Administrator- Bobbie Benner
Appointment and Election -
The Administrator shall be nominated by the Board of Officers and elected by a majority vote of the membership at a regular Lodge meeting. The vote shall be by separate action. The election shall be by secret ballot, if requested by any member. The election shall not be conducted by simply approving the Board of Officers' minutes of the meeting making the nomination. An elected Administrator shall serve for a term of satisfactory service as determined by the Board of Officers and Lodge, subject to approval by the Chief Compliance Officer. Immediately upon there being a vacancy, the Board of Officers may appoint an Acting Administrator to serve for a period of time not to exceed six (6) months. Upon becoming the Acting Administrator, or being elected as the Administrator, they shall be a member of the Board of Officers. The Treasurer shall perform the duties of the Administrator on an interim basis until an Acting Administrator is appointed, but in no case for a period of time exceeding six (6) months. Termination of an elected Administrator requires a majority vote of the Board of Officers, a majority vote at a general membership meeting and approval by the Chief Compliance Officer. Sec. 36.2 - Deposits and Signs Checks - Unless other arrangements have been approved in writing by the Chief Compliance Officer, the Lodge shall comply with the following requirements:
1. The Administrator shall draw and sign all checks that have been approved, together with cards, certificates and notices requiring their signature.
2. At least two (2) original signatures shall be necessary on each check. One (1) signature shall be the Administrator and the other signature shall be the President or the 66 Treasurer. Signature stamps are prohibited.
3. Checks shall not be signed unless the payee's name is on the check.
4. The Administrator shall see that all Lodge funds are deposited in the bank weekly in the name of the Lodge, and a certified deposit slip is given the Treasurer for every deposit. Sec. 36.3
- Keep Financial Accounts -
The Administrator shall correctly keep records of the Lodge and other authorized funds or accounts in such books, or on computers, as may be required by Moose International. A hard copy of all official reports, records, minutes, documents, etc. shall contain original signatures as required by these laws and be maintained as part of the official records. All books, records, and electronic equipment, i.e., computers, laptops, tablets, etc. shall be retained in the Lodge home. Electronic equipment may be transported to and used at official Moose business. Except as otherwise required by law, they shall issue a receipt for all money received from all sources, including all committees and activity groups of the Lodge. Unless otherwise approved in writing by the Chief Compliance Officer, they shall deposit, at least once each week into the bank(s) designated by the Lodge, all money received to the credit of the Lodge or other authorized funds or accounts. The Administrator shall use due diligence and take reasonable precautions to safeguard all funds received on behalf of the Lodge until the funds are properly deposited in the bank(s) designated and approved by the Lodge. They shall make a deposit slip for each deposit in triplicate, leaving one (1) deposit slip with the bank, retaining one (1) for their records, and giving the other to the Treasurer. They shall secure a receipt for the duplicate deposit slip from the Treasurer. They shall make available at the end of each month all books and records and accounts to the Financial Review Committee. Sec. 36.4
- Membership Records -
The Administrator shall keep in books, or on computers, as Moose International may require, true and accurate accounts between the Lodge and each member thereof. They shall preserve and file all official applications for membership as part of the permanent records of the Lodge and all 67 applications shall be retained in the Lodge home. They shall at the first Lodge meeting of each month read a detailed membership and financial report from forms provided by Moose International. The Administrator shall report to Moose International within the times specified all financial and membership information requested, on forms provided by Moose International. They shall provide such other information as requested by Moose International to allow for dues renewal notices to be timely sent by Moose International to members in advance of their expiration date. The dues renewal notice shall state the amount of annual dues required to maintain the member's active status. They may, following fifteen (15) days from the expiration of the dues, read in an open Lodge meeting the names of all members who are in arrears. Sec. 36.5
- Furnishing Members' Names and Addresses
- It is forbidden for any person to furnish a list of names or addresses (including all electronic media) of the members of the Lodge to any business, organization or individual for their commercial or business purposes. Names and addresses of members shall only be used for fraternal purposes and may only be furnished to an individual, business or organization in accordance with the terms of a dispensation obtained from the Chief Compliance Officer. Sec. 36.6
- Keep Securities -
The Administrator, President and Treasurer, as custodians, shall be responsible for the securities and valuable papers of the Lodge and keep them in a safe place. Sec. 36.7
- Certified Reports -
For the purpose of making certified reports to Moose International, the Administrator shall close the books, or computer records, at noon on the last business day of each reporting period specified by Moose International and immediately deposit all money received, except authorized petty cash. They shall prepare a certified report, either electronically or on forms authorized by Moose International. The report shall be transmitted in the manner and within the times specified by Moose International. The report must cover all transactions for the preceding reporting period. With the report to Moose International, the Administrator shall include certificates, or other documentation as required and 68 acceptable to Moose International from all banks in which Lodge or other authorized funds are on deposit, certifying the balance on hand in each bank at the close of business on the last day of the reporting period for which the report was made. They shall also accompany with each certified report all endowment funds received through the end of the reporting period, and not previously remitted. Sec. 36.8
- Furnish Information to Moose International -
Immediately upon receipt of a request from the Chief Compliance Officer, the Administrator shall furnish to Moose International a complete list of names and addresses of all members of the Lodge, including their enrollment date, dues expiration date and other information requested. Sec. 36.9
- Signing Documents -
The Administrator shall sign all authorized documents, receipts, certificates, communications, reports, and other papers, and with the President shall sign all authorized legal documents and affix the seal of the Lodge upon such documents as required. After proper approval, it is required that the Administrator and President (or such other officer who presides over a particular meeting) shall date and sign all Lodge and officer minutes. Sec. 36.10
- General Duties -
They shall accurately record and maintain the minutes of all Lodge meetings, Board of Officers meetings, and other meetings and hearings. All minutes are to be properly signed by the Recording Secretary and Presiding Officer on sequentially numbered pages and maintained at the Lodge home at all times. They shall, at the next meeting after receipt, read all reports, bulletins, applications and other communications to the Lodge and conduct correspondence as necessary or directed by the Lodge, and preserve copies thereof. They shall immediately deliver to their successor in office, all books, papers and other property of the Lodge, which may be in their possession. They shall perform all other duties required of them by the laws and ritual of The Moose. A Lodge member may in writing request an appointment with the Administrator to view non-confidential Lodge financial records and minutes. Within twenty-one (21) days from the receipt of the written request, the Administrator shall 69 allow the active member of the Lodge to view (but not copy or remove) non-confidential Lodge financial records and minutes. Board of Officers executive session records and minutes are considered confidential. Sec. 36.11 -
-Compensation -
For their services, the Administrator may receive reasonable compensation as determined by the Lodge Board of Officers and membership. Compensation shall be paid or waived, but may not be accrued. If due to a vacancy in the office of Administrator, the Treasurer performs the duties and responsibilities of that office, they may receive the compensation allocated to the Administrator for the period of their actual service. Sec. 36.12
– Delegate -
By virtue of the office, the Administrator shall be a delegate to the International Convention, association conferences, conventions and district meetings.
