 |
 |
In general, Officer's and Director's are required to attend all council and leadership meetings. Officer's and Director's assume responsibility for their respective offices and activites. Officers and Director's are the leaders of the council and participate in planning, coordinating, and general problem-solving.
Council 3498
DUTIES OF THE OFFICERS & DIRECTORS
DIRECTOR OF CHURCH ACTIVITIES:
DIRECTOR OF COMMUNITY ACTIVITIES:
DIRECTOR OF COUNCIL ACTIVITIES:
DIRECTOR OF FAMILY ACTIVITIES:
Council activities and Social activities.
<>
INTRODUCTION
This
manual is an attempt to provide the officers and directors of the
council #3498
a quick reference to council operations, duties of the officers and
directors,
and a guideline to council activities. It is in no way meant to
circumvent the
Organizational Charter, Laws or Council By-Laws. In fact if the
material
contained in this manual differs from the Supreme Charter or By-Laws,
those
documents prevail.
DISCLAIMER
The
opinions, tips, suggestions etc. provided are purely those of the
author and
should be considered bias. They should not be construed as ‘gospel’,
but only
to provide an insight as to what has succeeded or failed in the past.
They
should serve as a springboard to the future – think outside the box.
COUNCIL ORGANIZATION
The
officers of the council proceed through the chairs, as is the practice
in many
fraternal organizations, and is modeled on the State Council. The chief
officer
of the council is the Grand Knight.
The
line of succession to the office of Grand Knight in Council #3498, was
established in 1994, and is as follows.
Grand
Knight
Deputy
Grand Knight
Chancellor
Recorder
Financial
Secretary*
Treasurer**
Advocate
Lecturer
Warden
*The
Financial Secretary is not an elected office. The Financial Secretary is
recommended
by the Grand Knight and is appointed by the Supreme Knight to serve for
a
minimum of three years. If the member in this position elects to serve
for a
longer period the position will be bypassed in the line of succession.
However,
the member should be polled by the nominating committee to determine
his
wishes.
**
The Treasurer is elected yearly, however do to the nature of the
position if
the member elected to this office elects to forfeit his right to
succeed to the
next level his request shall be granted at the pleasure of the Grand
Knight.
This member should also be polled by the nominating committee to
determine his
wishes.
Members
elected to office will be expected to fulfill their obligation to
succeed
through the offices of the council. It is understood however, that
business
and/or personal obligations may be considered extenuating
circumstances. The
expected term of office, expect Financial Secretary, shall not exceed
two
years. By Supreme Charter elections will be conducted every year, and by rule nominations for any office may be
contested.
The
Office of Warden is the office to enter the line of succession to Grand
Knight.
However; there are two other elected offices, Inside and Outside Guard.
If
either of these members wish to be considered for the office of Warden
they
shall make the nominating committee aware of their request. If both
wish to be
considered the Inside Guard shall be
given the first choice or if the nominating committee desires there may
be a
run off election.
There
are three Trustees elected each year. In Council #3498 the Trustees
consist of
the last three immediate Past Grand Knights. The most recent being the
Third
Year Trustee etc. If for any reason a Trustee cannot serve the most
recent Past
Grand Knight available and willing to serve should be nominated.
Nomination of
trustees are the same as other officers and are open to nominations
from the
floor. A member need not have held a previous office to serve as a
trustee.
DUTIES OF THE OFFICERS & DIRECTORS
GRAND KNIGHT:
The
GK is elected annually and is the Chief Executive Officer of the
Council. He
presides over all meetings of the council and officers, appoints
committees,
appoints non-elected officers, recommends appointments, secures a
Chaplin,
appoints committee chairman, countersigns orders drawn for payment of
council
funds, countersigns checks, prepares a
council budget, prepares a council activity calendar, provide a monthly
GK
report to the council News Letter editor, assures that all moneys sent
to the
treasurer by the financial secretary are deposited, reads or has read
any
notices pertinent to the council, represents the council at state
meetings, is
chairman of the board of trustees, and is a member pro-tem of all
committees,
schedules council First Degrees, and any other duties the Order may
impose. He
should be familiar with the Charter and Laws of the Order, Council
By-Laws,
Roberts Rules of Order, any Motions pertaining to council operations or
expenditures of council funds, LAMB procedures, council financial
procedures,
membership and retention regulations, state and supreme awards programs,
and
other council activities. The GK in dealing with the financial
resources of the
council should be a good steward. A reasonable “rainy day” fund should
be
maintained so that future GK’s are not placed in a financial crisis.
Sounds
quite daunting and time consuming, but in reality the office of GK is
not
difficult.
Now
I am not going to tell you that it does not require some effort and
time. If
you were observant as you held other offices you learned much of the
duties of
the GK, procedures of the council and many of the activities.
Fortunately over
the past decade Council #3498 has developed a strong core of member
support and
many of the activities have become annual events. Therefore most of the
duties
outlined above have become routine. The most important duty is in the
appointment of General Program Director, and Program Directors. Once
the
officers have been elected and the directors appointed it becomes a
matter of
following up on each director to assure they are on board with the
program.
The
Financial Secretary and the Treasure can assist with the Council
Budget, The
DGK and the General Program Director can assist with the Council
Activity
Schedule for the year. Samples from previous years are available. The
yearly
activity schedule will need to be available to present to the parish
office to
reserve dates for meetings and social activities that require use of
parish
facilities.
Once
these duties have been taken care of the remaining tasks are somewhat
routine
and kind of just happen. Of course there is always the chances of an
unforeseen
problem, but that goes with the territory.
Each
month a little time should go into preparing for the monthly meeting,
and if
needed an officers meeting, and of course following up on the program
directors
to make sure the scheduled activities are on schedule.(insert sample
check list
of activities). He should also provide a brief report to the News
Letter editor
for publication each month.
DEPUTY GRAND KNIGHT:
The
DGK is elected annually and is the second in command in the local
council. He
assists the GK in the operation of council affairs and is responsible
for any
duties assigned to him by the GK. In the absence of the GK, the DGK
presides at
council meetings and functions as the GK would. The DGK should also
represent
the council at State meetings with the GK.
The
DGK in Council #3498 may also serve as General Program Director, if no
one is
appointed to this position. If so he will be responsible for seeing
that all
programs are scheduled so as to meet the requirements of the Supreme
and State
inter-council awards programs. Notification of meetings and activities
and
special announcements to the council are accomplished by a computerized
phone
calling system. The DGK and/or the General Program Director should make
sure
that the member operating the phone system is alerted to put out the
messages
in a timely fashion. He is also responsible for filing all associated
reports.
He should also work with the GK to appoint a director for each program
category. And other such duties that may be directed to him.
CHANCELLOR:
The
Chancellor is elected annually to serve the council in a variety of
ways.
Primarily, he assist the GK and DGK in the execution of their duties
and takes
charge of the council during the incapacity or extended absence of
both, this
includes the conducting of council meetings. With the cooperation of
the GK,
the Chancellor has the important duty of strengthening the members
interest in
council activities. To that end, he should have in his possession
copies of the
“Membership Interest Survey” (item #1842) that prospects should
complete at the
time of their admission.
The
Chancellor will also serve as Membership Director if no one is
appointed to
this position. He should recruit a committee to work with him to
recruit and
interview prospective members. This committee may also be asked to act
as the
Retention committee, if there are insufficient members willing to serve
in this
capacity. And other such duties that may be directed to him.
RECORDER:
The
recorder functions in much the same way that a court reporter does. He
is
responsible for keeping a true record of all the actions of the council
and
maintains all correspondence of the council. He should use the
“Recorder’s
Minute Book”, provided by the council, to record the minutes of all
council and
officers meetings. He may also be asked to maintain the yearly
scrapbook of the
council to be submitted to the State Council prior to the Sate
Convention in
May. And other such duties that may be directed to him.
FINANCIAL SECRETARY:
Appointed
to office by the Supreme Knight on the recommendation of the GK. The
term of
office is three years. Duties of the Financial Secretary are as
outlined in the
Charter and Laws of the Order section 139. He should work with the GK
and
Treasurer to develop the council budget, and provide the officers &
directors with a current membership
roster.
TREASURE:
Elected
annually although the person in this office may elect to remain in this
office
at the pleasure of the GK. Duties of the treasurer are as outlined in
the
Charter and Laws of the Order section 140. He should also work with the
GK and
Financial Secretary to develop the council budget, and make
recommendation on
banking an investment of council funds.
ADVOCATE:
The
Advocate is the legal representative of the council and should serve as
the
council’s attorney in case of trial and investigation of any matter of
interest
to the council. The Advocate need not be a member of the legal
profession;
however, he should be familiar with all of the laws of the Order as
stated in
the “Charter, Constitution and Laws” and with the council by-laws. When
a
by-law is to be revised, the Advocate serves as chairman of the
committee.
The
Advocate should also have a working knowledge of “Robert’s Rules of
Order” and
the Supreme Order flyer, “Methods of Conducting Meetings” (item #1937)
and
“KofC Protocol” (item #1612). An understanding of these will help keep
meetings
on track.
In
council #3498 the Advocate shall work with the Financial Secretary to
keep the
rooster of council members up to date and accurate. He should also work
with
and support the efforts of the membership & retention committee. He
should
also take a special interest in new members to advance through the
degrees of
the order and in any brother sick and/or in distress. And other such
duties
that may be directed to him.
LECTURER:
The
Lecturer is appointed by the GK. In Council #3498 the Lecturer is
responsible
for providing the membership refreshments after the meetings. He also
makes
arrangements for the annual Council
Installation & Awards Dinner, and serves as Chairman for the
6-pancake
breakfast sponsored by the council during the year. He also works with
the GK
to provide the council Fraternal Benefits Night (insurance night) and a
Right
to Life presentation. And other such duties that may be directed to
him.
Traditionally the Lecturer is responsible for the “Good of the Order”
portion
of the meeting. During this period he should present an educational or
entertaining program. Council #3498 does not observe this tradition.
WARDEN:
The
Warden is elected annually. He should be at all council meetings and
degree
exemplifications, he should arrive early to set up the council
chambers. He
shall direct the guards in their duties, in the absents of either guard
he
should appoint a member in good standing to act as the guard(s). He
shall
verify to the GK at the opening of the meetings that all members
present are in
possession of a current membership card.
He
shall have charge of all council property, except moneys, account
and/or record
books of the officers, this includes ceremonial regalia. He shall keep
all in
good order and cause the FS to order
supplies as may be required. He should report to the captain of the
degree team
any loss or damage to said ceremonial regalia. And other such duties
that may
be directed to him
INSIDE/OUTSIDE GUARDS:
The
guards are elected annually. The Inside Guard attends the inner door of
the
council chamber, checking to assure all that enter are in possession of
a
current membership card.
He
shall verify to the Warden, prior to the meeting, that all that have
entered
the chamber have the proper membership card.
The
Outside Guard tends the outer door of the council chamber admitting
members
and/or visitors to the inner door. Either or both may be appointed by
the
warden to assist with exemplifications. And other such duties that may
be
directed to them.
TRUSTEES:
The
board of trustees consist of the GK and three members elected annually
by the
council. In Council #3498 the three members shall be the three
immediate PGK.
The most immediate PGK shall be the three year Trustee etc. Trustees
supervise
all financial business of the council, and should be conscious of their
responsibility to be good stewards of the council resources. They serve
as
auditors for the semiannual audits and oversee the work of the FS and
the
Treasurer. The GK is the chairman of the board.
The
Trustees shall work with the Advocate in resolving any legal matters
that may
confront the council, to draft and/or recommend changes to the council
by-laws,
make recommendations to the council on any motions referred to them.
And other
such duties as may be referred to them.
The
third year Trustee (the immediate PGK) may serve as director of the
council
State Raffle.
In
addition to the officers there are 6 Program Directors positions that
need to
be filled. These are appointed by the Grand Knight with the input of
the other
officers and trustees.
The
Directors are:
General
Program Director
Church
and RSVP
Community
Council
Family
Youth
The
Council should also appoint a Right to Life Couple as directors of the
Council
Right to Life program.
In
a addition the Grand Knight may appoint other directors as he may wish.
IE.
Publicity, Sick and/or homebound, membership, retention etc.
(Insert
program directors line sheet and state awards sheet.)
The
general Program Director and all directors should be familiar with the
State
and supreme awards programs.
The
State Program is handed out at the State Organizational meeting. Copies
should
be provided to all directors.
DUTIES OF DIRECTORS:
GENERAL PROGRAM DIRECTOR:
His
goal will be the direct involvement and personal commitment of the
council and
membership in programs that will establish the Knights of Columbus as
truly a Catholic, family, fraternal,
service organization. He shall use as his guide the Supreme Star Awards
criteria and the
DIRECTOR OF CHURCH ACTIVITIES:
He
should promote a program that will enable the membership to respond to
the
constant call for the active participants of the laity in the work of
the
Church. He shall also be familiar with and promote activities that will
help
the council achieve the goals of the State inter-council competition.
He
shall also be in charge of the council RSVP program. Other programs
include,
but are not limited to, Rosary Devotion, Marian Hour of Prayer,
Memorial Mass,
and Keep Christ in Christmas.
RIGHT TO LIFE:
It
is recommended that the council have a couple serve in this position.
Although
it may be considered a Church activity it should be considered a
separate
program. The council includes funds in the annual budget to support
programs
relating to Right to Life activities. The director should keep the
council
informed on issues both political and local regarding Right to Life.
They
should encourage the council to be active in local activities such as
the “Life
Chain” , Graham Vigil, Raleigh Right to Life March and the
DIRECTOR OF COMMUNITY ACTIVITIES:
He
should promote activities that will make the council aware of its life
within
the community and to develop programs that will be of service to the
community.
The member in this position will also be responsible for compiling the
service
hours and reporting same to supreme on the appropriate form. He should
also be
familiar with the State inter-council competition program. Programs to
consider
are Operation “LAMB”, Good Shepherd Kitchen, Allied Churches Homeless
Shelter,
Special Olympics and
DIRECTOR OF COUNCIL ACTIVITIES:
He
will be concerned with the promotion of brotherhood through athletic,
cultural
and social programs. Additionally, he will be responsible for the
development
of public relations in the council. He shall also be responsible for
nominating
a Knight of the Month and Year within the council. He shall also be
responsible
for working with the Gk to nominate a brother Knight for Knight of the
Year and
Golden Knight to the State. He shall be responsible for the Council
News Letter
if no member is appointed to or filling this post.
He
should also be familiar with the State inter-council awards program and
develop
activities to meet the requirements. Other programs are Traveling
Gavel,
Fraternal Benefits Night (Insurance Night), Activity Schedule, Work
with GK to
schedule Degrees, Recruitment activities, Installation and awards
dinner and
State raffle.
DIRECTOR OF YOUTH ACTIVITIES:
He
will be responsible for providing the youth of the parish and community
with
the means and the opportunity to become personally committed and
involved in
meeting the challenges of our times. He should organize and promote the
councils participation in the Orders Free Throw competition, poster
contest and
other youth activities as appropriate.
He
should encourage a dialogue and working relationship with the parish
youth
groups such as the BSA, Total Youth Ministry and any other appropriate
groups.
He
should be familiar with the State inter-council awards program and
develop
programs to meet the requirements. Other activities may include
Adopt-a-Child
program, and Altar Server or other youth appreciation programs.
DIRECTOR OF FAMILY ACTIVITIES:
He
should promote programs and activities within the council that would
strengthen
and support the family life of its members. He will also nominate the
council
family of the month and year and file the necessary form to Supreme. He
shall
also work with the GK to nominate the Family of the Year within the
Council,
Supreme and State and file the necessary forms for same.
He
should be familiar with the State inter-council awards program and
develop
programs to meet the requirements. Other activities may include a
parish family
picnic, recognize weeding anniversaries, family night at the ballpark,
Mother’s
Day program, Family social activity, and recognize mothers of new born.
There
may be other committee as directed by the GK or Trustees, such as
Membership, Retention,
Sick and Distress, Public Relations, etc. Duties of these committees
are pretty
straight forward, and may be defined by the GK and Trustees.
ELECTIONS
By
Supreme rule elections are to be conducted between May 15 and June 15
each
year. Elections of Council #3498 are held at the June meeting.
Nominations
should be made by the April meeting to allow for publication of the
slate of
officers.
At
the April Officers meeting the outgoing Grand Knight should poll the
current
slate of officers to determine their willingness to serve in the next
fraternal
year. Based on this the Grand Knight and the Trustees shall put
together a
slate of officers for nomination at the April Council meeting. The
third year
Trustee shall also call for nominations from the floor. This slate of
officers
and any nominations from the floor shall be published in the council
News
Letter.
Prior
to the elections at the June meeting the third year Trustee shall again
open
nominations from the floor. The council will then vote on the officers
for the
coming year. All elected officers will take office effective with the
July
meeting. Installation of officers generally takes place at the June
Installation and awards dinner.
If
a member is incapacitated or cannot fulfill his term the vacancies
shall be
filled per section #131 of the Supreme Laws.
Council activities and Social
activities.
When
planning on organizing activities use the ‘reporters questions’. What,
Where,
When, Who, Why & How? Answering these questions and thinking
through the
activity should result in a reasonably well-planned activity. There is,
of
course, no foolproof method. Always follow-up and check on the progress
of the
chairperson & committee.
SPECIFIC
ACTIVITIES
State
Meetings:
There
are three state meetings each year. They are the State Convention in
May at
which the State Officers are elected and Council Awards are presented,
the
State Organizational meeting in July and the Mid-Year meeting in
January.
The
current Grand Knight and Deputy Grand Knight should attend these
meetings. The
council provides for the expenses incurred in attending for the officer
his
spouse and family. If the officer cannot attend an alternate should be
elected
to attend. This may be another current officer, former officer or
member at the
recommendation of the Trustees.
A
motion to provide a stipend for alternates was approved by the council
at the
August 1999 meeting. The Advocate has a copy of this motion.
It
is also desirable for the Financial Secretary and the LAMB Director to
attend
the State Organizational meeting in July. A stipend is provided.
LAMB:
Operation
LAMB (
Although
the LAMB packet is not distributed to the council until the July
organizational
meeting LAMB is a year round activity. It is important that the
directors
receive the LAMB packet ASAP after the State Organizational meeting.
Note: LAMB
funds are not to be mixed with Council funds this is an IRS rule since
LAMB is
an approved 501©3 charity. Special deposit slips are provided by
the State
Director for deposits and Tootsie Rolls transferred between councils
are
accounted for in the final LAMB report, no money should change hands.
The
State prepares a packet that provides much detail on conducting the
LAMB
operation, also provided are resources available from the State LAMB
Director.
Therefore I will not go into detail in this manual.
In
addition to the retail collections the council has solicited corporate
contributions and sponsored a dinner to help raise funds. There is also
a file
available on the council level.
STATE FREE THROW CONTEST:
The
council has agreed to host the State Free Throw Contest through 2006.
This
requires full participation of all council members. The contest is held
at the
Particular
attention should be paid to instructing the judges and scores.
OCTOBERFEST:
Each
year the council joins with Blessed Sacrament School to provide this
fall
festival. The council cooks Brats on the grounds and the
ST. PATRICK’S DANCE:
Each
year the council joins with the Teresians to host this activity. The
Teresians
are the lead, the council provides assistance as requested.
CHURCH ACTIVITIES:
RSVP
– (Refund Support Vocations Program) This program provides financial
assistance
to seminarians. The director should contact the diocesan vocation
director to
determine those in need of support. He should also send letters of
encouragement and greeting cards as appropriate, and encourage the
members to
do the same.
Rosary
Devotion – should encourage council members to attend the Parish Rosary
devotion
and encourage the Council to say a decade of the Rosary at the
conclusion of
each meeting.
Marian
Hour of Prayer – Each year Supreme circulates an Icon of the Blessed
Mother to
all councils. Supreme encourages each council to conduct an appropriate
devotion.
This should be planned and coordinated with the Council Chaplin and
Pastor.
Memorial
Mass – Each council is encouraged to conduct a Memorial Mass to honor
all
deceased brothers during the month of November. There is no specific
guidelines
for this
Mass.
It may be a separate mass for members and family or a regular parish
mass. The
only requirement is that the Council Necrology be read. The director
should
coordinate this with the Council Chaplin and Pastor. The GK should make
sure
that all surviving widows of deceased members, are invited to the mass
and any
other activities. The Pastor and/or the officiating Priest should also
be
invited to attend any associated activities.
Keep
Christ in Christmas – This should include activities that remind all
the
‘reason for the season’. Council #3498 has participated in a local
Christmas
Parade with a live Nativity float, and sold Religious Christmas Cards.
The
Christmas Cards should be ordered at the State Organizational meeting
from the
State Squires. Sometimes the cards can be ordered in advance and picked
up at
the meeting saving shipping cost. In the past the council has ordered
two
cases, one for the council and one for the Fourth Degree Assembly. The
council
then pays the assembly for the cost of the cards and takes advantage of
the
special pricing.
Parish
Roundtable – Since Council #3498 covers only one parish it is not
necessary to
establish a formal Parish Roundtable. However; as a matter of courtesy
and
proper protocol the newly elected GK and the Church Director should
request a
meeting with the parish pastor. This provides the new GK an opportunity
to
introduce himself and establish a working relationship with the pastor.
During
this meeting the GK and the Church Director should assure the pastor
that the
Knights are here to support the religious of the parish and the parish
in
general. They should inquire in what ways the Knights can assist and
help in
the coming year.
COMMUNITY ACTIVITIES:
LAMB
is a community activity and because of its importance is described
above as a
special activity.
Right
to Life – Although this is a sub-activity of community activities it
should
have its own director. It is suggested that the director be a couple.
They
should be willing to promote activities within the parish to make the
congregation more aware of the need to support Right to Life
activities. The
Knight should make the council members aware of pending legislation
regarding
Right to Life issues.
Life Chain – is a community activity
sponsored by
local churches of all denominations they stand along a major highway to
show
their support of Right to Life.
Graham Vigil – Again a community
activity
sponsored by local churches were citizens in support of Right to Life
gather at
the Graham Court House in a prayer vigil.
Mothers Day Ad – Take out an ad in the
local
paper on Mothers Day supporting Right to Life.
Allied
Churches Homeless Shelter – Support the parish effort by preparing the
evening
meal at the shelter and helping to serve. Council #3498 usually does
this the
first Monday in August.
Good
Shepherd Kitchen – Help prepare and serve the noon meal Council #3498
does this
each month in which there is a fifth Wednesday.
Special
Olympics – Assist the city of
COUNCIL ACTIVITIES:
Traveling
Gavel – Is a program of the State Council to have a gavel passed
between
councils within the state to promote unity of the council’s. Need to
coordinate
the transfer to Council #3498 and then to the receiving council as
scheduled by
the State Director.
The
gavel is accepted at the opening of the meeting and should be used
during the
meeting.
Fraternal
Benefits Night – (Insurance Night) This activity is intended to allow
the
Insurance Representative to make a presentation and meet council
members. This
should be a special night and if possible include families. Council
#3498 has a
dinner prior to the regular business meeting.
Activity
Schedule – The Council Director, General Program Director and the GK
should
meet and draw up a yearly schedule of activities to meet the
requirements of
Supreme and State inter-council awards programs. Those events requiring
use of
parish facilities should be provided to the parish secretary so that
the
facilities needed can be scheduled.
Council
Degrees – Should work with the GK to schedule first & second
degrees as
needed. Also encourage members to participate.
Knight
of the Month & Year – Work with the GK in naming a member deserving
of the
honor of Knight of the Month. Also select a member for Knight of the
Year and
submit a biography to the State Council. File any forms required for
recognition.
Recruitment
– Work with the Membership Director to schedule one or more recruitment
programs during the year.
Miscellaneous
– Work with the Lecturer to provide an appropriate activity for the
Installation of Officers and Council Awards, work with the News Letter
Editor
and publisher to recognize members for their participation in council
activities, assist the Immediate PGK on the State Raffle.
YOUTH ACTIVITIES:
Free
Throw Contest – Organize and publicize, using literature from Supreme,
a
council Free Throw Competition. See that the winners are encouraged to
participate in the District Free Throw. The Council Free Throw should
be
scheduled in January. Trophies and awards will need to be order in
advance and
publicity should be provided to local News media, the school, county
and city
recreation centers and the YMCA.
The
District Free Throw is in February. It is scheduled by the District
Deputy. The
Council may be asked to host this event also.
Assist
with the General Program Director and GK in the State Free Throw
competition.
*TIP
– The following has been used in the past to increase participation.
Public
schools in the community will not accept or permit the posting of
flyers do to
the religious affiliation. However; Graham and Burlington Recreation
Facilities
will permit the postings as well as the YMCA and The Burlington
Christian
Academy.
Blessed
Sacrament School – with the permission of the principal determine the
number of
students in grades 5 through 8. This represents the age groups for the
competition. Prepare a cover letter for each student. (IE. Dear Student
and
Parent: explain the competition, dates etc.) attach a score sheet. Count out the number for each grade,
bundle and place a letter to the teacher
asking he/she to distribute to the class the Monday before
the scheduled competition.
Also
provide information to the school coaches. Make copies of the official
score
sheet as needed, be sure to have some available on the day of the
competition.
A
modified student letter attached to a score sheet can also be provided
at the
locations where flyers have been posted.
It
has helped in the past. Most students don’t read the posters they will
read a
handout.
Poster
Contest – Organize a poster contest, using the State provided theme,
for the
grade school children. Select a winner in each category and submit
winners to
State for judging.
*TIP
– Follow the same procedure as for the Free Throw competition above.
Determine
the number of students in each class covered in the competition.
Prepare a
cover letter and attach it to the appropriate size poster media. In the
letter
provide all the details and if necessary a brief explanation of the
theme. One
year we had to have Fr. Mike do some research. Do not give hints, also
make it
clear to the teacher that this is an individual and not a class
project. One
year the teacher used it as a class project and all the class had the
same
poster, the Knights acted as judges of the student that best followed
directions.
In
order to increase participation offer a treat to the class with the
best %
participation. Cake, punch, ice cream etc. If you do this be sure to
check with
the teacher of the winning class for any student with a special dietary
problem.
IE diabetic.
A
week to 10 days before the posters are do ask the teachers to remind
the
students and again mention the best % participation award.
Adopt-a-Child
/ Foster Child – Participate in a community or parish Adopt-a- Child or
Foster
Child program at Christmas. May require purchasing of gifts.
BSA
and TYM – establish a working relationship with the parish TYM and BSA
to
provide KofC support for their activities.
Youth
Appreciation – In the past the council has provided a yearly
recognition for
Altar servers. This has not been a program in recent years.
FAMILY ACTIVITIES:
Family
Outing – Council #3498 organizes a family picnic each year that is open
to the
entire parish. Requires reserving the pavilion and making arrangements
for
swimming at the
Night
at the Ballpark – In the past the council has had a Night at the
Ballpark. This
has not been done recently do to the change in rules at the park
regarding use
of cookers.
Family
of the Month – Work with the GK to select a Family of the Month. See
that this
is reported to Supreme each month. Also select a Family of the Year for
nomination to State.
Recognition
- Work with the News letter editor to have published each month members
and
spouses birthdays and anniversaries.
Pancake
Breakfast – Work with the Lecturer to provide six pancake breakfast per
year
after the Sunday morning
MEETINGS & PROTOCOL:
CONDUCTING A COUNCIL MEETING:
When
planning and conducting meetings use the “KISS” rule. (keep it simple
stupid)
Members
do not like to sit through long boring meetings. Try to keep the
meeting to 1-½
hours. I have learned from previous experience they dread attending
meeting
with a First Degree. Their interest is to take care of the business at
hand and
get onto the refreshments. Use the officers meeting and the Trustees to
resolve
business matters that may result in long drawn out discussions at the
meeting.
Recommendations by the officers and/or Trustees will generally be
approved by
the members. They elected you to serve and by so doing they placed
their trust
in your decisions. Motions should be presented in a concise
all-inclusive
statement. Presented in this manner reduces discussion of the issue.
*TIPS
–
*Communications,
filter them! The council members do not wish to hear a two-page letter
from the
State Deputy on membership. Thank You Notes – acknowledge the sender
and make
them available to the members to read after the meeting. Exceptions;
letters
from Seminarians, The Parish Pastor, State & Council Chaplain. If
the
communication requires action discuss it at the Officers meeting and
decide on
a recommendation. Have the Trustees present it under new business.
*GK
Report; keep it brief. Don’t get repetitive, don’t cover information
another
officer or director will cover. Do encourage member participation in
council
activities. Do thank the chair or director of a successful activity,
let them
know you expect them to thank those that helped.
*Motions;
To
expend council funds not in the current year fiscal budget should be
tabled and
referred to the Trustees and the FS for a recommendation. Things to
consider,
merits of the motion, future impact, are the funds available.
Discussion
– If a controversial motion has evoked a divided discussion, remember
that the
officer chairing the meeting has a great deal of power in the gavel.
Insist
that all remarks be directed to the chair, call on all members wishing
to speak
before recognizing a member a second time. This avoids the tit for tat
cross
talk. If no resolution is apparent have
the motion tabled and referred to the Trustees. If time does not permit
this
course of action limit discussion and call the question to a vote.
Majority
rules. The other option is to suggest the council give the Trustees the
right
to act on the motion as they see appropriate, and report to the council
at the
next meeting. Remember the chair cannot address the discussion, in
order to do
so he must relinquish the gavel.
Meeting
Minutes – dispense with the reading of minutes at meeting with a First
Degree.
Have the Recorder ready to remind the chair of any carry over business
at the
appropriate time.
MEETING AGENDA & FORMAT:
The
Supreme Council sets forth an agenda in the Supreme by-laws. They
recommend
that all councils use publication #1937 with this agenda as a guide.
Most
council’s follow this agenda in some form or another. Council #3498,
for
reasons noted, has made the following changes.
Item
3: Prayer – the councils has changed to three (3) raps and has the
council
stand for the opening prayer. This change was made because of the
physical
abilities of some of the senior members.
Item
5: Roll Call of officers has been moved to follow the opening ode. This
allows
all to remain standing for the Prayer, Pledge to the Flag, and the Ode.
Item
27: Good of the Order – The council does not observe the practice of
having the
Lecturer provide a program. After the meeting is adjourned the lecturer
provides refreshments.
The
remainder of the meeting generally follows the guide. However; as noted
by
asterisks the GK may omit items as desired.
Conducting
Officers meetings;
This
meeting is much more informal and may be scheduled in advance or called
as
desired by the GK. The GK should provide the agenda. Publication #1937
also
provides a sample agenda that can be followed. This is the place to
discuss
problems and to develop recommendations to be presented to the council
members.
Round
Table Meeting:
The
concept of Round Table meetings was developed for councils with members
in more
than one parish. Councils such as Council #3498 with members in only
one parish
do not need to conduct Round Table Meetings. However; as a matter of
courtesy,
the GK and the Church Director should, after the June elections,
request a
meeting with the pastor.
At
this meeting the GK should discuss with the pastor how the Knights of
the
parish can help. It is also a good time to gain the continued support
of the
pastor for the Knights and to confirm his appointment of a chaplain for
the
council. See Pub.#2632.
PROTOCOL:
Council
Meeting:
Visitors
Non-members.
No one not a member is permitted in the council chamber during the
meeting.
However; if a guest, say a member of the Parish Council, wishes to
address the
council the GK may interrupt the meeting to allow the guest to speak.
The
business meeting would then continue.
KofC
members- Supreme and State Officers, Insurance Agent, DD etc. should be
given a
place of honor at the meeting. Usually this is to be seated at the
presiding
table.
They
should be introduced immediately after the opening Ode.
Religious
– All religious are permitted to attend all activities and meetings of
the
order regardless of membership status. Again they should be accorded a
place of
honor. If a member of the clergy enters the chamber during the meeting
the
inside guard shall immediately gain the attention of the GK and the
members
shall rise to show their respect.
Social
Functions:
The
GK should extend a personal invitation to all Parish Clergy and to all
widows
of deceased brothers to council social functions and activities. He
should also
offer to provide transportation if necessary. He may direct that an
RSVP to be
sent to another officer or chairman of the activity. Cost associated
with the
activity will to be at the council’s expense.
FINANCIAL STEWARDSHIP
The
Knights are a non-profit organization, as such it is desirable to have
a
neutral budget. That is expenses equal income. However; years ago when
the
current budget process was developed, the officers recognized the fact
that the
fund raising events were all weather depended. IE the Arts Around the
Square
and the Octoberfest. The rain out of either of these events would
seriously
hamper the Council carrying out its programs.
The
officers made a conscious decision to build a ‘rainy day fund’ so the
Council
could continue to support the Council programs. While no exact figure
was
determined for the fund a minimum of 2/3 to ¾ of the proposed
income seemed to
be adequate. However it could be more particularly if the council were
to
embark on securing a clubhouse.
While
it is very tempting to dip into the reserve fund to fund request not in
the
budget, each GK should be careful not to leave a future GK in a
financially
strapped situation.
The
current budget format that was developed in the early 90’s, by then
Financial
secretary Ron Imrick, allows the officers to look at a 4 year history
of
council income and expenses all on one page. With the help of the
Financial
Secretary and the Treasure the budget can be prepared quickly. Once the
budget
is prepared it is presented to the Council at a regular meeting. Any
changes
are made and the budget is approved at the first reading. It is then
published
in the Council News Letter. At the next Council meeting it is again
presented
and if approved becomes the official Council Budget for the current
fiscal
year.
Request
for expenditure of Council funds approved in the budget do not require
Council
approval. They were approved when the budget was approved. (IE. Right
to Life,
RSVP, etc.) Request for expenditure of Council funds not in the current
approved budget require the approval of the Council members. However;
such
request should be tabled and referred to the Trustees and the Financial
Secretary
for recommendation. Things to consider are the merits of the request,
and where
the funds for the request will come from. (IE another line item
reduced, from
the ‘rainy day fund’, income exceeded projected on a line item, etc.)
When
considering the merits of a request keep in mind that it is never a
good
practice to provide Council funds directly to an individual, except to
reimburse a member for approved expenditures on behalf of the Council.
For
Example; a request to assist a brother member in distress, an overdue
utility
bill. The Council if it decides to assist then the Financial Secretary
should
be directed to pay the bill, not give the member the funds to pay the
bill.
Thus the Council is assured that the funds go to help as approved.
Example two;
a member rises and request the Council to sponsor him or a member of
his family
in a bike marathon (or other such event) for a good cause. While this
may on
the surface seem like an honorable request, honoring such a request
could place
the council in the position of having to decide which members request
has more
merit.
The
best policy as far as I am concerned is to adhere to the principals and
goals
of the order. The Order is a strong proponent of Vocations and the
RSVP, Right
to Life, Youth , Church, and Family programs etc. Community programs
are taken
care of through LAMB and volunteer hours by members. The other area of
expenditures is to reimburse the officer’s for their time and
associated cost
in representing the Council at State meetings. Remember this is a
volunteer
organization and no officer or director is to be compensated for his
service.
The only exception is the Financial Secretary as provided by the
Supreme
by-laws.
Supreme Council | NC State Council | Knights Assembly | Blessed Sacrament Raleigh Diocese | Fraternal Supply | Lynch and Kelly
© Copyright 1999 - 2006 by Knights of Columbus. All Rights Reserved. Send comments or questions to this council's Website Administrator.