Lodge Emergency Assistance Policy (draft)
1. Purpose
The purpose of the Lodge Emergency Assistance Plan is to provide emergency financial assistance to the twenty-four lodges of the Minnesota State Elks Association when a lodge experiences an unexpected hardship, emergency event, or urgent financial need that affects its ability to maintain essential operations, protect lodge property, or continue service to its members and community.
2. Funding
The Lodge Emergency Assistance Plan shall be funded through annual contributions from the Minnesota State Elks Association. Funding for the Plan shall be determined each year through the Association’s budgeting process. Additional funds may be added through special appropriations, designated gifts, or other approved contributions.
3. Eligibility
Any lodge in good standing with the Minnesota State Elks Association may apply for assistance under this Plan.
4. Allowable Uses of Funds
Funds awarded through the Lodge Emergency Assistance Plan may be used for emergency and essential purposes, including but not limited to:
- Repair of lodge buildings or property damaged by fire, storm, vandalism, water damage, or other casualty
- Replacement or repair of essential equipment necessary for lodge operations
- Deductibles or uninsured expenses related to property loss or damage
- Urgent health, safety, or code compliance matters
- Temporary operational support following an unforeseen financial hardship or extraordinary emergency expense
- Other emergency purposes approved by the Minnesota State Elks Association that are consistent with the intent of this Policy
5. Non-Allowable Uses of Funds
Funds awarded under this Plan shall not be used for:
- Routine maintenance
- Planned capital improvements
- Ordinary operating expenses not directly related to an emergency
- Discretionary projects or non-essential improvements
- Any purpose determined to be inconsistent with the mission and intent of this Policy
A lodge requesting assistance must submit a written request to the Minnesota State Elks Association. The request shall be submitted by the Exalted Ruler, Secretary, or another authorized lodge officer and must include:
- A description of the emergency, hardship, or urgent need
- The amount of assistance requested
- The intended use of the requested funds
- Supporting documentation as applicable, such as estimates, invoices, proof of loss, insurance information, financial records, or other materials needed to evaluate the request
Requests for assistance shall be reviewed by the appropriate committee, board, or designated officers as established by the Minnesota State Elks Association. The reviewing body may request additional information and may recommend full or partial funding based on demonstrated need, the availability of funds, and the circumstances of the request. Final approval shall be made according to the established governance procedures of the Minnesota State Elks Association.
8. Conditions of Assistance
The Minnesota State Elks Association may place reasonable conditions on the use of any funds awarded under this Plan. Lodges receiving assistance may be required to provide a report or accounting showing how the funds were used. Any unused funds or funds used for purposes other than those approved may be subject to repayment, as determined by the Association.
9. Administration
The Minnesota State Elks Association reserves the right to establish additional procedures, application forms, reporting requirements, funding limits, and eligibility standards necessary for the fair and responsible administration of this Policy.
10. Policy Intent
This Policy is intended to strengthen mutual support among the lodges of the Minnesota State Elks Association by providing a structured means of emergency financial assistance when unexpected events threaten the stability, safety, or continued operation of a member lodge.
