KNIGHTS OF COLUMBUS LEADERSHIP RESOURCES. Practical Information for Grand Knights, District Deputies and Financial Secretaries

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1 KNIGHTS OF COLUMBUS LEADERSHIP RESOURCES Pactical Infomation fo Gand Knights, Distict Deputies and Financial Secetaies

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3 Thank you fo taking on the esponsibility of being a leade in the Knights of Columbus. Though you example of faith, chaity and sound judgment, you povide the model to follow. You leadeship can set a tone that is open and engaging, which will ensue gowth in chaitable outeach and membeship. This esouce book will povide you with pactical infomation and instuctions fo success in conducting and gowing chaitable activities and inceasing membeship. Additional infomation is also available though the Fatenal Taining Potal, the Offices' Desk Refeence, and on the Knights of Columbus Website kofc.og. This Resouce Book supesedes all peviously published mateial elating to the topics heein.

4 Table of Contents Geneal Section Knights of Columbus Oganizational Chat...3 Supeme Council Headquates Contact Diectoy...4 Foms and Repots...4 Qualifications fo Membeship...5 Initiation Fees and Council Dues...5 Sta Council Awad...6 Fathe McGivney Awad...6 Foundes Awad...6 Columbian Awad...6 Double Sta Council Awad...7 Tiple Sta Council Awad...7 Othe Awads...7 Intenational Sevice Awad...7 Contest of Champions Awad...7 Insuance Pomotion Awad...7 Othe Awads Distict...7 New Council Awad...7 Sta Distict Awad...7 All Sta Distict Awad...7 Duties of Council Offices...13 Chaplain...13 Deputy Gand Knight...13 Chancello...13 Recode...14 Financial Secetay...14 Teasue...14 Lectue...14 Advocate...14 Waden...14 Inside/Outside Guads...14 Boad of Tustees...14 Pogam Diecto...14 Membeship Diecto...14 Potocol...14 Investments...11 Opening and Closing Odes...15 Supeme Council Featued Pogams...7 Refund Suppot Vocations Pogam (RSVP)...7 Habitat fo Humanity...8 Global Wheelchai Mission...9 Special Olympics...9 Ultasound Initiative...10 Mach fo Life...10 Food fo Families...11 Coats fo Kids...11 Gand Knight Section Intoduction...16 Council Audit...16 Council Budget...18 Membeship Pocedues...19 Offices Online Gand Knight Section...21 Honoay and Honoay Life Membeship Requiements and Ceemonial...22 Honoay Membeship...22 Honoay Life Membeship...22 Honoay (Honoay Life) Membeship Ceemonial...23 Standing Council Committees...25 Admission Committee...25 Recuitment Committee...25 Retention Committee...25 Council By-laws...25 Cetified Council Fist Degee Team...25 Fist Degee Ceemonial Guidelines...26 Financial Secetay Evaluation...27 Distict Deputy Section Intoduction...28 Degee Wok Within You Distict...28 Distict Deputy Expense Fom...29 Official Council Visits...29 New Council Development...29 Council Reactivation...31 Council Retention...31 Distict Meetings...32 Stategic Sessions...32 Offices Online Distict Deputy Section...33 Miscellaneous Distict Deputy Section...33 Financial Secetay Section Intoduction...35 Financial Secetay Compensation...35 Income Tax Requiements...35 Bonding...35 Annual Fedeal Infomation Retun Fom 990 (U.S. Councils)...36 Offices Online Financial Secetay Section...36 Initial Setup fo Fist-Time Uses...37 The Membe Billing Applications...36 Billing Membes...38 Geneating Notices...38 Pocessing Payments fom Membes...39 Pocessing Receipts fom Othe Souces...39 Geneating Membeship Cads...40 Institution of Payment...40 Ode on Teasue (Vouches)...40 Suspension of Council...40 Recod Retention...41 Repot of Office Elections

5 KNIGHTS OF COLUMBUS ORGANIZATIONAL CHART SUPREME COUNCIL State Deputy, last living Past State Deputy, Teitoial Deputy, delegates to the Supeme Council, Supeme Council Offices, Boad of Diectos and Past Supeme Knight. BOARD OF DIRECTORS/ SUPREME COUNCIL OFFICERS STATE COUNCIL Gand Knights, Immediate Past Gand Knights, State Offices and last living Past State Deputy DISTRICT DEPUTY ASSIGNED COUNCILS CHAPTERS Gand Knight Deputy Gand Knight Chancello Recode Chaplain Financial Secetay Lectue Teasue Advocate Waden Guads Elected Appointed Tustees 3

6 Geneal Section SUPREME COUNCIL HEADQUARTERS CONTACT DIRECTORY Main Numbe Custome Sevice Catholic Infomation Sevice Ceemonials Chaplains Pogams and Development Columbia Magazine Council Accounts Financial Secetay Appointments Fatenal Sevices Membeship Gowth Membeship Recods Membeship Management/Membe Billing Scholaships Fo geneal inquiies, Foms and Repots Due Date Fom/Repot July 1 Repot of Chosen Offices fo the Tem (#185) August 1 Sevice Pogam Pesonnel Repot (#365)* August 15 Semiannual Council Audit (#1295) Decembe 31 Distict Deputy Semiannual Repot (#944A) Januay 31 Annual Suvey of Fatenal Activity (#1728)* Febuay 15 Semiannual Council Audit (#1295) June 30 Columbian Awad Application (#SP-7)* June 30 Distict Deputy Semiannual Repot (#944B) Immediately Membeship Document (#100) If Requied Notice of Intent to Suspend (#1845) As Requied Enties fo the State Council Sevice Pogam Awads Contest (#STSP) and Family of the Yea Contest to you state council Monthly Council Fist Degee Exemplification Repot (#450C) Monthly Distict Deputy s Degee Exemplification Repot (#450) Monthly Family of the Month (#1993) * Indicates Sta Council Awad Requiement Electonic vesions of most foms can be found at kofc.og/foms. 4

7 Qualifications fo Membeship The qualifications fo Knights of Columbus membeship, as contained in Section 101 of the Laws of the Ode, ae: Only pactical Catholics in union with the Holy See shall be eligible and entitled to continue membeship in the Ode. An applicant fo membeship shall not be less than 18 yeas of age on his last bithday. Pactical Catholic Guidelines Guidelines have been established to assist in detemining the pactical Catholicity of an applicant o membe. These guidelines will assist the gand knight in pefoming his duties when seving on the council s admission committee. These guidelines include: If questions egading the pactical Catholicity of an applicant o membe aise, the pasto of the applicant o membe should be consulted befoe any action is taken. A pactical Catholic accepts the teaching authoity of the Catholic Chuch on mattes of faith and moals, aspies to live in accodance with the pecepts of the Catholic Chuch, and is in good standing with the Catholic Chuch. A pactical Catholic stives to have a geate knowledge of the teaching of Chist and his Chuch, and to accept, espect and defend the Chuch s authoity (vested in the Supeme Pontiff, the hieachy and clegy united with him) to teach, goven and sanctify the faithful. A pactical Catholic gives mateial and moal suppot to the Chuch and he woks on all levels, pomoting the pogams of the paish and diocese and coming to the aid of the missions, the needy and the undepivileged; suppots and advances the just causes of minoity goups; endeavos to eliminate unjust discimination, pejudice, etc.; and suppots the Chuch in he defense of maiage and family life. Initiation Fees and Council Dues The Laws of the Ode pescibe that the initiation fee shall be fixed by the council, povided, howeve, no initiation fee shall be equied of any piest o membe of a eligious community who applies fo membeship. The ules also povide that fo those enteing unde 26 yeas of age, the initiation fee shall not exceed $10. In cases of Juvenile to Adult tansactions, the maximum initiation fee is $5, povided application is made pio to the applicant s 19th bithday. The Laws of the Ode set foth specific povisions egading dues payable by each membe. Dues shall be levied in advance in an amount as fixed by the council. The dues fo all associated and insuance membes shall be the same, and they must not be less than $5 pe yea. Howeve, councils may fix a diffeent ate of dues fo insued membes unde 26 yeas of age, but the same shall not be less than $3 pe yea. 5

8 Sta Council Awad In ode fo you council to ean the Sta Council Awad, it must: Ean the Fathe McGivney Awad fo membeship gowth; Ean the Foundes Awad fo insuance gowth; Ean the Columbian Awad fo wellounded council pogams. Submit the Columbian Awad Application (#SP-7); Submit the Sevice Pogam Pesonnel Repot (#365); submit the Annual Suvey of Fatenal Activity (#1728); and emain cuent with assessments fom the Supeme Council Headquates The Fathe McGivney Awad ecognizes excellence in council membeship gowth. Each yea, you council is assigned a membeship quota fom the Supeme Council. Fo the awad, gowth is consideed to be net incease ove losses though suspension o withdawal. Deaths do not count against you quota, and tansfes in o out of you council do not count fo o against you quota. You council quota can be found unde the Membeship tab in Offices Online, which is updated daily. Eligibility fo the Fathe McGivney Awad is automatically detemined by the Supeme Council and thee is no application. The Foundes Awad ecognizes excellence in the pomotion of ou insuance and fatenal benefits. Each yea, you council is assigned an insuance quota fom the Supeme Council. Fo the awad, gowth is consideed to be net gain above losses though suspensions and withdawals and tansfes fom insuance to associate membeship. Deaths do not count against you quota, and tansfes in o out of you council do not count fo o against you quota. You council quota can be found unde the Membeship tab in Offices Online, which is updated daily. Thee is no application fo the Foundes Awad as eligibility is automatically detemined by the Supeme Council. The Columbian Awad ecognizes you council s chaitable sevice activities and fatenal pogams in each of the six Suge... with Sevice pogam categoies below. In ode to ean the Columbian Awad, you council must complete at least fou majo pogams o activities in each of the six Suge... with Sevice categoies. A council is consideed to be well-ounded when it pomotes and conducts pogams that focus on: Chuch Activities Community Activities Council Activities Cultue of Life Activities Family Activities Youth Activities The Supeme Council has designated select pogams as Featued Pogams in cetain pogam categoies. The featued pogams ae: Chuch Activities Community Activities Council Activities Cultue of Life Activities Refund Suppot Vocations Pogam (RSVP) Habitat fo Humanity Global Wheelchai Mission Special Olympics Mach fo Life Ultasound Initiative 6

9 Family Activities Youth Activities Food fo Families Coats fo Kids When you council conducts a Featued Pogam and fulfills its equiements, it fulfills all fou equiements fo that Columbian Awad categoy (Chuch, Community, Council, Cultue of Life, Family and Youth) The equiements fo each Featued Pogam ae explained in the Supeme Council Featued Pogams section. The Double Sta Council Awad is pesented to councils that ean the Sta Council Awad and attain 200 pecent o moe of the membeship quota. The Tiple Sta Council Awad is pesented to councils that ean the Sta Council Awad and attain 300 pecent o moe of the membeship quota. Othe Awads The Intenational Sevice Awad is pesented to councils fo the best pogams conducted in the aeas of Chuch, community, council, cultue of life, family and youth activities. The intenational winnes ae selected fom the winning enties submitted by each juisdiction. The fist place winnes ae ecognized at the annual Supeme Council Convention. To be consideed fo the awad, complete and submit the State Council Sevice Pogam Awads Enty Fom (#STSP). The fom, along with suppoting mateials (newspape aticles, photogaphs, etc.), should be submitted to you state council. The Contest of Champions Awad is pesented to two councils in each juisdiction: the council with the highest pecentage gowth in membeship, and the council with the highest numeical gain in membeship. No application is equied fo this awad as eligibility is automatically detemined by the Supeme Council. The Insuance Pomotion Awad is pesented to two councils in each juisdiction: the council with the highest pecentage gowth in insuance membeship, and the council with the geatest numeical net gain in insuance membeship. No application is equied fo this awad as eligibility is automatically detemined by the Supeme Council. Othe Awads Distict The New Council Awad is pesented to those distict deputies esponsible fo the development of a new council. The Sta Distict Awad is pesented to those distict deputies who attain 100 pecent o moe of the distict membeship net gain quota and the distict insuance net gain quota and have at least one of the councils in the distict ean one of the levels of the Sta Council Awad. The All Sta Distict Awad is pesented to those distict deputies who attain the Sta Distict Awad and have all of thei active councils ean one of the levels of the Sta Council Awad. Supeme Council Featued Pogams Refund Suppot Vocations Pogam The featued pogam fo the Chuch Activities categoy of the Columbian Awad is the Refund Suppot Vocations Pogam (RSVP). If you council paticipates in RSVP you may be eligible to eceive a efund fo qualifying donations and to also eceive cedit fo all fou Chuch Activity equiements of the Columbian Awad. To paticipate in RSVP, you council must do the following: Contact you pasto o diocesan vocations diecto to identify seminaian, postulant o novice to suppot Ceate a plan fo aising the money that will be donated Invite you adopted seminaian o postulant to you council to make a pesentation on thei vocation and what it means to pepae fo piesthood o eligious life To qualify fo the efund, the RSVP Refund and Plaque Application (#2863) must be submitted and the following conditions must be met: 7

10 Money given to each individual must be vocation-elated and must amount to at least $500 pe individual The money must have been given diectly to a seminaian, postulant o novice, NOT to an institution o fund The money must be paid with a check dawn on the council s account Copies of the checks (both font and back) o othe documentation suppoting the donation[s], must be attached to the RSVP Refund and Plaque Application (#2863) Substantial moal suppot of the seminaian, postulant o novice is also equied and may include: Coespondence between the council and seminaian/postulant/novice Pesonal visits to seminay o eligious esidence Invitation of seminaian/postulant/novice to council events Complete details and additional infomation fo RSVP is available on the Knights of Columbus website kofc.og/svp, the Fatenal Taining Potal and in the Suge... with Sevice Manual (#962). Habitat fo Humanity One of the featued pogams fo the Community Activities categoy fo the Columbian Awad is Habitat fo Humanity. You council may eceive cedit fo all fou Community Activities equiements of the Columbian Awad by conducting this pogam. The following steps ae equied to paticipate in Habitat fo Humanity: Contact you local Habitat fo Humanity affiliate o visit thei web site habitat.og fo infomation on an affiliate in you aea Discuss with you affiliate the voluntee oppotunities available fo you council Involve the entie paish community in the poject Make it a family poject, and be sue to publicize the event and invite those inteested in joining you council to paticipate To qualify fo all fou Community Activities equiements fo the Columbian Awad, the council must: Repot paticipation with Habitat fo Humanity on the Patneship Pofile Repot with Habitat fo Humanity (#10092) You council must donate a minimum of $1,000 and 200 man hous to the poject 8

11 Complete details and additional infomation fo Habitat fo Humanity is available on the Knights of Columbus website kofc.og, the Fatenal Taining Potal, and in the Suge... with Sevice Manual (#962). Global Wheelchai Mission Anothe featued pogam fo the Community Activities categoy of the Columbian Awad is the Global Wheelchai Mission. You council may eceive cedit fo all fou Community Activities equiements of the Columbian Awad by conducting this pogam. To paticipate in the Global Wheelchai Mission, you council must: Pomote the pogam in you council, paish and community Conduct tageted fund aises with the poceeds going to the Global Wheelchai Mission Hold infomation nights on the poject to keep awaeness up in the council, paish and community To qualify fo all fou Community Activities equiements of the Columbian Awad, the council must: Raise enough funds to puchase an entie containe of one hunded wheelchais Complete and submit the Global Wheelchai Repot Fom (#10071) Additional details and infomation on the Global Wheelchai Mission is available on the Knights of Columbus website at, kofc.og/wheelchai, the Fatenal Taining Potal and in the Suge... with Sevice Manual (#962). Special Olympics The featued pogam fo the Council Activities categoy of the Columbian Awad is the Special Olympics. You council may eceive cedit fo all fou Council Activities equiements of the Columbian Awad by conducting this pogam. To paticipate in the Special Olympics, you council must: Invite the diecto of the local o egional Special Olympics goup to the council to explain what Special Olympics is doing in you community and its needs Publicize the event in you council, paish and community Host a fundaise with poceeds going to Special Olympics Coodinate you council s voluntees the day of the games 9

12 To qualify fo all fou Council Activities equiements of the Columbian Awad, the council must: Complete and submit the Patneship Pofile Repot with Special Olympics (#4584) You council must donate a minimum of $2,000 and 200 man hous to Special Olympics Additional details and additional infomation on Special Olympics is available on the Knights of Columbus website, kofc.og; the Fatenal Taining Potal and in the Suge... with Sevice Manual (#962). Ultasound Initiative One featued pogam within the Cultue of Life Activities categoy fo the Columbian Awad is the Ultasound Initiative. You council is eligible to eceive one-half the cost of an ultasound machine and may eceive cedit fo all fou Cultue of Life Activities equiements of the Columbian Awad. To paticipate in the Ultasound Initiative, a council must: Columbus website kofc.og/ultasound, the Fatenal Taining Potal and in the Suge... with Sevice Manual (#962). Raise at least one-half of the cost of the ultasound machine Locate a pegnancy cae cente that is po-life and pepaed to eceive, use and maintain the ultasound machine Receive witten appoval fom you diocese Mach fo Life Anothe featued pogam fo the Cultue of Life Activities categoy of the Columbian Awad is Mach fo Life. You council may eceive cedit fo all fou Cultue of Life Activity equiements of the Columbian Awad by paticipating in o oganizing this pogam. To paticipate in o oganize a Mach fo Life: To qualify fo one-half of the ultasound machine s cost (funded by the Supeme Council), the Ultasound Initiative Application (#4886) must be submitted and the following conditions must be met: The cente must be popely licensed unde state and local laws A medical docto must be affiliated with the cente and ovesee its opeation The medical pesonnel that will opeate the ultasound machine must be licensed and expeienced The cente must have adequate insuance Complete details and additional infomation on the Ultasound Initiative is available on the Knights of Plan on attending you national Mach fo Life o you juisdiction s Mach fo Life You council may want to oganize you own community s Mach fo Life with you council Be sue to advetise you council s paticipation in the Mach fo Life Be sue that the Knights of Columbus emblem is displayed duing the mach To qualify fo all fou Cultue of Life Activity equiements of the Columbian Awad, the council must: Have a minimum of 100 maches Complete and submit the Columbian Awad Application (#SP-7) with specific details on you council s paticipation in the Mach fo Life. 10

13 Additional details and infomation on the Mach fo Life is available on the Knights of Columbus website, kofc.og; the Fatenal Taining Potal; and in the Suge... with Sevice Manual (#962). Food fo Families The featued pogam fo the Family Activities categoy of the Columbian Awad is Food fo Families. If you council paticipates in Food fo Families, it may be eligible to eceive a efund fo qualifying donations, and cedit fo all fou Family Activities equiements of the Columbian Awad. To paticipate in the Food fo Families pogam, you council must: Contact you local food panty o paish soup kitchen to ensue they will be able to eceive the food and ask what thei specific needs ae Display postes/flyes pomoting the event aound you paish and community Povide adequate eceptacles fo donated items and make sue that they ae emptied fequently To qualify fo the efund, the Food fo Families Reimbusement Pogam Application (#10057) must be submitted and the following conditions must be met: A minimum of $500 o 1,000 pounds of food must be contibuted. Contibutions ae cumulative, so the council can make multiple contibutions to each the minimum dolla o pounds equied To qualify fo all fou Community Activity equiements fo the Columbian Awad, the council must: Stat planning ealy fo the distibution of coats Detemine a fund aising stategy to puchase the coats Publicize the event in you paish and community Schedule a distibution date, time and location To qualify fo all fou Youth Activities equiements of the Columbian Awad, the council must: Ode and distibute at least eight (8) cases of coats Ode coats using the Coats fo Kids Ode Fom (#5029) Complete details and additional infomation on Coats fo Kids is available on the Knights of Columbus website kofc.og/coats, the Fatenal Taining Potal and in the Suge... with Sevice Manual (#962). Investments The chaitable mission of the Knights of Columbus encouages councils to aise money which can then be donated to wothy causes. This mission also calls ou membes to become pesonally involved in fundaising and chaitable activities. Councils have, in the past, been known to establish a lage investment potfolio geneating passive income. This tends to undemine the chaitable fundaising aspect of ou mission. It is impotant to emembe that the Knights of Columbus has a well-eaned eputation fo giving voluntee hous and money to wothy causes, and not holding funds in investment accounts. Contibute a minimum of 1,000 pounds of food and a minimum of 100 man hous to the soup kitchen/food panty Complete details and additional infomation on Food fo Families is available on the Knights of Columbus website kofc.og/food, the Fatenal Taining Potal and in the Suge... with Sevice Manual (#962). Coats fo Kids The featued pogam fo the Youth Activities categoy of the Columbian Awad is Coats fo Kids. You council may eceive cedit fo all fou Youth Activities equiements of the Columbian Awad by conducting this pogam. To paticipate in Coats fo Kids: 11

14 The Knights of Columbus encouages membes to become pesonally involved in fundaising and chaitable activities by ecommending that a cap be placed on the amount of accumulated funds that a council may hold. The Supeme Council stongly advises councils not to maintain total accumulated funds in excess of $10,000, except in cetain special cicumstances. Numeous poblems fequently aise when total accumulated geneal funds (non-eamaked) exceed $10,000. Fo example: Investing and managing funds fequently causes discod and dissension among membes who may disagee about investment decisions Conflicts of inteest fequently aise when membes in the investment business seek to manage the funds The accumulation of lage sums of money may lead membes to handle those funds unwisely, despite thei good intentions Councils ae authoized to eceive funds into thei geneal account in the couse of thei odinay fatenal and chaitable activities. To the extent that these funds ae not immediately disbused fo necessay expenses and chaitable donations, they may be held in othe bank and investment accounts. Howeve, councils should neve invest o hold funds in bokeage accounts, stocks, annuities, mutual funds (othe than money maket mutual funds), bonds o othe foms such as gold, silve o platinum. The Supeme Council does not advise, encouage, ecommend o pemit any of its councils to invest o hold funds in any type of account othe than the following: Odinay shot tem cetificates of deposit Simple savings accounts Simple checking accounts Simple money maket accounts Money maket mutual funds Fo example, councils may choose to place funds in excess of $10,000 in a shot-tem cetificate of deposit while waiting to disbuse funds fo an intended pupose. It is also acceptable fo a council to hold excess funds in a cetificate of deposit as a eseve to cove a known expense o liability that is coming due in the futue. The funds should be held unde the name and Tax Identification Numbe of the council, and only the offices identified in the bylaws ae to have signatue authoity ove the account. The financial offices and tustees ae esponsible fo keeping the membes infomed of whee the funds ae deposited. A pogam o committee chaiman may neve mix Knights of Columbus funds with pesonal funds. Councils should not ceate chaitable tusts with the expectation of distibuting the income geneated by a lage pincipal. These types of tusts pose seveal challenges, including: Long-tem commitment by membes to invest and manage the pincipal Risk that successo tustees may not hono the oiginal intention of the tust Sepaate tax-filing obligations, if the tust is fomed as a sepaate entity, which is usually the case Substantial legal obligations Rathe than foming chaitable tusts, councils should conside othe ways to distibute thei funds, including: State council chaitable foundations Local Catholic schools Othe local faith-based oganizations If a council detemines that it has an unusual cicumstance that equies it to accumulate o invest funds in a way that is inconsistent with this policy the gand knight should fist consult with the state advocate, who will then fowad any equest fo pemission to hold excess funds to the supeme advocate. Any individual membe who expesses an inteest in making a donation to an oganization that pomotes faith-based initiatives should be encouaged to give to his state council s foundation o to the Supeme Council s United in Chaity pogam. These donations ae tax deductible. Donations to a council ae not tax deductible. 12

15 Duties of Council Offices Chaplain Seves as spiitual adviso to the bothe Knights and families of that council Povides his message to membes at the beginning of the meeting as outlined in the Method of Conducting a Council Meeting (#1937) o wheneve it best suits his schedule Gand Knight Pesides ove all meetings Appoints pogam and membeship diectos Appoints committees as needed Countesigns checks and odes fo payment Responsible fo the council's Fist Degee Team Deputy Gand Knight Assists the gand knight with opeation of the council and any othe duties assigned to him by the gand knight In the absence of the gand knight, pesides at council meetings Recommended to seve on the council s Retention Committee Chancello Has the duty of stengthening the membes inteest in council activities Assists the gand knight and deputy gand knight with thei duties as assigned Recommended to seve on the council's Admission Committee Financial Secetay Upon ecommendation of the gand knight and the tustees, the financial secetay is appointed fo a thee-yea tem that is appoved by the supeme knight The pospective financial secetay must also complete and submit the Application fo Appointment as Financial Secetay (#FS101) Unde Section 130 of the Laws of the Ode, the financial secetay is automatically bonded in the amount of $5,000. Additional bonding may be povided at a cost of $7 pe thousand by contacting the supeme secetay s office Collects money, in the fom of dues, fom membes. Responsible fo sending billing notices 13 and initiating etention measues by poviding a list of delinquent membes to the gand knight to pevent membes fom being suspended fo nonpayment of dues Ensues that the council membeship ecods ae updated and that new membes sign the constitutional oll Receives fom the Supeme Council Headquates honoay and honoay life membeship cads fo distibution to qualified membes Files vaious epots and membeship/insuance tansactions with the Supeme Council Headquates Responsible fo completing and submitting the pope 990 fo the council (U.S. only) Keeps the seal of the council and affixes the same to membeship cads, esolutions and othe official documents as necessay

16 Recode Responsible fo keeping and maintaining a tue and pemanent ecod of all actions of the council and maintains all coespondence of the council Teasue Chaged with handling council funds Receives money fom financial secetay and deposits it in the pope council accounts Responsible fo paying all council expenses, including assessments fom the Supeme Council Unde Section 130 of the Laws of the Ode, the teasue is automatically bonded in the amount of $5,000. Additional bonding may be povided at a cost of $7 pe thousand by contacting the supeme secetay s office Lectue Appointed by the gand knight Responsible fo poviding suitable educational and entetaining pogams unde the Good of the Ode section of council meetings Advocate Acts as paliamentaian fo the council Should have a woking knowledge of Robet s Rules of Ode and Methods of Conducting a Council Meeting (#1937) When needed, will seek legal assistance fom the state advocate Waden Responsible fo supevising and maintaining all council popety Sets up council chambes fo meetings and degee exemplifications Ovesees inside and outside guads Inside/Outside Guads Attend the doos of the council chambe, checking fo cuent membeship cads and allowing entance Boad of Tustees Consists of gand knight and thee othe elected membes Supevises all financial business of the council and conducts the semiannual audits Tustees ae elected fo tems of thee yeas, two yeas and one yea. At each egula election, the position of each tustee will be voted upon, with the cuent thee- and two-yea tustees moving on to become the two- and one-yea tustees, espectively Pogam Diecto Appointed by the gand knight Collaboates with the gand knight in setting the calenda of council pogams fo the yea Manages each sevice pogam diecto and chaiman as they implement the council s pogams and activities Keeps accuate ecods of council pogams fo epoting on the Annual Suvey of Fatenal Activity and the Columbian Awad Application Keeps council s public elations chaiman infomed of all pogams and activities fo pomotion to local media Membeship Diecto Appointed by the gand knight Collaboates with the gand knight and Council Membeship Committee on council membeship goals fo the yea Manages the Recuitment Committee, Retention Committee and Insuance Pomotion Committee chaimen as they implement the council s membeship activities Plans and coodinates the council s schedule of ecuitment pogams Fo additional infomation, efe to the Duties and Responsibilities of Council Offices, Diectos. Potocol Pope potocol should be followed by all fatenal leades. Potocol, by definition, is basic common coutesy. The Knights of Columbus Potocol Handbook (#1612) contains specific infomation govening many types of situations whee potocol is involved. Keep in mind, howeve, that whee thee is no specific ule govening a situation, you will not go wong by employing common coutesy. Invitations Guests should be sent pope invitations in witing well in advance (at least six weeks befoe the event). All invitations should be sent in the name of and 14

17 When addessing coespondence to a peson that you have a close woking elationship with, you should acknowledge the office he holds. The salutation would be Wothy Gand Knight and dea Bothe Bill. signed by the gand knight, distict deputy o state deputy, espectively. Replies may diected to a chaiman o committee membe. The invitation should let the guest know timing, agenda, dess and any special expectations. You distict deputy, as a special epesentative of the supeme knight and state deputy, should be invited to all council functions. Howeve, it is not pope potocol to send a blanket invitation to you distict deputy with the expectation that he will attend each event. It should be undestood that his schedule may not pemit him to attend all affais, in which case he would notify you in ample time. Speakes Speakes fo an event should be notified well in advance that they ae expected to speak. A couteous fatenal leade does not appoach a guest just befoe o duing a pogam and ask if he wants to talk. This gives the impession that you would pefe he did not speak, but if he wanted to talk, you would pemit it. Head Table Seating is usually aanged by the highest ank fom the middle out to eithe end. Guests ae intoduced fom the ight towad the middle then fom the left towad the middle, excluding speaking membes at the head table. The wives of all those seated at the head table should also be included in the dais. The following pioity list should apply fo speaking pogams and seating aangements: clegy, Knights of Columbus (in anking ode), civic dignitaies and othe fatenities. When moe than one piest is pesent and a speake does not wish to mention each by name, he should say Rev. Monsignoi and/o Rev. Fathes. Neve use Reveend Clegy unless clegymen of diffeent faiths ae epesented. Opening and Closing Odes Opening Ode Melody set to O Chistmas Tee Sing ye his paises loud and long, And let the unenlightened know. In ev y echo of you song, the geat deeds done tho long ago. By Columbus of the valiant soul, who fist old Neptune has contolled. Despite of Envy, Intigue, Gold, in the dim past of long ago. With vessels thee o e stomy sea, he thilled the wold of long ago. While wisdom linked with destiny, in justice scales its weight did thow. We ae his heis; We wea his name; We boast his deeds; We spead his fame. Ou ode is the shining flame, that lights the gloom of long ago. Closing Ode Melody set to My County Tis of Thee Now ou evening s wok is done, then let us ev y one, join in a song. Long may ou ode stand, foemost in this feeland, eady with head and hand, to ight each wong. We have a mission geat, tue to ou chuch and state, onwad we move. We dy the moune s tea, the tied heat we chee, faith in ou woks appea, upheld by love. 15

18 be signed by the gand knight and at least two tustees. If an enty is not applicable, the wod none should be inseted on the line. Failue to complete any section o affix equied signatues will necessitate etun of the epot to the gand knight. Gand Knight As gand knight, by vitue of you office, you and a duly elected delegate fom you council, along with the gand knights and delegates fom each council in you juisdiction, compose the state council. The gand knight and delegate, o thei altenates, elect state offices, elect delegates to the annual Supeme Convention and vote on esolutions pesented to the annual state convention. It is extemely impotant fo you and the delegate fom you council to attend and paticipate in the poceedings of the convention. By taking an active ole, you will ensue a stonge futue fo you council and juisdiction and the oveall good of the Ode. Council Audit The Semiannual Council Audit Repot (#1295) fo the peiod ending June 30 is due at the Supeme Council by Aug. 15; the peiod ending Dec. 31 is due by Feb. 15. The council tustees and the gand knight should complete the audit and send it to: Knights of Columbus, Council Accounts, 1 Columbus Plaza, New Haven, CT The epots can be found at kofc.og/foms and in the Council Repot Foms Booklet (#1436). All thee sections of the Semiannual Council Audit Repot (#1295) must be completed, and the audit must Schedule A Membeship A majo objective of the semiannual council audit is to econcile local council membeship ecods with those maintained by the Supeme Council Depatment of Membeship Recods. If you council uses Membe Management/Membe Billing, the equiement to complete Schedule A is satisfied. Othewise, the souces fo infomation necessay to complete Schedule A ae: (1) ecods the financial secetay maintains via the online Membe Management System o on ledge cads o ledge sheets, depending on the accounting system used by the council; (2) semiannual Council Rostes povided by the Supeme Council Headquates; and (3) monthly Council Statements sent fom the Supeme Council Headquates. The latte ae especially necessay fo associate to insuance, insuance to associate, tansfes out of the council and, in some instances, death tansactions ecoded as a esult of insuance claims pocessing. All discepancies between local council and Supeme Council ecods ae to be econciled, with any necessay membeship tansactions being submitted to the Depatment of Membeship Recods o local council ecods being coected as necessay to ensue ageement. Only those membes fo whom the applicable membeship tansactions have been epoted ae to be listed on the audit. If an addition o a deduction is being acted upon but has not been submitted with sufficient time fo pocessing, it is not to be indicated on the audit epot. A eview of the monthly Council Statements fo the audit peiod August though Januay statements fo the Januay audit, and Febuay though July statements fo the July audit should be completed to ensue that membeship tansactions have been eceived and pocessed by the Supeme Council Headquates. Fo the pupose of pepaing the semiannual audit only, inactive insuance membes ae excluded; they ae not to be consideed as insuance membes of the council. If an insuance membe is suspended o takes a withdawal, he becomes inactive and is consideed a deduction. Convesely, an inactive membe eactivating his membeship is an addition to be ecoded on the 16

19 Re-enties line. Also, the Tansfes Assoc. to Ins. and Tansfes Ins. to Assoc. lines in the Additions and Deductions sections must agee. Fo example, an insuance addition as a esult of an associate to insuance tansfe is also an associate deduction. The figues fo Total Deductions in the Deductions section ae to be placed on the line Minus Total Deductions in the Additions section and must be subtacted fom the figues fo Total fo Peiod to obtain the coect figues fo Numbe Membes at End of Peiod. Schedule B Cash Tansactions Financial Secetay Cash on Hand Beginning of Peiod will be the figue fom the pevious Audit Repot showing Cash on Hand at End of Peiod. Figues fo Cash Received Dues, Initiations and Cash Received fom othe Souces will be the accounting peiod summay fom Recods of Cash Receipts o fom the Financial Secetay s Cash Book. Total Cash Received will be the total of the thee pevious items. Amount fo Paid to Teasue will be the total of the figues shown on eceipts fom teasue to financial secetay fo moneys eceived duing the peiod by the teasue fom the financial secetay. Cash on Hand at End of Peiod will be amount shown Paid to Teasue subtacted fom the amount shown Total Cash Received. In most instances, Cash on Hand at End of Peiod will show a zeo balance, as most financial secetaies pay all moneys to the teasue befoe the end of the audit peiod. Schedule B Cash Tansactions Teasue The Cash on Hand Beginning of Peiod will be the figue shown on the pevious audit fom line Net Balance on Hand. The item Received fom Fin. Sec. will be the accounting peiod total of the items in the Teasue s Cash Book showing moneys eceived fom the financial secetay. This should agee with the amount shown in the financial secetay s epot on line Paid to Teasue. Unde Disbusements, the amounts fo pe capita payment and geneal expenses will be the accounting peiod total of payment by the council as shown in the Disbusements section of the Teasue s Cash Book. Schedule C: Some councils may include figues in this schedule that ae not applicable to the audit epot. This is paticulaly tue elative to Due Supeme Council: Pe Capita in the Liabilities column and Due fom Membes in the Assets column. A common eo is that some councils include as owed the pe capita levy fo the peiod following the one fo which the audit is being made. Fo example, if an audit is being conducted fo the peiod ending Dec. 31, then the pe capita levy fo Januay of the following yea should not be shown on the Pe Capita line. Howeve, should that Januay levy not be paid by June 30, it would be included on the next audit. Due fom Membes if the financial secetay follows the pope billing pocedues, he will have sent the Fist Notices at least 15 days pio to the stat of the peiod. Enties ae not to be made fo those membes being billed fo the following peiod. To avoid confusion, billing notices should be dated as the fist of the month of the stat of the peiod ( Januay 1 o July 1), not the date the bills ae being pepaed. Howeve, should any potion of the bill emain unpaid into the next audit peiod, that potion is to be included on the ensuing Audit Repot. Audit Pocedues fo Schedule B The pocedue detailed below is ecommended fo use by auditos in detemining that dues payments wee eceipted, enteed on the appopiate Membe Ledges, tuned ove to the teasue, eceipted by the teasue and deposited in the council s bank account. Convesely, it is effective in veifying that cedits wee not posted to Membe Ledges unless thee is a ecod of payment having been eceived. In ode to make these deteminations, a epesentative numbe of accounts should be spot checked. Poceed as follows: 17

20 Veify seveal eceipts on each Recod of Cash Receipts sheet to detemine if cedit was given on the appopiate Membe Ledge fo the amount shown Veify seveal Membe Ledges to detemine, in evese ode, if cedit given thee was eceived and ecoded on the Recod of Cash Receipts Veify the totals on each Recod of Cash Receipts sheet to detemine that moneys wee tuned ove to the teasue and his eceipt was issued Veify each Teasue s Receipt to detemine that the amounts shown wee cedited on bank statements as deposits To detemine if the teasue s check egiste is in balance with the balance shown on the end-of-peiod bank statement, the following pocedue is suggested: Detemine that an authoized vouche exists fo each check issued and that the check was issued to the coect payee in the coect amount Review the endosement on the checks to detemine that they ae popely endosed by the payee Compae the cancelled checks to the Cash Disbusement egiste and indicate initial audit esults on the check egiste Schedule C Assets and Liabilities This section will povide insight as to the financial condition of the council. Fom the audit peiod it will indicate the council s financial pogess o lack theeof and whee necessay, it will enable the tustees, state and distict deputies, and the Supeme Council Headquates to obtain a tue pictue of the council s financial status. Assets Undeposited Funds ae moneys in the possession of eithe the financial secetay o teasue o both. Assets labeled Bank Checking Acct. and Bank Savings Acct. will be the econciliation of the teasue s checkbook(s) showing the net cash balance(s). Outstanding checks should be deducted fom the bank statement. Due Fom Membes data is obtained fom the financial secetay s Membe Ledge ecods. Refe to Schedule C Assets and Liabilities fo guidelines egading these figues pio to making the enties. One indicato of the financial condition of a council is the numbe of membes in aeas and the amounts owed. Be cetain to include these figues on the epot. The teasue will funish the amounts fo Money Maket accts. fom his cash book, which should show tansfes of cash to savings accounts. Liabilities Figue fo the Liabilities section elative to the council s obligations to Supeme and state, as well as miscellaneous, will be supplied by the financial secetay fom his ecods and fom unpaid bills in his possession. Advance payment of dues by membes should be included in Advance Payments By Membes. It is a liability because it epesents dues payment not yet chageable to the membes. When a membe is suspended, the amounts he owes will appea in the Audit Repot fo the peiod in which he was suspended. If using a manual accounting system, his Membe Ledge should be emoved fom the council file on o befoe the end of the peiod in which he was suspended. This pocedue will ensue that a billing notice is not poduced duing the next billing peiod and eliminates the cayove fom one peiod to anothe of uncollectible dues o othe chages on membes who have been suspended. The figue fo Total Cuent Liabilities is also enteed in the Assets column in the space designated Less: Cuent Liabilities and is subtacted fom Total Cuent Assets to obtain Net Cuent Assets. If liabilities exceed assets, the Total Cuent Assets should be subtacted fom Cuent Liabilities and the esulting figue shown in paenthesis. Othe Assets Tustees ae to itemize othe assets on the lines povided in this section. Council Budget As gand knight, you should wok with the teasue, financial secetay and tustees of you council to compae the past yea s actual figues with the budgeted figues that wee appoved by the council. The infomation obtained will be used to develop the budget fo the cuent fatenal yea. You council s budget should coespond to the fatenal yea, which coves the peiod fom July 1 to June 30. Setting you council s budget should be stated immediately afte you election 18

21 Budgets ae useful tools, as they allow you vaious pogam chaimen to conduct pogams autonomously while woking within the confines of the budget that was appoved by the membeship. as gand knight. When beginning the budget pocess, eview the actual evenues and expenses fo each pogam and activity and compae those with the budgeted figues fom the past yea. Questions to conside when setting a budget include: 1. Wee the evenues skewed by one lage donation? 2. Wee items that wee donated in the past now being chaged fo, thus inceasing expenses? 3. Was paticipation in a paticula activity up o down? Did it depend on the weathe o a scheduling conflict? This could impact both evenues and expenses. 4. Did the council chage too little o too much fo the event? Keep the budgeted figues ealistic and attainable. The figues should eflect an appoximation of the actual esults fom the pio yea, adjusted as needed fo eithe an extaodinay event o something that will be consideed nomal going fowad. They should also be based on the answes to the sample questions above. Howeve, a good ule of thumb would be to incease evenue and expenses fo the cost of inflation (appoximately 1-2 pecent). This is also the time to evaluate each activity to detemine which ones the council will continue. The budget fo a new activity will eithe take the evenue and expenses fom a discontinued activity o new dollas will need to be allocated fo the new activity. Once the budget is pepaed and finalized, it should be adopted at a egula council meeting by a vote of the Afte the council passes the budget, it does not mean that it is set in stone. The budget should be an adaptable document, changing as cicumstances dictate. membeship. It is ecommended that this take place duing one of the fist meetings ealy in the fatenal yea. This pocess ensues that futue meetings ae utilized to the fullest and ae not taken up with voting on each poject s expense. It is also a good pactice to ensue that excess funds ae tansfeed fom the council s geneal account to a savings account, as appopiate. Membeship Pocedues The financial secetay should use the Membe Management application (the pefeed method, when applicable) o pocess a Membeship Document (#100) fo each of the following tansactions: 1. New Membe The Fist Degee establishes membeship, and the ecoding of that degee is equied to activate fatenal benefits. Immediately (within 24 hous) following the Fist Degee, the financial secetay will pocess the Membeship Document (#100) by mail o . Whethe you mail o send an of the Membeship Document (#100) to the Supeme Council Office, always copy the geneal agent. This will ensue that the new membe is ecoded on the council oste and that the geneal agent eceives a copy of the Membeship Document (#100). (Note: If the field agent is pesent at the Fist Degee, he may pick up this document fo delivey to the geneal agent.) The council should always etain a copy of the Membeship Document (#100) fo its ecods. When sending the Membeship Document (#100) via , thee is no need to send a had copy. 2. Juvenile to Adult Juvenile to Adult constitutes a specific categoy fo an applicant fo membeship who holds an in-foce insuance policy that was issued while he was unde 18 yeas of age. His application is to be pocessed as a Juvenile to Adult tansaction. The juvenile policy numbe should be included on the Membeship Document (#100), if available. If the pospect applies fo membeship pio to his 19th bithday, the maximum initiation fee that can be chaged is $5. 3. Reinstatement This tansaction can be used if membeship temination has been fo a peiod of thee months o less. Reinstatements can only take place in the council fom which the membe was suspended o took a withdawal. A einstatement will not eflect a beak in membeship. No council vote is equied. 19

22 4. Readmission This tansaction is appopiate if membeship temination has been fo a peiod of moe than thee months and up to seven yeas. The applicant may be eadmitted into the council of his choice. Council vote on his membeship is equied, but action by the admission committee is nomally not needed. 5. Reactivation The pope tansaction fo eenty of an inactive insuance membe is eactivation. An inactive insuance membe has been suspended fo nonpayment of dues but maintains an in-foce Knights of Columbus insuance cetificate. 6. Reapplication When an applicant has been out of the Ode fo moe than seven yeas, eapplication is the pope tansaction to be used. He may eapply to the council of his choice, and the e-applicant need not etake his degees if he satisfies the admission committee that he s aleady done so. He pays no initiation fee. 7. Tansfe A membe in possession of a cuent membeship cad may tansfe to any council of his choice by applying though a Membeship Document (#100). The eceiving council accepts the application fo tansfe unde the elective pocedues. Please note that a tansfe is initiated only by the eceiving council. Membes cannot be tansfeed out of a council. 8. Withdawal The withdawal tansaction cannot be epoted by using the Membeship Document (#100). Rathe, a pesonal, signed communication fom the membe equesting withdawal (esignation) is equied to be sent to the council and fowaded to the Supeme Council Headquates. A membe can esign whethe he is cuent in dues o in aeas. The only stipulation is that he must be eligible fo e-enty as of the date he files his lette of withdawal with the council o assembly. Withdawal is not an option fo a felon, non-pactical Catholic, o someone who has been suspended o expelled unde Section 162 of the Ode s Laws. Those membes who apply fo and ae ganted a withdawal do not maintain continuous membeship. The membeship ecod will eflect a beak in sevice. If the applicant fo withdawal is an insuance membe, he will be ecoded as an inactive membe and will emain in that status on the council oste as long as his insuance is in foce. The council continues to be esponsible fo Supeme and state council assessments on inactive membes. Howeve, Completed Membeship Documents (#100) can be scanned and ed to membeship@kofc.og and to the geneal agent of you council. This saves time and money and ensues that tansactions ae posted to you council s account quickly. Pefeably, any updates to a membe's status should be made though the Membe Management application located in Offices Online. a $9 cedit is applied to the council s account the month following the annivesay date of the membe s insuance policy to offset such assessments. 9. Suspension NonPayment A membe must be in aeas fo at least fou months befoe he can be suspended fo nonpayment. Any membe in that status, howeve, is to be advised that a cuent membeship cad is equied fo attendance and paticipation at all Knights of Columbus business meetings and ceemonial exemplifications. A cuent membeship cad is defined as one beaing a DUES PAID TO date equal to o geate than the cuent date. Because this categoy of suspension epesents the lagest goup of losses to ou Ode each yea, it is of vital impotance that pope billing pocedues be followed befoe active membeship is teminated by suspension. As in the case of a withdawal, a suspended insuance membe goes to an inactive status and emains on the council olls. Because of this fact, the council is esponsible fo supeme and state levied assessments and also eceives the annual $9 cedit, as explained in the peceding section. 10. Death As soon as possible afte the death of a council membe, a Membeship Document (#100) should be submitted to the Supeme Council Headquates fo pocessing with the complete date of death and suvivo infomation included. Deceased membes ae emembeed in daily Mass at St. May s Chuch, New Haven, CT Disability Relief fom Payment Those bothe Knights who ae unable to engage in any occupation fo a peiod of at least six months may apply fo waive of 20

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