DUTIES OF COUNCIL OFFICERS

New members and even some longtime members of the Knights of Columbus are reluctant to participate fully in the programs and activities of their council because they don't know enough about the way it operates. They were never told how meetings are conducted nor what the duties and responsibilities of the various officers and directors are.

Since a more informed member will most likely prove to be a more active and involved member, every new Knight should be introduced to council officers and Service Program directors as soon after his First Degree as possible, and a brief description of the office or position should be made at this time.

The following descriptions are used to introduce new members to the variety of Knights who serve within the local council. The duties of council officers are also found in the “Charter, Constitution and Laws,” obtained from the Supreme Council Department of Fraternal Services.

 

GRAND KNIGHT

The grand knight is responsible for the overall welfare of the council. Elected annually by the council membership, the grand knight must provide thoughtful and inspired leadership to the 14 other council officers, the Service Program directors, chairmen and members of the council.

As the highest ranking officer of each council, the grand knight is responsible for observing the laws of the Order and his council. In addition, the grand knight is the chosen leader of his council and as such, is expected to give it the leadership needed. The office of grand knight is one that is rich in opportunities for service in many fields.

More specifically, his duties include: presiding over council meetings; acting as an ex officio member of all committees; appointing the membership and program directors and working with them on the selection of Service Program activities chairmen and membership recruitment teams and retention chairmen; convening officers for a monthly meeting; appointing special committees not mandated by the laws of the council; overseeing the proper exemplification of the First Degree; and, finally, making sure that all reports and reporting forms required by the state or Supreme Council offices are submitted on time.

Another area of the grand knight's duties is overseeing the important work of the council's admission committee. Immediately after entering upon his term of office, the grand knight must appoint an admission committee composed of seven members. The grand knight monitors their work and makes sure their results are in line with the laws governing the actions of the committee.

The grand knight also interacts with the financial secretary and treasurer to insure the council is meeting its financial obligations to the Supreme and state council and others. For instance, the grand knight countersigns all orders drawn and signed by the financial secretary and all checks drawn and signed by the treasurer. He also reads the vouchers from the financial secretary of moneys paid to the treasurer and from the treasurer of moneys deposited in the bank. In essence, the grand knight checks on the performance of the financial secretary and treasurer, working with them to help the council meet its financial obligations.

In accordance with section 130 of the “Charter, Constitution and Laws”, each financial secretary, upon appointment by the supreme knight, is bonded automatically in the amount of $2,500.00. Additional bonding may be provided at a cost of $7.00 per thousand by contacting the office of the supreme secretary. The same will apply to the council treasurer when the “Report of Officers” is received at the Supreme Council office.

The grand knight is a member of the Advisory Board charged with general supervision of a Columbian Squires circle sponsored by his council.

Finally, the grand knight is responsible for recommending a chaplain and appointing a lecturer.

 

DUTIES OF THE GRAND KNIGHT

Section 135 of the Laws of the Order governs the duties of the grand knight. References to other business related to the office of grand knight can be found on page 103 of the “Charter, Constitution and Laws.” A copy of the laws should be in the grand knight's pos­session. A new, up-to-date issue is published each year following the Supreme Council meeting in August. Copies of the “Charter, Constitution and Laws” may be obtained from the Supreme Council Supply Department.

Each grand knight should also read the by-laws of his own council and learn what specific duties and functions they prescribe for him. If the council does not have a set of by-laws, he may obtain from the office of the supreme advocate a copy that is recommended for adoption by subordinate councils.

 

RESPONSIBILITIES OF THE GRAND KNIGHT

The grand knight is primarily responsible for the successful conduct of his council. He will not be able to perform all its business details, but he must see that they are done properly and on time. This is done through constant supervision of the work of all officers, directors and committees.

During their term of office, the grand knight and officers should set as their goal — “a better council.” Obviously this task is far too much for one man alone. It must be achieved by teamwork—

• through generous' and eager cooperation with the council's official “family,” and

• by voluntary participation of all members in the affairs of the council.

It is the grand knight's obligation to inspire mutual cooperation and voluntary service among the officers and members.

In addition, the grand knight is directly responsible for cooperation with other Columbian groups and leaders, which include:

Columbian Squires, Fourth Degree assemblies, chapters, district deputy, other councils, state deputy and state council — its officers and representatives.

 

COUNCIL MEETINGS

As provided in Section 135 of the “Charter, Constitution and Laws”, the grand knight presides at all meetings of the council. Section 125 of the Laws outlines the order of business to be followed. Ceremonial procedures for the meeting are explained in “Method of Conducting a Council Meeting”.

To insure dignity, decorum and efficiency in the conduct of meetings throughout the Order, the grand knight is reminded that there is a specified formula for the arrangement of the council chamber.

There is also a proper way for a member to gain admission to a meeting and to conduct himself while there. This information is contained in the instructions given by the financial secretary during the First Degree. The observance of these formalities may seem to be a small thing, but lack of their observance can lead to disorderly, unproductive meetings. And our council meetings are where the business of the Order is ultimately conducted.

The grand knight should understand and be familiar with the fundamental principles of parliamentary law. For further assistance, the grand knight should obtain a copy of “Robert's Rules of Order” from his local library or bookstore.

Although members should be encouraged to present matters that they think would command the interest and attention of the council and while full opportunity for discussion of these matters must be afforded, any needless consumption of time should be avoided. If at all possible, the business portion of a council meeting should be completed within an hour. In this manner, the lecturer will be given ample time to present his “Good of the Order” section of the meeting. Concise, interesting meetings that are conducted in a business-like manner will encourage and hold council attendance. Much can be accomplished toward this end by holding officers' meetings apart from council meetings.

Experience has shown that when meetings are always started absolutely on time, members will be there for the beginning of the meeting. When the busy member who arrives at the meeting on time finds with dismay that the meeting doesn't get underway for a half hour or more, he will soon stop coming to meetings. Why? He simply won't waste time waiting for meetings to begin. Meetings started on time can be completed early enough to allow for visiting and still enable the members to arrive home at a reasonable hour.

The district deputy must visit each council regularly, at least once every second month, and he should notify the grand knights of his councils in writing and in advance when he is making an official visit. The district deputy is a personal representative of the supreme knight and the state deputy, and grand knights and council officers should treat him with the respect due his important position. During his visit, the district deputy should be seated in front near the grand knight, and when he is called upon to speak, (as he always should be), all members should rise for his introduction.

 

OFFICERS' MEETINGS

A great deal may be gained by holding a meeting of the council officers at least once a month or preferably before every regular council meeting. Such meetings should be held at a time convenient for most all the officers. By discussion among themselves of matters that relate to their respective duties, to the general welfare of the council, and programs that are to be presented to the council, the officers are able to keep intimately acquainted with everything that is of interest and concern. In addition, they can equip themselves with information to more intelligently advise the council on matters which come before it during meetings or discussions. All officers' meetings should be called by the grand knight.

 

DEPUTY GRAND KNIGHT

The deputy grand knight is the second in command in the local council. He is also elected annually, assists the grand knight in the operation of council affairs and is responsible for any duties assigned to him by the grand knight. In the absence of the grand knight, the deputy grand knight presides at council meetings and functions as the grand knight would. The deputy grand knight is a member of the Advisory Board charged with general supervision of a Columbian Squires circle sponsored by his council. It is suggested that the deputy grand knight and the board of trustees serve on the council's retention committee.

 

CHANCELLOR

The chancellor is elected annually to serve the council in a variety of ways. Primarily, he assists the grand knight and deputy grand knight in the execution of their duties and takes charge of the council during the incapacity or extended absence of both.

With the cooperation and support of the grand knight, 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 “Admission Committee Questionnaire” that prospects completed at the time of their admission committee interview.

The chancellor is also a member of his council's Columbian Squires circle ceremonial team.

 

RECORDER

The recorder functions in much the same way that a court reporter or a secretary 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” , available from the Supreme Council Supply Department) to record the minutes of all council meetings.

 

FINANCIAL SECRETARY

The financial secretary's important role is underscored by the fact that he is not elected by the membership but is appointed by the supreme knight for a period of three years. His work has a direct effect on council members, his fellow officers, the state council and the Supreme Council.

Basically, the financial secretary's duties revolve around two key areas of council activities: financial records and membership records. The financial secretary collects and receives all moneys that come into the council from any source. He then turns that money over to the treasurer for deposit in the council account.

In accordance with section 130 of the “Charter, Constitution and Laws”, each financial secretary, upon appointment by the supreme knight, is bonded automatically in the amount of $2,500.00. Additional bonding may be provided at a cost of $7.00 per thousand by contacting the office of the supreme secretary.

One main function of the financial secretary is to collect money, in the form of dues, from members. He sends out billing notices before the start of the billing period and initiates retention measures to prevent members from being suspended for nonpayment of dues.

The compilation of membership records is another of the financial secretary's important roles. He must ensure that new members sign the constitutional roll of membership at the time of their First Degree. The financial secretary also applies to the Supreme Council office for honorary and honorary life membership cards for qualified members.

Besides these two major responsibilities, the financial secretary has several others. They include: handling supply orders for members with the Supreme Council Supply Department; filing the “Report of Officers” with the Supreme Council office; and reporting all membership/insurance transactions to the Supreme Council office in a timely and correct manner.

When a financial secretary wishes to retire from his office, he should send a brief statement of resignation to the supreme knight. The statement should designate a final date by which the resignation is to be effective according to the wishes of the financial secretary. It is to be remembered, however, that every financial secretary has been appointed on the condition that he will remain in the office, if needed, until the supreme knight has been able to appoint the new financial secretary. Upon receipt of the financial secretary's letter of resignation at the Supreme Council office, the appropriate forms for the nomination and appointment of the new financial secretary will be forwarded to the grand knight.

Because the duties and responsibilities of the financial secretary are so varied and complex, a financial secretary's handbook and an audiovisual production, “The Financial Secretary— Our Answer Man,” available at no charge, except postage and handling, from the Supreme Council Department of Fraternal Services, have been created to help him and council members understand his task more completely.

The Supreme Council also makes available personal computer software and associated reports and supplies to assist financial secretaries to automate record keeping/billing tasks. Information on hardware requirements and ordering information for the software and supplies may be obtained by contacting the Supply Department or the Department of Membership Records.

 

TREASURER

The treasurer is the elected official in charge of handling all council funds. He receives money from the financial secretary and issues a receipt for such. He is also responsible for depositing all money in the proper council accounts and providing a voucher or certificate of deposit to the grand knight for each transaction.

The treasurer is also responsible for issuing payments to the Supreme Council on all assessments made by it to the council and for all orders of the council.

Finally, the treasurer is responsible for keeping accurate accounts of the moneys in the general expense fund of the council and the amount of money in any special funds established by the council. He must be able to provide up-to-date records on these accounts to the grand knight, financial secretary or board of trustees.

In accordance with section 130 of the “Charter, Constitution and Laws” , the treasurer is automatically bonded in the amount of $2,500 upon receipt of the “Report of Officers” at the Supreme Council office. Additional bonding may be provided at a cost of $7.00 per thousand by contacting the office of the supreme secretary.

 

LECTURER

The lecturer is appointed by the grand knight to provide suitable educational and entertaining programs for the council. He is responsible for presenting the “Good of the Order” section at council meetings. The lecturer must be knowledgeable of all aspects of council programming in order to provide members with informative and entertaining programs. If the meetings have been conducted in accordance with the ceremonials and the agenda, there will be ample time at each meeting for the lecturer to present a worthwhile program that will help build meeting attendance and provide benefits to the membership that is present.

 

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 thoroughly familiar with all of the laws of the Order as stated in the “Charter, Constitution and Laws” and with the council bylaws. When a bylaw is to be revised, the advocate serves as chairman of the revision committee.

The advocate should also have a working knowledge of “Robert's Rules of Order,” and the Supreme Council flyer, “Methods of Conducting a Council Meeting”. An understanding of both of these will help keep meetings on track.

 

WARDEN

The warden is another officer elected annually by the membership at large. The warden is responsible for supervising and maintaining most council property, except that which belongs to the financial secretary.

He sets up the council chambers for meetings and degrees and appoints and supervises guards for ceremonial exemplifications. The warden should also oversee the inside and outside guards and make sure they are fulfilling the duties assigned to them.

 

INSIDE/OUTSIDE GUARDS

Both of these positions are elected annually. The inside guard attends the inner door of the council chamber, checking on paid up membership cards before allowing entrance. The outside guard tends the outer door of the council home, admitting all visitors to the inner door.

 

BOARD OF TRUSTEES

The board of trustees consists of the grand knight and three members elected by the council. Trustees supervise all financial business of the council. They serve as auditors for the semiannual audits and oversee the work of the financial secretary and treasurer. The grand knight is the chairman of the board. It is suggested that the board of trustees and the deputy grand knight serve on the council's retention committee.

Trustees are elected for terms of three years, two years and one year. At each regular election, only the position of three-year trustee will be voted upon, and the current three and two year trustees move on to become two and one year trustees, respectively.

 

CHAPLAIN

The priest chosen to serve the council as chaplain will primarily act as spiritual advisor to the brother knights and families of that council. Since he will more than likely have a full time ministry demanding the major part of his time and effort, no specific duties with regards to running the council have been assigned to him. He is expected, however, to make a report at council meetings. The chaplain's report, scheduled in the “Method of Conducting a Council Meeting” , consists of any business matters relative to his office and a brief talk by him on any religious matters. The chaplain should also serve as an advisor to the church activities director and members of that committee.

Section 128 of the Laws explains that “the grand knight, deputy grand knight and board of trustees may annually select a priest to act as chaplain, but such selection must be made in accordance with any rules established by the bishop of the diocese in which the council is located.” It is the responsibility of the grand knight to follow any established rules of the diocese. If questions arise, the grand knight should contact the state deputy or the chancery's office of the diocese.

Deacons and religious brothers cannot serve as a council chaplain, but may be designated as the “spiritual director” of the council.

After the selection of the chaplain, the grand knight, the program director and the director of Church activities should conduct a meeting with the council chaplain to outline the work of the council in the field of Church activity for the fraternal year.

In addition, as early as possible after the election of officers, there should be a meeting of all council officers including the council chaplain to discuss particular programs in which the chaplain will participate.

Since the chaplain is a priest, it is expected that the council officers will provide him with as many opportunities as possible to exercise the teaching phase of his ministry for the benefit of the council members themselves, their families and the community. Every opportunity should be provided the chaplain to help train the members of the council in their rightful positions as Catholic leaders. Through such a program the chaplain can make a great contribution to the development of a better informed Catholic leadership by clearing up any questions which the members may have and by interpreting religious information which comes to them through secular newspapers, the radio, television, etc. The chaplain should also cooperate with the council in conducting public affairs of a Catholic nature — such as lectures, special religious services, publication of Catholic advertisements and assistance to the clergy in the community through intelligent and trained Catholic manpower.

Occasionally there arise in a community, in a jurisdiction or on a nationwide basis controversial questions in which the position of the Church or of Catholics is involved. Before any public action is taken with regard to such a matter, the council officers and the committee chairmen involved should sit down with the chaplain and discuss the matter thoroughly, so that if the council does take a position, or if it should ask its members to take a position, the question will be thoroughly understood and handled properly.

A copy of the “Surge . . . with Service” program manual, the Chaplain's Handbook, the “Vocations Handbook” and the Knights of Columbus Memorial Service should be given to the council chaplain in order that he may familiarize himself with the organized programs of the Order and be in a position to assist the council, particularly in the development of Church activity programs.

Following the order of business outlined in the “Method of Conducting a Council Meeting” and to give greater importance to the role of the chaplain at council meetings, the chaplain will report to members immediately after the grand knight's report or whenever he so desires. He is also provided an opportunity for a summation just prior to the closing prayer.

Council chaplains can enhance the interest at council meetings by arranging to conduct special informational programs for a specified time period during the chaplain's report section of the council meeting. The advice and counsel of the chaplain are often needed by the officers and members and, therefore, his presence at as many meetings as possible would be most helpful.

The chaplain is also a member of the Advisory Board charged with general supervision of a Columbian Squires circle sponsored by his council.

 

APPOINTING SERVICE PROGRAM DIRECTORS

At the beginning of his term, the grand knight should appoint any standing committees that are called for by the laws of the Order or by the by-laws of his council, including the program director and the membership director called for under the Order's Service Program. While the selection of the directors for Church activities, community activities, council activities, family activities and youth activities should be left to the judgment of the program director, the grand knight appoints these important officials after consultation with and upon the recommendation of the program director. This same rule should apply to the membership director in his selection of chairmen for his committees.

At the start of each fraternal year, the Supreme Council office forwards to each financial secretary of record a packet of programming materials. Contained in this “Surge . . . with Service” kit are items to be used during the fraternal year by the council officers, programming directors and membership director. When the financial secretary receives the kit he should as soon as possible present it to the grand knight, who should immediately distribute the materials, as indicated, to his fellow officers, programming directors and membership director.

After reading the “Surge . . . with Service” program manual, the grand knight will have a better understanding of the aims of the Service Program, its structure and its execution. The grand knight will also be in a better position to appoint and advise others in their selections of the men best qualified and most interested in the various committees and positions.

In selecting the program director and membership director, the grand knight should seek men who command the respect of the membership of the council and have the ability to organize and supervise the work of the various directors. These positions demand time, talent, dedication and enthusiasm; therefore, selections should be made carefully.

Immediately after the Service Program personnel (program director, membership director, directors of Church, community, council, family and youth activities, vocations chairman and the various committee chairmen) have been appointed for the council, their names and membership numbers should be reported to the Supreme Council Department of Fraternal Services, on the “Service Program Personnel Report Form”. Space is provided on the report form to include the chaplain, lecturer and any of the following appointments in the council: ProLife chair couple, health services, public relations, Columbian Squires, recruitment committee, retention and insurance promotion chairmen. The completed report must reach the Supreme Council office no later than August 1. A copy of form is included in the Supreme Council's “Council Report Forms Booklet” included in the “Surge. . . with Service” kit. Councils not in receipt of the council report forms booklet should contact the Supreme Council Department of Fraternal Services immediately.

Upon receipt of the reporting form, the directors and chairmen will be recorded on the appropriate mailing list and each will begin receiving PROGRAM SUPPLEMENT, which is issued 18 times a year and consists of numerous program suggestions for councils to undertake, and KNIGHTLINE, which contains news of the Order and the Supreme Council office. During the course of the fraternal year, special program information may be mailed to individual directors and chairmen.

Activities and events sponsored by the council in connection with the Service Program should be outlined, planned and recorded at least six months in advance. Monthly meetings should be held by the program director and membership director for members of their groups. Advance planning will prove an effective method of assuring interesting meetings and successful sponsorship of council projects. Council reports should be made monthly by the various directors.

Success of the grand knight's administration depends greatly on the program executed during his term of office. It is of the utmost importance, therefore, that a program of worthwhile and interesting activities be arranged. The Service Program material, supplied by the Supreme Council office, is designed to assist the council in planning such a program.

 

COLUMBIAN SQUIRES

The Columbian Squires is the official youth organization of the Knights of Columbus and as such deserves first consideration in your council's youth program. A council that sponsors a Columbian Squires circle, or plans to institute or reactivate a circle, must first have an Advisory Board to supervise the circle and its operation.

This Advisory Board is composed of the grand knight, deputy grand knight and chaplain. It is the responsibility of the grand knight, along with other Advisory Board members, to assist in providing the Squires circle with a meeting place, a chief counselor, a father prior and counselors. The Advisory Board oversees all Squires ceremonials and is responsible for the circle's faithful observance of all laws and regulations.

The grand knight should encourage council/circle cooperation and occasional activities jointly sponsored by both groups. Squires, when reaching the age of 18, should be recruited for membership in the council. The grand knight will be notified by the Supreme Council office whenever one of his circle's Squires has turned 18.

The SQUIRES NEWSLETTER is mailed monthly to each grand knight of record. Also, in October and April, each sponsoring council's grand knight will receive from the Supreme Council office the Grand Knight's Status Report summarizing the circle's condition and activity of his council's circle.

The circle's records for the July to December and January to June periods should be audited by the grand knight, deputy grand knight and the circle's chief counselor and chief squire. The council's squires chairman or chief counselors should report at each council meeting on the status of the circle.

NEW CIRCLE DEVELOPMENT Grand knights whose councils wish to institute a new circle or reactivate an inactive circle should order a Squires Inquiry Kit from the Department of Fraternal Services at the Supreme Council office. An informative audiovisual production that explains the Columbian Squires program, “Something More,” can be ordered at no charge, except postage and handling, from the Department of Fraternal Services. After filing of the “Notice of Intent to Establish a Columbian Squires Circle”, the Advisory Board should appoint one Knight as chief counselor for the circle and a priest to serve as father prior. Both should be Knights from the sponsoring council. Two or three additional Knights should be recruited to fill out the counselor team. The Department of Fraternal Services will provide your council with counselor and Squire recruiting materials. The state squires' chairman or a member of his committee should be contacted to arrange for a ceremonial team to perform the circle's first investiture. By sponsoring a Squires circle, your council can help bring the Order a little closer to the Orderwide goal of “A Circle in Every Council.”

Sponsorship of a Columbian Squires circle in good standing fulfills all of the youth activity requirements for the Columbian Award.