YELLOWKNIFE ELKS LODGE

House Policy


Appendix A
HOUSE POLICY
1.1 The bars on the premises of Lodge #314 are operated under license and are governed by the requirements of the NWT
Liquor Commission.
1.2 No person shall consume any alcoholic beverages at Lodge #314 that have not been purchased at a Lodge bar.
1.3 No minor shall be served alcoholic beverages on Lodge #314 premises.
1.4 Bartenders shall not serve anyone unless he or she is a member of Lodge #314 or a guest who has been signed in by a
member.
1.5 Visiting Elks are requested to report to the bar, present their Lodge card and sign the guest register.
1.6 A visiting Elk having provided identification, and after having purchased a first drink, shall receive a complimentary drink
of equal value.
1.7 A Regular Member, Senior Member, Life Member, or Honorary Member may sign in up to three guests, but he or she must
sign in the name of each and every guest.
1.8 An Associate Member may sign in one guest.
1.9 A member who sponsors a guest is responsible for that guest’s conduct on the premises.
1.10 Guests must leave the premises when their sponsor leaves, or be signed in by another member of the Lodge.
1.11 Members and guests will conduct themselves in an orderly manner while on Lodge #314 premises.
1.12 Profane or abusive language shall not be tolerated on Lodge #314 premises.
1.13 Members and guests must respect and obey the instructions of the Bartender when he or she is acting with delegated
authority.
1.14 The Bartender has authority to refuse service to any person for just cause, and may request any member or guest not
conforming to the proper rules and behaviour to vacate the premises.
1.15 A person requested to vacate the premises by the Bartender must depart within five minutes.

 

Financial Assist Policy


Appendix B
Financial Assistance Policy
1. Eligible Persons or Groups:
1.1 Special emphasis will be placed on applications from for the treatment of the hearing impaired, or worthy proposals
affecting the health and wellbeing of local residents.
1.2 Persons with special medical requirements outside the provisions of the health care system.
1.3 Persons involved with fire loss or some extraordinary loss not covered by their own insurance.
1.4 The Elks and Royal Purple Fund for Children.
1.5 Senior citizens, persons with disabilities and groups with special needs that may need assistance outside the availability of
municipal, territorial or federal funding.
1.6 Youth groups organized to promote leadership and good citizens such as the air cadets and including those youth groups
associated with sports, cultural and recreational activities.
1.7 Groups aligned with alcohol and drug abuse awareness and other socially related causes.
2. Policy
2.1 It is the policy of the Lodge to provide financial assistance to Eligible Persons or Groups. Various factors determine the
amount of financial assistance that may be approved. These factors include:
• Number of persons applying for assistance.
• Total annual budget allocated by the Lodge for financial assistance.
• Number of applications made in the fiscal period for financial assistance by individuals, groups and Lodge
members.
• Nature of the request for financial assistance.
2.2 Applications for financial assistance will be received from eligible recipients residing in the Yellowknife Area.
2.3 Sponsorship of sport, cultural and recreational activities for adult groups or persons is specifically excluded from receiving
financial assistance from the Lodge.
3. Specified limit of financial assistance that may be applied for under this policy.
3.1 Only one category of financial assistance may be applied for at one time.
3.2 Financial assistance may be approved up to the following limits in each of the categories eligible to receive it.
3.3 Categories
• Hearing impaired/Worthy Causes Affecting Health. Up to $25,000 per application limited to one application per
fiscal year.
• Persons with Special Medical Requirements. Up to $5,000 per application limited to one application per fiscal year
for transportation, related expenses and/or special equipment diagnosed for the person.
• Persons with Fire or some Extraordinary Loss. Up to $500 per family member to a limit of $3,000 per application.
• The Elks and Royal Purple Fund for Children. The limit to be based on the available budget.
• Senior Citizens or Special Interest Group. Up to a maximum of $10,000 per application where a group applies for
assistance, and up to $5,000 per application for an individual.
• Youth Groups. Depending on the size of the group up to $20,000 per application.
• Drug and Alcohol Abuse/Socially Related Issues. Up to $10,000 per application where a group is concerned, and
$5,000 per application for an individual in a fiscal year.
4. Definitions
4.1 Youth – A person who is younger than 20 years of age.
4.2 Yellowknife Area – A geographic area including Yellowknife, Dettah, Behchokö, Gameti, Whati and Wekweeti.
4.3 Category – A type of financial assistance that may be applied for with guidelines to determine the amount that may be
approved.
5. Responsibilities
5.1 Financial Assistance Committee
• Review applications for financial assistance, and make recommendations to the Lodge on the acceptability and the
amount of financial assistance for those applications.
• Determine payment terms, depending on the application for financial assistance.
For example, the Committee may decide to provide 50% of the funding requested with the remainder paid when the
applicant meets predetermined conditions.
• Follow up on the public relations and accountability requirements for each approved application for financial
assistance and present its findings to the next Lodge meeting.
5.2 Management Committee
• Provide an annual budget allocation to the Financial Assistance Committee approved in the budget by the Lodge.
5.3 Lodge
• Approve/reject applications for financial assistance at its regular meetings.
5.4 Treasurer
• The Treasurer or staff responsible for managing accounts shall:
• Advise applicants for financial assistance in writing of the decisions of the Lodge.
• Establish and maintain the administrative systems for financial assistance.
• Forward a cheque, public relations and accountability requirements to the recipient approved in the
application for financial assistance.
• Maintain a register of applications for financial assistance to include data of receipt of application,
application number, amount requested, amount approved, cheque number date, and if rejected the reason
and the date letter was sent to the applicant. This register should be available for review by the Lodge
members at each meeting.
6. Complaints
6.1 Any complaints regarding the Lodge decisions should be forwarded, in writing to the Financial Assistance Committee.
6.2 The complaint will be reviewed by the Financial Assistance Committee, and a recommendation made at the next Lodge
meeting to resolve it.

 

Volunteer Points Policy


Appendix C
Volunteer Point System & Award Policy
1. Purpose
1.1 The Yellowknife Elks Lodge recognizes that it is dependent upon its members and their volunteer efforts to not only raise
funds for the Lodge, but to carry out its various community functions and activities. As such, a point system, called the
“Volunteer Point System & Award Policy”, has been developed to recognize such efforts.
1.2 The purpose of the Volunteer Point System and Award Policy is to keep a record of events that Lodge members volunteer
for, and to permit such members to redeem their points to attend Lodge sanctioned events and activities.
2. Points shall be collected as follows:
2.1 1 Point
• Lodge Meetings
• Lodge Committee Meetings
• Meat Raffles
• Pick A Prize Raffles
• In House Cooking
• Honey Bucket 50/50 Draw
• Fun Casinos
• Raffle Ticket Sales
• TV Bingo
2.2 2 Points
• Lodge bingos
• Spook – A – Rama
• Weekly coordination and management of Honey Bucket 50/50 Draw
• Large bingos or other major fundraising events
• Large BBQ’s and Dinners
2.3 New events will be included in the respective point reward category at the discretion of the General Manager.
2.4 Points earned prior to March 31, 2015 will be rolled into this plan at the rate of 2 old points earns 1 new point.
3. Points may be redeemed as follows:
3.1 Travel & Accommodation to Elk’s Sponsored Events
• Accommodation:
• 3 points per night/per person (Double Occupancy)
• A member may request single accommodation, but must pay the difference between double and single
occupancy. The member will still be charged 3 points per night.
• Travel:
• 6 points for travel cost under $200
• Increment of 3 points thereafter for each additional $100 in costs absorbed by the Lodge.
• If travel is by vehicle, mileage is permitted at $.35 per kilometer up to a maximum amount of the
equivalent return airfare approved for the event.
• Member Cost:
• NWT Events
• $75 per member
• Events outside of NWT
• $200 per member
3.2 Elks Regalia & Promotional Items
• A member will be deducted 1 point for every $5 of items ordered.
3.3 Meals & Events – This provision is cancelled until further notice.
• 4 points may be redeemed for:
• Fish Fry Dinners
• Steak Dinners
• Wing Night
Note: There is a limit of 2 tickets per member permitted per specific event.
• 8 points may be redeemed for:
• Steak and Lobster Dinners
• Note: There is a limit of 2 tickets per member permitted per specific event.
• 12 points may be redeemed for:
• New Year’s Dinner
• Note: There is a limit of 2 tickets per member permitted for this event.
4. Program Administration
4.1 The General Manager administers the Yellowknife Elks Lodge “Volunteer Point System and Award Policy”, and responds
to requests for point information and redemption.
4.2 It is the duty of committee chairs to submit points sheets to the General manager.

 

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