website under Forms/Templates (under the Already a Shriner Tab). To see if your activity has been approved go to the Parade Schedule page on ABShriners.com (under Already a Shriner). __________________________________________________________________________________________________________

Updated September 2020

AL AZHAR SHRINERS SOCIETY 5225 – 101 Street N.W.

Calgary, Alberta T3L 1S4

REQUEST FOR APPROVAL OF ACTIVITY (Move Out Form) To the Illustrious Potentate Date ____________________ We, the member of (unit) _______________________________________________________________ respectfully request permission to Attend Parade Display Compete Other ________________________ PARADE LOCATION: __________________________________________DATE:________________________________

PARADE LOCATION: __________________________________________DATE:________________________________











Estimated number of members attending ________________________ Mode of travel Air Bus Pool Car Other ____________________ (one or more) Method of financing By Noble By Unit Other ____________________ Total budgeted expenditure ______________________________________________________________ Signed _______________________________ Office or rank ___________________________________ NOTE: Please forward 1 copy of this form duly completed and signed to the Recorder as soon as possible,

especially for movements into another jurisdiction, as the Potentate of that area must be advised, and his approval received before the move-out can be approved.

For Temple Use Move-out Approval ________________________________________ Date ________________

To check for approval, go to the ABShriners.com website then Parade Schedule (under Already a Shriner). Approved parades will be marked with all units who have requested permission.


13. Booking Rooms at the Shrine Event Centre Rooms at the Shrine Event Centre can be booked by Clubs, Units and Members for Meetings, Events, Practises etc. However, rooms must be booked well in advance because they may already be reserved for another event and not available for the dates you want (you can’t just show up to use the room). To book a room email [email protected]. Do not assume the space is available until the Event Centre Office confirms your reservation. Clubs/Units will get a discounted (or free rate) when booking the following rooms at the Shrine Centre however, rooms must be booked in advance to ensure there is no conflict with other events.

• Boardroom (main floor) - Free • Oasis Lounge (upper floor) - Free • Fireside Lounge or Ballroom (main floor) - Discounted Rate • Lakeside Ballroom (lower floor) - Discounted Rate

To book a room at the Shrine Event Centre please email [email protected]. In the email include:

• The name of your Club/Unit (i.e. Patrol) • Name of the room you want to book (see list of rooms above) • What you want to book the room for (i.e. AGM, Practise, Fundraiser, Dinner etc.) • What date you need the room (i.e. September 15, 2020) • The time you need the room (i.e. from 5 pm – 10 pm) • How many people you expect to show up • How you need the room setup (theatre style, round tables etc.) • Your name, email and phone number so we can confirm your reservation

_________________________________________________________ 14. Estimated Costs for a New Shrine Member The following are estimated costs for a new Shrine member. As costs can change, please confirm these amounts with the Shrine Office before enrolling a new member (email [email protected]). Similar to Lodge, the Annual Membership Dues are pro-rated to when the petition is received. All costs are in Canadian Dollars.

• Initiation Fee of $300 • Annual Shrine Membership Dues of $270 which includes:

o Shrine Dues o Imperial Per Capita Fee o Hospital Assessment

• Cost for a Fez and Case of $350 (this cost maybe subsidized by a Club or Unit) Not included with the initiation fee and annual dues:

• Registration for Events (Ceremonial, Breakfasts, Lunches, Dinners or other events) • Costs for Degrees Performed • Club/Unit Membership Dues (costs depend on the Clubs/Units the member decides to joins)


15. Initiation and Membership for a New Shrine Member If your Club/Unit has someone that is interested in becoming a new Shriner please:

1. Complete the following Petition and Initiation for Membership form. 2. Get the completed form signed by two current Nobles. 3. Email the completed signed form to the Shrine Recorder at [email protected]. 4. Drop off an original copy of the form along with the applicable dues to the Shrine Office or Recorder. 5. The member will be voted on at the next business meeting.

When signing up a new member it would be helpful to ask them the following:

• What is their current vocation (or job title) or if they are retired. • What skills or expertise they have that they are willing to share with the Shrine office or Club/Unit?

For example, if they have: § Social Media skills - would they be willing to help us with that area § Mechanical skills - would they be willing to fix the little planes/cars etc.


PETITION FOR INITIATION AND MEMBERSHIP

AL AZHAR SHRINERS

TO THE POTENTATE, OFFICERS AND NOBLES OF AL AZHAR SHRINERS, SITUATED IN THE OASIS OF CALGARY, DESERT OF SOUTHERN ALBERTA I, the undersigned, hereby declare that I am a Master Mason in good standing in ________________________Lodge #_____________located at ________________________________________________ ___________________________ City State Which is a Lodge recognized by or in amity with the Conference of Grand Masters of North America. Furthermore, I have resided at my current address for not less than 6 months, as required by the Bylaws of The Imperial Council. I respectfully pray that I may be made a Noble of the Mystic Shrine, and become a member of your Shrine Centre. If I be found worthy, and my request granted, I promise to conform to the Articles of Incorporation and Bylaws of The Imperial Council and the Bylaws and Ceremonies of your Shrine Centre Birthplace _____________________________________________________ Date of Birth ________________________ Were you ever a DeMolay? ________ If so, what was the Chapter name and Location __________________________ Please indicate if you have had Military or Police experience ______Yes ______ No If yes please specify _________ Profession or occupation _____________________________________________________________________________ Have you previously applied for admission to any temple of the Order? ______________________________________ If so, what temple? ________________________________ When? ___________________________________________ Residence Address ________________________________ _________________________________________________ Street City ___________________________________________________________________________ Province Postal Code Business Address __________________________________________________________________________________ Street City _________________________________________________________________________________ Province Postal Code Business Phone ____________________________________ Hat Size __________________________________ Mail Address_______________________________________________________________________________________ Home Phone ______________________________________ E-mail Address _____________________________________________________________________________________ Wife’s name _______________________________________________________________________________________ Date _______________20_________ Signature __________________________________________________________ Print Full Name Here _______________________________________________________________________________ Name in Full, initials not sufficient Recommended and Vouched for on the Honor of Noble __________________________________#_______________ Noble __________________________________#_______________


How can we reach you? What are you looking for? (check all that apply)

Name Events for Men Volunteering/Helping

Phone Events for Families Socializing

Email Events for Couples Meeting New People

Address

What is your background? (check all that apply) What Clubs or Units are you interested in? (check all that apply)

Business Owner or Manager Units Air Corps (Calgary)

Sales, Marketing, Advertising or Media Athletic Club/Rutters (Calgary)

Computer, Technology or Social Media Clowns (Calgary)

Architecture, Design or Engineering Directors Staff (Calgary)

Oil and Gas Greeters (Calgary)

Accounting or Finance Legion of Honor (Calgary)

Teacher, Psychologist, Social Worker etc. Mounted Patrol (Calgary)

Doctor, Nurse or other Healthcare Worker Oriental Band (Calgary)

Police, Fire, EMS or Military Worker Patrol (Calgary)

Lawyer, Judge, Politician or Government Provost Corps (Calgary)

Electrician, Plumber or Construction Sabre Motor Patrol (Calgary)

DeMolay Advisor Tin Lizzies Corps (Calgary)

Lodge Past Master Vintage Car Club (Calgary)

Currently Retired Dinosaur Patrol (Big Country)

Other __________________________ Clowns (Medicine Hat)

Other __________________________ Motor Patrol (Medicine Hat)

What are you interested in? (check all that apply) Clubs Alpine Club (Banff/Canmore)

Attending Events Big Country Club (Bassano)

Computers or Technology Foothills Shrine Club (High River)

Greeting or Driving People Lethbridge Shrine Club (Lethbridge)

Food and Refreshments (i.e. BBQs) Medicine Hat Shrine Club (Medicine Hat)

Fundraising and Philanthrophy Red Deer Shrine Club (Red Deer)

Helping Children Wild Rose Shrine Club (Airdrie)

Horses or Other Animals

Leadership Groups (i.e. Divan) What could you help the Shrine with? (check all that apply)

Little Cars, Airplanes or Segways Christmas Decorations, Lights or Santa Photos

Making People Laugh Committee Member

Old Cars or Trucks Construction or Building Projects

Parades Contacting New or Potential Members

Photography Contract Negotiations or Review

Playing a Musical Instrument or Singing Driving Hospital Patients, Members or Ladies

Recreational Vehicles Phoning Members

Rituals, Dramatics or Singing Photography at Events

Socializing or Meeting Others Planning, Organizing or Setting-up Events

Sports (Golf, Hockey or other) Social Media or Advertising

Other ___________________________ Selling Tickets for Fundraisers

Soliciting Donations

If you have questions regarding this contact us via: Technology, Computers, Social Media or Websites

Email: [email protected] Volunteering for Events, Fundraisers or Casinos

Phone: 403-239-0030 Other ___________________________________

PETITION for INITIATION and MEMBERSHIP AL AZHAR SHRINERS (Shriners International)


16. Application for Membership in a Club/Unit Below is a sample Application for Membership in a Club/Unit that can be customized to meet your needs. An editable version of this form will be available on the ABShriners.com website under Forms/Templates (in the Already a Shriner section). Please ensure your Secretary keeps a copy of all Membership Applications. __________________________________________________________________________________________________________

Application for Membership in a Club/Unit

To the Al Azhar Shriners, (enter your Club/Unit name here)

Dear Nobles, I, _____________________________________ wish to apply for membership in the Al Azhar Shriners, (enter your Club/Unit name here) of Calgary, AB. I am in possession of a current Shriners International dues card. I have enclosed payment of $_________ paying for my first years dues within the Club/Unit. I will comply with all rules and regulations of the Al Azhar Shriners, (enter your Club/Unit name here) . I also promise to the best of my ability to attend as many of the various functions and activities of the unit as I am able. My support of this unit will allow it to participate and aid the Al Azhar Shriners and Shriners International to thrive and grow. Signed by: _______________________________ Dated: _______________________________ ***(Please Print Your Information Below)*** Last Name, First Name: _______________________________________________________________ Lady/Significant other Name: __________________________________________________________ Lodge: _________________________________________. Member in good standing? _______________ Home Address: ________________________________________________________________________ Home Phone Number: __________________________ Cell or Mobile Phone Number: __________________________ Work Phone Number (if applicable): __________________________ Primary Email Address: __________________________ ******************** Date Voted On: _________________ Voted Decision: _________________


17. Al Azhar Bylaws The Al Azhar Bylaws are listed below. A PDF copy can be found on the Bylaws page at ABShriners.com (under Already a Shriner). These bylaws are current as of February 23, 2021.

____________________________________________________________________________

Updated February 23, 2021 Page 1

BYLAWS OF AL AZHAR SHRINERS

PREAMBLE

This temple is governed by the articles of incorporation and bylaws of Shriners International, an Iowa corporation, and the following bylaws not inconsistent therewith.

ARTICLE 1

Name, Seal & Jurisdiction

1.1 Name. This temple shall be known as Al Azhar Shriners. It was granted a charter on July 15, 1908 by the Shriners International. 1.2 Location. It shall be located in Calgary, Alberta, Canada. 1.3 Seal. The seal of Al Azhar Shriners shall consist of two concentric circles between the circumferences of which are the words Al Azhar Shriners. An impression and facsimile shall be deposited with the Imperial Recorder. 1.4 Flag. The official flag of this temple shall be described by the bylaws of The Shriners International. 1.5 Jurisdiction. The territorial jurisdiction of this temple is governed by the provisions of the bylaws of Shriners International, (which states that Al Azhar Temple has exclusive jurisdiction over the southern portion of the Province of Alberta, which lies south of base line 11).

ARTICLE 2

Temple Membership

2.1 Prerequisites in this temple, including a candidate’s petition and balloting thereon, is governed by the bylaws of Shriners International. 2.2 Affiliation. Affiliation into this temple is governed by the bylaws of Shriners International. 2.3 Associate Membership. Associate membership in this temple is governed by the bylaws of Shriners International. 2.4 Retention of Membership. Retention of membership in this temple is governed by the bylaws of Shriners International. 2.5 Demit. The procedure for demit is governed by the bylaws of Shriners International. 2.6 Termination of Membership. Membership in Al Azhar temple may be terminated by:

(a) Voluntary resignation upon payment of all indebtedness, assessments and voluntary obligations to the Al Azhar temple by a member who is in good standing and free from charges, or (b) Expulsion, or (c) Death, or (d) Suspension for non-payment of dues: Any noble who has not paid his dues for the current year will be suspended as of December 31st of that year.

2.7 Life Memberships. Life memberships in this temple are governed by the bylaws of Shriners International. 2.8 Honorary Membership. Honorary membership in this temple is governed by the bylaws of Shriners International. 2.9 Discipline. The discipline of a member of this temple, for any cause other than nonpayment of dues, is governed by the bylaws of Shriners International. 2.10 Complaints to Imperial Potentate. Complaints or correspondence to the Imperial Potentate are governed by the bylaws of Shriners International. 2.11 Copies of Temple Bylaws and Shriners International Bylaws. Each member of this temple shall receive a copy of these temple bylaws, and the recorder of the temple shall allow each member access to a copy of the bylaws of Shriners International so that they may read and understand them.



ARTICLE 3

Temple Meetings & Ceremonials 3.1 Stated Meetings. The stated business meetings for the year shall be held on the fourth Thursday of April, September and November, with the exception of the annual meeting.

(a) Annual Meeting. The annual meeting shall be held on the third Saturday of January. The installation of Officers shall take place at the annual meeting. The election of Divan officers shall be held on the first Saturday of December before Noon. (b) Other meetings may be held on the third Thursday of the month excluding July, August, and December or at the call of the Potentate. (c) Not more than once in every calendar year, The Potentate may change the location of a stated meeting to another city within that area of Alberta within Al Azhar jurisdiction. (d) All other stated meetings shall be held in the City of Calgary.

3.2 Ceremonial Sessions. Ceremonial sessions shall be called by the potentate at any time. 3.3 Special Meetings. Special meetings may be called by the potentate at any time, but notice must be given to each member stating the business to be considered and no other business than that specified in the call may be transacted. 3.4 Sunday Meetings. No business meeting or ceremonial session shall be held on Sunday, except upon special dispensation of the Imperial Potentate for good and sufficient cause. 3.5 Place of Meetings. The place of all meetings shall be determined by the potentate, except as may otherwise be required or restricted by the bylaws of Shriners International. 3.6 Notice of Meetings. At least one week’s notice must be given of the time and place of all meetings and ceremonial sessions. The notice may be given in the official temple publication or by letter. 3.7 Rules of Order. Unless otherwise provided by the bylaws of Shriners International, the temple bylaws and resolutions, parliamentary procedures shall be governed by Roberts Rules of Order. 3.8 Admission. A Noble may not be permitted to this temple unless he exhibits to the temple an official Shrine card for the current year. 3.9 Quorum. A quorum consists of seven members of the temple entitled to vote, one of whom must be the Potentate, Chief Rabban, Assistant Rabban or a Past Potentate of the temple. 3.10 Order of Business. The order of business shall be as follows:

(a) Opening ceremony (b) Reading of minutes of previous session (c) Reading of communications (d) Reading financial statements (e) Reading of petitions for membership (f) Balloting on candidates (g) Reports on standing and special committees (h) Unfinished business (i) New business (j) Conferring the ceremonial (k) Closing ceremony

The order of business may be changed or suspended whenever it is in the best interest of the temple.

ARTICLE 4

Officers

4.1 Officers. Officers of this temple are those listed in the bylaws of Shriners International, plus the Chaplain and Director of Uniformed Units. 4.2 Police Check. Every year, prior to the Installation date in January at the AGM, all members of the incoming Divan will submit to a routine Police check that will be delivered to the Solicitor of Al Azhar Shrine for confirmation.



4.3 Nomination. Candidates for elective office and Representative must be placed in nomination from the floor. There shall not be more than one nomination speech for a candidate and the speech may not exceed six minutes. Seconding speeches are not required or allowed. 4.4 Election and Appointment. The election and appointment of officers are governed by the bylaws of Shriners International, and their duties are as printed in the bylaws of Shriners International. 4.5 Duties. The potentate or these temple bylaws assign the duties of officers not governed by the bylaws of Shriners International. 4.6 Enthronement and Installation. The enthronement and installation of the temple officers are governed by the bylaws of Shriners International. 4.7 Vacancies. The existence of a vacancy and filling a vacancy are governed by the provisions of the bylaws of Shriners International. 4.8 Delivery of Records. Each officer shall deliver all books, papers, and other property of the temple in his hands to his successor in office, or to such person and at such time as the temple may direct. 4.9 Past Potentate. The Potentate having completed his term of office will be presented with a fez indicating Past Potentate, and a Life membership plus his choice of the following:

(a) A previously used and returned Past Potentate’s jewel (if available), or (b) A new Past Potentate’s jewel to a value not to exceed $2500.00, or NOTE: Upon the demise of a Past Potentate a Past Potentate’s jewel, deemed to be the property of Al Azhar Temple, is to be relinquished to Al Azhar Temple for recycling. (c) Past Potentate’s ring to a value not to exceed $800.00

4.10 Board of Directors. The composition and duties of the board of directors are enumerated in the bylaws of Shriners International. The board of directors has these additional duties.

(a) Leadership Search Committee. The board of directors may appoint a Leadership Search Committee as allowed by the provisions of the bylaws of Shriners International.

ARTICLE 5

Initiation Fees, Dues, Per Capita, Hospital Levy

5.1 Initiation Fee. The initiation fee into Al Azhar Temple shall be not less than $75.00 which shall accompany the petition for membership. This initiation fee may be increased or decreased by resolution adopted at a Stated or Special meeting following notice of such meeting which must include the “Notice of Motion” and be sent to all members as per Article 3(6). The initiation fee shall not be less than prescribed by the bylaws of Shriners International. It must be paid in full prior to initiation. 5.2 Dues. The annual dues shall be determined at a stated or special meeting of the temple after notice has been given to each member stating the proposed amount of the annual dues. The annual dues shall not be less than prescribed by the bylaws of Shriners International. The annual dues do not include the hospital levy or the annual per capita tax required by the bylaws of Shriners International, each of which shall be added to the annual dues. This temple may, by affirmative vote, remit dues for a member for good cause shown either to the temple or a committee selected for that purpose. 5.3 Life Memberships. A member may be granted Life membership in this temple as prescribed by the bylaws of Shriners International, which are set out below. The member will thereafter be exempt from the temple’s annual dues

(a) Meritorious Service. For meritorious service. (b) Prepayment of Dues. Any member of Al Azhar who has paid dues for fifteen (15) consecutive years in this Temple may be granted Life Membership on receipt of his request, together with a payment of twenty (20) times the then annual dues.

5.4 Per Capita Tax. Each member of this temple, other than life per capita members and associate members, shall pay Shriners International per capita tax as prescribed by the bylaws of Shriners International. 5.5 Life Per Capita. A member may pay the sum prescribed by the bylaws of Shriners International and, thereafter, be exempt from the annual per capita tax. 5.6 Hospital Levy. Each member of this temple, other than Permanent Contributing Membership purchasers, shall pay the hospital levy as prescribed by the bylaws of Shriners International. This temple



may remit the hospital levy of a member whose dues have been remitted because of hardship and so advise the Imperial Treasurer. 5.7 Permanent Contributing Membership. A member may purchase a Permanent Contributing Membership in the Hospitals as prescribed by the bylaws of Shriners International and, thereafter, be exempt from the hospital levy. 5.8 Assessment. The temple may levy an assessment on its members as prescribed by the bylaws of Shriners International.

ARTICLE 6

Fiscal

6.1 Budget. The procedures governing the budget of this temple, including its requirement, preparation, inspection presentation, adoption, appropriations, amendment, temple reports and imperial Recorder filing are governed by the bylaws of Shriners International, which includes filing a copy of said budget within 30 days after its adoption. 6.2 Payment of Obligations. All cheques, vouchers or orders for the payment of obligations of this temple, any sums due Shriners International, and any other authorized disbursements, shall be signed by any two of: the Recorder, the Treasurer, the Potentate, the Chief Rabban, the High Priest and Prophet, and the Oriental Guide. 6.3 Duties of Treasurer. It is the duty of the treasurer to act as custodian of all funds and securities belonging to the Al Azhar temple, to prepare and submit reports to the annual meeting disclosing the true financial condition, the nature and current value of its assets, the operating results, the income and sources thereof, of the Al Azhar Temple and Shrine clubs. The Treasurer will also prepare from the financial records and books of account for Al Azhar temple, an operating statement summarizing expenditures and relating them to the budget. Such statement shall be presented to the Board of Trustees at its quarterly meeting for review and comment. 6.4 Monthly Reports. Each Noble, committee, unit or other organization of this temple that is authorized to incur indebtedness or to disburse or collect funds, shall make a detailed financial report, accompanied by receipts or vouchers to the recorder monthly or at such times as may be required. 6.5 Construction Program and Secured or Long Term Obligations. Prior to commencing a construction program or incurring a secured or long term debt, as defined by the bylaws of Shriners International, the temple must follow the bylaws of Shriners International. 6.6 Sale of Temple Assets. Prior to this temple, or any affiliates, selling, leasing, exchanging, mortgaging, or otherwise disposing of all or substantially all of property or assets, it must follow the bylaws of Shriners International. 6.7 Fidelity Bond. The temple must procure a corporate fidelity bond as prescribed by the bylaws of Shriners International. 6.8 Insurance. The temple must procure insurance policies, as prescribed by the bylaws of Shriners International. 6.9 Fiscal Year. This temple must arrange its books of account, annual report and audit to conform to the calendar year. 6.10 Unauthorized Acts. Except as specifically provided by the bylaws of Shriners International, or the temple, or resolution of the Board of Directors/Divan, ratified by the temple no unit, shrine club, group or persons or person has the authority expressed or implied, to act as the agent of, to act on behalf of, or by its acts or omission to obligate or bind the temple. See article 207.8 International Bylaws. 6.11 Indemnification. The official divan, committee members, officers and employees shall be indemnified by the temple for all expenses reasonably incurred by them in defending themselves from any proceedings instituted or threatened against them providing the temple votes that they acted within the scope of their authority and are not guilty of malfeasance or malpractice. 6.12 Audit. The financial accounts must be audited and reviewed, and reported on, as prescribed by the bylaws of Shriners International.



ARTICLE 7

Committees

7.1 Leadership Search Committee. This temple may have a Leadership Search Committee. Its appointment and duties are governed by the bylaws of Shriners International. 7.2 Board of Trustees. A Board of Trustees should be setup to serve as an advisory committee to the Board of Directors (Divan) and will provide advice to the Board of Directors (Divan) on the financial affairs of the temple with respect to: the Al Azhar temple, the temple and the lands on which it is located, Al Azhar temple trust funds, investment of surplus revenues, Al Azhar temple assets, the quarterly reports of the Treasurer, the budget and any matters affecting the financial welfare of the Al Azhar temple, including activities of the constituent Shrine clubs and units.

(a) The Board of Trustees should be composed of the Potentate, Chief Rabban, and nine (9) nobles with no less than three (3) from outside the City of Calgary. The Recorder and Treasurer, ex officio members, without a vote. (b) Nobles on the Board of Trustees shall serve for a three year term, except as provided in sub clause 7.2 (e). (c) Election of the Board of Trustees shall be by secret ballot of nobles nominated at the annual meeting, who receive the majority votes regardless of the number of nominees voted upon. d) The Board of Trustees shall meet as soon as possible after the annual meeting election to select a chairman for the Board of Trustees.

(i) The Board of Trustees chairman shall act for the ensuing year. (ii) Under no circumstances can the Potentate act as chairman of the Board of Trustees.

(e) Should a vacancy occur on the Board of Trustees for any reason, the relative clause in the bylaws of Shriners International will apply. (f) The quorum of the Board of Trustees shall be five and a simple majority is required to accept or reject a proposition. (g) The Board of Trustees shall meet at least once in each quarter, with seven (7) days’ notice being given, of time and date of meeting. h) The Al Azhar temple may upon request pay the reasonable travelling expenses of members of the board if such member or members are required to travel more than 100 kilometers to such meeting i) The Board of Directors (Divan) will retain control of the budgeting and financial affairs of the temple, as set out in Shriners International bylaws.

7.3 Investment Committee. The Investment committee will provide advice to the Board of Directors on the management of the investment portfolio of the Shrine Centre, and provide reports to the Board of Directors and nobility at each quarterly meeting on the progress of these investments. The initial appointments to this Investment Committee should be as follows:

(a) The Investment committee shall consist of three members at large, appointed by the Potentate plus the Treasurer. One member for three years, one member for two years, and one member for one year.

(b) At the commencement of each calendar year, the new Potentate will appoint one new member to the Investment Committee for a three year period, the other members remain in place until their terms are up.

(c) Term: Each member shall be appointed for a three year period. 7.4 Other Committees. The potentate shall appoint such other committees as may be required for the operation of the temple’s affairs. Their duties and responsibilities shall not conflict with any provisions of the bylaws of Shriners International.



ARTICLE 8

Prohibited Practices

8.1 Unlawful Activities. It is unlawful for this temple, or any unit or club under its control, or any group or its members. Or any member acting for or on behalf of the temple, to promote or take part in any engagement or enterprise prohibited by the law of the land. 8.2 Shrine Law. A Noble may not violate Shrine law. The provisions of Shrine law are found in the articles of incorporation and bylaws of Shriners International and any or special orders at the time in effect. 8.3 Alcoholic Beverages. The consumption of alcoholic beverages during parades and ceremonials is forbidden to those Nobles participating therein.

ARTICLE 9

Temple Units and Shrine Clubs

9.1 Government. Shrine temple units and shrine clubs are governed by the provisions of the bylaws of Shriners International, and are under the control of the Potentate. 9.2 Fiscal. No Shrine club or unit may spend in excess of $1000.00 for capital expenditure without prior written approval of the Potentate. 9.3 No Compensation. With reference to the bylaws of Shriners International Article 36 Temple Units 336.2(d) Units and their members are prohibited from accepting any reward or compensation for participating in parades and exhibitions. Any funds awarded or given to units or clubs should be either returned to the benefactor, or if agreeable with them, donated to the Shrine Hospitals or the Temple Patient Transportation Fund.

ARTICLE 10

Temple Publication

10.1 Official Publication. Unless otherwise provided in Shriners International bylaws or these bylaws, a magazine or newsletter may be established as the official publication of the temple. It shall be proper to publish all official calls and notices therein. 10.2 Advertising. All advertising accepted for the official publication shall be non-offensive and in compliance with the bylaws of Shriners International and these bylaws. 10.3. Staff. If required, the potentate shall appoint the editor and approve the appointment of staff members by the editor. The editor and staff members may be known as the “Press Corps.”

ARTICLE 11

Amendments

11.1 Amendments. These bylaws may be amended as provided by the bylaws of Shriners International. 11.2 Inconsistencies. In the event of an inconsistency between these bylaws and the bylaws of Shriners International, the bylaws of Shriners International supersede these bylaws.


We certify that the foregoing by laws were duly considered and passed by Al Azhar Temple at its annual general meeting held on the 19th day of January 2019 and reaffirmed and up dated at the stated business meeting on the 25th day of April 2019.

Neil Webb Potentate 2019

Gordon Brewer Recorder 2019

The forgoing Bylaws of Al Azhar Temple of Shriners International approved November 2, 2019. Jon A. Hanson Chairman Jurisprudence & Law Committee Jeffrey L. Sowder Imperial Potentate Updated February 23, 2021 Page 7 ___________________________________________________________

18. Club/Unit Bylaws The Current Bylaws for your Club/Unit should be reviewed and signed off by your executive at least every three years, then submitted to the Shrine Recorder for safe keeping. To obtain a copy of the latest Bylaws for your Club/Unit please email [email protected] or talk to your Club/Unit Secretary.

al azhar shrine club/unit handbook - calgary shriners

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