Oct 2024 Business Meeting Minutes

Virginia Elks Association, Inc.
Sheraton-Virginia Beach, VA
Virginia Elks Association, Inc.
Fall Meeting-Virginia Beach VA
Virginia Beach, VA-October 26, 2024

Ronald L. Hicks. PGER
Virginia State Sponsor
 

 
Vince Brandtner President
Roanoke Lodge #197
 
 
VIRGINIA ELKS ASSOCIATION
FALL BUSINESS MEETING
October 26, 2024
 
Robert Caley installed as Second Vice President to fulfill the rest of Vickie Kincaid’s term.
Call to Order:Vince Brandtner, 9:00 a.m.
Invocation: Jennifer Saunders, Chaplain
Pledge of Allegiance: Vicki Shiflett
Roll Call of Officers: Tammy Symons, Secretary
Mr. President, All officers are present except Tiler Elizabeth Brandtner, Sergeant At Arms Stephen Brandtner and Legal Advisor Joseph “Jeh” Hicks
 
Roll Call of Lodges: Tammy Symons, Secretary
Mr. President all lodges are present except Danville   
 
Report on Credentials: Tammy Symons, Secretary
176 Voting Delegates
 
Treasurer’s Report: Tammy Symons, Treasurer
Balances of all accounts were given.  Profit & Loss Statements are available upon request.
 
Minutes of the Last Session: , Secretary/Treasurer
Motion to dispense,motion carried
 
Convention Committee Report-Paul Shoemaker
216 registered
June convention in Roanoke
Back to the Sheraton in October 2025 & October 2026
Thank you for taking care of your reservations and registrations early
Thank you for the prayers for me.
 
Remarks by the President-Vince Brandtner
Vickie Kincaid has resigned, Robert Caley will take her place as second Vice President.  Robert will take over in June as First Vice President.  Vince spoke regarding donations to Southwest Virginia Disaster Relief.  The check will be sent to the Red Cross.  Elks Training will be held in March.  Please give suggestions of what you would like to see at Training.  Vince stressed how important membership is.
 
Head Table Introductions:
Bob Hinkle introduced State Sponsor Ron Hicks, PGER 
 
Remarks by Ron Hicks:  Recognized District Deputies and DD Esquires, Grand Lodge Trustee-John Owen, Grand Lodge Leading Knight-Ray Dameron, Membership & Marketing Committeeman-Geoff Cox, Special Assistant-Bob Hinkle, Regional Hoop Shoot Director-Lynn Rutherford-Snow.  Past Grand Lodge Committeman-Steve Culbert, Past Grand Lodge Trustee-Julian Talifaferro.  Congratulations to all involved in the smooth transition of the Bedford-Lynchburg Lodge merger.  Thanks to Rod Jones for taking care of the Charitable Trust.  ENF-Virginia at $4.13 per member.  So far Virginia has received 61 ENF Grants. Please help with disaster relief in SW Virginia.  Call your delinquent members.  Orientation is the first step toward member retention.  Officers are required to attend DD Clinics.  Bob Caley was appointed as 2nd Vice President.  Ron asked for other nominations, motion to elect Bob was approved.
 
First Vice President Report
Lynn Rutherford-Snow
First Vice President
 
President Vince Brandtner
Secretary / Treasurer Tammy Symons
 
RE: My report
DATE: Saturday, October 26, 2024
 
President Brandtner and Tammy ~
 
My Committee Chairpersons have indicated they have filed their reports of their committee with you. These Committee Chairpersons are:
 
 *Virginia Hospitality Room Grand Lodge Convention / Austin ~ Lynn Rutherford-Snow
 *Accident Prevention Committee ~ James Weed
 *Business Practices Committee ~ Dennis Henline
 *Internet Committee ~ Co-Chairs Gigi Jones and Tammy Symons
(Dennis indicated no updates on Business Practices at this time. I have my itemized report from our Virginia Hospitality Room with receipts and turned over to Tammy Symons. I cannot thank our Virginia Elks enough for stepping up to the plate and helping me to have a very nice and successful Hospitality Room in Austin, TX! Lots of food, spirits, and fun times with our Virginia Elks and other Elks across the USA! I am happy to turn over this folder to Robert “Bob” Caley and will assist him in any way possible when we get to Kansas City.
 
I have been busy since our June Convention traveling to our National Elks Convention in Austin, TX in July and Hosting our Virginia Hospitality Room, attending the State Hoop Shoot and Regional Directors meeting in Austin, TX in July 2024, attending the SE DD Clinic for Henry Farnum in Newport News, VA August 11th, attending the 75th Anniversary of the Elks Youth Camp (OUR STATES MAJOR PROJECT!!) August 17th and competing in the Chili Contest, attending the SW DD Clinic for Kenneth “Chief” Draper in Clifton Forge, VA September 14th, and attending the North DD Clinic for Robert “Bob” Kane in Woodbridge, VA September 16th. Unfortunately I was not able to attend the Central DD Clinic for Justin Reiter in Staunton, VA on August 24th as I had already committed to a cousins 90th Birthday Celebration in Georgia! Plus I had the privilege of attending our Virginia Elks Youth Camp this past weekend as many Veterans were in attendance and learned how to fly fish. We all enjoyed the delicious meal prepared by Clifton Forge Elks Lodge # 1065 and delivered by Johnny, Chris, Lana, and Marie! I look forward to hosting my third Regional Hoop Shoot in Charlottesville, VA March 2025. Plus I attended meetings at my Lodge, Waynesboro Elks # 2270. 
 
I feel we will have a very productive year under your leadership Vince Brandtner.  We all appreciate all you have done and continue to do for our Great Order of Elkdom and wish you and our First Lady Barbara the best and safe travels across our Great Commonwealth as you travel!  Thank you Tammy for all you do for our Great Order of Elkdom! You are truly amazing!
 
Fraternally,
Lynn
Lynn Rutherford-Snow, PDDGER
VEA First Vice President
 
 
 
Second Vice President Report
 
No Report-Bob Caley-newly appointed
 
 
ENF Report
 
ENF Fall Meeting Report                                                                                                                                       Oct 26, 2024
 
As a reminder the Elks National Foundation has two separate Freedom Grants and we were able to receive a total of 15 Freedom Grants.  These Grants were are called The Freedom Spark Grant for $1,000 and the Freedom Classic Grant for $3,000 have your ENF Grant Coordinator in your Lodge provide you more information on these for next year.  Remember your ENF Coordination must be a Registered ENF Grant Coordinator to get a lot of helpful information. 
This year the Gratitude Grant is still continuing the additional funds for Membership Support, Fidelity Club, Chair Challenge and Funding Increase Bonus (Funding NEW for 2024-2025)
 
 Membership Support Bonus: Every Lodge that met the GER's per-member-giving goal in the prior fiscal year is eligible for a $2,000 grant. Lodges in which more than 15 percent of its members donated at least $10 to the ENF in the prior fiscal year (per the ENF Membership Support Report) will be eligible for a bonus of $500. This bonus will be automatically added to your Lodge's Gratitude Grant application. Code A Fidelity Club Bonus: Every Lodge that met the GER's per-member-giving goal in the prior fiscal year is eligible for a $2,000 grant. Lodges now have a goal for Fidelity Club membership. Reach the goal, which is based on 5 percent of the prior year's donors, and the Lodge will be eligible for a $500 bonus on its Gratitude Grant. Check out the Fidelity Club Goal Progress Report to track progress toward the goal and the Fidelity Club honor roll to see who is a member of the club. Code B Chair Challenge Bonus: They are happy to add a third bonus opportunity to the Gratitude Grant in FY2023. This opportunity specifically recognizes Lodges that have strong, broad-based fundraising programs. Lodges can earn an additional $500 for their Gratitude Grant by attaining a score of 550 points or better in the prior year’s Chair Challenge. (For example, achieve 550 or better in FY2023-24 to be eligible for the $500 bonus in FY2024-25.) Visit the Chair Challenge Guidelines to learn more and to check your Lodge's current score. Code C Fundraising Increase Bonus To track your Lodge's progress, check the Gratitude Grant Bonus Dashboard. Lodges that increase their giving by 10 percent over the previous year to be eligible for the $500 bonus.  Code D Total Grants to date award total $149,500.00 $16,000 more then last year at this time.
Every Lodge in the State qualifies for the Gratitude Grant in fact all Grants unless you are not in compliance, I will not name the Lodges that aren’t but there are 2 that cannot apply for Grants till they get their issues satisfied with the ENF as this date 1 has follow marked so additional information is needed.  The PerCapita this year is $5.00
The Central District Per Capita as of September 30, 2024 is $ 3.007. Richmond, Fredericksburg have met the GER’s Per Capita.  The District has received 13 Grants to date.  2 Lodges have not applied as of this date.
The North District Per Capita as of September 30, 2024 is $ 3.179.  Alexandra, Front Royal and Arlington-Fairfax have met the GER’s Per Capita.  The District has received 18 Grants to date.  1 Lodge has not applied as of this date.
The SE District Per Capita as of September 30, 2024-25 is $11.924.  All Lodges with the exception of Norfolk has met the GER’s Per Capita.  The District has received 16 Grants to date with 2 pending.  1 Lodge has not applied as of this date.
The SW District Per Capita as of September 30, 2024-25 is $ 1.767.  Martinsville, Bedford-Lynchburg and Danville have met the GER’s Per Capita. The District has received 14 Grants to date. 1 not in compliance.  1 Lodge has not applied as of this date.
 
You have until December 31, 2022 to apply for Grants Please don’t leave this money on the Table USE IT.
 
Respectfully Submitted,
Beverly Hamby, PSP, ENF State Chairman
 
 
Third Vice President Report
 
Lani reported on Hoop Shoot schedule.  She encouraged everyone to get their scholarships submitted.  Deadlines were given for Scholarships.
Fourth Vice President Report
 
TO:                  Tammy Symons – VEA Secretary/Treasurer
FROM:             John Hutchison – VEA 4th Vice President
Subject:            Vice President’s  Report
            This is a report on the committees that I oversee.  The information has been gathered from the state chairpersons of each committee.
                        Americanism -  All lodges have been very active in the programs that are included in the Elks’ Americanism program.  All four districts submitted essays on the topic of “What does Patriotism Meant to Me.”  Arlington-Fairfax Lodge 2188 had two first place winners from the 6th and 7th grades.  Clifton Forge Lodge 1065 presented checks for first, second, and third place winners in two divisions.  The information was emailed to all District chairs.  Please note that Patsy Schierlmann is now the North District chair.  Several Lodges participated in the Flag Day ceremony at the Spring convention.  Other activities include but are not limited to the following.  Virginia Beach Lodge 2268 participated in the National Nights Out.  Charlottesville Lodge 389 handed out flag pins and brochures about Elks flag and patriotism programs.  Woodbridge Lodge 2355 participated in the Dale City 4th of July parade.  They sponsored an ad in the program and also donated $2000 to help defray some of the costs.  Clifton Forge Lodge 1065 participated in the Clifton Forge Main Street 4th of July and Christmas parades.  The Lodge made a monetary donation to the 4th of July parade and also walked in the parade handing out bottled water and small American flags.  Members rode a float in the Christmas parade handing out candy and singing carols. 
                        Golf - The annual spring golf tournament was held at the Blue Ridge Shadows Golf Club.  Participation was up from the last several years and the committee was able to donate the profit to the state veterans program.  Planning was made for the fall tournament which will (or has been played) at the Hell’s Point Golf Club in Virginia Beach.  Preliminary work has begun on the spring 2025 tornament.
                        Membership and Lapsation –As of October 1, there were 131 candidates waiting initiation.  Lodges were reminded to try to follow Grand Lodge statutes concerning the time frame for election and initiation of new members.  Committee Chair Angela Batey pointed out that orientation/initiation can be held outside of regular meetings.  Five Lodges have been positive in membership.  Recently Winchester Lodge 867, Suffolk Lodge 685, and Clifton Forge Lodge 1065 have held several initiations.  Lodges are reminded that there are some great membership tools on Elks.org. 
                        Ritualistic- The Glenn Morris Toast Contest was held at the spring convention in Front Royal.  Twenty two Lodges participated in the contest which was won by Brenda Holmes from Richmond Lodge 45.  Brenda represented the state at the Grand lodge Convention in Austin.  
 
Trustee Report-John Rosenberger
Trustees met with Henry Farnum regarding Drug Awareness Trailers.  Spoke with Tammy regarding the income decrease for VEA.  We talked about the future need to increase assessments.  Met with Brad Veach by Zoom, Voted unanimously to hire Brad to do a new website.  Met with Gigi Jones-Trustees approved to withdraw $50,000 from the Youth Camp Trust Fund to cover capital improvements. 
Andy’s Report
4/1/2023-3/31/2024
22 of 25 Lodges won awards:
 
One Star:
Suffolk Lodge
 
Two Star:
Newport News
 
Three Star:
Bedford Lodge
Charlottesville Lodge
Fredericksburg Lodge
Hampton Lodge
Harrisonburg Lodge
Loudoun Lodge
Martinsville Lodge
Norfolk Lodge
Onancock Lodge
Richmond Lodge
Virginia Beach Lodge
 
Four Star:
Clifton Forge Lodge
Front Royal Lodge
Roanoke Lodge
Waynesboro Lodge
Woodbridge Lodge
 
Five Star:
Alexandria Lodge
Arlington-Fairfax Lodge
Staunton Lodge
Winchester Lodge
 
 
Officer Nominations
 
5 Year Trustee                    Vince Brandtner
President                              Lynn Rutherford-Snow
1st Vice President              Robert Caley
2nd Vice President             Lani Cadow
3rd Vice President              John Hutchison
4th Vice President              Jason T Hicks
Secretary/Treasurer          Tammy Symons
 
There was a motion and a second to have the secretary cast a unanimous ballot for all nominees except the Secretary/Treasurer.  The Secretary cast a unanimous ballot.
 
There was a motion and a second to cast a unanimous ballot for Tammy Symons as Secretary/Treasurer.  Motion carried.
 
ByLaw changes-Geoff Cox
1)PER President & Secretary are nominated and elected at the June meeting
2)To allow VEA Officers to reside in the state of Virginia or an adjoining state
3)To move the appointment of the Youth Camp Maintenance committee to the Youth Camp Board
 
All ByLaw changes passed.
 
Parade of Heroes-Ray Dameron
Virginia is sending 24 veterans to Parade of Heroes on November 10th.  Need a doctor, nurse or EMT to attend.  Ray sent Thank You’s to secretaries, Woodbridge, Alexandria, Arlington-Fairfax, Fredericksburg & ER Rose, Daniel’s
 
 
 
 
Americanism-Brenda Holmes
Brenda M. Holmes Virginia Americanism Chairperson P.O. Box 500 Richmond, VA 23218 September 25, 2024 VIA E-MAIL Fourth Vice-President John Hutchison Re: Americanism  Vice-President Hutchison: Per your request, this is my report on behalf of the Americanism Committee to be submitted at the 2024 fall convention. 
This year, essays were submitted by all four districts.  After national review, Arlington-Fairfax Lodge No. 2188 had two First Place winners and those were for the 6th and 7th grade divisions.  Larry Fisher picked up the plaques and checks for the winners and delivered them to Lodge No. 2188. The topic of the 2024-2025 essay contest is “What does Patriotism Mean to Me.”  The packet of information was emailed to the District Chairpersons to forward to their district’s lodge committees in June.  Patsy Schierlmann is now the North District Americanism Chairperson, replacing Susan Conway. Several lodges participated in the flag day ritual at the spring convention. VA Beach #2268 participated in the National Night Out on August 6.  Charlottesville #389 placed a table and pop-up tent at the downtown pavilion and handed out flag pins and brochures about Elks flag and patriotism programs. Woodbridge #2355 participated in the 4th of July parade in Dale City.  They sponsored an ad in the program, donated $2,000 for general parade costs, sponsored three trophies, and sponsored a boy scout troop’s entry into the parade.  They also displayed a table with drug awareness literature, hoop shoot info and membership applications [which resulted in one application for membership]. This concludes my report. Respectfully submitted, Brenda M. Holmes, ER Richmond Lodge No. 45 Virginia Americanism Chairperson 804-909-4484
Youth Camp-Gigi Jones
Presented WV State President Kevin Glosser two special edition T-Shirts that will be in the Rose Bowl Parade.  180 Campers attended in July.  Gigi spoke about the classes at camp, camp rentals, 75th Anniversary Celebration, Project Healing Waters, many maintenance issues, Trust Fund withdrawal for Capital Improvements.
Charitable Trust-Rod Jones
Goal is to get 2million.  Balance $666,000, next year the funds from defunct Galax Lodge will be put into Charitable Trust.
Good of the Order –
Bedford/Lynchburg donated $20,000 to Charitable Trust
Grover Gaming presented $1000 to the Youth Camp
Winchester presented $10,000 to the Youth Camp in honor of Youth Camp Coordinator, Michelle Ritter
Benediction-
Jennifer Saunders--Meeting Adjourned at 11:00.