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Council Officer Duties and Responsibilities

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Council Officer Duties and Responsibilities 2012 - 2013
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Page 1: Council Officer  Duties and Responsibilities

Council Officer Duties and Responsibilities

2012 - 2013

Page 2: Council Officer  Duties and Responsibilities

Council Officer Duties & Responsibilities

• Each local council elects twelve officers and appoints others to oversee the business of the council.

• The Duties & Responsibilities of these officers are to promote growth of the Order and to insure valuable and effective programming is being conducted within the church and the community.

• The duties of all council officers are outlined in the Laws of the Order in Section 135.

• With the elected and appointed officers, the council appoints several directors and chairman to conduct activities of the council and recruit new members.

Page 3: Council Officer  Duties and Responsibilities

Elected Council Officers

Grand Knight Deputy Grand

Knight

Chancellor

Recorder

Treasurer

Advocate

Warden

Inside Guard

Outside Guard

Trustees (3)

Appointed Council Officers

Grand Knight Chaplain

Financial Secretary

Lecturer

Page 4: Council Officer  Duties and Responsibilities

Council OfficerDuties & Responsibilities

• The council leadership works together as a team to develop lasting friendships and ensure harmony exists among all the members.

• Communications and information is shared with all the members on a timely basis.

• The officers must project a positive attitude at all times, remembering that our goal is to serve the Church, the community and our families in the Spirit of Christ.

Page 5: Council Officer  Duties and Responsibilities

Appointed by the Bishop at the request of the Grand Knight under the guidelines of local diocese.

Serves as the spiritual leader for the council

Supervise the councils religious activities

Provides spiritual comfort in difficult times

Work and supervise the development of spiritual programs for the members

Chaplain

Page 6: Council Officer  Duties and Responsibilities

Elected annually by the members;

Responsible for overall welfare of the council and for promoting mutual cooperation & service among

members;

Responsible for providing thoughtful and inspiring leadership;

Council Membership growth and program activities are a priority;

Presides over all council meetings; Convenes monthly officer meetings;

Grand Knight

Page 7: Council Officer  Duties and Responsibilities

Ex-officio member of all committees;

Member of the advisory board of Squires Circle;

Appoints membership and program personnel; Appoints and oversees admission committee;

Interacts with Financial Secretary and Treasurer to insure all financial obligations are met; Reads all vouchers from

the Treasurer. Countersigns all orders and checks;

Insures that all reports are submitted on time;

Grand Knight…

Page 8: Council Officer  Duties and Responsibilities

Oversees exemplification of the first degree;

Recommends a chaplain and appoints Lecturer;

Perform all duties the Order imposes upon him;

Appoints special committees as needed;

Responsible for cooperation with other Columbian groups & persons such as 4th Degree Assembly, other

councils, DD, State Deputy & the State Council.

Grand Knight…

Page 9: Council Officer  Duties and Responsibilities

Elected annually by the members;

Assist the Grand Knight in his duties;

Presides over council meetings in the absence of the Grand Knight;

Presides over Member Retention Committee;

Training position for Council Grand Knight;

Deputy Grand Knight

Page 10: Council Officer  Duties and Responsibilities

May serve as Council Program Director and, if so, oversees the work of all council general programs and committees (See Surge with Service program booklet);

Works with GK with the selection of chairmen for all programs;

Member of advisory board of Council Squires;

Helps the GK & FS distribute materials from the Surge with Service kit to all Program Chairmen.

Gathers and summarizes committee reports during council meetings.

Deputy Grand Knight…

Page 11: Council Officer  Duties and Responsibilities

Elected annually by the members;

In charge of total participation of membership with activities of the council;

Chairman of the welcoming committee by exercising special interest in new members;

Presides over the Admissions committee;

Chancellor

Page 12: Council Officer  Duties and Responsibilities

May develop program to determine availability & interest of members in specific activities of council &

refer info to GK;

Works with the council vocations director;

Reminds members of fraternal responsibilities, such as visit the sick and members in distress;

Chairman of the welcoming committee by exercising special interest in new members;

Chancellor…

Page 13: Council Officer  Duties and Responsibilities

Elected annually by the members;

Keeps accurate minutes of all meetings and reads minutes from previous meetings.

Responsible for an accurate account of the council’s activities; reports, discussions, motions as well as any

decrees.

Conducts correspondence of the council as directed by the GK;

Helps GK during meetings by noting any business that remains to be addressed or motions requiring re-

consideration when reviewing old business.

Recorder

Page 14: Council Officer  Duties and Responsibilities

Appointed by Supreme Knight for 3 year term

Can be reappointed upon favorable performance

Reports to the Grand Knight

Prepares vouchers for all council obligations & Maintains certain records of council finances

Submits supply and material .orders

Financial Secretary

Page 15: Council Officer  Duties and Responsibilities

Monitors timely filing of all council reports and forms.

Keeps all member and financial records secure

Shall prepare for and assists the audit committee with the council audit

Maintains certain records of council finances

Applies to Supreme Council for honorary or honorary life membership for qualified members.

Financial Secretary…

Page 16: Council Officer  Duties and Responsibilities

Shall promptly inform the Supreme Council & State Council upon a member or family member’s death.

Upon appointment, the FS is automatically bonded in the amount of $5,000. Additional bonding may be

purchased by the council.

Should maintain a file for each member including the original application and next of kin information.

Because the duties of the FS are so varied and complex, a FS Handbook is available from Supreme.

Financial Secretary…

Page 17: Council Officer  Duties and Responsibilities

Elected annually by council members

Pays all council approved bills and expenses

Reports financial status of council at each meeting

Deposits all money from the financial secretary in a council approved bank and returns receipts of deposit

to the Grand Knight

Treasurer

Page 18: Council Officer  Duties and Responsibilities

Maintains record of council bank account

Assist financial secretary and trustees in conducting the semiannual council audit

Causes all monies in his possession to be secure.

Is automatically bonded in the amount of $5,000 upon receipt of Form 185- Report of Officers Chosen. Additional bonding can be obtained through the

Supreme Office.

Treasurer…

Page 19: Council Officer  Duties and Responsibilities

Elected annually by council members

Legal representative of the council

Interprets Knights of Columbus regulations

Be familiar with the Order’s Charter Constitution and By-Laws.

Keeps current and administers council by-laws.

Well versed on conducting a meeting and the use of Robert’s Rules of Order - helps GK keep meeting on

track.

Advocate

Page 20: Council Officer  Duties and Responsibilities

Elected annually by council members

Responsible for supervising & maintaining most council property (except monies, account & record books);

Prepares room for all meetings & ceremonial exemplifications;

Prepares and sets up indispensable objects;

Instructs and oversees the Inside/Outside Guards .

Insures that at business meetings all members are in possession of a current membership card

Warden

Page 21: Council Officer  Duties and Responsibilities

Elected annually by council members

Both work with the Warden in their duties

Guards are stationed at entrance(s) to the meeting Chamber

Verify the validity of membership cards upon entering a business meeting or a degree ceremony;

Verify members entering chamber are appropriately attired, have correct jewels & are prepared for meeting;

Shall perform other duties as instructed by the council, GK or the warden

Inside/Outside Guards

Page 22: Council Officer  Duties and Responsibilities

Consists of Grand Knight and three members elected by council members (3yr, 2 yr & 1 yr terms);

Serves as council watchdog all of council assets – which include membership & finances.

Responsible for the financial health and condition of the council

Develops plans to insure adequate income for the council to operate and contribute to charity.

Monitors and reviews all council expenditures

Board of Trustees

Page 23: Council Officer  Duties and Responsibilities

Audit financial portion of council records maintained by FS & treasurer to insure accountability and safety of all

council funds.

Audit membership records ensuring accuracy of billing, review non & late paying members ensuring dues are in

order.

Report financial & membership findings from audit semiannually.

Serve on Retention committee under the direction of the Deputy Grand Knight

Should be involved contacting non & late paying members prior to their names being submitted to a higher

office.

Board of Trustees…

Page 24: Council Officer  Duties and Responsibilities

Appointed by the Grand Knight.

Is responsible for providing the Good of the Order section at council meetings

Provides inspirational programs and entertainment for the pleasure of the members at council meetings

Utilizes appropriate films and has guest lecturers attend for the purpose of making presentations

Lecturer

Page 25: Council Officer  Duties and Responsibilities

Council success depends upon the programs selected & executed during the fraternal year.

GK appoints Program Chairmen after consultation & recommendation of the General Program Chairman.

Selection of the chairmen can follow the committee outline in the Surge… with Service Booklet

Chairmen should have respect of membership & ability to organize & supervise various projects & committees.

Surge… with Service booklet provides an excellent resource for outlining the aims of service programs.

GK appoints standing committees as called out in Laws of the Order or By Laws of the council

Service Program Chairmen

Page 26: Council Officer  Duties and Responsibilities

Council officers and council chairmen, along with the GK, are responsible for inspiring mutual cooperation and voluntary service among the members.

Establishing Personal Contact with members and volunteers insures SUCCESS! Bulletin announcements & those made at a meeting are necessary but will not get the results realized from a personal message or contact.

Establishing Personal Contact with new members is important to helping them feel welcome!

The most effective way to recruit new members is to retain your current members. Provide them with an experience that makes them say …

“WOW! This is so good I wish all my friends were Knights!”

Thoughts for Council Officers/Program Chairmen


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