April is the month all Lodges will be receiving their Property Plus Certificates of Insurance and the invoices associated with your coverage. This is the 2019 renewal for your buildings and contents, and it should be reviewed to make sure you have the coverage you need. For any questions or discrepancies please call AON at 800-421-3557.
The Property Plus Insurance Guide is posted on the Safety and Insurance page of the Elks website and provides an explanation of the coverage provided.
The beginning of a new Lodge year is an ideal time to take an inventory of your Lodge’s possessions. This can be done easily by officers or volunteers in a couple of hours. It is advised along with a written record, there also be a video record with a copy stored away from the Lodge in case of a total destruction.
By now all lodges should have received their annual report from the Grand Lodge Auditing Committee. This report is not to be laid aside and filed, but should be studied and acted upon.
I will guess that most of our Lodges receive a statement similar to the following in the comments section:
“Bar Cost of Sales and Employee Expense should be around 35% each. Yours are currently at 44$ and 74%.
Every $100 in sales is currently costing $118.”
There will be another such statement related to Food Cost of Sales. The numbers will vary, but it seems most of us struggle with keeping our food and beverage finances in the black.
Make sure your governing body, and membership, is aware of this and look hard at what might be done to make more of a profit in sales. These are difficult decisions and members do not like to see price increases, but they are necessary at times and maybe you can also find ways of cutting your overhead. There are many of us available if you want to seek help.
I have recently received communications from our Grand Lodge Insurance Director, Brian O’Neill, encouraging us to make sure we have an adequate back-up systems for our computer data. A couple of our west coast Lodges have been destroyed due to fires and the data recovery process and resolution of claims has been challenging due to insufficient back-up. Each Lodge is encouraged to Google Small Business Cloud Backup and consider the options.
Manuals & Documents For Trustees & Board Members
Grand Lodge provides a wide range of guides and resources that every board member and trustee should be familiar with. These documents can be found on the Grand Lodge website, in the password protected, members-only sections. Every board member and trustee should have login credentials to this site (if not, please create a login at www.elks.org, or ask your lodge secretary for assistance). Every trustee and board member should download (AND READ!) the following documents:
Guide For The Board of Directors
Discrimination & Harassment Guide For Local Lodges
Accident & Claim Prevention Manual
Liability Insurance Program Book
Property Plus Program Guide
Responsible Beverage Service
Guide To The Courts of The Order
Grand Lodge Quarterly Insurance Newsletter
Grand Lodge publishes a quarterly Accident Prevention & Insurance Risk Newsletter to help lodges navigate the complicated world of Accident Prevention and Insurance. This is an invaluable guide and a worthy read.