Here are instructions to follow in case your membership numbers don't agree
with what the GL says. Remember, if you CLMS says you have more than the GL
says, make sure you don't have someone in twice or someone is there that has
died or dropped. If you are sure about what you have put in the CLMS
software, submit the November 1 Report. It will automatically adjust the GL
figures by adding the difference to your reinstatements. If you figures are
less than GL reports, you will need to do the audit as described below.
Membership out of balance situations.
Membership is understated - ending count lower than CLMS ACTIVE members
If CLMS is reporting that your monthly lapsation report or November 1 ending
count is lower than the active membership, CLMS will automatically add to
the reinstatement count to adjust for the difference. This adjustment will
continue through the end of the year including the annual report filed with
Grand Lodge. The subsequent starting membership for the next Lodge year will
be adjusted by that amount so that you start the next Lodge year with the
corrected membership count.
Membership is overstated - ending count higher than CLMS ACTIVE members
If CLMS is reporting that your monthly lapsation report or November 1 ending
count is higher than the active membership, you will need to perform an
audit of your membership to identify what the correct number should be:
• Verify that the members on your Lodge roster in CLMS contains all of your
active membership but nothing else.
• Determine the correct active membership count from the audited Lodge
membership roster and note this figure on the last page of the audited
membership roster.
• Determine how many members your Lodge is overstated, noting this figure
also on the last page of the audited membership roster.
• Obtain the current Circulation membership roster via the website or have
it sent to you. Compare your audited membership roster against the
Circulation membership roster and advise what changes are needed to balance
the 2 rosters. The changes can be submitted via postal mail along with your
audited membership roster, by email or via the Secretary rolodex section of
the elks,org website.
• The Lodge Secretary should send the audited Lodge membership roster
indicating the correct active membership count and how many the Lodge was
over at the time of the audit. The audited reports must be sent to the Grand
Secretary and should be signed by the Lodge Secretary and bear the Lodge
seal. This information should be submitted prior to March 1, 2009.
If a determination can be made prior to November 30, 2008, we'll manually
adjust your November count downward after you file your report via CLMS. The
annual report will likewise be manually adjusted by our office to reflect
the adjustment after the annual report is filed via CLMS. Note that your
CLMS reports will continue to report the overage because the starting number
cannot be adjusted until the next annual report is filed and processed by
Grand lodge. The Grand Secretary will be verifying with other sources if the
adjustment is reasonable and consult with the Lodge Sponsor whether to grant
the request.
Should you require to amend your audited adjustment request prior to the
March 1, 2009 adjustment deadline, you may repeat the process and send us
the revised information.
Danny
Secretary Paris Elks Lodge
Copyright 2008 Tennessee Elks Association - all rights reserved
