NORTH CENTRAL DISTRICT
DISTRICT COMMITTEECHAIR MANUAL
DUTIES AND RESPONSIBILITIES
This Guide has been prepared by the North Central District to acquaint the District Chairs with their responsibilities and to ensure a good line of communication between individual District Chairs and their respectiveNCD Lodge and California-Hawaii Elks Association Committee Chairmen.
Congratulations on being selected, and thank you for accepting the position of District Chairperson. You will be an important cog in the success of the District’s and the California-Hawaii Elks Association programs for the coming year.
You will officially assume leadership of the committee you will be heading on the Monday immediately following the California-Hawaii Elks Association Convention in May and serve until the conclusion of the convention next May.
Within the District you are responsible, and answer, to the NCD Vice President.
Remember, as a District CommitteeChair you have assumed a position of leadership, and it is your duty to interact positively with theLodgeCommitteeChairs to ensure the success of your particular activity.
All District CommitteeChairs should also consider themselves as members of the District Membership Control Committee and consider it part of their duty to help in retaining members they know are in danger of lapsing, and to devote their best efforts not only in preventing a loss in membership but also in obtaining an increase in members.
DUTIES OF THE DISTRICT CHAIR
- To motivate Lodge Chairs in a positive manner.
- Make the goals of the CHEA Chair known in respect to Lodge and District Activities.
- Make contact with each LodgeChairprior to the Vice President Visitation to that lodge**.
- Interact with other District Committee Chairs and “cross-sell” each other’s programs.
- Represent yourCHEACommittee Chairat District Committee meetings.
- Uncover needsof the LodgeCommitteeChairs and, with assistance of the CHEA Chair, address these needs in a timely manner.
- Inform the NCD Vice President when a Lodge CommitteeChair is not doing a satisfactory job, and recommend a change in LodgeChairswhen deemed necessary.
- Continually assist all LodgeChairs with advice and support to see that their requests are promptly met.
- If youhave a member/s on your committee i.e. (Gov. Rel., Hoop Shoot, Vet. Ser, or Mem. Control)ensure theyare kept informed and givenresponsibility, so they may learn what has to be accomplished by the committee.
NOTE: It is not the duty of the DistrictChair to perform any of the work expected to be done by the Lodge Committee Chairand their committees.
**The Vice President’s Visitation Schedule will be provided by the end of April – via email or the NCD Website.
NCD COMMITTEE CHAIRS IN ACTION…
For all that may be said about values of “shared leadership”, it is the Chair who is usually held responsible for any breakdown of the process between the Lodges and the District. So, let’s take a look at theChair’s role, and how it should be played-out. The District Chair’s tasks normally fall into a related sequence of planning, conducting, evaluating, and reporting; e.g.:
(a)Obtain a copy of the Grand Lodge Committeeman’sManual and any CHEAProgramGuide, created for yourcommittee. Review the CHEA Chair’s Mission Statement and Goals, stated at CHEA’s Website (under “Committees). In other words, get all the facts pertaining to the committee’sfunction and purpose, so that the Chair knows the nature and extent of its assignment;
(b)Prepare a tentative outline of the work necessary to complete the assignment;
(c)Learn as much as he can about the interest and abilities of each Lodge CommitteeChair;
(d)Suggest LodgeChairs seek out additional, and/or, new members to be part of their committee in order to stimulate interest, activity and fellowship in the Lodge; and
(e)Obtain required reports from Lodge Chairs, and submit reports to the CHEA Chair and NCD VP. (Required reports, and when to submit, will be indicated by the CHEA Chair).
DistrictChairs should not offer their outlines to the Lodge Committees as mandatory, but as a suggestion for consideration by Lodge Committees. In any case,you should not plan to be just a “good administrator” (i.e., one who gets others to do all the work) but to carry a proportionate share of the chore and to study the aspects of tasks that do not interest other members and consider ways and means to encourage enthusiasm in a positive manner.
Remember, to complete a project successfully, all phases of the task must be accomplished; the easy - the hard - the good and - the distasteful!!
The following is a general outline of procedures to guide a DistrictChair in drawing up his/her tentative plan for the District.
- Analyze the committee function in relation to the District’s purposes.
- Establish minimum essentials to achieve the District Committee goal.
- Where necessary ask for volunteers or assign Lodge Committee Chairmen to specific tasks.
- If any challenges arise examine possible solutions.
- Evaluate proposed solutions in terms of minimum essentials.
- Decide the best solution.
- Communicate with CHEA Chair and NCD VP for advice and assistance.
A District Committee Chair and the Lodge Chairscomprisea team, and as it learns to work like one it will increase its productivity and sharpen its efficiency.
CONCLUSION
It is the duty of each District CommitteeChair to make a year end general report comprised of all his/her activities throughout the year. This report is submitted to the CHEA, NCD Vice President and NCD District Deputy Grand Exalted Ruler at the end of April. All District reports will assist the CHEAChairand CHEA VPs in making their annual reports at the Annual CHEA Convention next May.
District Chair’s SuggestedMonthly Schedule
April
1. Attend the District Deputy Clinic, where you will be briefed on your responsibilities.
2. Start making contact with your respective LodgeChair.
3. Ask for all information from prior DistrictChair.
4. Send out an introduction letter to the Exalted Ruler’s andLodge Chairs.
May
1. Continue obtainingLodgeChair’s contact information.
2. Assume your duties as soon as the Convention is over(historically, mid-May).
3. Attend the Vice President visitations.
4. If you have not heard from your CHEAChairsoon after the end of the Convention, contact the individual to request the goals of the CHEA Committee.
June
1. Attend theVice President Visitations.
2. Attend the All-Star Initiation.
3. If required, submit reports...
July
1. Attend theVice President Visitations.
2. If required, submit reports.
3. Attend theVice President homecoming (July or Aug)
4. Keep in contact with LodgeChairs.
August
1. Attend Vice President Homecoming(July or Aug)
2. Attend the District Jewelling Ceremony.
3. Attend the District Deputy Clinic.
4. Attend the District Deputy Grand Exalted Ruler visits
5. If required, submit reports.
6. Keep in contact with LodgeChairs.
September
1. Attend the District Deputy Grand Exalted Ruler visits.
2. Submit reports as required.
3. Keep in contact with LodgeChairs.
October
1. Attend the District Deputy Grand Exalted Ruler visits
2. Submit reports as required.
3. Attend the District Deputy Grand Exalted Ruler homecoming (Oct or Nov)
4. Keep in contact with LodgeChairs.
November
1. Attend the Mid-Term if held in Sacramento. Make sure you register for Mid-Term.
2. Attend the District Deputy Grand Exalted Ruler visits.
3. Attend the District Deputy Grand Exalted Ruler Homecoming (Oct or Nov)
4. Submit reports as required.
5. Keep in contact with LodgeChairs.
District Chair’s Suggested Monthly Schedule - Continued
December
1. Attend the Association President Official Visitation to our district.
2. Submit reports as required.
3. Keep in contact with LodgeChairs.
January
1. Attend the District Deputy Grand Exalted Ruler clinic
2. Submit reports as required.
3. Keep in contact with LodgeChairs.
February
1. Submit reports as required.
2. Keep in contact with LodgeChairs.
March
1. Keep in contact with LodgeChairs.
2. Submit reports as required.
April
1. Submit reports as needed
2. Keep in touch with LodgeChairs.
3. Attend the District Deputy Clinic.
4. Brief incoming Chair if you are not continuing on as Chair.
5. Turn over records to incoming Chair.
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FLOW OF MONTHLYAND/OR QUARTERLY REPORTS
LODGECHAIR REPORTSCOPY TOLODGE FILE
TO
DISTRICTCHAIRVICE PRESIDENT
CONSOLIDATESCOPYTODISTRICT DEPUTY
THE REPORTSDISTRICT LEADERS
TO
CHEA CHAIRCOPYTOCHEACHAIRFILE
CONSOLIDATES REPORTCHEA OFFICE FILE
CHEA SPONSORS (PGERs)
TO
CHEA PRESIDENT
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RESOURCES
NCD WebsiteCHEA WebsiteGrand Lodge Website
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Thank you for Volunteering and Best Wishes for a Most Successful Year!!
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