Benevolent & Protective Order of Elks #599

“Before the Form 990 is filed both the Officers Executive Committee made up of three members-Grand Ruler, Secretary and Treasurer-and the three member Financial Auditing Committee are provided a copy of the completed return for review. These six indivuales review the Form 990 and discuss the return with the full Board of Directors at the regularly scheduled meeting held in June. If any items are questioned these are discussed with the return preparer and the items are explained to the six members making up the two select committees and, if neccessary, corrections are made to the Form 990 and reviewed again by the six induviduals of the two committees. All items affecting the Form 990 are then considered correct before the filing of the Form 990 shortly after June 30th.”

“The organizations policy requires that any officer or director who would hold a position of authority or ownership in an entity which does a significant amount of business with the organization to disclose in writing to the organization what that position is and if the position with the vendor or supplier entity might necessiatate that person resigning from the postion held with the organization. The written communication shall state what the duties are the individual holds in the organization that might effect their decision in doing business with the affected entity. The written communication shall be made to the Grand Ruler who shall disclose the written communication to the full Board of Directors. Annually each Office and Director are given a questionaire which asks that the entity for whom each of the individuals work for or entities owned be listed and this list is reviewed and discussed with the full Board of Directors. If this list indicated a posible conflict exist, then the affected individual is asked to make a written response if the individual has not already made the written response to the Grand Ruler.”

“The organizations policy is to make these documents available to anyone who would desire to review them. Anyone who desires to review the documents may call the Lodge and speak with the attendant who shall take the request,recording the name and address including telepone number, email address, etc of theperson making the request. This information is communicated to the Secretary of the Lodge, who sets up a time for the requesting person to come to the Lodge and review any of these documents. During the visit, if a copy is requested, then the copy of the requested document is provided to the requesteg person.”