TESA

Sweetheart Manual

2020-2021

ContentsTexas Elks Children’s Services, Inc...............................................................................................................1

Mission Statement...........................................................................................................................1

HISTORY OF THE STATE MAJOR PROJECT....................................................................................................2

TEXAS ELKS CHILDREN’S SERVICES...............................................................................................................3

A HISTORY OF SERVING CHILDREN WITH CHALLENGES…................................................................3

The History of the Texas Elks Crippled Children’s Institution, Inc................................................................4

History of the Texas Elks State Major Project............................................................................................10

HISTORY OF THE STATE MAJOR PROJECT......................................................................................11

Purpose of the Sweetheart Program.........................................................................................................12

The Beginning of the Sweetheart Program and Duties of a Lodge Sweetheart.........................................13

THE BEGINNING OF THE SWEETHEART PROGRAM........................................................................14

SELECTION OF A LODGE SWEETHEART..........................................................................................14

Past State Sweethearts..................................................................................................................15

Suggestions for Helping a Sweetheart in Fundraising................................................................................17

CORPORATE DONATION PROCEDURE............................................................................................18

TECSI DONOR INFORMATION FORM.............................................................................................19

Sample Letter.................................................................................................................................20

Use of TECSI 501C3 Status to request Charitable Funds............................................................................22

Suggestions for Fundraising.......................................................................................................................26

Listed on the following pages are some ideas or examples of fundraisers that you may use........27

History of the Red Pig Program And How it Works with the Sweetheart Program....................................34

The History of the Red Pig Program...............................................................................................35

Purpose of the Red Pig...................................................................................................................35

Notes.............................................................................................................................................36

Duties of each Sweetheart as Per TESA and District Sweetheart By-Laws.................................................39

STANDARD TESA NUMBER 2...........................................................................................................................40

INTERLODGE ACTIVITIES COMMITTEE..................................................................................................40

TESA.................................................................................................................................................1

INTERLODGE AND FUND RAISING COLLECTION...............................................................................1

TURN-IN FORM................................................................................................................................1

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STANDARD #10..........................................................................................................................................23

TEXAS ELKS CHILDREN’S SERVICES, INC.........................................................................................23

HOMECOMING HANDBOOK..........................................................................................................23

APPENDIX “A” – BARBECUE (Ribs and Brisket), CHILI AND BEAN COOK-OFFS...............................29

REGISTRATION FORM FOR THE......................................................................................................30

TEXAS ANNUAL CHILI, PINTO BEAN, & BARBECUE (Ribs and Brisket) COOK-OFFS.........................30

BARBECUE (Ribs and Brisket) COOK-OFF RULES............................................................................31

CHILI COOK-OFF RULES..................................................................................................................33

PINTO BEAN COOK-OFF RULES......................................................................................................35

Entry Fees $15.00 per pot of pinto beans cooked......................................................................35

Pinto Bean.....................................................................................................................................36

GENERAL RULES.............................................................................................................................36

APPENDIX “B” – SUGGESTED GAMES............................................................................................37

WASHER TOURNAMENT REQUIREMENTS.....................................................................................38

HORSESHOE TOURNAMENT REQUIREMENTS................................................................................38

Live/ Silent Auction........................................................................................................................38

APPENDIX “C” - CHAIRMAN’S PUNCH LIST.....................................................................................39

STANDARD #12............................................................................................................................................1

Section 12.010: DOYLE POLLARD ELKS CARE RV PARK POLICIES AND GUIDELINES......................1

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2020-2021 TESA Interlodge and Red Pig Chairman

Karen McCrary410 Turner RoadGrapevine TX 76051817-235-5221kmccrary12@verizon.net

As State Interlodge Chairman I plan on attending at least one Interlodge meeting in each district during the year. During my visit I would also like to set up a meeting with all Sweethearts within the District. I will be contacting the District Vice President and Interlodge Chairman for a time that will not interfere with the other events of your meetings.

The Red Pig program is another way to raise funds. If you need red pigs I carry them with me when I come to your District Interlodge. If you need them quickly please email me and I will notify the Camp who will mail them out to you at no cost. I also have the 2019-2020 Red Pig Pins that you can give out to anyone who donates $100 to the program.

Please feel free to contact me if I can help you in any way. I encourage you to work with, and share ideas with, other Sweethearts in your District and other Districts in the State. We are all working for the children.

Thank you all for your hard work and dedication to raising the funds needed to support the Texas Children’s Camp and special grants in your communities.

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Texas Elks Children’s Services, Inc. Serving Texas Children Since 1946

Mission StatementTo provide services for children with disabilities that promote

higher levels of independence, self-esteem, and success; to ensure that children with special needs are afforded the same opportunities to be thriving, productive members of society; to

reinforce a belief that having a difference doesn’t make a difference, and to demonstrate through our benevolent

programs and dedicated support from the members of Texas Elks that

Elks Care and Elks Share.

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HISTORY OF THE STATE MAJOR PROJECTIn August 1946 the crippling disease polio stalked the children of Texas. Texas Elks

responded by opening the Texas Elks Crippled Children’s Hospital on a nine-acre site at Ottine in Central Texas. By the 1950’s, the Salk Polio Vaccine was available and the mission of the Elks Hospital evolved from treatment to long-term care for polio survivors.

In 1977 the mission and the name changed again to Texas Elks Children’s Services Diagnostic Center. In 1987 a summer camp for children with disabilities was added to the program.

In June of 1999 the membership of TESA moved to institute a new program to replace the diagnostic program that helped the children with learning disabilities.

After careful consideration, Texas Elks decided it was time to change the focus of our State Major Project. All Elks were offered the opportunity to make suggestions as to the direction the new project should take. After receiving many excellent project ideas, a committee was established to review the suggestions and select several proposals for Texas Elks to review and make a final selection.

Out of this process came the Prosthetic Grant Program, the new State Major Project. This project recognized a need to help special needs children realize their fullest potential. Texas Elks realized that those special needs children and their families faced unique challenges. So many children could lead a more full and complete life if only there was some way to meet the specific needs of these children. Many children are unable to gain access to either the equipment or technology they need to allow them to be the productive children they want to be.

Texas Elks decided to make these very special children their children. Out of this desire came the final grant program for children. The Texas Elks Children’s Services Board of Directors finalized the grant guidelines that defined the term “prosthetic” in the broadest of possible terms. For the purposes of the grant, prosthetic is defined as “any piece of equipment and/or technology which will allow a child to live a more full and complete life” Children across the state of Texas have been helped with hearing aids, wheelchairs and computers with Braille capabilities, special braces, and a host of other devices that make special needs children stronger and more confident as they face their unique challenges. Other minimal requirements were established such as a child may be up to the age of 18 or 21 if still enrolled in school, a resident of Texas and able to prove the requested device is not covered by insurance or available through another grant and whose financial needs justify assistance.

Texas Elks take great pride in this project. We are proud because we see children in our communities benefit and because this project has inspired us all to become more involved. This project requires action at each Lodge level. We must work with schools and social agencies to identify children with special needs and this has more closely tied us to our community. This project has also afforded our community the opportunity to learn about Elkdom and our principals and the many diverse projects we support. The name of the State Major Project was changed to “Texas Elks Grants for special Children” in order to eliminate some confusion regarding the meaning of the word “prosthesis”. In all other facts, however, the program has remained unchanged from its original design.

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TEXAS ELKS CHILDREN’S SERVICES

A HISTORY OF SERVING CHILDREN WITH CHALLENGES…

The Texas Elks facility, located in Ottine, Texas, was completed in 1946. Its first mission was a hospital for children with Polio. Children, who were patients in the Elks Hospital, were offered the best possible treatment for this crippling disease.

With the advent of the Salk vaccine and the elimination of Polio, Texas Elks then turned their attention to children with special needs. Children were invited to the Ottine facility to have their learning disabilities diagnose, and very specialized learning plans were developed. These plans, when fully implemented, made a tremendous difference in these children’s ability to learn and opened a pathway to success for them.

The Elk facility is now used as a summer camp for special needs Children. Each summer children from all across Texas come to enjoy a week of fun activities. The camps principal purpose is to teach children that having a difference doesn’t make a difference. Our campers learn new skills and become more secure in their own abilities. Our parents tell us that Elks Camp makes a positive difference in the lives of their children.

As with all Elk programs, No Charge is ever made for these services.

Texas Elks also sponsor a Grant program to provide assistance to challenged children. Kids from Dalhart to Brownsville, West Texas to Beaumont are living a more complete life because of Elk assistance. Elks have provided wheelchairs, artificial limbs, braces, computers, lifts, and specially equipped vans to children.

Annually Texas Elks spend between 800 and 900 thousand dollars to support the projects carried out by Texas Elks Children’s Services.

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The History of the Texas Elks Crippled Children’s Institution, Inc.

My name is O.J. Behrendt. Vearle Cane, Wife of Director, Richard Cane asked me to write the history of the Texas Elks Crippled Children’s Institution, Inc. The names and dates stated in this history are probably ninety percent correct.

In December 1945, my father-in-law who resided in the community of Ottine, asked me to go with him to look at the new hospital that was under construction in the community. I was surprised to see such a large project being built in such a remote area. The building was approximately seventy five percent finished at the time.

As we toured the building, we met three men and one lady. We introduced ourselves and before we knew it, we were involved in quite a lengthy conversation - - as they were as eager to learn the history of Ottine as we were to learn as much as possible about the new hospital. These men turned to be M.A. De Bettencourt, Chairman of the Board of Directors of the hospital; Walter G. Jones, Secretary-Treasurer; and Mr. Wilcox, son-in-law of Mr. Jones. The lady was Mr. Wilcox’s wife, Jo Jones Wilcox and of course, the daughter of Mr. Jones. Jo Wilcox wore a long leg brace and walked with a cane as a result of polio. She was approximately thirty-eight years old at the time of our meeting. Later on, I will explain the role she played during the early stages of this project.

During our lengthy conversation, the two directors asked me if I would be interested in working for the Texas Elks Crippled Children’s Institution, Inc. (as it was chartered and named). I asked them what my position would be and they told me Maintenance Engineer. I told them that I might consider it but would like to think about it. They agreed that I should think it over, and they said they would be back next week to discuss it with me.

At that time, I was working in Orange, Texas at the Consolidated Ship Yard. I was experienced in construction and electrical work and felt that I was well qualified for the position. My wife was from Ottine, and I was from Seguin, and we had hoped to someday settle closer to home. We felt that this position would be our opportunity to be at home again. Therefore, we came back the following week end, and I was interviewed and hired by M.A. De Bettencourt and Walter G. Jones - - I was to start working on January 15, 1946, which I did.

Now I will go back in time a few years to 1941 to tell you how the Texas Elks Crippled Children’s Institution, Inc. originated as the story was told to me by the above gentlemen and one great Elks’ lady.

For several years, the Elks of Texas had been trying to come up with a state project. During this time, polio was in an epidemic stage. After meetings and discussions, it was decided that rehabilitation facility was to be built for their state project. The Gonzales Warm Springs Foundation, which was also a polio hospital, already existed in Ottine. However, at that time, it only consisted of one small unit that was built by the National Youth Administration, more commonly known as the N.Y.A. This unit only housed about sixteen patients who received physical therapy treatments daily in the hot water (106 degrees F) that flowed from an artesian

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well that was completed February 23, 1910 by H.H. Jones (no relation to Walter G. Jones). This well was similar to the hot flowing well in Hot Springs, Arkansas. This well made Ottine the ideal location for the Texas Elks’ project. Thus, their project began to materialize.

In June 1942, at the Texas Elks’ State Convention in Corpus Christi, Texas they adopted the plan to build a forty-two bed hospital in Ottine on four acres of land leased from the City of Gonzales for ninety-nine years.

So, from the 1942 State Convention until 1944, Walter G. Jones and his daughter, Jo Jones Wilcox, blazed the state of Texas raising money for this great project. They visited every lodge in Texas (we only had 16,000 Elks in the state at that time). Jo, a proficient speaker, who had survived the disease of polio wearing a long leg brace and walking with a cane brought tears to the eyes of every Texas Elk as she spoke of the great need for this facility. They dug deep into their pockets, and the money poured in for the project.

Jo was also in charge of the Mile of Dimes Rally in Houston, which also raised a lot of money. Jo continued to help in this capacity until her father no longer served on the Board of Directors. During those years, Jo also earned the distinction of being the only lady to ever address a Grand Lodge Session. The Foundation has a portrait of this great lady and her dog, Prince Jo. She gave the dog to the children of the hospital after its completion.

In early 1944, World War II was still in full force and labor and materials were hard to come by. However, the Texas Elks were ready to proceed with their state project. Therefore, John Marriot an architect from San Antonio, Texas was hired to draw the plans for their new project. In a short time, Mr. Marriot submitted the plans to the Board, which were approved and shortly thereafter, their dream began to be a reality.

On January 15, 1946, I went to work at this facility for the exorbitant salary of $150.00 per month. However, in the plans, I was to build a caretaker’s house for my family and me to live in, which I did and we moved into the house December, 1946 and my wife and I are still living in it forty-three years later. The house was originally built on Park Road 11 and was moved to its present location on June 30, 1957 after two water wells failed to produce an adequate water supply.

Prior to building the house, I had to clean the hospital and get everything in shape for operation and the official opening day. I hired some domestic help, and we all went to work scraping paint, washing windows, and scrubbing every little nook and corner. The furniture arrived in Luling, Texas in eight rail freight box cars. I rented a flatbed truck and hauled all of the furniture to the facility.

The hospital had four wards - - boys, girls, junior, and baby wards, and four isolation rooms. Each room in the entire building had a brass plaque 5” X 9” on the door with a person’s name, a business, a lodge, or in memory of someone on it. The plaques meant that the furnishings in the respective rooms were donated by the names on the plaques. Jo Jones Wilcox was responsible for most of the paper work such as correspondence, collecting donations, etc. She sent the information and plaque to me which I installed on the respective doors. Most of these plaques no longer exist due to the numerous changes that have been made over the years.

By April 1946, the furniture and equipment was all in place, and the building was sparkling clean and ready for operation. At this time, the Board acquired Duncan C. McKeever, M.D., who was an orthopedic surgeon from Houston, Texas as Medical Director. He, in turn, hired

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Dorothy Bovey, R.N., as Supervisor of Nurses. Miss Bovey then hired two young registered nurses, Eva Katherine Leslie and Frances Zapolac. The entire nurses’ staff, plus some of the domestic help, lived at the hospital.

Each person had their own private room. Shortly after the nurses arrived, the Board purchased a 1946 Willy’s Jeep Station Wagon to be used by authorized personnel.

In July 1946, the Texas Elks Crippled Children’s Institution, Inc. was dedicated. Some six hundred Elks from all over the state attended the official ceremony.

After the dedication, many things were yet to be done before the first patients could be admitted. More staff was needed, as well as much publicity to let the public know what type of patients we were prepared to treat. After accomplishing these things, the patients began to arrive in August, 1946.

Dr. Duncan McKeever, Medical Director and Dr. Duff, also an orthopedic surgeon from Houston, Texas, came to the hospital bi-weekly and examined the children thoroughly to determine the type of treatment each one needed. Some of the children needed surgery before treatment was prescribed. In this case, a member or members of the hospital staff would transport the patients to St. Joseph’s Hospital in Houston where they would undergo more examinations and tests prior to surgery. After several weeks stay in Houston, they were transported back to the Elks Hospital for treatment prescribed by the doctors. In most cases, the treatment prescribed was physical and hydro therapy.

Most of the children needed some type of brace or various kinds of supports. Woody Hargroves, a brace maker from Austin, Texas, came to the Hospital on the days that Dr. McKeever and Dr. Duff were there, and he followed their prescriptions and made the necessary braces and supports that each child needed.

In 1949, Dr. McKeever hired Fannie Fox, R.N., as Administrator of the Hospital. Prior to this time, all of the Hospital’s business such as bills, correspondence, payroll, etc. was handled by Walter G. Jones, Secretary-Treasurer in Houston. However, after Miss Fox arrived, all of the business records were moved to the Hospital and were handled by her.

In 1953, it became evident that the children housed at the Hospital, some for a number of years, needed to continue their education. Therefore, a school was built and staffed by three special education teachers from the Gonzales Independent School District at no cost to the Hospital.

Also in 1953, Floyd Ford, Chairman of the Board, and his wife, Annie Mae from Dallas were instrumental in organizing the first Homecoming. It was held on the Hospital grounds with everyone bringing a box lunch. Approximately one hundred people attended the first Homecoming. The next two were held at the Palmetto State Park, and since then, all Homecomings have been held on the Hospital grounds in the month of September.

In 1954, the Board of Directors purchased five acres of land northeast of the Hospital from John Lampkin for $1,250.00. A 1601 foot water well was drilled, and the same flow of water was hit as the Gonzales Warm Springs had. It flowed at 98 degrees F, and if pumped for some time, the temperature rose to 103 degrees F.

During the fifties, the budget began to increase considerably, and at that time, the lodge quotas were $5.00 per capita, but all lodges did not pay their quotas. The Endowment Fund was

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a mere $50,000.00; therefore, there was no alternative but to seek other means of providing money for the operation if the Hospital. At this point, the Permanent Benefactors’ Certificates (PBC) $175.00 each, and the Honorary Founders’ Certificates (HFC) $1,000.00 each were born. All monies raised from these certificates were put into the Endowment Fund. In the early sixties, Interlodge functions were organized to help the Hospital, and these functions exist today, which helps tremendously.

In 1959, Dr. Duncan McKeever was killed by an oncoming automobile while he was putting gasoline in his car on the side of the highway.

Richard Epright, M.D., replaced Dr. McKeever as Medical Director. He too was from Houston, Texas. After Dr. Epright came on the staff, the children were taken to the Methodist Hospital in Houston for all surgery.

Early in 1963, Fannie Fox hired Frances Ince as Secretary to the Board of Directors and Bookkeeper, and Sally Miller, L.V.N., as Supervisor of Nurses.

At the State Convention in Harlingen, Texas in 1965, it was approved to build a Recreation Room in memory of Fannie Fox. The building was built by the Maintenance Department under the direction of Marvin Hamilton, Past State President. It was completed for the Homecoming in 1965 and was dedicated in November, 1965.

After the death of Miss Fox in 1964, The Board decided to continue the operation of the Hospital by placing Sally Miller in the position of Medical Administrator; Frances Ince, Business Administrator; and yours truly, O.J. Behrendt, as Maintenance Administrator. Each Department Head was responsible for his/her own budget, attended all Board Meetings, and we worked directly under the supervision of the Board of Directors.

At this time, it was also decided to hold at least two Board Meetings annually at the predetermined lodge in order to create more interest in the Hospital in the lodges.

Around 1965, the Hospital received one of the largest contributions to the Endowment Fund that they have ever received - - $360,000.00 was received from the Loudermilk Estate.

In 1969, the Staff began having a problem getting children with the type of physical handicap that the Hospital was originally designed to treat, which was primarily polio. The Salk vaccine developed by Jonas Edward Salk soon prevented the dread disease of poliomyelitis; therefore, the Hospital became a long term babysitting facility and remained in that status for several years. The Board, along with the help of many others, continued to search for a new program that would help more than just a handful of handicapped children.

In 1976, the Board hired Barney Rankhorn as Administrator. He was a psychologist and was to gradually phase out the old program and submit recommendations to the Board for three alternative programs. He accomplished the Board’s request, and after much discussion and consideration, they chose to convert the Hospital to a diagnostic clinic for handicapped children. This conversion would allow the staff to help more handicapped children annually that the old program did over a period of several years. Barney implemented the new program, which is still functioning well; however, he resigned in 1978 and was replaced by Robert Curry, who was also a psychologist. Robert continued to improve the program, but his tenure was also short - - he left in 1980. Donald Fox, another psychologist, was the next Administrator; however, he only stayed one year.

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In 1981, after contending with the transitions of several administrators over a period of a few years, the Board decided to revert back to operating by Department Heads as it did following Miss Fox’s death. At this time, Lisa Cowan was made Director of the Diagnostic Clinic, Mary Williams was made Director of Business Office/Support Services and yours truly, O.J. Behrendt, was made Director of Physical Plant. Each one of us was in charge of our department under the supervision of the Board of Directors. We functioned in this capacity until January 2, 1987, when the Board hired Leroy Haverlah as Project Manager.

In June and July 1987, Leroy implemented a summer camp for handicapped children. This program has been a huge success as the Foundation can serve roughly another sixty children each year. These handicapped children who attend the camp would experience the excitement and pleasure of going to camp like other children do each year. The Elks can be proud of Leroy for such a fine project.

In 1988 and 1989, Doris Wells, wife of State President Ez Wells, successfully launched a project in which she raised approximately $20,000.00 to renovate the old x-ray room and purchase an Electroencephalograph (E.E.G.) Machine which is being used to test the children. This machine will save money, time, driving miles, and most of all wear and tear on the children and personnel since they no longer have to be transported to and from San Antonio for these tests.

Doris is to be commended for a job well done that will save the Elks many dollars in the future, and we appreciate all the help that we can get. It would be hard to put an exact dollar figure on the amount of money that this machine will save the Foundation over the years.

The Elks have always strived to come up with ways to generate money. Over the years, in addition to the PBC and the HFC Certificates, Memorials, and Interlodge Functions, the Pledge Books were born. This bright idea was originated and implemented by Doyle Pollard in 1981, which generates a considerable sum each year. Another means of extra revenue is the Love Certificate that originated in 1987 since Leroy Haverlah became Project Manager. This too has proven to be a big success.

As the history of this fine organization is nearing a climax, I need to mention that shortly after the program converted to a diagnostic center, the name of the facility was changed from the Texas Elks’ Crippled Children’s Institution, Inc. to the Texas Elks Foundation for Handicapped Children, Inc. The Gulf Coast District donated and erected a Red Texas Granite monument near the property line on Farm Road 1586, which reads 1942-1976 Texas Elks Crippled Children’s Hospital. 1976 – Texas Elks Foundation for Handicapped Children, Inc.

Another important project that originated during a Board Meeting in 1982 by Ellis Leatherwood and Olley Anderson is the Elks Care R.V. Park. Many Elks have motor homes and travel trailers, and these two men felt that an R.V. Park would be utilized throughout the years. Doyle Pollard was Chairman of the Board at that time; therefore, he was made chairman of getting the project done. Money was raised by selling the property by the square foot for $5.00 a square. Construction for 34 hook-ups began in 1982 and were ready for Homecoming in September of that year. A state wide contest was held for naming the park. The winning name was Elks’ Care R.V. Park. As time passed, there was a need for additional hook-ups. In the spring of 1987, eleven FULL hook-ups were added and were used at Homecoming that year. C.D. Russell was chairman of construction of hook-ups. He also donated and constructed the

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sign for the park. Since Doyle Pollard had passed away and had worked so hard on the project, the Park was renamed in his memory.

This history completes almost half of a century that I was associated with the Foundation as an employee, as well as dedicated Elk for some thirty-five plus years. I enjoyed my tenure at the Foundation and will always give it my utmost support. I was both happy and sad and March 31, 1988, when I walked out of that old building that I had spent a great part of my line in - - happy that my daughter, Debbie Everett, would carry on as an employee of the Foundation and sad that I had to walk away.

So, my Brothers and Ladies, as I have now completed my part of the history of this great Foundation, I ask that you keep up the good work; for no person stands as tall as he/she does when they stoop to help the hand of a handicapped child.

God bless you.

Fraternally,

May 5, 1989

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History of the Texas Elks State Major Project

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HISTORY OF THE STATE MAJOR PROJECTIn August 1946 the crippling disease polio stalked the children of Texas. Texas Elks

responded by opening the Texas Elks Crippled Children’s Hospital on a nine-acre site at Ottine in Central Texas. By the 1950’s, the Salk Polio Vaccine was available and the mission of the Elks Hospital evolved from treatment to long-term care for polio survivors.

In 1977 the mission and the name changed again to Texas Elks Children’s Services Diagnostic Center. In 1987 a summer camp for children with disabilities was added to the program.

In June of 1999 the membership of TESA moved to institute a new program to replace the diagnostic program that helped the children with learning disabilities.

After careful consideration, Texas Elks decided it was time to change the focus of our State Major Project. All Elks were offered the opportunity to make suggestions as to the direction the new project should take. After receiving many excellent project ideas, a committee was established to review the suggestions and select several proposals for Texas Elks to review and make a final selection.

Out of this process came the Prosthetic Grant Program, the new State Major Project. This project recognized a need to help special needs children realize their fullest potential. Texas Elks realized that those special needs children and their families faced unique challenges. So many children could lead a more full and complete life if only there was some way to meet the specific needs of these children. Many children are unable to gain access to either the equipment or technology they need to allow them to be the productive children they want to be.

Texas Elks decided to make these very special children their children. Out of this desire came the final grant program for children. The Texas Elks Children’s Services Board of Directors finalized the grant guidelines that defined the term “prosthetic” in the broadest of possible terms. For the purposes of the grant, prosthetic is defined as “any piece of equipment and/or technology which will allow a child to live a more full and complete life” Children across the state of Texas have been helped with hearing aids, wheelchairs and computers with Braille capabilities, special braces, and a host of other devices that make special needs children stronger and more confident as they face their unique challenges. Other minimal requirements were established such as a child may be up to the age of 18 or 21 if still enrolled in school, a resident of Texas and able to prove the requested device is not covered by insurance or available through another grant and whose financial needs justify assistance.

Texas Elks take great pride in this project. We are proud because we see children in our communities benefit and because this project has inspired us all to become more involved. This project requires action at each Lodge level. We must work with schools and social agencies to identify children with special needs and this has more closely tied us to our community. This project has also afforded our community the opportunity to learn about Elkdom and our principals and the many diverse projects we support. The name of the State Major Project was changed to “Texas Elks Grants for Special Children” in order to eliminate some confusion regarding the meaning of the word “prosthesis”. In all other facts, however, the program has remained unchanged from its original design.

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Purpose of the Sweetheart Program

The purpose of the Sweetheart Program is to raise funds for their Lodge to support the

State Major Projects – Texas Elks Grants for Special Children and Texas Elks Summer

Camp

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The Beginning of the Sweetheart Program and Duties of a Lodge

Sweetheart

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THE BEGINNING OF THE SWEETHEART PROGRAMThe Texas Elks Sweetheart Program was started in 1979-80. A Sweetheart works hard for a period of one (1) year representing his/her Lodge. Since 1979 the hard work of all past Sweethearts in the state of Texas has earned a total revenue of $$12,702,385.94 (as of the 2019-2020 Elk year) for the Texas Elks State Major Project.

During the year, the Lodge Sweetheart who raises the most money within each district becomes the Sweetheart for the District. At the State Convention in June each year, it is then determined which District Sweetheart raised the most money. That District Sweetheart then becomes the State Sweetheart for a period of one (1) year and will represent all the Sweethearts across the state.

SELECTION OF A LODGE SWEETHEARTThe selection of a Sweetheart may vary from Lodge to Lodge on how the Lodge

Sweetheart is selected. This ranges from the Exalted Ruler picking the Sweetheart to the selection being made by the members of the Lodge. Other methods could be used and are used in other Lodges and Districts. The selection of a Sweetheart is an Elk function, sometimes mistaken for a B.P.O. Does or Ladies Auxiliary function.

The Sweetheart plans the year of fund raising events and projects. These are almost endless in nature and almost anything can and has been done to raise money.

All Lodge Sweethearts should keep a complete record of income, expenses, and hours which is submitted to the Lodge Secretary on a regular basis. A Sweetheart must request a receipt for that income amount for deposit. It is very important that you keep good records. Check with your Lodge Secretary at various times to make sure your totals agree.

The recommended guidance for Lodge Sweetheart expenses are as follows:

Sweetheart fundraising expenses: only expenses to be deducted/taken from Sweetheart fundraising income are those expenses related to the activity. The cost of the items to be raffled or the cost of putting on an event such as the cost of the food for a fundraising dinner.

Expenses of being the Lodge Sweetheart: These expenses can be handled by the individual volunteering to be the Lodge Sweetheart bearing all the expenses incident to being the Sweetheart such as travel and hotel expenses. Or, the Lodge can budget for the travel and hotel expense of the Lodge Sweetheart. The expenses incident to being a Lodge Sweetheart (such as travel and hotel expenses) should be determined by the lodge prior to an individual being named and accepting the role of Lodge Sweetheart. How expenses are to be borne should be fully understood by the Sweetheart prior to the individual accepting the position.

At the end of the Lodge Sweethearts year and at a special function for the selection of the District Sweetheart, the Lodge Sweetheart turns in all of the money that was raised during the year, and depending on the selection process used, a District Sweetheart is selected from all the Lodges in that District.

It is each Districts choice of a method selecting its District Sweetheart based on total dollars, per capita, lottery, etc. Being chosen to serve your Lodge as the Lodge Sweetheart is an honor you should be proud of, along with being proud that you are helping a special child with a special need. Sweethearts work hard for the year as the Lodge Sweetheart. During the year,

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whichever Lodge Sweetheart raises the most money in his or her District then becomes the Sweetheart for the District. At the State Convention, held in June each year, it is then determined which District Sweetheart raised the most money. He or she will then be recognized as the State Sweetheart and represent all Sweethearts and Lodges during the following year until, in June at the State Convention, the new State Sweetheart is announced.

SWEETHEART COMMITTEE

The role of Lodge Sweetheart is a very fulfilling but tough one. It is recommended that each Lodge Sweetheart have a committee that includes a Red Pig Chairperson and State Fund Drive Chairperson. Meet with your committee to set goals and encourage brainstorming for ideas to raise funds for our program. Utilize the resources provided from this Manual, past Sweethearts, TECSI, TESA and Interlodge activities.

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Past State SweetheartsTotal Amount Raised by All Sweethearts

Fiscal Year State Sweetheart DISTRICT REPRESENTING LODGE

1979-80 Birdie Hudson Northeast Longview Lodge #1128$117,801.00 1980-81 Ray Duplissey Northeast Longview Lodge #1128$121,431.00 1981-82 Kathy Inks Northeast Tyler Lodge#215$219,574.63 1882-83 Pat Thomas North Sherman Lodge #2280$209,025.54 1983-84 Johnie Duffie Northeast Longview Lodge #1128$237,834.00 1984-85 Bonnie Clark North Sherman Lodge #2280$279,787.19 1985-86 Jane Spivey Northeast Longview Lodge #1128$222,917.04 1986-87 Dot Lancaster Northeast Paris Lodge #2433$224,238.46 1887-88 Shirley Robertson Northeast Longview Lodge #1128$224,343.04 1988-89 Jerri Stanford Northeast Longview Lodge #1128$231,064.70 1989-90 Barbara Garrett South Weslaco Lodge #2057$262,651.75 1990-91 Patsy Lomas South Corpus Christi # 1628$237,117.63 1991-92 Vera Heflin Northeast Marshall Lodge #683$290,715.96 1992-93 Patsy Davis East Liberty Lodge #2019$280,702.00 1993-94 Audrey Bracewell East Liberty Lodge #2019$291,818.00 1994-95 Connie Owens Northeast Longview Lodge #1128$310,533.00 1995-96 Reita Tanner East Beaumont Lodge # 311$262,926.00 1996-97 Glenda Shannon East Liberty Lodge #2019

$285,409.00 1997-98 Dot Eubanks NorthPlano- Richardson Lodge

#2485$216,409.00 1998-99 Vicky Mullican North Sherman Lodge #2280$186,456.00 1999-2000 Helena Phelps Gulf Coast Katy Lodge #2628$214,779.00 2000-2001 Debbie Britton Gulf Coast Clear Lake Lodge #2322$174,136.00 2001-2002 Donna Powell Gulf Coast Katy Lodge # 2628$274,353.00 2002-2003 Judy Blair North De Soto Lodge # 2552$312,050.00 2003-2004 Elaine Meyers North Central Grapevine Lodge # 2483$316,714.33 2004-2005 Sandi Boyett Gulf Coast Katy Lodge # 2628$384,882.62 2005-2006 Janet Sypert Gulf Coast Katy Lodge # 2628$405,248.10 2006-2007 Jo Anne Veitenheimer North Central Wichita Falls Lodge # 1105$437,291.73 2007-2008 Cindy Gall Gulf Coast Katy Lodge # 2628$406,331.87 2008-2009 Irma Poorman Gulf Coast Katy Lodge # 2628$441,432.91 2009-2010 Darlene Crisamore Gulf Coast Katy Lodge # 2628$420,700.71 2010-2011 Kelli Rene Frizzell Gulf Coast Katy Lodge # 2628$424,979.16 2011-2012 Terry Doig Gulf Coast Houston Lodge # 151$430,600.59 2012-2013 Sandy Kiesling North Central Grapevine Lodge # 2483$449,915.98 2013-2014 JoAnn Maddux North Central Grapevine Lodge # 2483$487,620.12 2014-2015 Jenny French North Central Wichita Falls Lodge # 1105$478,863.02 2015-2016 Tammy Lnd Gulf Coast Katy Lodge #2628$511,540.56 2016-2017 Ann Powell Gulf Coast Katy Lodge #2628$501,091.32 2017-2018 Kent Fletcher PanWest Amarillo Lodge #923$434,112.00 2018-2019 Karen McCrary North Central Grapevine Lodge #2483$482,979.00 2019-2020 Penny Wharton North Central Grapevine Lodge #2483

$12,702,385.94

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Suggestions for Helping a Sweetheart in Fundraising

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The attached packet is to help Lodge and District Sweethearts in soliciting corporate donations. The procedure should be followed as closely as possible to insure that the potential donor corporation can receive the full benefit of any and all tax advantages.

Possible things to include in corporate donation packet:

TECSI Mission Statement

TECSI description - could be brochure, written description, etc.

Pictures from camp

Camp history, or numbers from recent years

Parents thank you and/or feedback

Corporate Donor Information Form

Letter from either TESA President or TECSI Chairman

CORPORATE DONATION PROCEDURE1. The Sweetheart should contact potential corporate donors.

2. The Sweetheart should give the potential corporate donor a copy of the corporate donor packet.

3. In the event a potential donor agrees to make a donation to the Sweetheart, the Sweetheart should assist the corporate donor to complete the Corporate Donor Information Form.

4. If the donation is in the form of a check, the check should be made payable to Texas Elks Children's Services, Inc. or TECSI

5. Once completed, the Corporate Donor Information Form, along with the check, if applicable, should be forwarded to TECSI.

6. TECSI will then issue a check back to the applicable Lodge.

7. TECSI will also send the corporate donor a letter acknowledging the donation, which can be used by the corporate donor for income tax purposes.

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TECSI DONOR INFORMATION FORM

DONOR

DONOR ADDRESS ________________________________________________________

__________________________________________________________________

__________________________________________________________________

SWEETHEART ___________________________________________________________

LODGE _______________________________________________

DONATION DATE ____________________________________________

DONATION FORM:

CASH/CHECK AMOUNT _________________________________

PROPERTY DESCRIPTION ______________________________________

________________________________________

________________________________________

________________________________________

PROPERTY VALUE $,____________________________________________

_________________________________________________________________________

SWEETHEART SIGNATURE

_________________________________________________________________________

DONOR REPRESENTATIVE SIGNATURE

_________________________________________________________________________

TECSI REPRESENTATIVE SIGNATURE

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Sample Letter(on Texas Elks Children’s Services, Inc. Letterhead)

Date:

To Whom It May Concern:

The purpose of this correspondence is two-fold: first to introduce you to (Sweethearts name) and the (Lodge name) Elks Lodge he/she represents, and secondly, to make you aware of the charitable works performed by the Texas Elks.

First, he/she is a volunteer. He/She has taken on the task of spending a year engaged in the fund raising activities to assist Texas Elks in our charitable works. Specifically, he/she is raising funds for Texas Elks Children’s Services, Inc.

The Texas Elks State Association supports Texas Elks Grants for Special Children. TECSI sponsors two major projects:

Our first project is our Texas Elks Grants for Special Children. At the conclusion of this next project year, Texas Elks will have awarded almost one million dollars to children in need. We have provided braces, hearing aids, glasses, prosthetics devices, computerized wheelchairs, lifts, and all manners of other specialized equipment to children from Dalhart to Brownsville and Beaumont to El Paso. Without the help of Texas Elks and TECSI, these children would be deprived of the assistance they so desperately needed.

Our second major project is Texas Elks Camp. For seven one-week sessions during the summer, Texas Elks provide an exceptional camping experience to over three hundred special needs kids. These children come to us with all manners of disabilities, both physical and mental. It is our challenge to meet the needs of each and every camper and to ensure that every child who attends Elks Camp leaves more self-confident and assured. Our campers learn that no matter what their particular challenge, they can be successful. The driving philosophy behind Elks Camp is “having a difference doesn’t make a difference.” And our campers leave here believing in that motto.

Surveys taken at the end of each session reveal a very high parent approval rating, with 100% of the parents reporting that the camp was worthwhile and they would recommend it to others.

At the conclusion of each week at camp, every camper receives two awards: the first is a graduation certificate, and the second is an award tailored to each camper naming that camper as the best at a particular activity. For most of our children, this is the very first time they have been singled out as being the best of anything, and to see the faces of not only our campers, but their parents as well, is a joy to witness. There are always tears on Friday evening, as the children do not want to leave this very special place.

Thank you for your time in considering helping the Texas Elks in providing assistance to our Special Needs Children.

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Use of TECSI 501C3 Status to Request Charitable Funds

Fundraising for the Texas Elks Children’s Services, Inc., may be used under the non-profit 501C3 exempt status to raise funds for the Sweetheart Program. Various companies offer grant programs that a Lodge Sweetheart may inquire as to how the Elks may receive some of these funds. As example, check with your local Wal-Mart Store and ask for their Community Involvement Coordinator for information, or go online to www.walmartfoundation.org and look under Community Support for more information. In addition, some large corporations have funding for hours volunteered through their employees. Inquire within your Lodge to see if any of the employees of their corporation qualify for such funds.

If you are successful in securing a grant or contribution through the 501C3 program, please notify Loretta Shirley at Texas Elks Children’s Services. Some companies will only issue funds directly to the Texas Elks Children’s Services and not to the Lodge Sweetheart who is requesting them. If TECSI is not aware of the possibility of such funds being requested, they will not know what Lodge Sweetheart to contact so the contribution can be transferred to the Lodge Sweetheart who secured the grant or contribution to be included in the Sweetheart’s total amount raised. If you need additional information, contact Loretta at the center.

Contact Information:

Loretta Shirley, Director for Texas Elks Children’s Services, Inc.

Phone: 830-875-2425

E-mail address: lorettas@gvec.net

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Suggestions for Fundraising When a Sweetheart first starts his/her year as the Lodge Sweetheart, one of the first

questions might be “How can I ever do this successfully?” Relax and enjoy what we hope will be an enjoyable and fulfilling year.

If you are able to attend a summer camp graduation on a Friday afternoon at Ottine, you will experience a feeling of excitement about why you accepted the challenge of being the Lodge Sweetheart.

Wear your nametag identifying you as the Lodge Sweetheart. Get to know, if you don’t already, the members of the Lodge. Don’t hesitate to ask the Lodge members for support in this year of challenges. You are working for the Lodge, and most people will help and support you, if asked.

As you plan your activities for projects in the Lodge, also plan and ask for help outside in the community. Maybe you are planning an activity where you need to ask merchants for their help with donations. When you do this, always wear your nametag, take pamphlets about Texas Elks Children’s Services, Inc., a letter (sample letter attached) to introduce yourself and the Elks Lodge you represent. Secondly, the letter will inform them of the charitable works performed by the Texas Elks.

Promote yourself and the Sweetheart Project. Write monthly articles for your Lodge newsletter explaining your project and advertise your functions. If a project is open to the public, do not forget to advertise in your local newspaper and with fliers in merchants’ windows (only with prior approval).

There are many ideas of fundraising, many of which have not been thought of yet. Use your imagination! If your Lodge is hosting an event such as casino night, ask if you can serve as a cocktail waitress – tips add up. Write letters to places in or near your community such as professional baseball, basketball, hockey, horse tracks, auto racetrack, and performing arts productions. Contact airlines asking for donations of tickets. Also contact golf courses, asking for a round of golf for four – these make wonderful raffle items or may be used in your live auctions. If you do not get a response from your letter, follow up with a phone call or a personal visit; sometimes letters are laid to the side and not meant to be forgotten. Always follow up with a thank you note or a certificate of appreciation. These can purchased at any office supply store.

When writing letters, always promote the Elk’s image of helping Special Needs Children and the Elks Summer Camp. Pamphlets about Ottine may be enclosed in your letters. Pamphlets may be obtained by calling the center at Ottine – they are always glad to help.

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Listed on the following pages are some ideas or examples of fundraisers that you may use.

Pancake Supper or BreakfastA pancake supper is a proven moneymaker if well planned. Ask the Lodge Past

Sweethearts or “PERs” to sponsor the event. Choose a menu, select the date and time supper will be served, and the cost of the supper for adults and children. It is very important to advertise an event like this to the public. Run ads in the local newspaper, radio stations, and place flyers in merchant’s windows. Plan to have greeters at the door. Have information available to inform customers about the Sweetheart Program and the Texas Elks Summer Camp Program. Sell tickets in advance. This is a good time to tie in a Silent Auction.

Christmas AuctionIt all stars with a plan. Start collecting Christmas items early, either from Lodge members,

from garage sales, and by asking merchants for Christmas donations. Ask a member of the Lodge, along with a committee to plan a Christmas Dinner with all the trimmings to have the same evening. Ask one or two Lodge members to serve as auctioneers for the event. They can make this a lot of fun and this can be a great moneymaker. Have the event in early November when people are getting ready to decorate for the Holidays.

Turkey ShootIf your Lodge is lucky enough to be located on land that is large enough for this fund raiser,

that would be great. If not, there may be a shooting range in your area at which this event could be held. You will need volunteers that are familiar with this type of event. Work with that person on furnishing a house gun, targets, shells, and you, as the Sweetheart, are responsible for the prizes- such as hams, turkeys, pork loins, bacon. You can ask for donations for these items. Use one of these items as the prize for each round of shooting. This event requires advertising and will draw from outside of the Lodge in your community. Shooters also like to shoot for money rounds.

Fashion Show/LuncheonYou will need a committee to help for this, which would be a good time to ask past

Sweethearts for help. Talk to a Boutique store manager in your area that will provide the clothing and agree to do the Fashion show. Decide on a date, lunch menu, cost, and have tickets printed. Ask the officers of the Lodge to act as cocktail waiters or waitresses and serve the lunch. Provide a few gifts to be given as door prizes. The store conducting the show will usually provide a few gifts to be given as door prizes. An event like this is fun but to make it successful, you will have to do a lot of advertising.

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Penny RaffleA Penny Raffle is a money-making project that may take weeks or a couple of months to

sell out, but is a good source of profit. First, select an item that would be of interest to a lot of people for your raffle. The object is to sell the squares. If they draw #1, that will cost a penny; if they draw #300, that will cost $3.00. That is why it is called a Penny Raffle. To draw attention to the board which you have posted in the Lodge, you may want to decorate a section at the top with a picture of the raffle item and decorate with some pennies. Keep numbers that have not been drawn yet in a safe place.

You will make a poster board divided into squares of 300, 400, or 500. Number each square starting with #1 and continue till the board is completed with the number of squares you have selected. Proceeds from the squares are: 300 squares = $450.00; 400 squares = $802.00; and 500 squares = $1,256.00.

The size of your Lodge may determine the size of board you want to make. Next, you will need to make two sets of numbers to be cut into squares – the same numbers as you have on your board. Keep one set of numbers in a container from which they can draw and another set to have to draw from when the raffle board is sold out. Do not mix the two. After a person draws a number and pays the amount drawn, write his/her name in the square and tear up the number. Make sure you have the name in the correct square.

A good time to sell the squares is at the Lodge meetings, special events, etc. A fun way to sell tickets is, when you see a group at the bar, to get someone to challenge the others to a “Low Man Buys.” The person with the lowest number buys a round of drinks for those who participated in the challenge.

Another option on your board is to select three (3) squares to be your “Mystery Prize Square”. Circle these in bright red. If a person draws one of those numbers, he/she wins that mystery prize, but still has to pay the number drawn. Small bottles of liquor work well for these prizes. A Penny Raffle can be a lot of fun.

Another way to run the Penny Raffle is to have one set of numbers and have them sign the back of the number once they draw. Use heart shaped stickers to cover the drawn square. Put the signed numbers in another container and once all squares are drawn you have someone draw one number for a gift card. The gift card can be purchased with part of the proceeds. Also you can get donations for little drawing prizes and put little stars or other stickers on random squares. Members will love the chance to get a prize when they draw.

Silent AuctionA Silent Auction is a good project to do and tie it in with another function that you are

having at the Lodge. Display the articles you are putting up for auction. Supply a signup sheet which should include a place for the name, amount of bid, and a phone number where they can be reached. Post the time the auction will close.

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50/50 DrawA 50/50 draw is something people like because everyone likes a little cash in their pocket.

Use a two-sided ticket. Sell the normal 6 for $5.00 or $1.00 each. Another option, just for a change and to have customers feel like they are getting more for their “bucks”, is to sell tickets 10 for $5.00 or whatever amount you choose. The Sweetheart gets half and the winner half.

Sidewalk Bake SaleAsk permission from a merchant if you can conduct a Bake Sale at its place of business.

Ask members from the Lodge or Ladies Auxiliary and friends to make their favorite dessert. Advertise that the proceeds benefit the “Texas Elks Grants for Special Children” and “Texas Elks Summer Camps”. Use brochures from the center and maybe a poster with pictures from camp showing what the Elks do for children.

Rib or Brisket SaleIf you have a cooking team at the Lodge or someone who is famous for their ribs or brisket,

ask them to sponsor a sale, both to the Lodge and the outside community. Remember to advertise if you include the sale to the people of the community. Also, if they are already cooking for you, it is a good time to have a dinner and let the members enjoy a sampling of what they have bought and are taking home. Pick-up times for people outside the Lodge should be prior to your dinner.

Super Bowl PartyIf your Lodge does not have a Super Bowl Party, then you can sponsor one. Plan what you

want to serve; this may be a good time to ask for it to be a Pot Luck meal with plenty of snacks. Select someone to run your football pools. This can be a split with the Sweetheart. You can have a Silent Auction or a raffle for shirts of the teams playing in the Super Bowl.

Tailgate PartyYou can have a Tailgate Party at the opening of the football season. This can work like a

Super Bowl Party or you can plan to have both a Tailgate Party at the beginning of the football season and the Super Bowl at the end of the football season.

TournamentsIf you Lodge has a shuffleboard or darts, arrange tournaments for fun and to raise money

for the Sweetheart Program. Make plans for Bridge Parties, Bunko Parties, or other games of interest to your Lodge.

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Can ShakesA “Can Shake” is a good way to involve the community to contribute. Some cities require

you to have permits for this. If permission is given, select the busiest intersection in town. Make up interesting can promoting the Texas Elks State Major Project. Provide literature explaining the Elks Summer Camp and helping children with special needs. You will need volunteers to help you with the Can Shake. Wear shirts that pertain to the project and nametags.

Garage SaleTo have a garage sale you will need to start collecting items early. Ask members of the

Lodge and friends to donate items they want to get rid of. Many times people want to get rid of usable items but do not have the time to have a sale of their own. Set a time and date for the sale. To be successful in a garage sale, you must ADVERTISE. Along with advertising your garage sale, also advertise to the public you will accept their donations. Designate a time and place for this purpose. Always have information available about the Texas Elks State Major Project explaining where the proceeds for the sale go.

“Moo Raffle”Talk with the local supermarket or meat market to see if they would donate about four nice

steaks. If a donation is not possible, be prepared to ask for a discount. Package these attractively and raffle these at a Lodge function. You can also do this with chicken breasts or you could do two chicken breasts and two steaks. Be sure to package them separately and call them a “Moo and Cluck Raffle.”

Holiday Booze BasketWhile people are in the spirit of the Holidays, prepare a Holiday Booze Basket. Ask for

donations to fill the basket. As an encouragement for making a donation, you might want to offer a couple free tickets for the drawing for making the donation. Start by selecting an attractive basket, fill the basket, cover the basket with shrink wrap, and decorate the basket for the holidays. The raffle should be conducted over a period of weeks and given away at a Lodge Christmas Party or other holiday function.

Name This Person ContestContact members of the Lodge asking for a picture of them at an early age. Display them

with a number for each one. Have a ballot made with a place for the name of the person making the guess, a place for who they think the person is, and a place for the number of that picture. Charge $1.00 per guess. The one who correctly identifies the most splits the pot between the winner and the Sweetheart.

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Pig RacesA Red Pig race is a form of entertainment that is enjoyed be everyone and makes easy

money for the Sweetheart. Set up a table and use tape to make six lanes with squares to race the pigs. Number each red pig, one through six. Place your red pigs at the starting gate. Take bets on the pigs by their number, just like betting at the horse races. Have a table set up to do the betting. Have a different color of ticket for the different races. After the bets are placed, roll the six dice; if you rolled 3 - #5 and 2 - #4, then pig #5 would move 3 spaces and pig #3 would move 1 space and pig #4 would move 2 spaces. Keep rolling down and back until you have a winner. The winners collect with the split between the Sweetheart and the winning ticket. Decide on how many races you will run.

Breakfast and Picture with SantaChoose your menu geared to what small children would like, select a date and time

breakfast will be served, and the cost of the breakfast. Advertise in the local newspaper, radio stations, and place flyers in merchants’ windows. Have elves as helpers and greeters. Of course, your big attraction will be Santa himself. Hopefully someone in your Lodge will have a digital camera and a printer that prints the pictures on site. Set a price for the picture. As always, have information available about the Elks programs that help special needs children.

Bunko Party/LuncheonSelect the date, time, and cost for lunch for the Bunko Party. Ask for help in preparing and

serving lunch. After lunch have fun with Bunko. There are no official rules for Bunko. Use the rules that most people attending like to play. Decide on the number of rounds you will be playing. Have scorecards, a few door prizes, and decide if you will give cash or gifts for prizes. If you give cash prizes, figure the split for the winners and the Sweetheart.

Queen of HeartsThe Queen of Hearts is a game that has been used by some Sweethearts and they have

made good money on it. It is just the luck of the draw. Use a deck of cards and charge $1.00 to pick a card. If you pick the Queen of Hearts, you get half the pot. If you pick the joker you get $10.00 (or whatever amount you want to give). You must be present to win. As the pot grows, People keep coming back for a chance at the bigger pot. Good luck.

Chicken BingoThis is a good money maker provided you can find the equipment, such as a chicken and a

cage. On a poster board cut to the same size as the bottom of the cage, mark off with squares, write a number on each square, and place it in the bottom of the cage. On a sheet of paper, have squares marked to equal the same amount of squares as in the poster board in the cage. Sell your

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squares then place the chicken in the cage and let the chicken do the rest. Make sure he eats well before being placed in the cage. The number he leaves his drop on is the winner of half of the pot and the rest goes to the Sweetheart. Remember to do this in a well lit room, as chickens do go to roost at dusk. Lots of times players have requested to play chicken bingo again.

Card RaffleTake a full deck of cards and sell the cards for a fee. As you sell the card, cut the card in

half, giving one half to the buyer and keeping the other half for your drawing. When all the cards are sold, have your drawing. The card that matches the card drawn will be you winner. If you sold these for $5.00 each, that would be $140.00 for you and the same for the winner. This is fun, easy and profitable.

Weight Loss ChallengeIf you know someone who wants to lose weight and help the Sweetheart at the same time,

have a “Weight loss Challenge Contest”. Have your volunteer challenge Lodge members to contribute one dollar to the Sweetheart fund for every pound they lose between a time agreed to by the Sweetheart and the volunteer. You might even have several volunteers who want to lose weight and meet the challenge.

Dinners, Dinners, and More DinnersAs we all know, Elks like to eat. Ask to work at a dinner every chance you can get. Some

Lodge Sweethearts cook meals on Lodge meeting nights. Invite spouse to come to the Lodge that night- this increases the number of dinners sold and also can get you some volunteers to help with cleanup. This not only helps the Sweetheart, but also helps the Lodge attendance.

Some ideas for special dinners other than meeting nights could be an “Italian Night”. Serve a Spaghetti Dinner and have a nice bottle of wine as a raffle.

Do a “South of the Border Night” and serve a nice Mexican Dinner. Ask the House Committee to sponsor a bar special, ½ price Margaritas and Corona Beer. This not only helps the Sweetheart with attendance for his/her dinner but also increases bar sales.

Other IdeasThere are many ideas you can put to work for a Sweetheart project such as “Stick Horse”

races or a Variety Show. You could ask the Drama Club at your local high school to perform and split the proceeds. This is also a good place to have a dinner.

Also, a car wash, remembering to advertise the car wash and that the proceeds go to help children with special needs. This can also be a dog wash. Ask a veterinarian to participate and give information on safe guards on your pet’s health. This would also work as a community service project for the Lodge.

Casino bus trips are a lot of fun and a good moneymaker. Sponsor a chili/bean cook-off. Dances are a lot of fun; tie it in with a Luau, Oktoberfest, or a Sock-Hop.

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Promote a Survivor or a Safari Party. In some areas, a Trail Ride would be exciting.

These ideas are provided for your use and we hope they will aid you in your sweetheart year and they are merely suggestions and ideas. You may adapt them as you see fit. If you have good ideas please share with other Sweethearts.

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History of the Red Pig Program And How it Works with the Sweetheart

Program

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The History of the Red Pig Program

By Matthew Dadich

Early in 1984, I contacted the late Marvin Lewis, PGER of the California-Hawaii Elks Association. They had the Purple Pig Program. He gave me permission to call their Elks State Headquarters in Fresno, California to get permission to use their program. They were 100% behind us in using their program and with any other information or assistance we needed.

California Elks State Association sent to me twelve (12) Purple Pigs to take to the State Convention in Harlingen in June 1984. I presented the program at a special meeting with the Board of Director of Texas Elks Foundation for Handicapped Children, Inc., President-Elect Vic Elliott and other officials. T.A. “Tred” Tredway passed them out to the various Board members. A lengthy discussion was heard. We had on the Board of Directors at that time several members who were previously members of the California-Hawaii Elks Association and they stated that the “Purple Pig Program” brought in over a million dollars per year. So a vote was taken and approved to adopt the “Pig Program”. I then stated that we should call our program a different color. TESA President-Elect Vic Elliott said to make it like the color of his “Red”, bloodshot eyes. This brought out a chuckle and thus was adopted the name “Red Pig Program”.

On the original committee for the Red Pig Program was T.A. “Tred” Tredway, Interlodge Chairman, Mary Williams, Support Services Director, Texas Elks Foundation for Handicapped Children, Inc. and myself, Matthew Dadich, Director, West District.

Purpose of the Red PigThe purpose of the “Red Pig” is to generate funds along with the Sweetheart activities.

We use the pigs in our Lodge, which is great, but we need to reach out to the community for their support. Ask businesses and have members place them in offices where they work. Ask friends if they would take one to place in their place of employment. When you ask a business if you can place a pig in its establishment, explain that when you return to pick up the money in the pig, you will present them a receipt for tax purposes for the amount you have picked up from the pig. The total amount of money collected from the pigs should be kept separately; this is so TESA will know how much is received through the Red Pig Program. The amount collected will count in your Sweetheart totals when presented to the District prior to the selection of the District Sweetheart. For example, 2013-2014, the Sweethearts raised a total of $487,620.12. Out of that total, the Red Pig amount was $44,211.12. If you need Red Pigs, call Texas Children’s Services at Ottine (1.800.880.7561); anyone there will be glad to assist you. They can also supply you with pamphlets about the center and the State Major Project, as well as Red Pig charts, stickers, etc.

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Duties of each Sweetheart as Per TESA and District Sweetheart By-Laws

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STANDARD TESA NUMBER 2 INTERLODGE ACTIVITIES COMMITTEE

Section 2.010: PURPOSE:

Section 2.010.l: The Interlodge Committee is established to promote harmonious relations and goodwill between the Lodges and Members of such Lodges in each District of TESA.

Section 2.010.2: To raise funds to assist in the financial needs toward the operation of the State Major Project "Texas Elks Children's Services, Inc.”

Section 2.010.3: To promote and encourage District Members and their spouses to meet and enjoy mutual fellowship within the District.

Section 2.010.4: To promote and encourage District Members and their spouses’ interest and participation in the efforts to raise funds to further the goals of the State Major Project, and of Elks toward the accomplishments the goals specified above.

Section 2.010.5: To encourage the Ladies organization, in whatever form, within the Lodges to become a working part of the District Interlodge Activities to raise funds for which such committees are established.

Section 2.020: RESPONSIBILITIES:

Section 2.020.1: The District Interlodge Committee will be established as a working committee under the District Vice President in each District.

Section 2.020.2: The Committee will consist of individuals from all TESA member Lodges within the District. It will be organized with a District Chairperson, Vice Chairperson, Secretary, Treasurer and Chaplain.

.Section 2.020.3: The Officers will hold office for the same period of time as the District Vice President and will be elected and/or appointed at the January Vice President's Clinic each year. The option of election or appointment by the Vice President rests with the individual District.

Section 2.020.4: The District Secretary and Treasurer will be required to be under a bond of a minimum of $30,000.00. The TESA Trustee will provide the bond under a state wide blanket bond. The cost of the Bond to be paid for from the State Interlodge funds collected.

Section 2.020.5: All funds raised by this committee will be received by the District Secretary, who in turn will receipt same and turn over to the District Treasure who will receipt same to the Secretary.

Section 2.020.6: The District Treasurer will deposit all funds received in an account in the name of the District.

Section 2.020.7: Each District Interlodge Committee will be allowed $200.00 expense money for reproduction, postage and supplies. This will be deducted from money raised.

Section 2.020.8: All monies collected by the individual District will be turned in to the

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TESA Trustees at the Annual Convention no later than Friday on a time established by the Trustees at the Convention. The money should be turned in by the District Chairperson. If the Chairperson is unable to attend the Annual Convention the District Secretary and/or Treasurer be responsible.

Section 2.020.9: Each District will establish and maintain a set of Interlodge guidelines, fully aware that the problems of administration and operation may not be the same in all nine (9) Districts the guidelines will be designed to fit the District's particular needs.

Section 2.020.9.1: The guidelines must in no way conflict with the general rules set forth in this Standard and these By-Laws. The guidelines will identify the weekends each Interlodge social/fund raising function will be held. Every effort should be made to make these dates consistent each year.

Section 2.020.9.2: To reduce the number of required meetings for members it would be advantageous to meet the same weekend as the District Vice President conducts his Clinic. Each Lodge is requested not to schedule a Lodge social activity on those designated weekends.

Section 2.030: LODGE-DISTRICT-STATE SWEETHEART CONTEST:

Section 2.030.1: Each Lodge is encouraged to select a Sweetheart and enter the Sweetheart Contest. The rules for the selection of a State Sweetheart are in the following sub-paragraphs.

Section 2.030.2: PURPOSE: These rules are intended to establish a procedure for the collection of Interlodge money and determine the State Interlodge Sweetheart at the Annual Convention. It is necessary for the procedure to be followed so that the State Interlodge Sweetheart contest will be as fair as possible to all Districts.

Section 2.030.3: LENGTH OF CONTEST:

Section2.030.3.1: The official end of the State Interlodge Contest will be 6:00 pm of the day preceding the announcement of the State Interlodge Sweetheart at the Annual Convention.

Section 2.030.3.2: Any funds collected after the contest closes will go into unaffiliated Interlodge funds.

Section 2.040: INTERLODGE MONEY:

Section 2.040.1: All funds from Lodge/District functions (i.e.: Red Pigs, 52 Club, etc.) can be used as Interlodge funds.

Section 2.040.2: Funds cannot be re-allocated from one account to another after they have been received by the Trustees or Texas Elks Children's Services, Inc.

Section 2.040.3: Payment of assessment in full and fund drive participation will earn points per Section Stand.2.060

Section 2,040.4: Money derived from the Special Children's Fund Drive can be included in the accounting for Sweetheart Contest Fund.

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Section 2.050: COLLECTION PROCEDURE:

Section 2.1050.1: A room manned by two (minimum) Trustees will be open at a time announced at the Annual Convention to receive funds.

Section 2.050.2: Only Trustees and Lodge and/or District Representative will be allowed in the room while funds are being received.

Section 2,050.3: Trustees will provide a receipt for funds received. Lodge and/or District Representative will sign allocation form indicating amount turned in.

Section 2.050.4: The Chairman of the Trustees or a Trustee designated by the Chairman will collect all money, receipts and allocation forms. A ledger will be maintained by the Chairman or his designate of money received by source and amount. This information will be regarded as confidential until the State Interlodge Sweetheart is announced.

Section 2.050.5: In a situation not covered by this Standard, the situation will be reviewed by a majority of the Board of Trustees at the Annual Convention for a final decision.

Section 2.050.6: When funds from all Districts have been collected the Chairman of the Trustees or his designate will deliver all allocation forms to the State Interlodge Chairman,

Section 2.050.7: A committee composed of the State Interlodge Chairman, State Projects Chairman, Special Children's Fund Drive Chairman and Endowment Fund (PBC/HFC/LOVE) Chairman will determine the State Interlodge Sweetheart using the allocations forms provided, and Bonus points allowed in Section Stand.2.060.

Section 2.050.8: Each member of the committee will sign a final tally sheet and receive a signed copy and the conclusion of the selection of the Sweetheart.

Section 2.050.9: Each member of the committee must understand that the tally sheet is confidential information until the Interlodge Sweetheart has been announced.

Section 2.050.10: A copy of the Tally sheets will be provided to the District Vice Presidents after the close of the Convention.

Section 2.060: SWEETHEART SELECTION:

Section 2.060.1: To QUALIFY: Each District shall in order to obtain the first 100 points, be required to turn in on behalf of its Sweetheart, $1.00 per member on the District rolls as of March 31st the proceeding lodge year.

Section 2.060.2: POINT VALUE OVER QUALIFYING: Each dollar turned in above those required for the first 100 points shall count one (1) point.

Section 2.070: STATE SWEETHEART: The State Interlodge Sweetheart shall be selected on the basis of the largest number of points earned by a district.

“END”

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TESAINTERLODGE AND FUND RAISING COLLECTION

TURN-IN FORMDISTRICT:___________________ (one check per District made out to TESA)

LODGE NAME: LODGE SWEETHEART RED PIG RAFFLE TOTAL

$ $ $ $

$ $ $ $

$ $ $ $

$ $ $ $

$ $ $ $

$ $ $ $

$ $ $ $

DISTRICT TOTALS $ $ $ $

TESA / LODGE YEAR _________DISTRICT SWEETHEART NAME: _______________________________ ADDRESS:_____________________________________________________

CITY/ST/ZIP: _____________________________________ PHONE: __________________________________________

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STANDARD #10 TEXAS ELKS CHILDREN’S SERVICES, INC.

HOMECOMING HANDBOOK

Section 10.010: INTRODUCTION: Texas Elks Children’s Services, Inc. operates Elks Camp and the special grant program. Homecoming is an annual open-house activity. The purpose is to provide an opportunity for Elks, their spouses and supporters to view the facility first-hand and to have an old-fashioned family reunion.

Section 10.020: HOST DISTRICT: Each District serves as Host on a rotating basis. The TESA President and Director from the current year Host District serve as Co-Executive Chairpersons. The Assistant Chairman is the Alternate Director from the Host District. The committee consists of all interested Elks and their spouses from the Host District. The Immediate Past State President will serve the Chairman as an advisor.

Section 10.030: HONORARY: Each year an individual may be selected by the Board of Directors who will be honored during the weekend.

Section 10.040: POLICY AND PROCEDURES: Homecoming became a two-day event in 1983. Since then, participation has increased year by year in most years. RVs start arriving as early as the weekend before. Activities start for early arrivals Friday evening with an “all you can eat” type dinner. The Friday affair is usually sponsored by the RV campers.

Any sale of alcoholic beverages by the drink is prohibited at the Homecoming event.

Section 10.040.1: PLANNING: Substantial efforts go into making the weekend successful. Planning by the President-Elect and the Host District may begin at the conclusion of Homecoming weekend.

Section 10.040.2 ACTIVITIES: In addition to renewing old friendships, many activities are conducted on Friday, Saturday, and Sunday. Activities will vary from year to year, but some are: silent auction/auction, a golf tournament, a Chili, Beans and Barbecue cook-off, horseshoes, etc. Special activities are usually scheduled at the local Lodges on Friday and Saturday evenings.

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Section 10.050: DISTRICT ROTATION FOR HOMECOMING HOST

District Year ending in 2030

North 2015

Southwest 2016

South 2017

Northeast 2018

North Central 2019

Central 2020

East 2021

Pan West 2022

Gulf Coast 2023

North 2024

Southwest 2025

South 2026

Northeast 2027

North Central 2028

Central 2029

East 2030

Homecoming Program

Section 10.060: A. A Homecoming Sunday Program may be held. It is not a requirement and will be changed to fit the needs of the attendees as determined by the TESA President and the Director from the District hosting Homecoming.

While the following schedule may be used, it is not required, and may be completely eliminated by agreement of the TESA President and the Director of the host District.

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Section 10.060: TYPICAL HOMECOMING PROGRAM

Saturday, September **, 20**

Flag-raising – 9:00 a.m. Host District

Main program starts at 9:30 a.m.

Presentation of Colors

Welcome by Homecoming Chairman

Master of Ceremonies (if one designated)

Pledge of Allegiance

Invocation

Introductions:

TECSI Board of Directors/Alternates Chairman of the Board

State and District Sweethearts TESA Interlodge Chairman

State Officers TESA President

Introduction of State Elk of the Year State President

Past State Presidents Chairman, TESA Advisory Comm.

Grand Lodge Representatives A Past GL Officer or Committeeman

Introduction of PGER A Past GL Officer or Committeeman

Guest Speaker(s)

Recognition of recent gifts PSP Host District

Announcements

Benediction

NO ONE WILL BE ALLOWED TO BE PLACED ON THE PROGRAM EXCEPT BY PREVIOUS ARRANGEMENTS. EMERGENCIES EXCEPTED.

Section 10.070: PRINTED PROGRAM: A printed program may be passed out at the Center should include the Schedule of Activities.

Section 10.080: AREA MOTELS: The TECSI staff will provide a current list of area hotels and prices.

Section 10.090: RV PARKING FACILITIES

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Note: This section is a guideline for park usage during the Homecoming, Memorial Day. For all other times of the year, please refer to Standard #12.

Section 10.090.1: Hook-ups: There are 45 hook-ups available in the Doyle Pollard RV Park on the grounds. These are available on a first-come-first-serve basis. Elks are not allowed to park their RVs and leave them unattended; when the vehicle is parked, you must be staying in the park. Only the President and the President-Elect and Director from the host district are allowed to leave a vehicle, unattended, for as long as deemed necessary. After all hook-ups are taken, self-contained units may be parked on the grounds as space permits.

Section 10.090.2: Fee For Parking: $15 per night for Texas Elks, $20 for Out of State Elks, and $25 for non-Elks.

Section 10.090.3: Additional Parking: Additional parking spaces may be found nearby at the Palmetto State Park. For information and/or reservations, contact:

Park Ranger

Palmetto State Park

78 Park Road 11 South

Gonzales, Texas 78629

Telephone: (830) 672-3266

Section 10.090.4: Pets: Pets must be kept on a leash and monitored at all times. Leashes over six-feet long are not permitted. Noisy, vicious, or dangerous animals are not permitted. Owners must clean up after their pets. Please note designated walking/bathroom areas provided for pets.

Section 10.090.5: The Director from the Host District shall appoint a committee to empty trash receptacles and help keep the RV Park and TECSI grounds policed and clean.

Section 10.090.6: Communications: Telephone communications are not available at the RV Park. For an emergency you may be contacted through TECSI. The telephone number is (830) 875-2425.

Section 10.100: SATURDAY ACTIVITIES

Section 10.100.1: Attendance: Review attendance tallies from past 2 years.

Section 10.100.2: Games (benefiting First Lady): Optional games are listed in Appendix “B.” Set up for horseshoes, washers, dominoes, volleyball, cake/refreshment wheel, and other entertainment as desired. The Center has most of the equipment for on-site activities.

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The Host District pays for the awards out of the proceeds. The remaining proceeds go to the First Lady.

Section 10.100.3: Games (benefiting TECSI): Other fun activities and games include the Homecoming Café, Golf Tournament, Blue Bell Ice Cream, etc. All expenses are deducted from the proceeds of these events. The remaining proceeds go to TECSI. All money collected from the Sunday noon meal, should one be served is also given to TECSI.

Section 10.100.4: Barbecue (Ribs and Brisket), Chili, and Bean Cook-offs: The Cook-off Chairperson should set up area for barbecue, chili, and bean cook-offs. The Host District pays for the awards out of the proceeds. The remaining proceeds go to TECSI.

Section 10.100.5: Proceed Distribution: All proceeds of the games and cook-offs are given to TECSI. All proceeds of the First Lady games go to the First Lady. Proceeds from individual sales will go to the Sweetheart. Proceeds from the Silent Auction will be distributed to participating Lodge Sweethearts in a manner directed by the President and the Director of the host district.

NOTE: The Host District provides the personnel to properly direct and conduct all activities.

Section 10.110: PERSONNEL REQUIRED TO CONDUCT ACTIVITIES

Section 10.110.1: Committees: Each activity should have a Chairperson and a committee to organize and distribute a schedule of play for each event. Upon completion of the event, the Chairperson should collect the winner(s) names and report to the Host Chairman for the awards presentation. The Chairman must be patient, have good organizational skills, be able to “think on his feet,” and come up with new ideas if necessary.

Section 10.110.2: Registration: Establish a Registration Committee with a Chairperson and supporting committee. The Center will provide the registration materials.

Section 10.110.3: Officials: Provide officials for each game/tournament who have knowledge of the rules of the game they are assigned to and who are confident in their judgment and officiating skills. The number required is at the discretion of the President and Host District.

Section 10.110.4: Cake/Refreshment Wheel: The Gulf Coast District is responsible for the set-up, stocking and operating the Cake/Refreshment wheel. The public address system should be on. All proceeds go to the First Lady.

Section 10.120: RECREATION/ENTERTAINMENT SATURDAY NIGHT

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A Saturday evening meal will be prepared and served by the Host District. Entertainment and/or a program may be provided as specified by the President and Director from the Host District.

Section 10.130: SUNDAY FOOD SERVICE

Section 10.130.1: Menu: Menus should have been established and coordinated by the President, Director of the Host District, and with TECSI staff.

Section 10.130.2: Quantity of Food: A count will be recorded of those who eat and provided to next year’s Chairman.

Section 10.130.3: Food Preparation: A crew with sufficient experience to know what they need and what they are doing should be selected.

Section 10.130.4: Center’s kitchen may be used for preparation of the side dishes if so desired. Pots, pans, cooking utensils, serving trays, motorized slicer, knives and utensils are available.

NOTE: TECSI can order plates, cups, napkins, eating utensils, bread and ice. Discuss prices with the TECSI Director.

Section 10.130.5: The Host District pays for the food served. All proceeds go the TECSI general fund.

Section 10.140: SAMPLE INVITATION LETTER

A written invitation should be sent to the Past Grand Exalted Ruler only. The Center Director has sample letters available as needed. Contact him for the samples.

Section 10.150: CONCLUSION: Each District Chairman is requested to prepare a report indicating the results of the Homecoming. The report should, as a minimum, contain the following:

(1) Total number in attendance;

(2) Total number of Lodges represented;

(3) Total number of first time visitors;

(4) Number of contestants in each game and/or cook-off;

(5) Number of plates of food served;

(6) Number of cakes and refreshments vs. income (for the Gulf Coast); and

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(7) Number of RV/tent campers.

NOTE: If any circumstances occurred or recommendation that would be beneficial to other District Chairmen, please include them in your report.

APPENDIX “A” – BARBECUE (Ribs and Brisket), CHILI AND BEAN COOK-OFFS

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REGISTRATION FORM FOR THETEXAS ANNUAL CHILI, PINTO BEAN, & BARBECUE (Ribs and

Brisket) COOK-OFFS

SATURDAY, SEPTEMBER xx, 20xx - 7:00 A.M.

DOYLE POLLARD ELKS CARE R.V. PARK

Name of team: ___________________________________________________________________

Lodge Affiliation: ________________________________________________________________

Head Cook:______________________________________________________________________

Address: ________________________________________________________________________ Street City State Zip

Phone: ________________________________________

Please check: Chili Cook-Off $15.00

Barbecue Cook-Off $15.00

Pinto Bean Cook-Off $15.00

Any two of the above $25.00

All three $35.00

Entry fee attached or enclosed: $

*******************************************************************************

COMPLETED REGISTRATION FORMS AND ENTRY FEES CAN BE MAILED TO:

____________ DISTRICT

C/O: Committee Chairman________________________________________________

Address___________________________________________________________

City, _________________________, TX Zip________________________

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BARBECUE (Ribs and Brisket) COOK-OFF RULES

Chairman Host District Representative

Space Selection Located in the center of the Doyle Pollard Elks Care R.V. Park, across the road from the Center. Space assigned on first-come, first-serve basis. NOTE: Because of space limitations, individual booth areas should not exceed 20' long, 12' deep. Exceptions must be cleared with the chairman.

Entry Fees $15.00 per pot of pinto beans cooked

$25.00 for pinto beans and chili or barbecue (any two)

$35.00 for all three

Saturday's Schedule A Schedule of times and rules will be written by the President and District

Director and mailed to all Lodges one month prior to Homecoming.

Registration Begins promptly at 7:00 a.m. and must be completed by 8:00 a.m. (Please note exception for brisket cooks under "Saturday's Schedule" above.) Pre-registration is encouraged, but is not mandatory. You will find a registration form in this package. NOTE: Registration of a team is done in the name of the head cook, not the team name. There can only be one head cook per entry.

Equipment Each team must provide their own tables and chairs.

Awards There will be three (3) overall Showmanship awards, which cover the cook-off. Also, three (3) individual awards will be presented for cooking quality in each of the three contests, i.e. chili, barbecue, and pinto beans.

Showmanship

Judging Judging is based upon:

1. Theme (originality, etc.)

2. Costumes

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3. Booth set-up and appearance (remember size restrictions)

4. Action

5. Audience appeal

Barbecue Quality

Judging Judging will be based on:1. Taste

2. Crust

3. Smoke ring

CONDUCT Elks are American Gentlemen/women and are expected to conduct themselves accordingly. Disorderliness of any team member could lead to the disqualification of the entire team. The Head Cooks are responsible for the actions of his team.

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CHILI COOK-OFF RULES

Chairman Host District Representative

Space Selection Located in the center of the Doyle Pollard Elks Care R.V. Park, across the road from the Center. Space assigned on first-come, first-serve basis. NOTE: Because of space limitations, individual booth areas should not exceed 20' long, 12' deep. Exceptions must be cleared with the chairman.

Entry Fees $15.00 per pot of pinto beans cooked

$25.00 for pinto beans and chili or barbecue (any two)

$35.00 for all three

Saturday's Schedule A Schedule of times and rules will be written by the President and District

Director and mailed to all Lodges one month prior to Homecoming

Registration Begins promptly at 7:00 a.m. and must be completed by 8:00 a.m. Pre-registration is encouraged, but is not mandatory. You will find a registration form in this package. NOTE: Registration of a team is done in the name of the head cook, not the team name. There can only be one head cook per entry.

Equipment Each team must provide their own tables and chairs.

Awards There will be three (3) overall Showmanship awards, which cover the cook-off. Also, three (3) individual awards will be presented for cooking quality in each of the three contests, i.e. chili, barbecue, and pinto beans.

Showmanship

Judging Judging is based upon:

1. Theme (originality, etc.)

2. Costumes

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3. Booth set-up and appearance (remember size restrictions)

4. Action

5. Audience appeal

Chili Quality

Judging Judging will be based on:

1. Aroma

2. Color

3. Consistency

4. Taste

5. Aftertaste

CONDUCT Elks are American Gentlemen/women and are expected to conduct themselves accordingly. Disorderliness of any team member could lead to the disqualification of the entire team. The Head Cooks are responsible for the actions of his team.

GOOD LUCK AND MAY THE BEST TEAM WIN!!

ATTENTION ALL COOK-OFF TEAM MEMBERS:

The committee would appreciate your comments, criticisms, etc. regarding this year's contest. Please record your suggestions, observations, etc. to help us continue to improve on this very popular Homecoming activity. Also, anyone wishing to help with this endeavor, please contact the Chairman. Thanks.

______________________________________________________________________________

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PINTO BEAN COOK-OFF RULES

Chairman Host District Representative

Space Selection Located in the center of the Doyle Pollard Elks Care R.V. Park, across the road from the Center. Space assigned on first-come, first-serve basis. NOTE: Because of space limitations, individual booth areas should not exceed 20' long, 12' deep. Exceptions must be cleared with the chairman.

Entry Fees $15.00 per pot of pinto beans cooked$25.00 for pinto beans and chili or barbecue (any two)

$35.00 for all three

Saturday's Schedule A Schedule of times and rules will be written by the President and District

Director and mailed to all Lodges one month prior to Homecoming.

Registration Begins promptly at 7:00 a.m. and must be completed by 8:00 a.m. Exceptions must be cleared with the chairman. Pre-registration is encouraged, but is not mandatory. You will find a registration form in this package. NOTE: Registration of a team is done in the name of the head cook, not the team name. There can only be one head cook per entry.

Equipment Each team must provide their own tables and chairs.

Awards There will be three (3) overall Showmanship awards, which cover the cook-off. Also, three (3) individual awards will be presented for cooking quality in each of the three contests, i.e. chili, barbecue, and pinto beans.

Showmanship Judging is based upon:

Judging

1. Theme (originality, etc.)

2. Costumes

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3. Booth set-up and appearance (remember size restrictions)4. Action

5. Audience appeal

Pinto Bean Quality Judging Judging will be based on:

1. Aroma

2. Color

3. Consistency

4. Taste

5. Aftertaste

CONDUCT Elks are American Gentlemen/women and are expected to conduct themselves accordingly. Disorderliness of any team member could lead to the disqualification of the entire team. The Head Cooks are responsible for the actions of his team.

GENERAL RULES1. Pinto beans must be cooked on the premises on the day of the cook-off. Cooking may

begin upon completion of ingredient inspection.2. All cooking must be done from scratch. Ingredients such as onions, etc. may be cut or

chopped in advance, but must not be mixed prior to inspection.3. A minimum of four (4) quarts must be prepared.4. Butane stoves or Coleman fuel stoves may be used, but open fires are not permitted.

5. Common sense sanitary conditions must prevail at all times.

6. Garbage bags will be provided. Keep the cooking area clean and free of litter at all times.

7. When breaking down your booth and leaving the cook-off area, remove everything which was brought in, including any lumber, hay bales, etc.

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APPENDIX “B” – SUGGESTED GAMES

(THESE ARE AT THE OPTION OF THE PRESIDENT, FIRST LADY, AND DIRECTOR FROM THE HOST

DISTRICT.)

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WASHER TOURNAMENT REQUIREMENTS

Chairperson: 1Committee: Minimum 2Official: Minimum 1Team make-up: 2 membersRegistration deadline: 1:30 p.m.Starting time: 2:00 p.m.Selection of winner: Elimination with the top three winning an award.

1st place – gets a trophy (one for each member);2nd and 3rd place – get ribbons. If we have any children under 14 who compete, they will receive participation ribbons.

HORSESHOE TOURNAMENT REQUIREMENTS

Chairperson: 1Committee: Minimum 2Official: Minimum 1Team make-up: 2 membersRegistration deadline: 1:30 p.m.Starting time: 2:00 p.m.Selection of winner: Elimination with the top three winning an award.

1st place – gets a trophy (one for each member);2nd and 3rd place – get ribbons, plus individual ribbons for each member.

Live/ Silent Auction

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APPENDIX “C” - CHAIRMAN’S PUNCH LIST

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Homecoming Punch ListJune

_____ Meet with Homecoming Chairperson. Develop general information about Homecoming. (Director, Asst. to Director, and Chairperson)

_____ Send announcement/information to TESA News. (Director, Asst. to Director, and Chairperson)

July

_____ Order Homecoming and Camp Pins. (Director)

_____ Formal invitation to color guard. (Director)

_____ Get guaranteed rates for motels. (Assistant to Director)

_____ Invitation to Texas G/L Sponsor. (Chairman of the Board and Director)

_____ Start working on letter and materials to all Lodges. (Director, Asst. to Director, and Homecoming Chairperson)

_____ Appoint RV Park Host/Chairperson. (Homecoming Chairperson and Director)

_____ Contact First Lady for any special instructions. (Director)

August/September

_____ Mail packets to all Lodges, Directors, VPs, and PSPs. First, get approval from TESA President and Homecoming Chairperson. Target date is August 1.

_____ Make housing reservations for Texas Grand Lodge Sponsor, current TESA President, President-Elect, and other special cases.

_____ Purchase name tags and get registration notebook ready. (Bookkeeper and Asst. to Director)

_____ Homecoming Chairperson should appoint Cook-off Chairperson, Turkey Shoot Chairperson, Cake and Spirit Walk Chairperson, a Games Chairperson, a Golf Chairperson, a Homecoming Food Manager, and a Head Cook. (Homecoming Chairperson and Director)

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_____ Order cook-off, golf, and game trophies. (Homecoming Chairperson and Director)

_____ Assure that all game supplies are ready and available (dominoes, washers, and horseshoes). (Physical Plant Director and Director)

_____ Order and put hanging baskets in place. (Physical Plant Director and Bookkeeper)

_____ Update RV Park bulletin board. (Physical Plant Director and Asst. to Director)

_____ Obtain extra dumpster for RV Park. (Physical Plant Director)

_____ Order ice and storage bins. (Physical Plant Director)

_____ Set up banners for pavilion. (Physical Plant Director)

_____ Inventory chairs and tables. Work with First Lady to set up booths. Get pavilion and RV Park ready. Fight fire ants. Mow and clean all outside bathrooms. (Physical Plant Director and Housekeeping staff)

_____ Line up kitchen supplies and equipment. Purchase hamburgers and all the trimmings for Saturday lunch. (Homecoming Food Manager, Head Cook, and Homecoming Chairperson)

Friday

Accept Donations and Contributions (8:30a.m. – 4:30 p.m.) Bookkeeper

Registration (Noon to 5:00 p.m.) Host District

Arts & Crafts Booths (Noon to 4:30 p.m.) First Lady

Pot Luck Dinner in RV Park (6:00 p.m.) RV Park Host/Chairperson

Saturday

Breakfast Host District

Cook-offs begin (7:00 a.m.) Cook-off Chairperson

Golf Tournament begins (8:00 a.m.) Golf Chairperson

Registration (9:00 a.m. to 5:00 p.m.) Host District

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Accept Donations and Contributions (9:00 a.m. – 4:30 p.m.) Bookkeeper

Sale of Pins, TECSI items, and hanging baskets TECSI Staff Member(9:00 a.m. – 1:00 p.m.)

Raffles, Arts & Crafts, and Games (9:00 a.m. – 5:00 p.m.) First Lady and HomecomingChairperson

Tour of building and program (as announced) Director of TECSI

Cake and Spirit Walk (11:00 a.m.) Cake/Spirit Walk Chairperson

Lunch – Hamburgers at Homecoming Café Pan West DistrictWith Blue Bell Ice Cream – (12 noon)

First Lady Reception (2:00 p.m. Optional) First Lady

Turn in cook-off entries (2:00 – 2:30 p.m.) Cook-off Chairperson

Presentation of Trophies and Ribbons (5:00 p.m.) Homecoming Chairperson

Covered Dish Dinner under the pavilion (6:00 p.m.) Homecoming Food Manager and

Director (TECSI Staff)

Sunday

Breakfast Host District

Registration and Contributions under pavilion Host District and TECSI Staff

(8:00 a.m. – 12 noon)

Arts & Crafts sales continue (8:00 a.m. – 12 noon) First Lady

Flag-raising Ceremony (9:00 a.m. Optional)

Homecoming Program (9:15 a.m. Optional) TESA and TECSI Board and Staff

Lunch (12:00 noon Optional) Host District

After Homecoming

Revised October 18, 2013

Standard #10

Thank you letters Homecoming Chairperson and

TECSI Director

Notify Board Members of all money collected Bookkeeper

STANDARD #12 TEXAS ELKS CHILDREN’S SERVICES, INC.

Section 12.010: DOYLE POLLARD ELKS CARE RV PARK POLICIES AND GUIDELINES

Section 12.010.1: Reservations: None accepted at any time. The rule is always first-come, first-serve.

Section 12.010.2: Hook-ups: There are 50 hook-ups available in the Park on the grounds. These are available on a first-come-first-serve basis. RVs may not be parked and left attended for more than a 24 hour period; when the vehicle is parked, you must be staying at the Park.

Section 12.010.3: Park is closed at Certain Times:

(a) In September, two full weeks before the third weekend in September;

(b) In May, one full week leading up to Memorial Day

Exceptions: Members of Elks Lodges and parents of children in residence across the street at Texas Elks Children's Services are not excluded from the Elks Park at any time.

Section 12.010.4: Length of Stay: Long term stays are prohibited. Any period of time exceeding 14 days in a month is considered long term. In no case will visitors be allowed to stay during the closed periods in number 3 above.

Section 12.010.5: Registration: Considering the above guidelines are met, please self-register in the booth, using the form, envelope, and metal depository.

Section 12.010.6: Fee for Parking: $15 per night for Texas Elks, $20 per night for Out of State Elks, and $25 per night for non-Elks.

Section 12.010.7: Payment by Credit Card: Payments by credit card are only accepted for stays longer than 5 consecutive days. Payment by MasterCard, Visa, Discover, or American Express is accepted across the street at Texas Elks Children’s Services, Inc. in the Bookkeeper’s office, from 8:30 a.m. to 4:30 p.m., Monday through Friday.

Revised October 18, 2013

Standard #10

Section 12.010.8: Reduced Noise Levels and Traffic: 10:00 p.m. to 6:00 a.m.

Section 12.010.9: Pets: Pets must be kept on a leash and monitored at all times. Leashes over six-feet long are not permitted. Noisy, vicious, or dangerous animals are not permitted. Owners must clean up after their pets. Please note designated walking/bathroom areas provided for pets.

Section 12.010.10: Removal from Park: Any person directly or indirectly responsible for disruptive, destructive, or violent conduct which endangers property or the health, safety, or lives of persons or animals may be removed from the Elks Park, with or without prior notification.

Section 12.010.11: Garbage: Please use the provided cans or dispose in the dumpster at the Texas Elks Children’s Services facility, located across the street. Any pickup of loose trash in your area would also be appreciated.

ADDITIONAL RULES PERTAINING TO:

SEPTEMBER (Homecoming)

MAY (Memorial Day)

1. REGISTRATION UPON ARRIVAL MUST BE WITH THE HOST IN THE PARK.

2. RV's MUST BE OCCUPIED AFTER BEING REGISTERED. Early drop-offs are not allowed, unless permission to do so has been granted by the RV Park Host.

3. INCOMING PHONE CALLS: No staff is provided to run messages to the Park if calls are made to TECSI. Messages will be taken and kept at the secretarial area by the main lobby, and may be picked up or checked at any time between 8:00 a.m. and 5:00 p.m., Monday through Friday.

4. GARBAGE: If an additional large dumpster is provided, please empty garbage cans daily from your area into that dumpster to minimize risk of small animals at night scattering garbage.

5. ALL OTHER RULES, numbers 1 through 11 above, apply during these special times.

Adopted by the Texas Elks Children's Services, Inc.

Board of Directors

November 4, 2011

Revised October 18, 2013