ARTICLE IV
ELKS
CAMP BARRETT
SECTION 1. ELKS CAMP BARRETT LODGE
REPRESENTATIVES. The Elks Camp Barrett Lodge
Representatives shall consist of two members from each
member Subordinate Lodge, as provided by SECTION 2 of
this Article. The President, the immediate Past
President, the Secretary, the Treasurer and the
Chairperson of the Board of Trustees of the Maryland,
Delaware and District of Columbia Elks Association,
Incorporated, shall be “ex-officio” members during their
term of office, with full voting rights. Lodge
Representatives shall continue to serve until their
successors have been duly selected and certified by the
Exalted Ruler of member lodges and written notification
given to the Chairperson of the Executive Committee, the
Association President and the Association Secretary.
(6/99)
SECTION 2. Each member Subordinate
Lodge of this Association shall, prior to April first
each year, furnish to the Chairperson of the Executive
Committee, the President of the Association and the
Secretary of the Association, the name of the two Lodge
members who will represent said Lodge for a term of one
year, beginning the first day of October of each year.
Such appointment shall be submitted to the Association
to be certified. In the event that any member selected
by the Exalted Ruler of the member Subordinate Lodge
shall for any reason be unable to attend a scheduled
meeting of the Camp Barrett Lodge Representatives,
either the Exalted Ruler or his/her Designate (in
writing) may sit in his/her stead. The Exalted Ruler or
his/her Designate shall have all rights of a Camp
Barrett Lodge Representative, including the right to
vote. (6/99)
SECTION 3. EXECUTIVE COMMITTEE. The
Executive Committee members shall be elected at the
District Vice Presidents April caucus and take office
the 1st day of May of each year. All elected Executive
Committee members shall hold office for two years. The
Vice President from the State Presidents district would
also serve during the Association year. The committee
will consist of eleven members. At the first meeting of
the newly certified Executive Committee, its members
shall elect a Chairperson, a Vice-Chairperson and a
Secretary to constitute the Executive Officers of Elks
Camp Barrett. (6/99)
SECTION 4. The Camp Barrett Executive
Committee shall meet at all regular meetings of the
State Association and at any other time deemed necessary
by the committee, or when called by the President of the
Association. A quorum of the Executive Committee shall
consist of not less than seven members. The Executive
Committee shall also meet with the Lodge Representatives
on the first Saturday of each month, when there is no
Association meeting. These meetings shall be conducted
by the Chairperson of the Executive Committee or in the
absence of the Chairperson, the Vice-Chairperson. A
majority of the Executive Committee and eighteen members
of the Camp Barrett Lodge Representatives shall
constitute a quorum for the combined meetings. The
Saturday meeting in any month when there is an
Association meeting is optional. A combined meeting
shall also be held at the call of the President of the
Association or the Chairperson of the Executive
Committee upon not less than seven days written notice.
Each certified Lodge Representative shall have the right
to vote on all matters brought before them as outlined
in SECTION 2 of this article. All matters of business to
come before either group shall be decided by majority
vote of those present and qualified to vote. (6/99)
SECTION 5. The Camp Barrett Executive
Committee shall make an annual report of the Camp
operations, including an up to date inventory of all
property and equipment, to the next meeting of the
Association following the close of the Camp season, and
submit any recommendations thought to be advisable or
necessary. A copy of the annual report and inventory
shall be filed with the Board of Trustees and the
Secretary of the Association.
SECTION 6. Recommendations for major
improvements and/or repairs for Elks Camp Barrett shall
be submitted in writing to the Board of Trustees by the
Executive Committee each Association year for approval.
Emergency repairs that involve an expenditure of more
than $400.00 shall be submitted in writing to the
Association Board of Trustees by the Executive Committee
for action. Any expenditure to be charged to the Camp
Barrett Improvement Fund shall have prior written
approval of the Executive Committee. (6/99)
SECTION 7. The Executive Committee
shall be responsible for the operation of Elks Camp
Barrett and are charged with routine maintenance, minor
repairs and the safeguarding of all property at Elks
Camp Barrett throughout the year. The Custodian of the
Camp will be responsible to the Executive Committee in
matters relative to the aforementioned items.
(6/99)
SECTION 8. The Executive Committee
shall be responsible for the review and subsequent
approval of any and all applicants for employment at
Elks Camp Barrett as may be required for its operation
and maintenance. The Executive Committee shall be
responsible for the expenditure of all monies budgeted
by the Association for the operation of Elks Camp
Barrett. All receipts for expenditures shall be given to
the Secretary of the Executive Committee who shall make
proper record of each transaction and then promptly
forward such receipts and/or vouchers, invoices to the
Treasurer of the Association for immediate payment. The
Camp Director, all officers of the Executive Committee
and any other individuals that could be involved in the
handling of money shall be bonded, with Corporate
Surety, in such amount as the Board of Trustees of the
Association shall require, the expense of such bond to
be a budgeted item in the Camp budget. (6/99)
SECTION 9. The Executive Committee of
the Elks Camp Barrett may employ a Custodian, Camp
Director, Resident Manager and/or a Director of
Operations on an annual basis by contract, such contract
subject to approval of the Association Board of
Trustees. The Executive Committee shall direct the
reporting relationship of all Camp employees. (6/99)
SECTION 10. No mortgage shall be placed
on any property of Elks Camp Barrett, no money borrowed
in the name of Elks Camp Barrett and no real estate of
the Elks Camp Barrett property shall be conveyed without
the recommendation of the Board of Trustees and the
approval of the members of the Association. No sale of
personal property allocated to Elks Camp Barrett shall
be made except by and with the approval of the Board of
Trustees of the Association and with ratification by the
members of the Association. Any item donated to the
Camp, shall become the property of the Camp, and shall
not be returned to the Donor unless prior approval is
given by the Executive Committee. If a title or letter
of donation for tax purposes is required, a request
should be made at the time of the donation, and duly
noted by the Secretary of the Executive Committee.
(6/99)
SECTION 11. The Executive Committee is
charged with the responsibility for the use of Elks Camp
Barrett on a yearly basis. Elks Camp Barrett may be
rented, or used on a non-rental basis, at any time of
the year excluding that portion set aside for Youth Camp
season, such dates to be decided annually by the
Executive Committee. All requests for the use of Elks
Camp Barrett must be in writing and are subject to the
approval of the Executive Committee. Such requests will
be recorded by the Secretary of the Executive Committee
and all monies derived from the same shall be turned
over to the Association Treasurer immediately upon
receipt. The policy for use and rental, including rental
fees schedule shall be the responsibility of the
Executive Committee and the Association’s Board of
Trustees. (6/99)
SECTION 12. Any Elks Camp Barrett Lodge
Representative may be removed by their Exalted Ruler. If
any member of the Executive Committee misses (3) three
or more meetings of the Executive Committee, his/her
seat may be declared vacant by the Chairperson at any
meeting after written notification. Whenever a seat on
the Executive Committee becomes vacant under this
section, the President shall call on the Vice President
of that District to immediately hold an election to fill
the vacated seat. (6/99)
SECTION 13. RECORDS. The Executive
Committee shall turn over to the Treasurer of the
Association all books and records, not previously
furnished during the camp season. The operation of the
Camp including actions of the Executive Committee, the
Lodge Representatives and employees of the Camp shall be
included as a part of the annual audit of the
Association. (6/99)
SECTION 14. CAMP BUDGET. The Fiscal
Year for Elks Camp Barrett shall coincide with the
Fiscal Year of the Association. It shall be the
responsibility of the Executive Committee to prepare and
submit a proposed budget to the Lodge Representatives no
later than the January meeting of the Association. After
the Lodge Representatives have approved the Budget, it
shall be presented to the Board of Trustees for their
consideration and presentation to the Association for
approval. (6/99)
SECTION 15. After the Operational
Policies are established and the budget adopted by the
Association, no change in said policies or adopted
budget may be made except by special action of the
Association. (6/99)
ARTICLE V >