GERNatlConvCovid.pdf -

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Office of the Grand Exalted Ruler To all Provincial Presidents & Lodge E.R’s/Presidents Brothers and Sisters: Remember the movie “VIRUS”? It was a pandemic brought on by a monkey. They found the monkey, developed a cure, and saved the world. It was Hollywood theatrics… CO-VID 19 (the corona virus) pandemic is real… and it’s here. We know that each and every one of us is doing what we can to save our communities, our lodges, our friends and our families. Like many of you, our thoughts and concerns also involve our great Order and what, as an executive, is necessary to maintain operations throughout this difficult time. Since early March, we have had many calls and emails seeking direction, which resulted in a release on March 20th in which we offered some preliminary guidelines noting that by May 15th Grand Lodge would communicate a further update relating to our annual National Convention. However, over the last two weeks it has become apparent that the predictions in regard to the scope of the pandemic, and related travel and social distancing governmental directives, are not likely to lighten before summer’s end, and perhaps beyond. So what does this mean for the Elks of Canada? At the National Executive teleconference on Thursday, April 9th, after great deliberation, your national leaders voted in favour of the following Motion: “That the Grand Lodge invoke Grand Lodge Regulation Section 6.5 thereby postponing the Grand Lodge Convention until July 2021 and that the current Executive Officers shall remain in their elected positions.” In addition to initiating this action for the security and continuity for the Elks of Canada through this difficult time, the Executive determined that they also needed to provide assistance to all Associations, Districts and Lodges. Therefore, again after great deliberation, the following motion was carried to adopt the following Regulation: ELKS OF CANADA National Headquarters ~ 100-2629 29th Ave ~ Regina SK S4S 2N9 Toll free 1-888-843-3557 ~ www.elksofcanada.ca ‘That the Grand Lodge, Association, District and Lodge Bylaws/Regulations pertaining to Elections, Vacancies and Meetings (Grand Lodge Convention, Association Conferences, District/Regional and Lodge meetings including Executive meetings) be waived for the year 2020. By this Regulation, there shall be no gatherings of Elk Members unless or until, the Government of Canada and ancillary governments lifts all restrictions related to the CO-VID 19 pandemic, at which time meetings of Lodges, Associations and Grand Lodge may resume. For the purposes of ensuring continuity and security, the Grand Lodge Convention for the year 2020, including all business usually scheduled therein, is postponed to July 2021. Further, that there be no Elections for the year 2020-2021 with respect to Grand Lodge, and current executives will remain for a second term, until the 2021 Grand Lodge Convention when properly conducted Elections will take place; exception allowed in the event an executive officer wishes to resign, in which case the Grand Lodge Executive may, at its discretion, appoint a replacement for the balance of the term. And further that the Financial Statements of Grand Lodge be disseminated as appropriate to members and in the absence of errors, to be held over to the next Convention for acceptance by the members; Budgets for the year 2020 – 2021 are to mirror the current year’s budget, effectively waiving the need for approval by motion for the ensuing year for Grand Lodge and its Charity.’ By this Regulation, the Grand Lodge has waived any requirements for meetings, elections, approval of Financial Statements or budgets for the year 2020. Due to the expected duration of the current pandemic, it is expected that the business normally scheduled for any meeting or conference will be delayed for the time being, and not likely resumed until 2021. While Grand Lodge strongly suggests that Lodges, Regions/Districts and Associations mirror these procedures for the year 2020, the option to convene earlier, as circumstances may permit, is entirely the decision of those bodies. There will be additional decisions made related to operations and procedures over the coming months that we would typically conduct during Convention, Conferences and meetings. This Resolution is simply the first step to moving forward, so that other processes and procedures that require changes can be assessed. Please be assured ELKS OF CANADA National Headquarters ~ 100-2629 29th Ave ~ Regina SK S4S 2N9 Toll free 1-888-843-3557 ~ www.elksofcanada.ca Office of the Grand Exalted Ruler that Grand Lodge will be forwarding information on an ongoing basis, with updates to how we are managing various issues and concerns. As best we can, it will be business as usual… while recognizing that “normal” is a setting on your dryer…and nothing this year will be ‘normal’. I trust that this direction is clear, and explains the rationale behind these actions and decisions. However, if you have any concerns or questions, please contact the Chair of the Judiciary by phone (867-333-0440) or email ([email protected]). Fraternally, Derek Barkley, Barbara Evans National President/GER Grand Lodge Judiciary Chair Elks of Canada Elks of Canada ELKS OF CANADA National Headquarters ~ 100-2629 29th Ave ~ Regina SK S4S 2N9 Toll free 1-888-843-3557 ~ www.elksofcanada.ca Authorities: Grand Lodge Regulation 6.5: “In the event of any condition arising in the opinion of the Grand Executive which renders it impracticable or inadvisable to hold the Annual Convention of the Grand Lodge…the Grand Executive may change the time or place… Grand Lodge Bylaws: Article Two, Section 6. Power to Make Regulations: For the purpose of carrying out the provisions of the Constitution, Bylaws and Resolutions of Grand Lodge according to their intent, the Grand Executive may make such Regulations as are ancillary, necessary or advisable. Regulations made in accordance with this power have the same force and effect as a Bylaw and shall be forthwith reported to the Associations, and Lodges. Grand Lodge Bylaws: Article Two, Section 8: Special Powers: To carry out any matter for the good of the Order of a temporary or necessary nature.” Grand Lodge – Lodge Regulations Section 1.5 “Unless otherwise provided, officers shall hold office for the Lodge year …” and 1.7 “unless otherwise provided, if an elected office becomes vacant, the Exalted Ruler/Honoured Royal Lady shall order an election to fill it…within sixty days after the vacancy occurs…” Grand Lodge -Association Regulations Section 2.1 “…with the exception of the Immediate Past President…said Officers shall be elected annually.” and 2.2 regarding vacancies, “…The President shall nominate and the Provincial Executive may appoint.” NOTE: Government Reporting (Corporate Filing): There will be substantial leeway provided by government offices with regards to submission/fines for late filing, including corporate registry annual filings, but they still must be done. Required: List of Directors/Changes of Directors and Financial Information (financial statements, usually, depending on category of Society). The message is that it can be done when it is allowed to have gatherings again. It is not worth wasting time trying to figure out how to get this done “on time” by Lodges or Associations. ELKS OF CANADA National Headquarters ~ 100-2629 29th Ave ~ Regina SK S4S 2N9 Toll free 1-888-843-3557 ~ www.elksofcanada.ca