District Deputy Duties

The Charter Constitution and Laws lists in Chapter X, Section 62 the following powers and duties of the District Deputy.

(a) Supervise Councils

Each District Deputy has general control and supervision of the councils within his district and is responsible for the enforcement of the Charter Constitution and Laws in those councils. If the District Deputy bases his decisions on facts and what is best for the good of the order, acceptance will come!

(b) Ceremonials

The District Deputy is responsible for the Second (Formation) Degree. However, in the Michigan jurisdiction, the Major Degree team provides team members for both the Second and Third Degree exemplifications. See Chapter 5 “Ceremonials” for full coverage of the First, Second, and Third Degrees which are vital and important to the stability and growth of our Order.

(c) Inspect Council Books

The District Deputy may demand the books, vouchers and accounts of the councils within his district for legitimate purposes at any time for examination. Specifically, Section 243 of the Charter Constitution and Laws states:

The State Deputy, the District Deputy and the Board of Trustees and Grand Knight of councils, or their representatives, shall have access to and possession of the books, records and files of the councils for the purpose of examination at any time, and the officers of councils will permit such access to, and make delivery of such books, records and files upon request to any of such officers for examination, provided that all such books, records and files of councils, officers or members shall not be demanded capriciously, but for legitimate purposes, and be returned with such promptness as will be consistent with the nature of the examinations.

The District Deputy reports this examination on District Deputy Semiannual Report on Council Status Form #944A (July – December) and 944B (January – June) after the question, “District deputy has inspected the council books and financial records and certifies that these records comply with the Order’s laws and rules.” See “File Reports” below.

The District Deputy ensures the council completes the semi-annual audit and reports same on Semiannual Council Audit report (Form #1295).

(d) Install Council Officers

Early in his term, within the first two months, the District Deputy must install the officers of his councils. The District Deputy sets the date and the place. The installation ceremony is contained in “Installation of Council Officers” Booklet 770. An appropriate ceremony is to install council officers as a district, installing the officers from each council in the district in a single ceremony.

(e) Councils Must Obey

Each District Deputy is a special representative of the State Deputy and the various council officers and members shall implicitly obey his ruling and decisions in all matters of disputes or otherwise and all lawful orders made by him.

(f) Cause Ceremonial Exemplification

The District Deputy sees that candidates receive degrees as expeditiously as possible.

(g) Properly Kept Accounts

The District Deputy is responsible for making certain that the accounts of the councils in his district are kept in the books furnished by the Supreme Secretary and in the manner provided by law.

District Deputy should on a regular basis check and make sure council payments have been made for Supreme and State per-capita, Catholic advertisement, Holy Cross Children’s Services (Boysville) assessment, and all Take Five funds received from members (Take Five donations do not belong to the council but must be turned over to the State Secretary).

(h) Report Suspensions

The District Deputy must report at once to the Supreme Secretary any deposition or suspension made by him. Section 166 of the Charter Constitution and Laws states that whenever it shall appear that a member or officer of a subordinate council has violated any of the provisions of the laws, a State or District Deputy, subject to the approval of the State Deputy, or a Territorial Deputy, may summarily suspend such member or officer from office or membership and such suspensions shall conclude all persons and councils until such suspension is annulled, provided that such suspension may be annulled at anytime by the Board of Directors or the Supreme Knight. When such suspension is ordered the party ordering the suspension shall immediately notify the Supreme Secretary.

(i) Take Books

In case of dissolution of a council, the District Deputy must take the proper books and papers of the council for the benefit of the Order and return them to the Supreme Secretary.

(j) Direct Trustees

When deemed advisable to do so, the District Deputy has the authority to direct and assign duties to the trustees of the councils within his district.

(k) File Reports

When requested to do so by the State Deputy, the Supreme Knight or the Board of Directors, the District Deputy must file a written report of the condition of the councils in his district. Such a report is the District Deputy Semiannual Report on Council Status Form #944A (July – December) and 944B (January – June).

(k.1) Form 944A (July - December)

COUNCIL DEADLINE CHECKLIST

□ Election of Officers (Form #185) - Deadline: July 1 for receipt at Supreme Council office.

□ Service Program Personnel Report (Form #365) - Deadline: August 1 for receipt at Supreme Council office.

□ Semiannual Council Audit Report (Form #1295) - Deadline August 15 for receipt at Supreme Council office.

□ July Per Capita Tax Assessment - Deadline: October 10 for receipt at Supreme Council office.

□ IRS Form #990 - Return of Organization Exempt From Income Tax - Deadline: Fifteenth day of the fifth month following the close of the council's annual accounting period.

ORGANIZATION

1. Are council officers knowledgeable of their duties?

2. Are council officers performing as they are expected?

3. Do council officials regularly attend district meetings? Number of district meetings held during July-December:

4. District Deputy has inspected the council books and financial records and certifies that these records comply with the Order's laws and rules.

MEMBERSHIP

1. Is the council conducting an effective membership recruitment campaign?

2. Do the Grand Knight and Financial Secretary reconcile the council's membership transactions reported by the Supreme Council office on the monthly Grand Knight's Membership and Financial Statement (Form #1189) and the Council Billing Statement (Form #F056)?

INSURANCE PROMOTION

1. Is a field agent assigned to this council?

2. Is the council conducting an overall insurance promotion program?

3. Is the Financial Secretary providing copies of the Membership Document (Form #100G) to the agent immediately following First Degrees?

4. Does the field agent participate in council functions?

5. Do you expect this council to achieve its insurance member quota?

SERVICE PROGRAM

1. Is this council operating under the recommended Service Program structure?

Status of program: Excellent, Good, Fair

2. Does this council sponsor a Columbian Squires circle?

Status of circle: Excellent, Good, Fair

3. Is council interested in instituting or reactivating a Columbian Squires circle?

If yes, Contact Name, Address

NEW COUNCIL DEVELOPMENT

1. Number of church parishes in total membership of council:

2. Could a new council be developed in this area?

OVERALL STATUS

Outline council strengths, weaknesses, achievements, etc. The District Deputy makes recommendations and suggestions to council leadership

(k.2) Form 944B (January – June)

COUNCIL DEADLINE CHECKLIST

□ Catholic Advertising Assessment - Deadline: January 10 for receipt at Supreme Council office.

□ Survey of Fraternal Activity (Form #1728) - Deadline: January 31 for receipt at Supreme Council office.

□ Semiannual Council Audit Report (Form #1295) - Deadline: February 15 for receipt at Supreme Council office.

□ January Per Capita Tax Assessment - Deadline: April 10 for receipt at Supreme Council office.

□ Columbian Award Application (Form #SP7) - Deadline: June 30 for receipt at Supreme Council office.

□ IRS Form #990 - Return of Organization Exempt From Income Tax - Deadline: Fifteenth day of the fifth month following the close of council's annual accounting period.

ORGANIZATION

1. Are council officers performing their duties as expected?

2. Do council officers regularly attend district meetings?

Number of district meetings held during January-June:

3. District Deputy has inspected the council books and financial records and certifies that these records comply with the Order's laws and rules.

MEMBERSHIP

1. Is the council conducting an effective membership recruitment program?

2. Does the council utilize an Admission Committee?

3. Do the Grand Knight and Financial Secretary reconcile the membership transactions reported by the Supreme Council office on the monthly Grand Knight's Membership and Financial Statement (Form #1189) and the Council Billing Statement (Form #F056)?

4. Has the council implemented an organized membership retention program?

INSURANCE PROMOTION

1. Is a field agent assigned to this council?

2. Is the council conducting an overall insurance promotion program?

3. Is the Financial Secretary providing copies of the Membership Document (Form #100G) to the agent immediately following First Degree?

4. Does the field agent participate in council functions?

5. Do you expect this council to achieve its insurance member quota?

SERVICE PROGRAM

1. Is this council operating under the recommended Service Program structure?

Status of program: Excellent, Good, Fair

2. Does this council sponsor a Columbian Squires circle?

Status of circle: Good, Fair, Inactive

3. Is council interested in instituting or reactivating a Columbian Squires circle?

If yes, Contact Name, Membership Number, Address

4. Will this council earn Star Council? Likely, Unlikely

NEW COUNCIL DEVELOPMENT

1. Number of parishes being served by the council

2. Is there a Round Table serving each Parish? (If your council serves more than one Parish)

3. Could a new council be developed in this area?

If yes, please identify the site

OVERALL STATUS

Outline council strengths, weaknesses, achievements, etc. The District Deputy makes recommendations and suggestions to council leadership

(l) Other Duties

Each District Deputy is required to perform other such duties as the Charter Constitution and Laws prescribe, or the State Deputy, Supreme Knight or the Board of Directors shall order.

Vacate an Office

As provided by Section 92(b) of the Charter Constitution and Laws, a State, District or Territorial Deputy may declare any office in a subordinate council vacant, where the officer fails or refuses to perform the duties pertaining to his office. The District Deputy may declare said office vacant, reporting at once to the State Deputy and Supreme Secretary any disposition or suspension made by him.

Suspend a Council

Section 159 of the Charter Constitution and Laws gives summary suspension power to State, Territorial, and District Deputies to suspend councils for violation of the Charter Constitution and Laws or ceremonials or any lawful order by competent authority; failure, neglect, or refusal to obey lawful orders of the District Deputy and his superiors; willful insubordination of any superior authority in the Order; and failure to pay per capita tax legally assessed by the State Council (the first, second, fifth and eighth causes enumerated in Section 157). The council may appeal to the Board of Directors, but the appeal itself does not vacate the suspension.

Solving Council Issues

The proper way to handle any questions, issues or disputes in a subordinate council is to go through the leadership chain. An exception is where District Deputies and State and Diocesan Directors use the matrix management system for questions not pertaining to the office of the State Advocate. Here is the leadership chain for problems:

1. The Council Advocate resolves the problem.

2. The Grand Knight resolves the problem.

3. The District Deputy resolves the problem.

4. The State Advocate resolves the problem or consults with the State Deputy. If he cannot resolve the problem, refer the problem to the Supreme Advocate.

The State Board will not respond to questions that have not followed this leadership chain. State Legal Counsel provides legal counsel to the State Board and will only respond to questions requested by the State Board.

Put all protests or complaints in writing over a signature and legible name and addressed to the proper person in the leadership chain. Following this procedure will avoid a lot of confusion and wasted time.

District Warden

The District Deputy selects a District Warden to assist in work, such as, at council visits and ceremonials. The District Warden should possess the same zeal for the Order as the District Deputy. At district meetings, the Warden will act as the recorder and take minutes and attendance. At installations of officers, he will assist in lining up officers and escort them into the chamber for the installation ceremony. At degrees, the District Warden can assist the District Deputy in evaluating the degree team. In the absence of a District Deputy, Supreme recommends a former District Deputy evaluate the degree team.

In some cases the District Warden may attend functions that the District Deputy cannot; for example, the Warden can give the District Deputy’s report at council meetings in the absence of the District Deputy.

The State Deputy selects and appoints the succeeding District Deputy; however, in most circumstances the State Deputy will consider and respect the recommendations of a retiring District Deputy for replacement, including a District Warden who is in a position to take over as District Deputy. The District Deputy discusses this with the State Deputy.

District Meeting

The District Deputy schedules both a district organizational meeting at the beginning of the fraternal year in July/August and a district mid-year meeting in December/January. These meetings shall occur as soon as possible after the summer and winter District Deputy and Director meetings.

Multi-District Meeting

Because of the amount of coordination that goes into the District Meeting, multi-District Meetings are encouraged. The host District Deputy and the host District Warden perform all of the functions below for multi-District Meetings.

District Meeting Attendees

The following officers shall attend from each council in the district – Grand Knight, Financial Secretary, Treasurer, Membership Director, and Program Director.

The District Deputy shall invite the Diocesan Program and Membership Directors and a General or Field Insurance Agent to speak at the meetings. He may invite other Directors. All are valuable assets to help convey the Supreme and State programs to the district membership.

For every District Meeting, the District Deputy should also send a courtesy invitation to the State Deputy, notifying him of the date, time and location. If the calendar permits, the State Deputy will assign a State Officer to attend and notify the District Deputy.

The District Warden should also be in attendance, conduct roll call, and take minutes.

District Meeting Outline

The meeting at the beginning of the fraternal year should set goals for the councils to achieve by the end of the year and give them some ideas on how to obtain these goals. The Mid-Year Meeting should center on how well councils are doing with programs, membership and retention. Refer to protocol for proper seating arrangement and speaking order.

· Call to Order, Opening Prayer, Pledge of Allegiance

· Welcome, Meeting Format, Roll Call

· Mission (See Chapter 1 “Mission”)

· District Council Goals and Quotas

· Supreme and State Council Programs (Diocesan Program Director)

· Membership Programs and Recruitment Plans (Diocesan Membership Director)

· Fraternal Benefits (General Agent or Field Agent)

· Ceremonials and District Degree Schedules

· Retention

· New Council Development

· Calendar of Events and Correspondence

· Incentive Programs and Awards

· Grand Knight Comments

· State Officer Comments if attending

· Closing Remarks and Prayer

District Meeting Report

The Diocesan Program Director who attends the District Deputy’s semi-annual meeting will report to the State Deputy via e-mail on the number of councils and members attending, whether a membership program was presented, what State and Diocesan programs were explained, and whether the General Agent was given enough time to explain fraternal benefits. He will also advise if proper protocol was followed in the seating and introductions of any dignitaries or speakers.

Michigan District Deputy’s Report

The District Deputy will submit the Michigan State Council District Deputy’s Report (Michigan Form #MI 4) to the State Director of District Deputies for each of the four periods listed on the form.

Purpose

The Michigan District Deputy’s Report (Michigan Form #MI 4) is a tool to enable the State Director to see whether the District Deputy requires any help with his councils. As stated in the Preface, this is not a checklist for any evaluation or inspection. Instead, it is a partnering.

Each District Deputy is invited to create the future he wants and cause unexpected fulfillment of a possibility that he himself declares. The intention is to enable the District Deputy to produce extraordinary results by declaring and making known what he is committed to being accomplished, including State Council objectives and the objectives for the councils in his district. It is thus a commitment not just of the Knights of Columbus as an organization but a commitment of ourselves as leaders, being accountable for the accomplishments of those we lead. Being accountable for accomplishments requires the creation of step-by-step plans.

When following the instructions below, consider the size of the promises (be bold, not safe) and the importance of step-by-step plans (be specific).

Instructions

Copy the District Deputy’s Report (Michigan Form #MI 4) in Chapter 12 “Forms.” Complete and mail it to the State District Deputy Director before the end of the calendar quarter – September 30, December 31, March 31, and June 30 – after making a copy for yourself. Attach continuation sheets as required. Be sure to schedule time to complete the report. Schedule earlier rather than later dates to mail the report when you see your calendar filling, especially before the Christmas and New Year holidays. In every case, call the State District Deputy Director before the deadlines if you need to request extra time.

Before attempting to complete this form, reread Chapter 1 “Mission” and Chapter 4 “Worthy Director” under “State District Deputy Director.” The Director will partner with you on delivery and execution of what will bring you success, and he will hold you accountable where you have said you want to be held accountable on the commitments you have made.

Answers to the following questions on this report have two purposes. First, the Director will obtain feedback on the bold promises and specific plans the District Deputy has declared for himself in order to appropriately direct coaching. Second, the Director will share best practices so that we can learn from each other.

1. What did you accomplish in your district councils this past quarter?

If this is the first report, leave blank, unless you had openly declared possibilities somewhere else that you want to report on here. Otherwise look at the bold promises on Question No. 4 from the previous report and say what results happened (avoid reasons; record anything missing in Question No. 3 rather than here in Question No. 1).

Question No. 1 is like Question No. 2 but less quantifiable and measurable.

2. What specific results did you accomplish in your councils?

If this is the first report, leave blank, unless you had openly declared specific step-by-step plans somewhere else that you want to report on here. Otherwise look at the specific plans on Question No. 5 and the promised actions on Question No. 6 from the previous report and say what resulted (again avoid reasons; record anything missing in Question No. 3 rather than here in Question No. 2).

Question No. 2 is like Question No. 1 but more quantifiable and measurable with numbers, dates, and evidence.

3. What did you discover that worked, did not work, or was missing?

This is an opportunity to celebrate failure and say what broke. How many bold and great accomplishments succeeded on the first try? Record anything that did not work or was missing that prevented you from listing an accomplishment in Questions No. 1 and 2. For example, training was missing, an instructional letter was missing from the State Office, coordination was missing.

4. What will you accomplish in your district councils this next quarter?

What will boldly make a difference that moves and inspires you? This is like Question No. 5 but less quantifiable. For example, the councils will publicly support priests and their parishes, Grand Knights will minimize management overhead through the use of technology, the councils will reach out to all Catholic men and their families.

The evidence of these future accomplishments are subject to discussion and agreement; for example, how would you know that councils are publicly supporting priests? Whereas the evidence of the future results in Question No. 5 speaks for themselves.

5. What specific results will you accomplish in your councils?

This is like Question No. 4 but quantifiable and measurable with numbers, dates, and evidence you could produce. For example, every non-parish based council will form a Parish Round Table by September 1, every Grand Knight has email and is on an electronic distribution list by October 12, every council has access to both State and Supreme web sites by December 7, my home council will have 50 prospects on the next Membership Blitz.

These future results are self evident; for example, anyone could count prospect cards after a Membership Blitz. On the other hand, we declare the accomplishments in Question No. 4.

6. What specific actions will you promise to take this next quarter?

For example, you will contact pastors on September 17, create an action plan by July 30, distribute program information and materials by August 15, hold a training session on Blitz techniques on September 14, survey councils on their access to computers by August 5, speak to a community group on the Knights of Columbus by November 30, review the DD Report on Council Status (Form #944A and Form # 944B) on July 15.

7. What concerns, constraints, etc. do you have?

8. What areas do request help in for training or coaching?

9. List your councils and the council requirements they met and the council requirements they missed, including the following:

· Completion of membership drives

· Attendance at district meetings

· Report of Officers Chosen for Term (Form #185)

· Service Program Personnel Report (Form #365)

· Semiannual Council Audit Periods Ending 6/30 and 12/31 (Form #1295)

· Council Activity Reports (Form #MI 1) for periods 1, 2, 3, 4P, and 4 (July/August/September, October/November/December, January/February/March, and April/May/June)

· Holy Cross Children’s Services (Boysville) Quota to State 100%

· Annual-Survey of Fraternal Activities (Form #1728)

· Take 5 Program (Take 5 money mailed to the State Secretary by March 31, April 30, and June 30)

· Fr. McGivney Chair in Life Ethics at Sacred Heart Major Seminary (details on this program will be forthcoming)

Files on the Councils

The section in this chapter called “Meet with the Retiring District Deputy” listed files to transfer from the retiring to the new District Deputy on each of the councils and other related files that apply to the office of District Deputy. How the District Deputy organizes those and other files can be a matter of personal preference, but it is recommended the District Deputy create the following file folders for them:

· Michigan DD Report to State District Deputy Director (Michigan Form #MI 4)

· Phone Tree/Phone Chain, Phone List

· Council Visitation Remarks, District Deputy Reminder (monthly flyer)

· Log of Official Visits (personal list with date, council or other location, purpose, and mileage) and Expense Reports (Supreme Form #267 and Michigan Form #MI 14)

· Conducting a Council Meeting (Form #1937), Ode (Opening and Closing), Prayers (Prayer for Vocations, Prayer for the Canonization of Fr. McGivney)

· District Deputy’s Report (Form #F049) on council quotas

· Divisional Membership Report

· Membership Campaign Materials, Membership Newsletter, How to, Procedures, Shining Armor Award

· Membership Drive Dates & Drive Results

· Degree Schedules

· District Degree Team & Council First Degree Exemplification Log (Michigan Form #MI 8)

· DD Ceremonials Report (Form #2408)

· DD Degree Exemplification Report (Form #450-NC) & Letters from Supreme Director of Ceremonials

· District Deputy Reminder from Supreme

· Newsletters (Knightline, Program Supplement, PR Bulletin, McGivney Guild, Squires)

· Announcements & Activities (State, Diocesan, District, Council Letters and Notices)

· Insurance

· Issues (Late Reports, Notice of Balance Due and Overdue, Areas Needing Attention, Requirement Status, Due and Overdue Council Payments)

· New Council Development (NCD), Parishes in Diocese, Parishes Served by Council, Council Chaplains

· Report of Round Table Coordinator (Form #2629), Annual Report of Round Table (Form #2630)

· Award Status & Council Activities Tabulation

· District Fund

· State and Supreme Letters to Council on Balance Due and per Capita Tax Billing

· Report of Council Officers Chosen (Form #185), Membership Roster

· Evaluation of Financial Secretary (Form #1938)

· Service Program Personnel Report (Form #365)

· Semi-Annual Council Audit Report (Form #1295)

· Retention Worksheet (Michigan Form #MI 12) & Notice of Intent to Suspend (Form #1845)

· Council Activity Report Form (Michigan Form #MI 1)

· Annual Survey of Fraternal Activity (Form #1728)

· Columbian Award Application (Form #SP-7)

· Semiannual Report on Council Status (Forms #944a & 944b)

· State Council Service Program Awards (Form #STSP)

· Refund Support Vocations Program (RSVP) (Form #2863A)

· Mentally Impaired Drive Worksheet (Michigan Form # MI 13)

· Council Newsletter

For convenience and ready accessibility during council visits, the District Deputy can transfer some of these files into binders described under Council Meeting below, one on all councils (District Deputy Binder) and one on specific councils (Council Binder).

Council Meeting

District Deputies shall attend council meetings at least every quarter and give a brief and to the point report to the general membership, including membership status as it relates to State, Diocesan, District and Council goals and quotas. It should also include degree schedules, Supreme Council campaign specifics, and a checklist of important report dates and calendar of events relative to Supreme, State and District.

District Deputy Remarks Outline

Do not repeat what the Grand Knight and council directors already said, but provide appropriate emphasis and motivation as required for the particular council. For material, refer to the monthly “District Deputy Reminder” from the Supreme Council, Knightline News for Knights of Columbus Leaders, Father Michael J. McGivney Guild Newsletter, and the Squires Newsletter. Suggested topic areas include:

· Mission

· Duties (admission, retention, Notice of Intention to Suspend)

· Awards and Acknowledgements

· Membership status [refer to District Deputy’s Report (Form #F049) on council quotas from Supreme]

· Degree schedules

· Supreme Council campaigns, such as, the Order-wide Membership Blitz

· State Council campaigns, such as, quarterly membership drives, Holy Cross Children’s Services (Boysville) over quota contest, Fr. McGivney Chair in Life Ethics at Sacred Heart Major Seminary, and Fr. McGivney Guild

· Important report dates

· Calendar of events

District Deputy Binder

In order be organized at the council meeting, the District Deputy may create a binder with the following recommended sections:

1. Prepared Remarks (DD Council Visitation Remarks, Log of Visits and Expenses, Conducting a Council Meeting, Prayers) Note: Visitation remarks follow the District Deputy Remarks Outline in a paragraph above here.

2. Membership Update [District Deputy’s Report (Form #F049) on council quotas], Divisional Membership Report, Michigan Membership Campaigns)

3. Membership Drives, Blitz (Drive Dates, Drive Results, Membership Newsletter, How to, Procedures, Shining Armor Award)

4. Degrees – First, Major [Schedules, District Degree Team, Council First Degree Exemplification Log (Michigan Form #MI 8), DD Ceremonials Report (Form #2408), DD Degree Exemplification Report (Form #450-NC)]

5. District Deputy Reminder (Monthly Flyer from Supreme)

6. Newsletters (Knightline, Program Supplement, PR Bulletin, McGivney Guild, Squires)

7. Announcements & Activities – Flyers (State, Diocesan, District, Council Letters and Notices)

8. Insurance (General and Field Agents)

9. Issues, Areas Needing Attention, Reminders (Requirement Status, Due and Overdue Payments and Reports)

10. NCD, Parishes, Chaplains (New Council Development, Parishes in Diocese, Council Chaplains, Parishes Served by Council)

11. Award Status (Council Activities Tabulation)

12. District Fund

Council Binder

The District Deputy may also create a second binder with the following council reports to have on hand for reference during a council visit. He can consolidate all of the district councils in a single binder or prepare a separate binder on each council in the district.

1. Copy of Letter from State and Supreme to Council on Balance Due and per Capita Tax Billing

2. Report of Council Officers Chosen (Form #185)

3. Service Program Personnel Report (Form #365)

4. Semi-Annual Council Audit Report (Form #1295)

5. Retention Worksheet (Michigan Form #M 12) & Notice of Intent to Suspend (Form #1845)

6. Council Activity Report Form (Michigan Form #M 1)

7. Annual Survey of Fraternal Activity (Form #1728)

8. Columbian Award Application (Form #SP-7)

9. Semiannual Report on Council Status (Forms #944a, 944b)

10. State Council Service Program Awards (Form #STSP)

11. Refund Support Vocations Program (RSVP) (Form #2863A)

12. Report of Round Table Coordinator (Form #2629), Annual Report of Round Table (Form #2630)

13. Mentally Impaired Drive Worksheet (Michigan Form #M 13)

14. Council Newsletter

State Convention

The District Deputy, having worked very closely with the councils in his district, should require minimum preparation, prior to his departure to the State Convention. He should have first hand knowledge of the status of his councils – membership, insurance, and program goals attained and eligibility for Supreme awards, such as, Columbian, Father McGivney, Founders, Star Council, and Michigan Achievement.

The State Convention is a time for the district and councils to be recognized for their outstanding achievements during this fraternal year. So, if not completely sure, please review them with the appropriate State Director in a timely manner before the convention.

Attend and participate in all committee assignments and convention meetings.

Expense Reports

Supreme

Expense accounts of District Deputies shall be forwarded through the State Deputy, whose approval is required before they will be given attention by the Supreme Secretary.

The travel expenses of District Deputies for transportation, meals, telephone, tolls and parking, in connection with official business in their assigned district are chargeable to the Supreme Council. These charges may be submitted as a result of traveling to installation of officers, degree exemplifications and council visitations.

Expense accounts shall be submitted on Expense Account of District Deputy or Conferring Officer (Form #267). All travel expenses must be itemized and supported by receipts, showing the date, place visited and purpose of the trip. District Deputies are requested to submit expense accounts on a quarterly basis. Rules related to expense accounts are on the back side of the form.

State

Expense reports for District Deputies and State and Diocesan Directors shall be forwarded to the State Deputy, whose approval is required before they will be given any attention by the State Secretary.

Expenses covered by the State Council for District Deputies are postage, supplies such as envelopes, Xerox copies and paper along with travel to diocesan membership/program meetings and or special meetings called by the State Deputy or State Board.

Expense reports shall be submitted on a yellow Michigan State Council, Knights of Columbus Expense Report (Michigan Form #M14) along with receipts for all claimed items, except mileage. An electronic version in MS Excel format is also available on the State Website www.mikofc.org.

Staple receipts behind the form, not on top of the form, behind the upper right corner.

Each District Deputy is requested to submit expense accounts on a quarterly basis, that is, on September 30, December 31, March 31, and June 30.

Both Supreme and State forms require that you add all columns down and across as a double check of your report entries and totals.

District Deputy Checklist

□ Read the District Deputy Handbook and Reference Guide (Booklet #916) to learn the duties and responsibilities associated with your position.

□ Obtain from your predecessor the “District Deputy Outfit”– the robe and the Installation of Officers, First Degree Ceremonial and Second Degree Ceremonial booklets. The Supreme Secretary will forward jewels to the State Deputy for presentation to all newly appointed District Deputies at the installation ceremony.

□ As soon as possible after July 1, install the officers for the councils within your district.

□ Schedule a District meeting immediately following State meetings to discuss relevant issues. Grand Knights, Financial Secretaries, Treasurers, Membership and Program Directors and Field Agents should attend. Disseminate information, assess progress and update district planning. Refer to the sample district meeting outline in the District Deputy Handbook and Reference Guide. Conduct at least two strategy sessions to discuss membership recruitment, Service Program activities and areas needing improvement.

□ Visit each council regularly – at least once every quarter. Refer to the sample agenda in this chapter as well as the District Deputy Handbook and Reference Guide. Arrange for a conference with the council officers, including the Financial Secretary, Treasurer, Recorder and Trustees, to inspect their books.

□ File the District Deputy Semiannual Report on Council Status (Form #944A and #944B) reports to the Supreme Council office. Each is an evaluation report to be completed for each council in the district once every six months.

□ File the Degree Exemplification Report (Form #450-NC) to the Supreme Council office following each degree exemplified in the district. Only the host District Deputy completes this report.

□ Survey your district for new council development opportunities. Target sites of potential councils, and work with your State New Council Development Director to help reach our goal of “the Knights of Columbus presence in every parish.”

□ Urge councils to complete and file Supreme Council office reporting forms – Semiannual Council Audit Report (Form #1295), Report of Officers Chosen for Term (Form #185), Service Program Personnel Report (Form #365) and the Annual Survey of Fraternal Activity (Form #1728). Reporting forms are in the Council Report Forms Booklet (Form #1436) and on the Order's website (www.kofc.org.)

□ Assist your councils in planning and implementing effective membership recruitment activities.

□ Make certain that the Admission Committee is functioning properly within each council.

□ Establish a schedule of frequent First Degree exemplifications in each council. Publicize the schedule throughout the district. Certify First Degree teams within the district.

□ Organize a Second Degree team within the district. Contact the State Deputy or State Ceremonial Chairman for certification.

□ Make certain that any or all of the three ceremonial degrees are exemplified in the district as specified by law.

□ Complete the District Deputy Ceremonials Report (Form #2408) once during the fraternal year after you have visited all councils in your district.

□ Submit Supreme expense accounts on Form #267, preferably on a quarterly basis, to the State Deputy for approval and forwarding to the Supreme Council office.

□ Submit State expense accounts on the Michigan State Council Expense Report on a quarterly basis on September 30, December 31, March 31, and June 30 to the State Deputy for approval and forwarding to the State Treasurer.

□ Assist your councils in implementation of an effective Service Program with a variety of activities directed toward Church, community, council, family and youth.

□ Ensure that council meetings are conducted in accordance with the prescribed “Order of Business” (Item #1937) and ceremonial procedures mandated by the Supreme Council.

□ Remind councils of their financial obligations to the Supreme Council – per capita tax, Catholic Advertising assessment and supplies charges. These charges must be paid within 100 days after being levied or the council is automatically suspended.

□ Make certain that the proper billing and the “Notice of Intent to Suspend” (Form #1845) procedures are followed by each council. Personal contact on the council and district level is essential to retain members.

□ Urge councils to commemorate Columbus Day – October 12 (U.S. traditional) or the second Monday of October (observed) – and Founder's Day – March 29 – with special activities.

□ The official youth organization of the Knights of Columbus is the Columbian Squires. Promote this program for young Catholic men between the ages of 10 and 18. Help in reaching our Order-wide goal of “A Circle in Every Council."

□ Promote and conduct the annual Free Throw Championship in your district. The council-level competition should be conducted during January and the district competition in February. The district competition is the direct responsibility of the District Deputy.

□ Work with your councils to achieve programming, membership and insurance quotas for the Star Council Award. Check monthly membership reports supplied by the Supreme Council office. Urge completion of the Columbian Award application before June 30. Individual award requirements are outlined in the Surge ... with Service program manual (Booklet #962) and in the Grand Knights Handbook (Booklet #915). Establish a district-wide goal of “Every Council a Star Council!”

□ Qualify for the Star District Award. Refer to your monthly District Deputy’s Report (Form #F049) on council quotas and to the district-wide quotas established for associate and insurance membership. Year-end (June 30) net gains must equal 100% of associate and insurance quotas listed in “District Totals” section of the monthly report to qualify you as a Star District winner.

3. Worthy Grand Knight

“I Know Who I Am, and Who I May Be, If I Choose.” Don Quixote

References

& Grand Knight’s Handbook

& Installation of Officers

& Surge … with Service

1 Council Forms Booklet

he Supreme Council publishes an annual update to the Grand Knight’s Handbook, Publication 915. The handbook includes a Council Officers’ Checklist, Responsibilities of the Grand Knight, Duties of the Grand Knight, Organizational Chart, Council Meetings, Council Meeting Seating Arrangements, Officers’ Meetings, Appointing Membership and Service Program Directors, Admission Committee, Knights of Columbus Parish Round Table Program, Columbian Squires, Degree Exemplification, Financial Obligations, Audits, Audit Report, Receipts and Payments, Collection of Council Dues, Application for Membership and the Admission Committee, Completing the Audit Report, Duties of Council Officers, Financial Secretary Personal Computer (FSPC) Software, Instructions for Honorary/Honorary Life Ceremonial, Honorary (Honorary Life) Membership Ceremonial, Membership Procedures, Ordering Supplies Properly, Proper Protocol, Qualifications for Membership, Supreme Council Awards, and Parliamentary Law. It is not necessary to repeat any of that content here.

To the Grand Knight

The District Deputy speaks this charge to the Grand Knight during the ceremony The Installation of Council Officers:

“You have been chosen by your Brothers to guide the destiny of your Council during this year as its chief administrative Officer. Your duties will be many, perhaps tiring and difficult. You are directly responsible for every aspect and segment of your Council's operation and for the ultimate success which a Council can and should enjoy. Your Brothers have demonstrated their confidence that you are capable of outstanding leadership. Accord it to them. Remember that it is through their cooperation that your past achievements have been made possible.

“Continue to merit that cooperation by measuring all of your decisions in the light of what will be fair, just and beneficial to them.

“Solicit their advice; consider it carefully. Bear in mind that a Council is composed of many individuals. That which will insure each man's welfare must be the criterion by which your decisions to act must be judged.

“The peak of a pyramid is a solitary place. There will be times when you will believe yourself at the peak alone. You are not. The base of that pyramid supports the top and the members who comprise the pyramid will support you if you demonstrate that you need and want their support and their company. As your District Deputies we offer you this advice. In times of uncertainty, your District Deputy, State Deputy and the Supreme Officers are available to you and are eager for your success and the prosperity of your Council. Never hesitate, through pride or pique, to ask for help. You have only to ask-it will be forthcoming. Study the official instructions you have received. Obey the Laws and Rules of our Order and your council. Insure that each member does so. You will then deserve the title by which you will be addressed throughout your term of office – Worthy Grand Knight.”

A Good Council

Sometimes a council finds it no longer has a full slate of leaders taking charge of all the officer and directorship positions. They are seemingly faced with maintaining good status without enough resources to do the work. One good place to start a turn around is to look at the values that keep members and excite prospects to join. We Knights value charity, unity, fraternity, and patriotism. We value the camaraderie and caring of a brotherhood. We focus on the works of charity. We are called in our Church and in our Order to feed the hungry, shelter the homeless, clothe the naked, visit the sick, remember the dead, and other demonstrations of our faith. A good council needs guidance and support. So, when a council is showing signs of wear, the Grand Knight is called to remember and proclaim our values, look to the needs in the vast community around the council, and be inspired by our call to show our faith in action. When you look closely at your reasons and your commitments, others will take note and follow.

Grand Knight Duties

1. Provides thoughtful and inspired leadership

2. Is the chief administrative officer for the council

3. Acts as ex officio member of all committees

4. Appoints membership and program directors and works with them to select committee chairmen

5. Appoint and forms the Council Admission Committee and oversees its work

6. Appoints special committees

7. Presides over council meetings

8. Convenes the council officer meetings

9. Oversees the proper exemplification of the First Degree ceremony

10. Participates in First Degree ceremony

11. Ensures that all reports and forms are submitted on time

12. Interacts with the Financial Secretary and Treasurer to ensure all council financial obligations are met

13. Countersigns all council checks

14. Checks monthly vouchers

15. Attends all council functions whenever possible

16. Mails the Service Program Personnel Report (Form #365) to the Supreme Council Department of fraternal Services as soon as he has appointed the majority of his council’s Service Program personnel

17. Issues the call for a semiannual audit

Council Chaplain

1. Ministers to the spiritual welfare of the council Knights

2. Writes articles for the council publication

3. When possible, attends the council meetings

4. Assists in arranging council activities with the parish

5. Assists in informing the council of ways it can help the parish

6. Acts as advisor to the K of C Religious Day Program, Icon Service and Memorial Mass

7. Schedules council Corporate Communions at the parish when appropriate

8. Attends all council activities whenever possible

9. Serves as Columbian Squires Father Prior and ministers to their needs as necessary

10. Assists with Squires Circle programs as needed

Deputy Grand Knight

1. Assists the Grand Knight in the operation of the council’s affairs

2. Presides at meetings and takes over when the Grand Knight is not present

3. Carries out all council duties assigned by the Grand Knight

4. Participates in First Degree ceremony

Chancellor

1. Attends all council and executive committee meetings

2. Conducts the Columbian Squire Officer’s Installation

3. Presides at council meetings when the Grand Knight and Deputy Grand Knight are absent

4. Attends all council functions if possible

5. Participates in First Degree ceremony

Recorder

1. Attends all executive committee meetings and all council meetings

2. Keeps accurate minutes at all meetings

3. Attends all council functions if possible

4. Writes council correspondence as directed by the Grand Knight

5. Provides records and reports for the audit

Financial Secretary

1. Keeps council financial records and membership records

2. Collects and receives all monies that come into the council from any source

3. Turns money over to the Treasurer for deposit

4. Sends out billing notices

5. Initiates retention measures when necessary

6. Ensures new members sign the Constitutional Roll at their First Degree

7. Gives membership cards to new members at their First Degree

8. Participates in First Degree ceremony and is encouraged to attend the Second and Third Degrees for council members

9. Applies to Supreme Secretary for Honorary and Honorary Life membership cards for qualified members

10. Orders council supplies from the Supreme Council

11. Mails the Report of Officers Chosen (Form #185) to the Supreme Secretary by July 1 and whenever changes occur

12. Reports all membership and insurance transactions to the Supreme Secretary as they occur

13. Attends all executive committee and council meetings

14. Attends all council functions if possible

15. Completes the contact and dues information on the Michigan State Jurisdiction Retention Worksheet and gives it to the Retention Committee

16. Maintains a good working relationship with the Insurance Agent

17. Provides records and reports for the audit

Treasurer

1. Maintains accurate records of all council financial transactions

2. Writes checks as necessary

3. Works with the Financial Secretary and Trustees as necessary to keep financial records

4. Issues receipts for money received from the Financial Secretary

5. Issues payments to the Supreme Council for assessments

6. Provides a voucher to the Grand Knight verifying all transactions

7. Provides up-to-date records of council finances

8. Attends all executive committee meetings and all council meetings

9. Attends all council functions if possible

10. Provides records and reports for the audit

Council Advocate

1. Is knowledgeable of the By Laws of the council and the Charter Constitution and Laws

2. Is basically knowledgeable of Robert’s Rules of Order

3. Reviews the By Laws of the council to verify they are up to date and chairs a revision committee if needed

4. Attends all executive committee meetings and all council meetings

5. Attends all council functions if possible

Council Warden

1. Maintains order in the council chamber during meetings

2. Keeps account of all council paraphernalia for meetings and First Degree ceremonials

3. Arranges the council chamber for meetings and degrees

4. Ensures all members are in the council chamber prior to the start of meetings

5. Is knowledgeable of protocol and corrects any breaches during council meetings

6. Attends as many council functions as possible

7. Assists with all First Degree work

8. Supervises the Inside Guard and Outside Guard during council meetings

Inside/Outside Guards

1. Assists the Warden to maintain order in the council chamber during meetings and First Degree ceremonials

2. Checks membership cards as members enter the council chamber and ensures all cards are signed and current

3. Reports the status of members present to the Warden

4. Assists as needed during First Degree ceremonials

5. Helps the Warden to arrange the council chamber for membership meetings

6. Assists the Warden in getting all members into the council chamber on time

7. Attends as many council functions as possible

Trustees

1. Attends all executive committee and membership meetings

2. Oversees the financial business of the council

3. Reviews the bills submitted at the meetings and recommend that they be paid, clarified or denied

4. Periodically meets with the Treasurer, Financial Secretary, and Grand Knight to review the financial status of the council

5. Conducts the semi annual audit

6. Attends as many council functions as possible

Lecturer

1. Attends executive committee meetings and membership meetings

2. Presents a regular, three-to-five minute, to-the-point, and entertaining lecture to the membership for their “enjoyment and edification” at council meetings during the Good of the Order report on topics chosen in consultation with the Grand Knight, using films or guest speakers as appropriate. When a membership meeting runs long, it is appropriate to present the lecture the next time. The lecturer’s part is one of the attractions to get members to appreciate and attend council meetings.

3. Arranges with the Grand Knight to present at appropriate times longer films or guest speakers

4. Contacts the Grand Knight or makes arrangements in advance for audiovisual equipment

5. Attends all council functions if possible

Council Program Director

1. Attends all executive committee and council meetings

2. Attends as many council functions as possible

3. Oversees the Service Program, Service Program projects, and their chairmen

4. Lends assistance to chairmen upon request or when problems are noted

5. Ensures that follow-up forms are completed at the end of projects

6. Develops new projects as needed to encourage council activity

7. Lends assistance to projects needing help

8. Assists the Grand Knight and Deputy Grand Knight in choosing the Knight of the Month, Family of the Month, Knight of the Year, and Family of the Year

9. Works closely with the Grand Knight, Deputy Grand Knight, and council directors to develop the council program and council budget

10. Assists in communicating and explaining the Service Program to the membership

11. Writes articles for the council’s publications

12. Aids in the preparation of Service Program reports for the State and Supreme awards and contests

13. Aids the Grand Knight in preparing the Council Activities Report (Michigan Form #MI 1) every September, December March, and June

Council Membership Director

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Leads membership activities and provides direction to the Recruitment Committee, Admission Committee, Retention Chairman and Retention Committee, and the Insurance Promotion Chairman

3. Solicits new members and is the point person for the Membership Blitz

4. Ensures new adult male parishioners are contacted and invited to the council

5. Meets with prospective members whenever necessary

6. Solicits recommendations for new members whenever necessary

7. Assists in scheduling First Degree ceremonials and attends when possible

8. Ensures the Admission Committee interviews prospective members and attends interviews when necessary

9. Ensures the Admission Committee reports recommendations for membership at council membership meetings

10. Works with the Grand Knight in arranging membership programs

11. Attends Second Degree and Third Degree ceremonies

12. Works on arranging membership incentive programs

13. Officiates at membership information, insurance, and fraternal programs

14. Ensures the Retention Committee Chairman understands his duties to retain members

15. Actively promotes the Shining Armor Award

Admission Committee

1. Follows the Charter Constitution Laws (Section 108) and Michigan State Council guidelines as they apply to the Admission Committee (see Admission Committee in Chapter 6 “Membership”

2. Notifies applicants to appear before it for examination as to their qualifications for membership

a. Be pleasant, courteous, and unrushed

b. Share information about the Knights of Columbus and the council, using applicable materials, such as, “Make Your Family a Part of Ours” (Form #324), “New Member Insurance Program” (Form #1073), Recruitment Flip Chart (Form #889A), and the council newsletter

c. Follow the Admission Committee Inquiries Guide (Form #390) from Supreme

d. Complete the Admission Committee Questionnaire (Form #391) from Supreme

e. Collect the initiation fee

f. Tell both the candidate and his proposer when and where the next First Degree will be held and the proper dress for the ceremonial and ask his proposer to accompany the candidate

g. Give the candidate a council directory so he will know who his new brothers will be

h. Write an article on the new member and his proposer for the council newsletter

i. Arrange the “Mentor Team” for the new member (see Mentor Team in Chapter 6 “Membership”)

3. Files written reports on Report of Admission Committee (Form #283) from Supreme

4. Reports its findings at council membership meetings

Council Retention Chairman

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Ensures all members reported by the Financial Secretary as behind in dues are personally contacted whenever possible or by written letter as a last resort

3. Confers with the Grand Knight and Financial Secretary about the situation of each member pending a Notice of Intent to Suspend

4. Ensures compliance with suspension timelines

5. Recommends waivers of dues when appropriate

6. Refers members in need to the Grand Knight, Financial Secretary, and the Relief Committee if one is appointed

7. Completes the Michigan State Jurisdiction Retention Worksheet and gives it to the Grand Knight

Council Church Activities Director

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Carries out planned church activities

3. Develops new activities as needed

4. Selects chairmen for specific projects as needed, such as, religious and clergy recognition and the Memorial Mass

5. Communicates progress on activities to the officers and membership

6. Publicizes activities as necessary in council, community and parish publications

7. Addresses problems that arise in implementing activities and seeks the advice of the Program Director

8. Ensures that adequate planning occurs to ensure a project's success

9. Completes the follow-up project forms

10. Writes articles as necessary after youth functions

11. Attends council meetings and executive board meetings and gives updates on Church Activities

12. Attends all Church Activities sponsored by the council if possible

13. Shares information and advice with the other program chairmen as necessary

14. Ensures that all activities to be held in the council’s facilities are scheduled on the calendar

15. Reports on all activities to the Program Director

16. Works with parish priests and roundtable coordinators

17. Works with the council's Vocations and Right to Life Directors

Council Community Activities Director

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Carries out planned community activities

3. Develops new activities as needed

4. Selects chairmen for specific projects as needed

5. Communicates progress on activities to the officers and membership

6. Publicizes activities as necessary in council and community publications

7. Addresses problems that arise in implementing activities and seeks the advice of the Program Director

8. Ensures that adequate planning occurs to ensure a project's success

9. Completes the follow-up project report forms

10. Writes articles as necessary after community functions

11. Attends council meetings and executive board meetings and gives updates on activities in the community area

12. Attends all community activities if possible

13. Shares information and advice with the other program chairmen as necessary

14. Ensures that all activities to be held in the council facilities are scheduled on the calendar

15. Reports on all activities to the Program Director

Local Council Activities Director

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Carries out planned council activities

3. Develops new activities as needed

4. Selects chairmen for specific projects as needed

5. Communicates progress on activities to the officers and membership

6. Publicizes activities as necessary in council and community publications

7. Addresses problems that arise in implementing activities and seeks the advice of the Program Director

8. Ensures adequate planning occurs to ensure a project’s success

9. Completes reports on the results of projects

10. Writes articles as necessary before and after council functions

11. Attends council meetings and executive board meetings and gives updates on council activities

12. Attends all council activities if possible

13. Shares information and advice with the other program chairmen as necessary

14. Ensures all council activities held in council facilities are on the calendar

15. Reports on all activities to the Program Director

Council Family Activities Director

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Carries out planned family activities

3. Develops new activities as needed

4. Selects chairmen for specific projects as needed

5. Communicates progress on activities to the officers and membership

6. Publicizes activities as necessary in council, community and parish publications

7. Addresses problems that arise in implementing activities and seeks the advice of the Program Director

8. Ensures that adequate planning occurs to ensure a project’s success.

9. Completes the follow-up project report forms

10. Writes articles as necessary after family functions

11. Gives family activities updates at council meetings and executive board meetings

12. Attends all Family Activities sponsored by the council if possible

13. Shares information and advice with the other program chairmen as necessary

14. Ensures that all activities to be held in the council facilities are scheduled on the calendar

15. Reports on all activities to the Program Director

16. Works with the council’s Vocations and Right to Life Directors

Council Youth Activities Director

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Carries out planned youth activities

3. Develops new activities as needed

4. Selects chairmen for specific projects as needed

5. Communicates progress on activities to the officers and membership

6. Publicizes activities as necessary in council and community publications

7. Addresses problems that arise in implementing activities and seeks the advice of the Program Director

8. Ensures that adequate planning occurs to ensure a project's success

9. Completes the follow-up project forms

10. Writes articles as necessary after youth functions

11. Attends council meetings and executive board meetings and gives updates on Youth Area activities

12. Attends all Youth Area activities if possible

13. Shares information and advice with the other program chairmen as necessary

14. Ensures that all activities to be held in the council facilities are scheduled on the calendar

15. Reports on all activities to the Program Director

16. Works with the Squires Director as necessary

Columbian Squires Chief Counselor

1. Attends executive committee, membership and Squires Circle meetings

2. Provides advice to the Squires Circle on their programs and fund raising ventures

3. Ensures that all forms are completed so as to meet deadlines for reports and awards

4. Drives Squires to activities or arranges for alternate transportation

5. Attends the State Squires Convention with the delegates of the Squires Circle

6. Brings any problems or concerns to the Grand Knight and council officers

7. Even though Squires plan and carry out their own activities, offers suggestions when appropriate. However, at times it is good to let Squires fail and learn from their experience

8. Involves the Squires in the council’s youth activities when possible

9. Works with the Youth Director

10. Assists the Squires Circle to write a monthly newsletter

11. Secures other men to assist as Squires Circle counselors

12. Updates the council membership on Squires Circle activities

Council Vocations Director

1. Communicates information on vocations to the council membership

2. Reviews requests for council donations to support vocations and makes appropriate recommendations

3. Develops vocation programs as appropriate

4. Assists the Church Activities Director in organizing those activities

Council Insurance Promotion Chairman

1. Follows the Surge … with Service program and Michigan State Council guidelines

2. Conducts Fraternal Benefits Nights

3. Strives to attain the Founder’s Award

4. Introduces the Insurance Agent at council meetings

5. Encourages a good working relationship between the Financial Secretary and the Insurance Agent

6. Ensures the Insurance Agent is on mailing lists for the council

7. Includes the Insurance Agent in planning of major council programs

Duties of Other Council Directors

The duties of the chairmen of other council committees can be modeled after those of the Council, Community, Church, Family and Youth Directors. It is also a good idea to have assistant chairmen in the five major areas. These prospective chairmen-in-training can assume committee leadership in the future.

These descriptions can be duplicated then attached to folders given to each officer and committee chairman. They can then keep all necessary materials pertaining to their job in that folder.

It is also a good idea to list the following information with the duties:

1. Important contacts and phone numbers in the council, local parishes and in the community

2. Specific activities for which the chairman is responsible or those he is expected to attend

An organized approach to preparing each person for their responsibilities will help them to do their best.

Semiannual Audit Procedures

Every July and January, the Board of Trustees and the Grand Knight shall meet to audit the books, receipts and disbursements of all moneys of the council, including all council assets and liabilities for the six-month periods ending June 30 and December 31. The Grand Knight has the overall responsibility for issuing the call for this meeting. The Financial Secretary and Treasurer can be present but in no way take active parts in the audit. The resulting Semiannual Audit Report (Form #1295) is due at the Supreme Council Office by August 15 and February 15, with copies to the State Deputy and District Deputy.

Records for the Audit

The Financial Secretary provides the following records and reports for the audit:

· Membership Document file (Form #100G) with all active members and any changes that occurred during the period

· Monthly Supreme Office statements showing receipt of Membership Document (Form #100G) and changes

· Ledger book showing receipts of all council moneys for the period

· Receipts from the Treasurer showing all moneys transferred to him

· A list of all outstanding members and dues in arrears

· A list of all annual payers showing the number of regular and honorary members and the amount of money they paid

· Amount of actual cash on hand at the end of the period

The Treasurer provides the following records and reports for the audit:

· Monthly banking and savings statements showing all active members and any changes that had occurred during the period

· Council check book showing disbursements of all funds (the check stubs should reflect the voucher number)

· Voucher book showing all receipts from the Financial Secretary

· All vouchers authorizing any expenditure and the reason (vouchers must be signed by both the Grand Knight and Financial Secretary)

· Copies of other documents that show investments made on behalf of the council, such as, certificates of deposit and bonds

· Amount of cash on hand and in the checking account

The Home Building Corporation/Association provides the following records and reports for the audit:

· Amount of cash on hand and in the checking account and interest earned

· Current status of any outstanding mortgage or lien on the council building

· Outstanding bonds or certificates and the amount of interest due

The Recording Secretary provides the minutes of council meetings for the audit.

Completing the Audit

The Board of Trustees shall review all of the aforementioned reports and records in detail to ensure they conduct a satisfactory audit and complete the Semiannual Audit Report (Form #1295).

Enter the word “None” on any items with nothing to report.

SCHEDULE A – MEMBERSHIP ADDITIONS

Refer to the last monthly statement from Supreme Office and the Number Members End of Period on a copy of the previous audit (these numbers should match on both reports) and enter it on Total Members Start of Period. Record all initiations, transfers and reinstatements using Supreme Council monthly statements; on the reverse side of the form enter the names of the initiated, transferred and reinstated members along with date, insurance or associate and whether initiation, transfer or reinstatement. Total all columns in Total for Period. Get the number for Minus Total Deductions from Total Deductions in the Deductions section. Subtract Minus Total Deductions from Total for Period to arrive at Number Members End of Period, the actual number of members in the council.

SCHEDULE A – MEMBERSHIP DEDUCTIONS

Complete this section using the same reports for additions. On the reverse side of form, enter the names of the suspended, deceased, withdrawn, and transferred members along with date, insurance or associate, and suspension, death, withdrawal, or transfer.

SCHEDULE B – CASH TRANSACTIONS FINANCIAL SECRETARY

Get Cash on Hand Beginning of Period from the previous audit report. Get Cash Received – Dues, Initiations from the Financial Secretary’s ledger book for the previous six-months. Get Cash Received from other Sources from the ledger book (further explanations may be entered on the reverse side of the audit form). Other sources include bingo, 50/50 raffle, Mentally Impaired Drive, and Michigan Charities. Total the entries for Total Cash Received. This should account for all money the Financial Secretary received. Enter the amount of money turned over to the Treasurer in Paid to Treasurer (the Treasurer should have given receipts to the Financial Secretary that are filed with the ledger sheet). Cash on Hand at End of Period equals the difference between what is actually turned over to the Treasurer and any other cash on hand.

SCHEDULE B – CASH TRANSACTIONS TREASURER

Get Cash on Hand Begin Period from Net Balance on Hand on the previous audit report; these figures should match on both forms. Received from Fin. Sec. is the total of all money received as documented by the actual cash receipts. Interest Earned on Investments is taken from the monthly bank or savings statements. Total Receipts is a total of the above lines. The first of the Disbursements is Per Capita Supreme and State, which is the actual amount of per capita tax paid by the Treasurer as evidenced by voucher and checkbook stubs. General Council Expenses is a total of all other expenses incurred by the council as evidenced by voucher and checkbook stubs; a more detailed report should be given on the reverse side of the audit form. Transfer to Savings & Investment Accounts is any money transferred to these accounts. Use bank statements to verify these transfers. Miscellaneous is for any remaining disbursements. Total Disbursements is a total of the disbursements above. Net Balance on Hand equals Total Receipts minus Total Disbursements. This amount should equal the balance in the checking account if there is no actual cash.

SCHEDULE C – ASSETS

In the first cash asset called Undeposited Funds enter only the cash portion of Net Balance on Hand in Schedule B, which should be the amount of cash on hand by the Financial Secretary. In the second cash asset called Bank – General – Acct. enter the actual amount of money in the checking account. In Special Acct. enter the amount of money in a Bingo account or in the Building Association and explain in detail on the reverse side of the audit form. In Savings & Investments enter the actual amount of money in certificates or bonds; also give details on the reverse side of audit form.

On Due from (number) Members enter the number of members in arrears and the total amount due as provided by the Financial Secretary; a check of his ledger cards and records of payment should provide justification. Total Current Assets equals the total of all lines above. Less Current Liabilities is the number on the last line entitled Total Current Liabilities in the Liabilities Section. Net Current Assets equals Total Current Assets minus Less Current Liabilities above.

All items in Investments should be shown on the reverse side of the audit form. Real Estate is the fair market value of any property or buildings owned as determined by the Building Association. Furniture is the fair market value of any equipment or hall furnishings. Stocks & Bonds is any investments held by the Building Association. Total Investments is the total of the above items.

Less: Investment Liabilities is any outstanding mortgage or land contract held by the Building Association. Net Investment Assets equals Total Investments minus Less: Investment Liabilities.

Total Assets equals the total of Net Current Assets and Net Investment Assets.

SCHEDULE C – LIABILITIES

Due Supreme Council is any outstanding balance of Per Capita, Supplies, Catholic Advertising or Other due to Supreme. Due State Council is any outstanding money due to the State Office, such as, Per Capita and Holy Cross Children’s Services (Boysville). Advance Payment by (number) Members is supplied by the Financial Secretary and is justified by an examination of his ledger or other records. Declare only the portion of dues paid ahead by all regular or honorary members. On Misc. Liabilities list separately Take Five, District Deputy Fund or any other liability to the council. Total Current Liabilities equals the sum of the above items.

Enter the date the audit was completed. Each Trustee and the Grand Knight sign the audit form.

Report to the Membership

The Trustees shall make a formal report to the membership at the next regular meeting following the audit, reporting the details of the audit. A copy of the audit shall also be made available for viewing by the membership.

Distribution

In addition to the distribution of the audit form to Supreme Council Audits, the State Deputy, and the District Deputy, also distribute a copy of the audit form to the Diocesan Program Director, Grand Knight, Treasurer, Financial Secretary, Trustees, Recording Secretary, President of the Building Association, all sources of Cash Received from Other Sources reported in Schedule B (Chairman of the Bingo Committee, 50/50 raffle, Mentally Impaired Drive, Michigan Charities, etc.), and the council file.

Council Officers’ Checklist

Jul 1 Report of Officers Chosen (Form #185)

Jul 1 Council Per Capita Tax Levied by Supreme Council ($1.75 per member)

Jul 1 Council Per Capita Tax Levied by State Council

Jul 10 Suspension of council if April Catholic Advertising Fund is not paid

Aug 1 Service Program Personnel Report (Form #365)

Aug 1 Columbian Squires Officers and Counselors Report (Form #468)

Aug 1 Holy Cross Children’s Services (Boysville) Per Capita

Aug 15 Semiannual Council Audit Report (Form #1295)

Aug 15 Council Top Proposer (Form #TP-1)

Sep 1 Notice of Appointment of Round Table Coordinator (Form #2629)

Sep 30 Council Activities Report Quarter 1 (Michigan Form #MI 1)

Oct 1 Catholic Advertising Fund charges levied by Supreme Council (50 cents per member)

Oct 1 Relief of Per Capita Due to Disability (Form # 1831)

Oct 10 Suspension of Council if July Per Capita Tax is not paid

Nov MI Drive Worksheet (Michigan Form #MI 13) with check for optional MI Drive in October

Nov 1 Free Throw Council Competition Kit Order Form (Form #FT-KIT)

Dec 31 Council Activities Report Quarter 2 (Michigan Form #MI 1)

Jan 1 Council Per Capita Tax levied by Supreme Council ($1.75 per member)

Jan 1 Council Per Capita Tax Levied by State Council

Jan 10 Suspension of council if October Catholic Advertising Fund is not paid (Form #1728)

Jan 31 Annual Survey of Fraternal Activity (Form #1728)

Jan 31 Free Throw Championship Participation Report (Form #FT-1)

Feb Check with the State Program Director on due dates for entries in State/International Service Program Awards contest – Church, community, council, family, youth

Feb Check with the State Family Life Director on due dates for entries in State/International Family of the Year contest

Feb 15 Semiannual Audit Report (Form #1295)

Feb 15 Tootsie Roll Order

Feb 28 State Council Service Program Awards Entry (Form #STSP)

Apr State Family of the Year

Mar 31 Council Activities Report Quarter 3 and Council Activities Report Quarter #4P (Michigan Form #MI 1)

Apr 1 Catholic Advertising Fund charges levied by Supreme Council (50 cents per member)

Apr 1 Application for Refund Support Vocations Program (Form #2863) due at Supreme Council between April 1 and June 30

Apr 10 Suspension of council if January Per Capita tax is not paid

May 15 IRS Tax Exemption Form (IRS Form #990)

May MI Drive Worksheet with check (Michigan Form #MI 13)

Jun 30 Council Activities Report Quarter #4 (Michigan Form #MI 1)

Jun 30 Columbian Award application (Form #SP-7)

Jun 30 Annual Report Knights of Columbus Round Table (Form #2630)

Jun 30 Columbian Squires Corps d’Elite Award application (Form #278)

Jun 30 Columbian Squires Brother Barnabas Award application (Form #279)

Immediate Membership Document (Form #100G) – submit after initiation

As Required Notice of Intent to Suspend (Form #1845)

Monthly Knight of the Month selection (Michigan Form #MI 2)

Monthly Family of the Month selection (Form #1993)

Annually Knight of the Year selection

4. Worthy Director

“Leadership is the art of accomplishing more than the science of management says is possible” General Colin Powell

irectors ask demanding and relevant questions of District Deputies and have the competency and courage to talk straight on their promise and commitment to the State Deputy and the Knights of Columbus. It is therefore, part of the due diligence of the District Deputy to take note of their guidance.

Mission

References

& Charter Constitution and Laws

The State Deputy has the task of developing and maintaining a leadership team that can successfully guide the Michigan Knights in an environment challenging to its growth and service objectives. Doing that successfully requires that each District Deputy and director know and understand leadership’s direction and implement processes to consistently move Michigan Knights toward its stated mission and objectives.

The mission, vision, guiding principles, objectives, and milestones of Project Legacy are declared at the front of this publication. This chapter covers the mission, objectives, and methods of the State Chaplain and each state directorship so that each member in this jurisdiction can align his efforts in the same direction.

The Michigan State Council

Conforming with Section 12(a) of the Charter Constitution and Laws, the Michigan State Council consists of the Grand Knight and a past Grand Knight from each council, the State Officers, and the last living Past State Deputy. The mission, vision, guiding principles, and objectives of this body are stated in Chapter 1 “Mission.”

State Chaplain

Mission

The State Chaplain oversees the planning and celebration of all religious services, including prayers and Masses, pertaining to the functions of the State Council.

Objectives

· Provide ways and means of preaching God's Word to State Board members, their families, and state membership, to assist them in being more firmly rooted in faith, hope, and charity, and to further their growth in the knowledge and practice of their Catholic faith

· Provide a spiritual component at all State meetings

· Provide spiritual counseling when needed or requested, particularly to the State Board

Method

The State Chaplain will minister to the needs of the Knights and their families by:

· Working with the Diocesan Chaplains to plan appropriate religious services during state meetings and events

· Encouraging Knights and their families to strengthen their own relationships with God through personal prayer and devotion and participation in religious activities

· Participating in State Board planning sessions to ensure that spiritual emphasis is included in State activities

· Helping the Diocesan Chaplains plan and conduct annual religious observances

· Presenting an overview of the religious programs at State meetings at least once per year

· Encouraging membership to participate in annual retreats and other religious experiences to foster growth in their Catholic faith

State Membership Director

Mission

The mission of the Michigan membership team is to help the Knights in each and every council reach out to every practical Catholic and inspire him to recognize his extraordinary possibilities through membership in our Order. By executing our duties with pride and dignity and by understanding the partnership between strong membership growth and outstanding council programs, we are committed to every council reaching its full potential in membership growth. We Knights will build a better world together.

Objectives

The objectives are quite clear! We will leave behind no Catholic man who wishes to join our order! Armed with this thought in mind, with the application of strong state programs and membership campaigns, while sustaining the overwhelming support of our clergy, we will achieve our goal of reaching the membership objectives in Chapter 1 “Mission.” These objectives, however, are understood to be but milestones toward the fulfillment of the dream of our founder, Fr. Michael J. McGivney – a council in every parish and every Catholic gentleman a Knight.

With this being said, we will achieve our ultimate objective of making the Knights of Columbus the ever-stronger right arm of the Catholic Church.

Method

How we will accomplish these objectives is by following the example of our founder. Fr. McGivney believed in this objective so much that he wrote letters to every pastor in the surrounding dioceses, encouraging them to have a council in their parishes. He traveled to New York, Massachusetts, and throughout Connecticut promoting our Order. This was no easy task for a young parish priest in the 1800s. His foundation was built on his own personal prayer life and spirituality. He was known for his holiness, his optimism, and his will to succeed. We are committed, as brother Knights, to summon up at least some of his dedication and enthusiasm to help the Order grow.

It all begins with us now, starting with recruitment, being dependent upon the belief that we are truly doing the work of our Lord and serving in our vocation. We will assist, guide, and inspire the District Deputies and membership directors while working with their counter part program directors, to use the necessary tools in each council, giving them the means to conduct all membership programs as they are designed. Directors and District Deputies are the lifeline of success for the Order in Michigan, working with all councils to understand that strong membership means strong programs.

See Chapter 6 “Membership.”

Metro Director

The State Membership Director – Metro is the assistant to the State Membership Director and the senior Archdiocesan Membership Director. He is responsible for:

· Developing and implementing a plan to ensure that all eligible Catholic men in the Archdiocese of Detroit have the opportunity to join our Order

· Allocating district assignments to the Archdiocesan Membership Directors

· Assigning an Archdiocesan Membership Director to speak at each district meeting

· Coordinating Archdiocesan-wide recruitment and admissions activities, such as, degree ceremonies for the Archdiocese, recruitment at metropolitan Detroit events like the Prep Bowl, and membership campaigns to the seminarians at Sacred Heart Major Seminary

· Developing a plan to recognize councils that excel in recruiting new members regardless of suspension (sometimes it is the fault of previous administrations)

Diocesan Membership Directors

The Diocesan Membership Directors are responsible for:

· Gathering recruiting and admissions results every quarter (by 9/30, 12/31, 3/31, and 6/30) and conveying them to the State Membership Director

· Developing and communicating an action plan for those councils struggling with recruiting and admission activity

· Developing a plan to explain the State membership program to all Council Membership Directors

· Communicating alternative recruitment techniques to councils that cannot carry out parish drives

· Obtaining degree schedules from District Deputies and communicating them to the Council Membership Directors, Grand Knights, and other District Deputies

State Admission and Retention Director

Mission

The mission of the State Admission and Retention Director is to support the Council Admission Committee and the Council Retention Chairman and to apply the principle of fraternity to situations where our brothers find themselves out of communication with the rest of the membership. Council level retention includes re-recruitment and all actions in the matter of non-payment of dues.

Objectives

Every Council Admission Committee and Council Retention Chairman will know and understand their duties and responsibilities.

Apply charity in the matter of non-payment of dues such that, short of a brother no longer being a practical Catholic, the council makes every attempt to re-recruit a brother. To this end, the goals of Retention are:

·1. A member of the council personally and compassionately contacts every member who is in arrears in his dues.

·2. If telephone contact is not made, two members of the council personally visit every member who is in arrears in his dues at home to investigate and resolve problems on non-payment of dues.

3. The District Deputy verifies that every member recommended for suspension has been contacted.

Method

The State Admission and Retention Director will guide the functioning of Admission and Retention programs using the procedures found in Chapter 6 “Membership.”

State Program Director

Mission

The mission of the Program Directors is to bring all councils in Michigan to realize that strong and active programs will cause Catholic men to want to join the Knights of Columbus. Programs and membership are one, and should not be separated at any level of the Order.

Objectives

· Start new programs that will show the Order and the State of Michigan that we do know how to maintain a strong membership through active councils.

· Have councils that help their communities, churches, and youth at all levels.

· Make sure that all current State and Supreme programs are properly conducted in each council in Michigan, so that everyone can benefit from the results of a successful program.

· Current programs, such as, Free Throw, MI Drive, Family of the Month/Year, or Corporate Communions, continue to grow stronger and that the Knights of Columbus will become more visible to the public.

Method

To accomplish these objectives the Program Directors in Michigan must instill in all District Deputies the need to take back to each council the means to conduct all programs as they are designed to operate.

Directors and District Deputies are the lifeline of success for the Order in Michigan. They must work with all councils to understand that strong programs mean strong membership.

See Chapter 7 “Programs.”

Metro Director

The State Program Director – Metro is the assistant to the State Program Director and the Senior Archdiocesan Program Director. He is responsible for:

· Allocating district assignments to the Archdiocesan Program Directors

· Assigning an Archdiocesan Program Director to speak at each district meeting

· Coordinating Archdiocesan-wide programs, such as, the Memorial Mass, Prep Bowl, Tiger Day, the Cardinal's Golf Outing, and assisting the State Directors responsible for these projects

Diocesan Program Director

Working under the direction of the State Program Director, the Diocesan Program Director (DPD) is responsible for overseeing the training of all council officers, assisting the District Deputies in the diocese, and ensuring the implementation and completion of state programs in the diocese. He also ensures councils meet requirements for the Supreme Columbian and Michigan Achievement awards.

The DPD also works with the State Leadership Development Director to direct and implement the annual officer training conducted each year in his diocese in June. The training team should consist of a coordinator and four highly motivated and committed members who will train the Grand Knight, Deputy Grand Knight, Financial Secretary, Treasurer, and Trustee each year.

The training schedule consists of the time, date and place where training will be held. Once finalized, the DPD will notify the State Leadership Development Director of the same immediately but by May 1 so that the necessary training manuals and other materials can be updated, printed, and sent in sufficient quantities to each DPD.

Upon the completion of the diocesan officer training, the DPD will send a copy of the training report, the sign-in log, and bills for any expenses incurred to the State Leadership Development Director. Send all monies collected directly to the State Secretary with "Officer Training" indicated on the memo line. Each council will remit its own money. If a personal check is used to cover the training costs, indicate the council number on the memo line.

The DPD is also responsible for overseeing the supreme substance abuse awareness poster contest, the essay contest, the spelling bee, and the free throw contests in his diocese. Necessary forms and materials are available from Supreme in the Council Report Forms Booklet (Form #1436). All state materials are made available by the State Youth Activities Director and distributed at the summer District Deputy and director meeting. The DPD needs to order three Free Throw Championship Competition Kits from Supreme along with enough copies of the Council Champion Certificates (Form #1809) to provide each council with two extra certificates for the nine year old competitors in Michigan. The DPD will direct his council Financial Secretary to order these materials early in October.

The DPD tracks the Council Activities Report (Michigan Form #MI 1) every quarter by using the Council Activities Tabulation Sheet developed for that purpose. This form will also track the requirements for the Supreme Columbian Award. A copy of this tabulation sheet follows the table below.

The DPD also tracks the completion of the council reports listed in the table below by using a Report Tracking Sheet developed for that purpose, which he distributes to the District Deputies for their individual use.

Name of Report	Form No.	Date Due
Report of Council Officers	185	1 July
Service Program Personnel	365	1 August
Semi-Annual Council Audit	1295	15 August
Council Activity 1st Quarter	State	30 September
HCCS (Boysville) per Capita Tax	State	30 September
Spelling Bee Competition	State	1 December
Council Activity 2nd Quarter	State	31 December
Fraternal Survey	1728	5 January
Free Throw Competition	FT 1	31 January
Semi-Annual Council Audit	1295	15 February
Council Activity 3rd Quarter	State	31 March
Council Activity 4P Projection	State	31 March
Service Program Award Entry	STSP	13 April
Seminarian "RSVP" Application	2863	15 June
Council Activity 4th Quarter	State	30 June
Columbian Award Application	SP-7	30 June

Note: A 3 ½” floppy disc has all the tracking sheets available using Microsoft Excel. Contact the State Program Director

District Meeting Report

The Diocesan Program Director who attends the District Deputy’s semi-annual meeting (see Chapter 2 “Worthy District Deputy”) will report to the State Deputy via e-mail on the number of councils and members attending, whether a membership program was presented, what State and Diocesan programs were explained, and whether the General Agent was given enough time to explain fraternal benefits. He will also advise if proper protocol was followed in the seating and introductions of any dignitaries or speakers.

State Church Activities Director

Mission

The mission of the State Church Activities Director is to:

· Provide a Eucharistic atmosphere during Masses sponsored by the State Council as directed by the State Chaplain through the State Deputy

· Provide and promote programs in which members can practice their Catholic duties in the areas of charity, devotion, and education as directed by the State Deputy

· Promote programs within councils that will unify members and families to accept and evangelize the Catholic Church’s teachings and beliefs in their everyday lives

· Promote peace to mankind through the intercession of the Saints and Fr. Michael J. McGivney, as in the words of Blessed Mother Teresa, “If you want peace, end abortion.”

· Ensure that the lay apostolate Knights in Michigan are ministering to the needs of the Church, constantly responding to the call for active involvement in the work of the Church

Objectives

The objective of the State Church Activities Director is to ensure that every council conducts and reports at least four (4) major Church involvement activities during the fraternal year on the Michigan Council Activities Report (Michigan Form #MI 1) and that these activities include:

· Vocations/Refund Support Vocations Program (RSVP) (required for Michigan Achievement Award)

· Corporate Communion (required for Michigan Achievement Award)

· Church Service

· Icon Service

· Assistance to the parish pastor

· Sponsorship of the Perpetual Family Rosary

· Eucharistic devotions

· Family prayer

· Adoration to the Blessed Sacrament

· Evangelization of the faith

Method

Surge … with Service describes the following Church activities and how to develop ministries around them:

· Parish Round Table (see State Round Table Director)

· Lay Apostolate (see Church Activities Director)

· Vocations (see State Vocations Director)

· Evangelization

· Parochial Services

· Religious Devotions

· Keep Christ in Christmas

The Director will guide the councils to include the activities listed in the objectives.

State Community Activities Director

Mission

The Community activities Director will involve councils in their communities, in being helpful in doing things that make a difference in their communities, and in helping their communities to grow and be a better place to live.

Objectives

The objective of the State Community Activities Director is to ensure that every council conducts and reports at least four (4) major community involvement activities during the fraternal year on the Michigan Council Activities Report (Michigan Form #MI 1) and that these activities include:

· Morality in Media (required for Michigan Achievement Award)

· MI Drive (required for Michigan Achievement Award)

· Take 5 Program (required for Michigan Achievement Award)

· Promote State Council Raffle (required for Michigan Achievement Award)

Method

Surge…with Service describes the following community activities and how to develop projects around them:

· Pro-Life (a Family Activity in the Michigan jurisdiction)

· Volunteerism

· Human Needs

· Civic Involvement

· Health Services

· Decency

· Honor Columbus

Examples of projects that councils can create within these activities include – (1) help to senior citizens, (2) law enforcement, (3) city beautification, (4) visitation to shut ins, (5) environment, (6) community safety, (7) blood drives, and (8) extension of life. Councils make a difference in their communities with these and other projects. They invite members to be involved in community and explain the benefit to council growth in size and awareness.

The Director helps council activities directors and the membership work with their communities, notifying councils that he is here to serve them and respond to all calls for help.

State Council Activities Director

Mission

The State Council Activities Director creates awareness of the various activities available for council participation.

Objectives

The objective of the State Council Activities Director is to ensure that every council conducts and reports at least four (4) major council involvement activities during the fraternal year on the Michigan Council Activities Report (Michigan Form #MI 1) and that these activities include:

· Knight of the Month (required for Michigan Achievement Award)

· Knight of the Year (required for Michigan Achievement Award)

· Diocesan Program and Membership Meeting (required for Michigan Achievement Award)

· Council Officer Training (required for Michigan Achievement Award)

· Membership Drive (required for Michigan Achievement Award)

· First Degree (required for Michigan Achievement Award)

· Council Newsletter (required for Michigan Achievement Award)

· Installation of Officers

Method

Surge…with Service describes the following council activities and how to develop projects around them:

· Public Relations

· Fraternalism

· Cultural

· Social

· Blood Donors

· Athletics

The Director encourages council participation in the various Service Program Requirements in order to achieve a higher number of recipients for State and Supreme Council Awards.

Among a wide variety of projects within the council activities program, two are given special emphasis – the “Casey” Teddy Bear Project and the Knight of the Month (required for Michigan Achievement Award).

“Casey” Teddy Bear

“Casey” the Teddy Bear is an ongoing project in which councils can provide comfort to injured, sick, elderly, and persons with mental impairment. “Casey” Teddy Bears may be provided to hospitals, police departments, fire departments, nursing homes, hospice, special education classrooms, and council members and families.

Councils can purchase bears by soliciting donations or having fund raisers such as bottle and can drives, special dinners, raffles, etc. “Casey” Teddy Bears can be promoted by raising council awareness of “Casey” through such things as Church Bulletins and Bulletin Boards, Council Newsletters, places of business, and by publishing “Casey” success stories.

Use the “Casey” Teddy Bear Order Form (Michigan Form #MI 5) to obtain “Casey.” The minimum order is 5 “Casey” Teddy Bears, but there is no maximum order. The cost is $10 for each bear. Make checks payable to “Michigan State Knights of Columbus,” memo “Casey Teddy Bears.” Send the order and check to the State Council Activities Director. Orders may be placed by phone or e-mail if bears are needed immediately, but payment must be received within 10 business days.

Knight of the Month

“Knight of the Month” is an ongoing activity required for the Michigan Achievement Award in which councils are able to elect a member each month, based on criteria of their own decision, and have that member recognized by the State Office and in the Michigan Columbian magazine.

Each month, councils will select a member to be named “Knight of the Month” and complete the Knight of the Month Report (Michigan Form #MI 2) form and mail or e-mail it to the State Council Activities Director. All submissions must be received by the State Council Activities Director on the 10^th of each month. The Director will then draw a winner from the forms submitted. The winner will be given the choice of a gift from the State Office or a donation in his name to Holy Cross Children’s Services (Boysville). The Director will also submit all Knights of the Month for publication in the Michigan Columbian.

The Knight of the Month activity is important for creating renewed interest in such things as attending monthly council meetings and participating in council activities.

State Family Life Director

Mission

The mission of the State Family Life Director is to encourage councils to sponsor, set up, and run family programs.

Objectives

The objective of the State Family Life Director is to ensure that every council conducts and reports at least four (4) major family involvement activities during the fraternal year on the Michigan Council Activities Report (Michigan Form #MI 1) and that these activities include:

· Family of the Month (required for the Michigan Achievement Award)

· Family of the Year (required for the Michigan Achievement Award)

· Pro-Life

Method

Surge…with Service describes the following family activities and how to develop projects around them:

· Family Programs

· Education

· Communications

· Family of the Month/Year

· Recreation

· Survivors’ Assistance

· Memorials

Family of the Month

Encourage councils to use the family of the month programs.

Track councils using the program through the Supreme Council’s monthly listings sent to directors.

Family of the Year

Encourage councils to use this program as well.

Pick the ten best Families of the Year submitted by the councils and turn them over to the State Deputy for the final decision of State Family of the Year.

Assist and award the Family of the Year at the annual State Convention and forward the winner to Supreme for consideration as Supreme Family of the Year.

Statewide Camp-Out

Set up and run the Summer Camp-Out for all councils to participate in and enjoy. This is an activity for members to come together and share ideas, stories, and laughs.

State Youth Activities Director

Mission

The Knights of Columbus is committed to providing quality youth programs for all of the children in our neighborhoods. Knights recognize the importance of keeping our youngsters and their families involved with our programs to ensure the future of our great Order. Therefore, the mission of the State Youth Activities Director is to:

· Provide academic and athletic competition for Michigan’s youth

· Promote involvement by councils with our youth

· Secure the future of our great order by involving more young people and their families

· Get our youth involved with activities and eventually the Knights of Columbus

· Increase youth related programs in councils

Objectives

The objective of the State Youth Activities Director is to ensure that every council conducts and reports at least four (4) major youth involvement activities during the fraternal year on the Michigan Council Activities Report (Michigan Form #MI 1) and that these activities include:

· Holy Cross Children’s Services (Boysville) (paid quota required for the Michigan Achievement Award)

· Free Throw Contest

· Spelling Bee

· Essay Contest

· Columbian Squires

· Knights Daughters

· Poster Contest

Method

Surge…with Service describes the following youth activities and how to develop projects around them:

· Columbian Squires

· Youth Groups

· Athletics

· Educational Programs

· Youth Welfare

· Religious Activities

· Social Activities

District Deputies and Diocesan Program Directors have several duties and responsibilities listed below as a guide to ensure a successful year of youth programs.

District Deputies are to:

· Receive Youth Packets at the summer meeting (one for the District Deputy and one for each council)

· Read and understand Youth Packet

· Distribute a youth packet to each council immediately

· Promote youth activities at all councils

· Order District Free Throw medals from Supreme

· Pick up two extra medals from State Youth Director at the winter meeting for 9 year old competitors

· Pick up two extra council winner certificates per council holding Free Throw Contest from State Youth Director at winter meeting

· Schedule and conduct the District Free Throw in the first two weekends of February

· Forward the results of the District Free Throw on the original score sheets to the Diocesan Program Director immediately following the contest

· Assist at the Diocesan Free Throw if possible

· Call the State Youth Activities Director with any questions

· Continue to promote any and all youth activities at council and district meetings

Diocesan Program Directors are to:

· Receive, read, and understand the youth packets at the summer meeting

· Promote the state youth programs (Spelling Bee, Poster Contest, Essay Contest, Free Throw Contest) at all summer and winter District meetings

· Schedule the Diocesan Spelling Bee for December or January, submitting dates, times, and other information regarding these contests to the State Youth Activities Director by October 1

· Schedule the Diocesan Free Throw Contest for the last two weekends of February, submitting information regarding these contests to the State Youth Activities Director

· Pick up trophies for the Diocesan Free Throw and Spelling Bee at the winter meeting from the State Youth Activities Director

· Pick up Certificates for the Diocesan Spelling Bee and Free Throw at the winter meeting from the State Youth Activities Director

· Receive and judge posters from the councils in December and January (due to the Diocesan Program Directors by February 1), sending the name of the winner for each level to the State Youth Activities Director by February 15

· Call the State Youth Activities Director with any questions

State Ceremonials Director

Mission

The mission of the State Ceremonials Director is to ensure that all ceremonial work complies with the rules and regulations relative to the ceremonial and that all candidates for all degrees receive the required degrees as soon as possible.

Objectives

Identify the percentage of Knights in Michigan who are First Degree, Second Degree, Third Degree, and Fourth Degree Knights.

Increase the percentage of Second Degree, Third Degree, and Fourth Degree Knights by ten (10) percent each year.

Method

Survey the membership in every council and on Supreme records and determine who are First Degree, Second Degree, Third Degree, and Fourth Degree Knights and publish the results.

Measure increases in Third Degree and Fourth Degree Knights to see if efforts to promote advancement are producing results.

Provide for the training of District Deputies and council officers as appropriate on the requirements and procedures of Chapter 5 “Ceremonials.”

State Columbian Squires Director

The Columbian Squires are the official youth group of the Knights of Columbus for young men between the ages of 10 and 18. Under the guidance of Christian Brother Barnabas McDonald (1865-1929), the first Columbian Squires circle was instituted in 1925. The Michigan State Circle Columbian Squires was founded in 1955. Membership in the Squires is for Catholic boys between the ages of 10 and 17. As of June 1999, the Columbian Squires had 25,234 members in 1,166 circles, located in the U.S., Canada, the Philippines, Mexico, the Bahamas, Puerto Rico, the Virgin Islands and Guam.

Mission

The mission of the Squires is to provide opportunities for young men to work in the 4 principals of the Squires – Spiritual, Physical, Civic Cultural, and Intellectual.

Objectives

Currently in Michigan there are 25 active Circles with over 350 Squires. The objective of the Columbian Squires in Michigan is to have at least one Circle operating in every district.

Method

Every year Squires across the State participate with their Councils in many spiritual activities, including rosaries, Corporate Communion Masses, and vocation awareness activities. Each year the State Circle Sponsors a Statewide retreat.

Basketball, softball, football, roller/floor hockey, and volleyball, are just a few of the physical activities going on at any Squires activity.

Each year the State Circle sponsors a civic cultural activity, taking us to places like Holy Cross Children’s Services (formerly Boysville), Cranbrook Science Center, and Michigan International Speedway.

The Squires of Michigan each year participate in activities designed to build their intellectual awareness through activities like assisting with the essay contests and spelling bees sponsored by the councils and also trips to local libraries and historical sites.

In June of each year, Squires, Knights, and their families gather for the annual Squires Convention and elect and install new State Officers, review and change by-laws, and hold the award banquet.

The Squires also maintain its web site at www.michigansquires.org

State Council Activation Director

Mission

The mission of the State Council Activation Director is to aid every council in evaluating its strengths and weaknesses in order to improve its effectiveness and to motivate every council to constantly improve its own effectiveness

Objectives

The objective of the State Council Activation Director is to eliminate council suspensions due to non-payment of per-capita assessments (as described in the Charter Constitution and Laws Section 156) or for failure to maintain minimum membership requirements (less than 30 members in good standing and that this number shall be made up in a given time as described in the Charter Constitution and Laws Section 99; less than 20 members in good standing as described in the Charter Constitution and Laws Section 157).

Method

The State Council Activation Director will:

· Aid every council in evaluating its strengths and weaknesses in order to improve its effectiveness by providing them with the opportunity to compare themselves to known best practices called “Active Council Characteristics.

· Work with District Deputies to identify councils that are demonstrating a need for special guidance

· Develop “Rebuilding a Weak Council” and Rebuilding a Failing Council” methods (see below) to help councils in need and assist councils in applying them

Active Council Characteristics

Active councils have the following four characteristics:

1. Active and Successful Membership Recruiting Plan

2. Program Calendar of Events in Effect

3. Strong Membership Participation at Council Meetings

4. Strong Council Leadership

Membership Recruiting Plan

The membership recruitment plan includes a membership drive calendar, alternate membership campaigns, and an active Admission-Retention Committee.

This means they complete a membership drive calendar at the beginning of each fraternal year where they – identify Church locations for membership drives for the entire fraternal year and identify planning dates in addition to drive dates. For example, they identify the dates to contact the pastor and the dates to submit articles to the parish bulletins.

Alternate membership campaigns include a telephone campaign at local churches and an “existing membership” recruitment campaign.

An active Admissions-Retention Committee will – ensure every new member has a mentor in the council (see Mentor Team in Chapter 6 “Membership”), get new members involved and active, keep suspensions to a minimum, and meet regularly with the Membership and Program Directors.

Answer these questions to help test the effectiveness of the membership recruitment plan:

· Does the council have more new members per year than suspensions and deaths?

· Are suspensions primarily from relatively new members?

· Are the reasons for suspensions being identified and evaluated?

· Is the average age of council membership increasing or decreasing?

Calendar of Events

Develop a program calendar of events at the beginning of the fraternal year for the entire year and review it regularly to eliminate old functions and incorporate new ones.

Answer these questions to help test the effectiveness of the calendar of events:

· Are Program Chairpersons readily available?

· Are Programs well attended by membership?

Membership Participation at Council Meetings

Answer these questions to help test the effectiveness of membership participation:

· Are there more members than officers at council General Business Meetings?

· What can be done to improve attendance?

· What can be done to improve communication?

Strong Council Leadership

When council leadership is strong, officers are moving up the chairs, willing to accept positions of responsibility, and are receiving the full support of the membership.

Rebuilding a Weak Council

A weak council needs improvement in any number of the above areas. The District Deputy should critique his councils to identify areas of weakness and suggest that the council form a committee to develop a strategy to strengthen those weak areas. Invite the District Deputy, Field Agent, and the State or Diocesan Council Activation Director to assist. The committee should:

· Review the strategy with and obtain the support of the Grand Knight and council officers

· Report the strategy back to the membership and solicit their support

· Constantly review and adjust the strategy accordingly

Rebuilding a Failing Council

A failing council needs vast improvement in a majority of the above areas. The District Deputy should contact the State or Diocesan Council Activation Director. The District Deputy and the appropriate Council Activation Director will then meet with council officers to offer encouragement and support and review and update the current membership list from Supreme.

The District Deputy and the appropriate Council Activation Director then meet with the council chaplain, identify a leader in the council willing to spearhead the activities with the Grand Knight to rejuvenate the council, and form a committee to develop a game plan to rebuild the council.

The committee will contact the pastor of the church, using a letter of introduction, to build a relationship with pastor, that is, find out what he wants to obtain from the council. Explain the benefits of an active council and the procedure for membership drives, such as, preparing the pulpit announcements and submitting articles to the parish bulletin. Also obtain the names of potential new members from the pastor.

The committee will also obtain local help by contacting the Vicar to obtain support from local parishes and priests, asking the Grand Knights of neighboring councils for assistance, and asking the Field Agent or General Agent for assistance.

The committee will then schedule an organizational meeting to put the game plan into action. Begin by developing a calendar of events that includes programs that have worked in the past and new programs.

Schedule at least one program or special meeting as soon as possible to get the membership to unite together for the good of the council. Schedule membership drives as soon as possible, followed by a First Degree as soon as possible for candidates.

Get new members involved by developing projects specifically oriented toward new members. Encourage older members to welcome new members at council functions and eliminate cliques. Believing that behind every new member is another new member, give new members an activity or function to perform for the council, such as, calling past members to solicit their reactivation.

State District Deputy Director

Mission

The mission of the State District Deputy Director is to guide and train every District Deputy so that he may be prepared to produce results where he is accountable, fulfill his responsibilities, be expressive and inspiring to the councils in his care, and be satisfied that his accomplishments contributed toward the mission of the Knights of Columbus.

Objectives

The objectives of this directorship are that each District Deputy learns and understands his job; claims his leadership; listens for the power, freedom, and brilliance in the members of our Order and their families; and thereby meets the specific measurable results for which he is accountable. The success of every District Deputy measures the success of the Director.

Method

Each District Deputy has taken on a job, albeit voluntary and without financial compensation; nevertheless, every one has accepted an invitation to participate as a leader in this jurisdiction and produce results through other people. He is responsible for large numbers of Knights and their families. In order for him to be successful he needs more than the strategy outlined in this Project Legacy. If there would be a common area of challenge and potential failure it would be in delivery and execution, not in strategy.

To address the delivery and execution of genuine commitments and promises and to meet leadership and listening objectives, the Director will partner with each District Deputy. The Director will then hold the District Deputy accountable and provide coaching where he has committed on being held accountable and requests coaching.

To meet the learning objective, the Director will provide District Deputies with in-depth training at the District Deputy and Director Summer Meeting and follow-up training at the Winter District Deputy and Director Mid-Year Meeting.

District Deputy Mentors

The Director will assign each first-year District Deputy an experienced District Deputy who will commit to the success of the new District Deputy in his first year. The assignment must be voluntary and agreed to by both parties. They will form a partnership in which learning occurs through coaching, role modeling, knowledge sharing, and support. The two District Deputies will work to include these characteristics in their partnership:

· A commitment between them

· Customized to meet their needs and flexible

· Clear expectations and objectives

· Aware of each other’s interest and expectations

· A sharing of experience and feedback

· An evaluation at the end

Michigan District Deputy Report

Finally, to meet the results objective, the Director will obtain feedback on the specific measurable results of the District Deputies on a quarterly Michigan District Deputy Report, particularly for results which the District Deputies are accountable. The purpose of this feedback is to appropriately direct coaching. See the District Deputy’s Report in Chapter 2 “Worthy District Deputy” and in Chapter 12 “Forms.”

State Diversity Outreach Director

Mission

The mission of the State Diversity Outreach Director is to break down the barriers between race and class and foster an environment that will encourage all Catholic men to join our Order.

Objectives

Complete a survey of all councils in the state and determine the number and location of minorities.

Increase the number of minority membership by 50% by June 2006.

Method

Contact all councils involved and set up meetings with their officers. Show up at their meetings and get to know them personally. Report on their activities and membership involvement to the diversity outreach team and offer help where needed. Invite them to events in our district and open up dialog between council leaders and members.

State Fund Raisers Director

Mission

The mission of the State Fund Raisers Director is to ensure that many organizations and individuals reap the benefits from the proceeds from our Michigan State Council Charities Raffle and that councils large and small raise money for their own charities.

Objectives

Every year, the Michigan State Council Charities Raffle will show a net increase in proceeds from the previous year.

Method

Local councils will receive their block of tickets from their District Deputy in July. They will then appoint a Council Raffle Ticket Chairman who will coordinate and promote the raffle.

· Coordinate – Handle the distribution, sales, and return of the tickets to the State Office. Identify known ticket sellers for the selling of the tickets.

· Promote – Publicize the raffle in the council paper, emphasizing that the council will receive $5 for each book of tickets sold with the council’s number on them. Ask for ticket sellers to come forward. Sell tickets at various council functions, obtaining permission from the pastor to sell tickets at parish functions.

The State Council will mail four books of tickets to each member of the Michigan Jurisdiction on October 1. The Michigan State Council takes care of all the expenses (license, printing costs, mailing costs, and prizes). All that the councils have to do is sell the tickets.

State Holy Cross Children’s Services Director

Mission

The mission of the State Holy Cross Children’s Services (HCCS) Director is to assist Holy Cross in the delivery of programs and services to children and families in need.

Objectives

In addition to the annual council per capita quota of $3 per member, ten percent of the councils in Michigan will contribute fifty percent over quota and five percent will contribute one hundred percent over quota.

Method

The State Council will support the Over Quota Contest, Holy Cross Children’s Services (Boysville) Raffle Calendar, and Sweatshirts 4 Kids

Over Quota Contest

Sponsor an over quota contest in each diocese. Award the council with the highest percent over quota in each diocese with a special plaque made by the kids in HCCS Awardsville. Present councils at 50% and 100% over quota with a framed certificate from the president and CEO of HCCS.

To qualify for the awards, the State Secretary must receive all contributions by May 1 each year.

HCCS (Boysville) Raffle Calendar

In addition to the Over Quota Contest, the State Council will support the sale of Holy Cross Children’s Services (Boysville) Raffle Calendars each year, especially as Christmas and holiday gifts.

Sweatshirts 4 Kids

At the December District Deputies’ meeting, the District Deputies, their wives, and families deliver the Christmas gifts gathered throughout the year as part of the Sweatshirts 4 Kids program. This program ensures that every child in a HCCS program across the state gets at least one present for Christmas. Some councils may elect to deliver their gifts in person to the boys and girls at individual HCCS locations throughout the state.

State Knight’s Daughters Director

Mission

The mission of the Knights Daughters is to form the morals of our future women leaders and to help them succeed in any endeavor in which they may choose, be that a doctor, senator, accountant, or the most important and noble job of mom.

We are the very first circle of its type in the Knights of Columbus, verified by Supreme Council Youth Groups and sanctioned by the Michigan State Council. The Knights Daughters is a special youth group for girls between the ages of 10 and 17 which began in 1982 within the Knights of Columbus, Richard Council No. 788 in Lansing, Michigan. Anne Rau Circle No. 001 was the first Circle founded in January 1982.

The Knights Daughters was started to provide an opportunity for Catholic young ladies to come together (with adult guidance) to learn how to conduct and/or attend a business meeting (using Parliamentary Procedure), organize and successfully carry-out fundraisers, and become involved in community service and parish activities in preparation for their lives as Christian adults.

Objectives

The Michigan Knights Daughters will:

· Form ten new circles by June 2006

· Generate $4,000 in donations to charities by June 2006

· Contribute to the Right to Life movement by having Right to Life dialogue added to catechism classes in at least 20 schools and having at least 20 articles published in newspapers by June 2006

Method

A council, assembly, or district submits the Notice of Intent to Establish a Daughter Circle (Michigan Form #MI 9) to the State Knights Daughters Director. The intent can be either to form a Charter Circle of Knights Daughters or to reactivate a Circle. Provide the name and address of the proposed advisor, the location of facilities for circle meetings and activities, and the tentative date for the institution/investiture ceremony of the Circle. The Grand Knight, Faithful Navigator, or District Deputy signs the form as applicable.

Knights Daughters is open to any girl between the ages of 10-17 who is a baptized Catholic. It is not required that the candidate have any relative involved with the Knights of Columbus. The decision to apply for membership should be her own. With only a single two-hour meeting per month, very little extra time is needed monthly for involvement. Many of the most enthusiastic members are very busy and dedicated people who have learned to prioritize and commit themselves to the activities of the Knights Daughters. Both of these ideals are essential to adult living.

All of the girls attend different schools. However, the counselors and advisors know what it feels like to be new to a group and work very hard to help the girls make new friends and feel comfortable. Our counselors are very pleased to see how much self-confidence our group builds in even the most shy young lady.

The annual year is the same as the Fraternal Year from July 1 through June 30. The circle designates when to hold its monthly meetings. The meetings are opened and closed with a prayer, and the girls are encouraged to practice strong Christian living principles taught by parents rather than to preach to them from an adult level.

Meetings and planned activities are handled entirely by the young ladies. The advisors and counselors are available for guidance only. Counselors encourage and support the group and its activities. It is the girls' group and how they handle their activities that determines whether an event is successful or a learning experience. It is also likely that each girl will, at sometime during her membership, become an officer or will serve as a chairwoman of a special committee.

The girls are required to be involved in six areas of achievement:

1. athletic

2. social

3. spiritual

4. civic/cultural

5. membership

6. service

Some specific examples in these six areas are working on Thanksgiving and Christmas food baskets for the needy, sponsoring a Christmas mitten tree, working with the handicapped at holiday parties, raising money for the restoration of the Statue of Liberty with a “Bowling for Liberty” event, sponsoring teen dances and an adult Tiger Baseball game bus trip, and attending Masses with their families as a group. At the end of each year the girls plan a special trip with their counselors. Previous trips included:

· Shopping trip to Grand Rapids Michigan with a stop for lunch

· Day at Grand Haven Michigan with a tour of the Coast Guard cutter

· Overnight campout at Lake Isabella Michigan

· Overnight trip to the University of Notre Dame in South Bend Indiana

· Beach Boys concert at Pine Knob Michigan

At the end of each year the girls receive a certificate at an award ceremony for each area in which they participated.

Any combination of counselors and/or advisors are set up as needed to guide these young ladies. Upon reaching their 18^th birthday, girls are encouraged to join us as counselors.

The Michigan Knights Daughters have a web site at knightsdaughters.org

(http://64.239.20.180/knightsdaughters/about_us/kd-about_us.htm).

State Leadership Development Director

Mission

The mission of the State Leadership Development (SLD) Director is to oversee the training of all council officers and assist the State District Deputy Director with District Deputy training.

Objectives

Implement the most up-to-date training and training materials available.

Provide instructor training manuals and individual officer manuals at every training session.

Select highly motivated and committed officer training team members.

Method

Use the latest materials available from both Supreme and State Offices and develop the most up-to-date forms and training materials. Training will cover the Grand Knight, Deputy Grand Knight, Financial Secretary, Treasurer, and Trustee positions. Ensure sufficient copies of both the instructor training manuals and individual officer manuals are printed and available for the annual training sessions. Contact the State Program Director to ensure the latest edition of the Council Activities Report (Michigan Form #MI 1) is being used.

Work with the Diocesan Program Director (DPD). The DPD selects a diocesan training team consisting of a highly motivated and committed diocesan coordinator and three members within his diocese. That team will train the council officers each year. The DPD should establish more than one team in the Archdiocese of Detroit and the Diocese of Marquette because of the number of councils and the vast area. The DPD and his diocesan coordinator select the date, time and place of the training. Once this information is finalized the training schedule should be sent immediately to the State Leadership Development Director. The SLD Director needs the date, time and place by May 1.

Officer Training Forecast

When all dioceses have submitted their training schedules, the State Leadership Development Director will prepare a letter to all District Deputies and Grand Knights, informing them of the upcoming training, the costs involved, and distribution of required forms and checks. Councils complete the Officer Training Forecast Form (Michigan Form #MI 6) to enroll council members in the training and send it with the check for payment to the DPD by May 15. The DPD records payment and forwards all checks directly to the State Secretary. The DPD makes a copy of the Officer Training Forecast Form (Michigan Form #MI 6) and sends it to the SLD Director by May 15 so the SLD Director can order sufficient quantities of the training manuals.

The State Leadership Development Director will assemble sufficient training packets for each diocese and forward them to the DPD, ensuring that all materials used for any training is current and that sufficient copies are available for the training sessions. In addition to each DPD, the SLD Director also gives a copy of each training packet for each office to be trained to the State Deputy, the State Program Director, and the State District Deputy Director.

Officer Training Registration Log

Attendees will register at the training session on the Officer Training Registration Log (Michigan Form #MI 7). Upon the completion of the diocesan officer training, the Diocesan Program Director will send a copy of the training report, a copy of the Officer Training Registration Log (Form #7), bills for any expense incurred, and any additional monies collected to the State Leadership Development Director.

Once the State Leadership Development Director has all the diocesan reports, he will make a final report to the State Deputy and the State Program Director. At this time he will also forward any additional monies collected to the State Treasurer, along with any unpaid bills for final payment. The actual checks will be returned to the DPD for final payment.

Whenever a new council is instituted, the District Deputy will immediately contact the Diocesan Program Director, who will arrange for the training of the council officers. The training of officers for any new council is conducted free of charge and should be completed as soon as possible after the election of officers. All officers of the new council should be invited to attend. Once this training is completed, the DPD will notify the State Deputy, State Leadership Development Director, and the State New Council Development Director of same.

All training materials and forms will be sent to the State Office and made available on the State Knights of Columbus web site. The program for making these materials and forms will be Microsoft Word.

State Respect Life Director

Mission

The Michigan State Knights of Columbus will be the leading organization promoting Respect for Life in the State of Michigan, protecting life from conception until called “Home” by our God and Creator.

Objectives

We will maintain a working relationship with organizations such as Right-to-Life Michigan and Right-to-Life Lifespan and educate people to choose life or adoption for unborn children, teaching people that:

· Adoption is a great gift to a husband and wife who are unable to have children

· Adoption allows a relationship to develop in later years, instead of sorrow for taking a life

· Respect for other lives, regardless of how they look or the handicaps they have, is a value; Hollywood or glamour magazines do not dictate how life should be; everyone is precious

· The end of life is also precious and should not be sped up for convenience; life was never intended to be easy; suffering is a “Gateway to Heaven”

Method

Use the State Council website. Gather Respect Life activities from councils, districts, and state and display prominently on the state web site.

Use Catholic Radio, Catholic Newspapers, Church Bulletins, and our web site to get the message out. Promote Respect Life activities in local papers or letters to the editor.

The Knights of Columbus is not the only organization that promotes life. We will work with the organizations that we support to get names of other organizations that share our view in order to spread the word and educate. There is strength in numbers.

Use the website “www.priestsforlife.org” to show people what abortion really looks like. The pictures on this website are graphic, but tell the true story.

Attend or host Right to Life dinners where funds go to organizations that teach Respect for Life.

Have baby bottles available for people to donate pocket change, and when filled, donate to Respect for Life teaching organization.

Do not rent buildings to organizations or people whose beliefs do not correspond to that of the Catholic Church. Use the Addendum in Chapter 11 “Council Home Corporations” that will authorize cancellation of event if it is determined that a conflict will exist.

Director of the State Mentally Impaired Program

In an effort to use terminology preferred in Michigan, the name of the Mental Retardation Program is being changed to the Mentally Impaired Program. The following excerpt from Supreme Council publication describes the thinking behind this change.

Preferred Terminology

“Addressing People with Mental Retardation,” Knightline, December 31, 2003, Vol. 20, No. 18, Program Supplement

“Words can be very powerful. Using the correct phrase can deeply affect the way people with disabilities and/or mental retardation are portrayed and how the Knights of Columbus and its programs are perceived. When preparing publications and working with programs that assist them, it’s important that Knights of Columbus members use proper terminology.

“At present there is no phrase or terminology that is universally accepted as the proper way to refer to people with mental retardation. Different agencies, in different regions, have different acceptable terminology. Special Olympics International prefers “People with Mental Retardation”; Canadian Special Olympics uses “People with a Mental Disability”; and Human Resources Development Canada prefers “Person with an Intellectual Disability.” These are just a few.

“The Supreme Council office uses the term “People with Mental Retardation.” The best rule of thumb to these concerns is to use the terminology preferred in your local community or by the group with which your council works. Contact local groups to determine what is acceptable in your state/province.

“Remember, the story is about people – not the disability. People with disabilities – mental, physical or emotional – are still people. Speak or write of these individuals with the respect any human being deserves. Follow these guidelines and chances are you won’t go wrong.

· “Never refer to all people with mental disabilities as if they were children. Adults with mental retardation should be spoken to and about as adults.

· “Do not use negative terms like ‘a victim of,’ ‘afflicted with,’ ‘suffering from,’ ‘unfortunate,’ etc. when describing an individual with mental retardation and/or physical disabilities.

· “Say that someone ‘uses a wheelchair’ rather than ‘is crippled’ or ‘is wheelchair-bound.’

· “Be careful not to imply disease when speaking or writing about someone with mental retardation. He or she is not ‘sick’ and you cannot ‘catch’ the condition.

“Also see Getting Your Message Across Knights of Columbus Public Relations and Publicity Guide (Booklet #2235). The booklet features suggestions to help councils with public relations and publicity concerns as well as sample press releases. A copy of this booklet is included in the Surge ...with Service program kit sent to all financial secretaries on record. Additional copies can be ordered at the cost of $1 each from the Supply Department.”

Mission

Because of cuts in state-program funding and increased stress on family financial situations, the mission of the State MI Program Director is to satisfy the greater needs of MI agencies for outside donations and council funds, funds that will be in greater demand for MI programs.

Objectives

1. Achieve a gross income of $1,400,000

2. Exceed member and non-member participation of the prior year

3. Attain a new high in recipient checks

Method

As an alternative to Palm Sunday weekend, councils may hold their Mentally Impaired Drive weekend in October.

Start by defining programs that can raise funds starting at the beginning of the fraternal year, not just during the MI Drive weekend. Present these fund-raising programs at the general membership meeting in August for adoption. Add these funds to the MI Drive total as “extra income/donations.” Obtain matching funds from corporate sponsors.

The council sends the form and the council check (memo: “<year> MI Drive”) to the District Deputy for verification. The District Deputy verifies and forwards to the State Office. The State Office will print and issue checks and send to the council, with the copy to the State Director of the Mentally Impaired Program.

Fund Raising Apron

Councils are encouraged to replace aprons with the former terminology.

There are two sources to order aprons – Developmental Services Center and N. Henry & Sons, Inc. Order forms are given in envelopes at the winter meeting for council distribution. N. Henry charges $6.25 each plus a $5.00 handling charge. Developmental Services Center charges $7.25 each plus a $6.25 handling charge. Four to seven printed messages are available. Allow 3-4 weeks for delivery and order before March 1.

Tootsie Roll Order

Orders must be mailed by February 28, with the white copy to the Tootsie Roll Corp., the yellow copy to the State Director of the Mentally Impaired Program or the Regional Coordinator, and the pink copy retained by the council.

The order content consists of a minimum of 33 cases (300 per case) without a freight charge. Orders of 18-32 cases will be subject to a 5% freight charge. Orders of 17 cases or less are not accepted; these must be combined with other councils for a total of 18 cases or more.

Emergency Tootsie Roll Orders

Contact the State Director of the Mentally Impaired Program by March 15 if the council fails to order Tootsie Rolls by the February deadline. If a shortage occurs during drive, contact the District Deputy or other councils within the diocese. If all other means are exhausted, buy Tootsie Rolls from Wal-Mart, K-Mart, Sam's Club, or a candy wholesaler.

Tootsie Roll Message

Written inside the Tootsie Roll wrapper is the following message:

“The Knights of Columbus is a Catholic, family. Fraternal service organization. Our 1.6 million dues-paying members and their families are dedicated to the ideals of charity, unity, fraternity, and patriotism. We work to benefit our communities, Church and fellowman. In the past ten years alone, Knights have worked efficiently on programs to benefit people with mental retardation and countless others in need, donating more than $1 billion and providing nearly 491 million hours of volunteer community service.

“Thank you for your donation that will help us continue this record of financial commitment and volunteer support. Please note that 100% of the profits from this project go directly to agencies and programs serving people with mental retardation.”

Recipients of Council Funds

By definition, recipients should be a firm, organization, or school which supports, educates, mentors, or provides services to people with mental impairment, that is, “Mentally Retarded People.” Public Law 101-476, the Individuals with Disabilities Education (IDEA) of 1990, describes MI as follows:

MI means significantly sub average general intellectual functioning (IQ score of 70-75) existing with deficits in adaptive behavior and manifested during the developmental period before age 18 that adversely affects a child educational performance.

The five main areas or groups to which our MI council funds should be dispensed are as follows:

1. Educable Mentally Impaired

2. Trainable Mentally Impaired

3. Preprimary Impaired (PPI) ages 3-5

4. Severely Mentally Impaired Class

5. Severely Multiply Impaired Class

Examples of appropriate recipients:

· Angel’s Place

· ARC of Michigan

· ARC of <county>

· Giving Tree Farm

· Sitting Tall

· St. Louis Center

Project Goals

100% council participation

15% increase in member participation

Published list of recipients

Gross income goal of $1,400,000

State McGivney Guild Director

Mission

The Order of the Knights of Columbus has established the cause for the canonization of our founder, Father Michael J. McGivney. He is a unique model for today’s clergy and laity because of his attention to the social ills and injustices of his day, especially of his concern for widows and orphans. Zealous for the life of union with God through prayer and the sacraments, he would have been right at home in today’s world. Father McGivney was then and would be today an eager Apostle for the Gospel of Life and a determined foe of the culture of death.

Our mission is to promote the cause for his canonization. The Guild serves as a clearinghouse for information about Father McGivney, his life and works, and any favors attributed to his intercession. The Guild is open to those who wish to share in the mission of making known the Life and Works of Father McGivney and encouraging the devotion to his memory.

Objectives

The objectives of the Father Michael J. McGivney Guild is that

· Every member and his family belong to the Guild

· All councils recite the Prayer for the Canonization of Father Michael J. McGivney at the conclusion of council meetings

· Members in this jurisdiction report favors received through the intercession of Fr. McGivney to the Guild.

Method

Each council should appoint a McGivney Guild Director, who might typically be the Warden, to be in charge of the activity.

Place enrollment forms in a visible place for the membership and the whole family to sign up as members of the Guild.

The Financial Secretary should have enrollment forms for the Guild ready at First Degrees; when the candidate signs the Constitutional Roll of Membership, he could immediately sign the enrollment form for the Guild. The Financial Secretary could also bring enrollment forms for the Guild to Second and Third Degrees and sign up those who haven’t already joined the Guild. Finally, The Financial Secretary could send the forms out with membership dues statements, asking members to return completed forms with their dues payments.

Forms can also be included in council newsletters and in the Michigan Columbian.

No matter which method is used it is still necessary to have personal contact with Knights to sign the enrollment forms.

The District Deputy should be in charge of the forms from his district, collecting the forms from councils in his district and sending them to the State McGivney Guild Director who will then forward them to the Father McGivney Guild.

The State McGivney Guild Director will make forms available at all state activities and report Guild membership statistics and favors reported to attendees.

State McGivney Chair of Life Ethics

Mission

Being in solidarity with our bishops, our mission is to accept the invitation of the Archdiocese to make Sacred Heart Major Seminary the premier theological institution in the Midwest. Each member supports the Michigan State Council in the sponsorship of the Father Michael J. McGivney Endowed Chair in Life Ethics and the mission of Sacred Heart Major Seminary.

Objective

Each member pledges $1.00 per month for the period of 120 months ($120) beginning July 1, 2004.

Method

After attending diocesan presentations, the Grand Knight gives the Sacred Heart Major Seminary Foundation presentation to his council and ensures the council votes on the Knights of Columbus Board Resolution. Sacred Heart Major Seminary has offered to attend council meetings to assist in these presentations.

State Michigan Charities Director

Mission

In the spirit of charity, the first principle of our Order, the mission of the State Michigan Charities Director is to help the Take Five Program of the Michigan Charities Fund continue to grow as a State Council resource for those in need.

Objectives

Provide financial assistance at a yearly net increase to the Michigan State Council Charities Fund. The target is $5 per member, but the objective is at least an increase from each previous year.

Method

The Director ensures that every Financial Secretary receives a Take Five insert for him to include with annual billing statements to members at the end of the calendar year.

Every Financial Secretary includes Take Five on billing statements as a voluntary additional contribution of $5 or more and includes the Take Five insert. The councils support the program at membership meetings and in council newsletters.

Every Financial Secretary sends all Take Five contributions to the State Secretary, memo “Take Five,” by March 31, April 30, and again on June 30. Forward any additional donations when received after June 30. The State Secretary must have checks by the first week of May for Take Five recognition to be included in State Convention materials.

By April 7 the Director informs the District Deputies of councils that have not contributed to Take Five as of the March 31 deadline. District Deputies will (1) inform the Grand Knights and (2) report to the Director by phone, postcard, or letter if and why any of his councils did not offer their membership the opportunity to participate in this worthy charitable program.

Some Charities Supported by Take Five

Squires Scholarship Catholic High School League

St. Francis Retreat Center Shared Pregnancy Crisis Center

Jefferson House St. Christine Soup Kitchen

HCCS (Boysville) of Michigan Family Ministries

Mercy Respite Center Life Athletes

Aging Ministry Director Capuchin Community Center

Bishop Baraga Association Guest House

Life Span of Metro Detroit U.P Winter Games (Special Olympics)

Respite Volunteer Association Sacred Heart Major Seminary

Morality in Media St. Louis Center

Council of Catholic Women Couple to Couple

Right to Life – Michigan Special Days Camp

State New Council Development Director

Mission

Our mission for New Council Development (NCD) is to keep Fr. McGivney’s dream alive by increasing the number of parish councils in the Michigan Jurisdiction. As Knights, we are called to lead. Our founder knew the true potential of his Knights. This is why he urged that a council be started in every parish. Our Order has not reached its true potential because there are many Catholic men and their families who have not joined us and many parishes that do not benefit from a Knights of Columbus presence. We must now excel at forming new councils.

Objectives

The goal of New Council Development is achieve our goal of reaching the objectives for new councils in Chapter 1 “Mission.”

Method

To accomplish this goal, each District Deputy attempts to schedule at least two (2) face to face meetings with the pastors of parishes that do not currently host a council in his district by September 2004 and at least two more by September 2005 (see the District Deputy phone script). He then meets with them, telling them the benefits of a Knights of Columbus presence, and asks them for permission to attempt to start a new council in their parishes by December 2004 and again by December 2005.

District Deputy Phone Script

After receiving his assignments from the State NCD Director or after personally determining the potential of a new council within his district and coordinating with the Diocesan NCD Director, the District Deputy’s next step is to the contact pastors of the parishes where the councils will exist. A letter of introduction is a good idea, but it is by no means sufficient. The District Deputy must personally request face-to-face meetings with the pastors.

In order to do that, he must make the initial phone call to the pastors, following these five basic elements to the initial phone call:

1. Get the pastor’s attention

2. Identify yourself and who you represent

3. Give the reason for your call

4. Make a qualifying statement

5. Set the appointment

Below is outlined a sample phone script that will help the District Deputy. Certainly he should feel free to adapt this sample script to his own personal style. Obviously, as he gets more proficient at phone prospecting, he will change a word here and there to fit his style. But following a script will help prevent wasted time in extended phone conversations. He will be direct in asking for that important face-to-face appointment with the pastor by knowing what to say in advance.

“Good morning Fr. ___________________. This is ___________________ from the Knights of Columbus. I am the District Deputy in this area. The reason I’m calling you today specifically is so I can stop by and tell you about a Knights of Columbus program that will help you as the pastor of ___________________. I’m sure that you, like many other pastors, are interested in hearing the benefits of a Knights of Columbus council in your parish.

(Positive response)

That’s great Father. Let’s get together. How does ___________________ work for you?

Dealing with Objections below addresses a negative response.

Dealing with Objections

Of course, not everyone says “yes” when you ask for an appointment. It’s important to remember, though, that when someone says, “No, I don’t want to see you,” it’s because that person is responding to the question you posed. Don’t think of it as an “objection.” Think of it as what it is – a response to what you just said.

The most common objections are – “I’m not interested,” “I’m too busy,” or “Send me some literature.” The trick is to learn how to anticipate and handle these objections properly.

When a pastor says, “I’m not interested,” Your response should be, “Well, Father, a lot of priests had the same reaction you did when I first called – before they had a chance to see how we will benefit them and their parish.”

When a pastor says, “I’m too busy,” your response should be, “Well, Father, what’s a better time to call?”

When a pastor says to you, “Why don’t you mail me some literature?” your response should be, “Can’t we just get together – how about Tuesday at 3:00?”

In addition, if you have a problem getting through to the pastor on the phone because his secretary is protecting him from the numerous phone calls and messages he receives, just ask his secretary which is the best day and time to call back when he is available.

If any of these suggestions fail to get a positive response, please contact your Diocesan NCD Director for assistance.

Face-to-Face Meeting

If possible and desirable, the State or Diocesan NCD Director accompanies the District Deputy when he meets with the pastor, telling him the benefits of a Knights of Columbus presence and asking for permission to attempt to start a new council in the parish. The District Deputy then debriefs with the State or Diocesan NCD Director on how the meeting went, noting what went well and lessons learned. If a NCD Director did not attend, the District Deputy reports the results of his face-to-face meeting with the pastor to the Diocesan NCD Director, who passes the results on to the State NCD Director.

State Round Table Director

Mission

The mission of the State Parish Round Table is to offer every eligible Catholic man the opportunity and privilege of membership in our Order.

Objectives

The objective is to have a Knights of Columbus presence in every parish, which can be established in one of two ways – by institution of a new council or by the establishment of the Parish Round Table. Our goal is to have 120 new Parish Round Tables in Michigan.

Method

The Grand Knight of a council decides which parishes in his area can be served. Once this is determined, the council should establish a Parish Round Table in each parish.

After explaining the Knights of Columbus Parish Round Table program and making an offer to the pastor, the Grand Knight gives a copy of the “Report of Round Table Coordinator” Form #2629 to the pastor and requests that he sign his name on the form.

If the pastor’s decision is positive, the Grand Knight appoints a Parish Round Table coordinator and completes Report of Round Table Coordinator Form #2629 and mails it to the Supreme Secretary, with copies going to the State Deputy, District Deputy, and the State Round Table Director.

The coordinator should visit the pastor frequently and ask, “Father, what can the Knights of this parish do to help?”

The coordinator regularly reports activities of the Round Table at business meetings of the parent council.

The Grand Knight annually reviews the operation of the Round Table and the effectiveness of the coordinator with the pastor. If the pastor desires a change of coordinator or the coordinator resigns during the fraternal year, the pastor selects a new coordinator and the Grand Knight makes the appointment. The Grand Knight notifies the Supreme Secretary, State Deputy, District Deputy and the outgoing coordinator of the change.

If there is a change of pastors, the Grand Knight and coordinator call on the new pastor, explain the program, and seek his continued support.

By June 30 of each year, the coordinator completes the Annual Report of the Knights of Columbus Round Table (Form #2630), secures the signature of the Grand Knight and the pastor, and mails it to the Supreme Secretary with copies to the State Deputy, District Deputy and State Round Table Director.

The establishment of an active Round Table program counts as all four activities in the Church category for the Columbian Award.

Each Grand Knight takes a copy of the Report of Round Table Coordinator (Form #2629) to the pastor to determine the programs the pastor wishes to conduct. The Grand Knight requests that the pastor sign his name on the form then sends it to the State Director of New Council Development by October 2004 and again by October 2005.

State Special Projects and Athletics Director

Mission

Special projects are events or activities dealing with charity, unity, and fraternity that the leadership and membership of the Knights of Columbus has determined to require particular support and effort. Therefore, the mission of the Special Projects and Athletics Director is to direct the success of these events or activities, supporting the Church, children, and needy in a special effort and a major on-going goal.

Objectives

Supporting sport activities both within the Knights of Columbus and the Church is a major goal. Therefore, the objectives are to create a definition of success for each event and activity, obtain agreement from the State Deputy on the definition of success, measure whether the event or activity was successful, and report to the State Deputy whether it was successful by that definition. The director will achieve a 100% success rate.

Method

The Greeks stated many centuries ago that oneness of mind, body, and soul complete a person and build a person to fulfillment. Therefore, the Knights in Michigan will be united around recreational activities and competition as good, creating a well-rounded person. We will employ enjoyment of company and companies and engage in competitions and recreations. All are building blocks for all ages.

Support for healthy events and sports are on-going activities for the membership of the Knights of Columbus.

State Technology Director

Mission

The mission of the State Technology Director is to minimize management overhead and lead the effective and planned use of all forms of technology and modern communication techniques. He is the liaison between councils and the State Webmaster for all matters related to implementation, access, enhancement requests, security, and suggestions for the Michigan State Council's website at www.mikofc.org. The State Technology Director provides research, verification, governance and suggestions for technology solutions to enable information technology (IT) to better meet State and council needs, both today and into the future.

Objectives

Explore new ways to leverage modern technology, including a fully functional and operational website for the State Council at www.mikofc.org and modern audio/video conferencing solutions. Whenever possible, upgrade and standardize the computer technology for the State Council while applying discounts for purchases of technology related equipment.

Method

Research, identify, and prove leading edge, innovative best practices and technologies.

Lead in technology-related matters by encouraging and guiding councils in applying and utilizing State-adopted electronic business processes.

Provide information to all councils on the use of technology, data security, and modern communication techniques.

Champion the re-use and best use of technology.

Investigate discounts for computer hardware, software, and technology enablers.

State Vocations Director

Mission

The Knights of Columbus stands shoulder to shoulder and four square with our priests and religious persons. Therefore, the mission of the State Vocations Director is to ensure the Knights of Columbus and its members follow the Holy Father’s challenge to promote the religious life and keep our Church strong by bringing those called to the religious life an open door for God’s calling.

Objectives

Responding to the appeal of His Holiness Pope John Paul to all Catholics to celebrate the Third Millennium of Christianity in many suitable ways, the Knights of Columbus in Michigan has committed itself to provide financial and moral support to every seminarian, postulant and novice in the Order, if possible. Thus, the objective is to provide, measure, and report at least some financial, prayer, and moral support, including letters and visits from local councils, to every seminarian, postulant and novice within this jurisdiction.

Method

While the Order has a number of other programs to assist those studying for religious life, the Refund Support Vocations Program (RSVP) is the primary program. Every council, assembly and circle should participate if possible.

RSVP

Since the program began in 1981, the Knights of Columbus has given more than $24.9 million to the support of RSVP. The Supreme Council has refunded over $4.8 million to local units. Along with financial aid, the assistance through this program also involves prayer and moral support, including letters and visits from local councils and Supreme Council. RSVP creates bonds of friendship between Knights and future priests, with many joining our Order and becoming Council Chaplains and membership recruiters.

Using the guidelines furnished at the beginning of each fraternal year, local councils, assemblies, and circles make an annual contribution of $500 or more to an individual pursuing a religious vocation to help with personal expenses and schooling.

The responsibility of the State Vocations Director is to ensure the proper and complete implementation of the RSVP, including promotion in the dioceses. He will develop good working relationships with Council Vocations Directors. Locally programs should be integrated as much as possible with existing parish and diocesan efforts. In particular, the State Vocations Director should make sure that every diocesan candidate is included in the program, including the formation of relationships with the diocesan rectors and directors of houses of formation. Although it takes considerable time to build these relationships, they are very important to foster the education of those studying for the religious life and to motivate and challenge local councils and officers to implement and maintain RSVP.

The State Vocations Director will follow up with all correspondence from councils, members and friends of vocations and keep accurate records of donations made, placing constant attention on keeping and sharing current lists of those joining the religious life.

Efforts must also be made to ensure that vocations are promoted in local parish families. Vocation appreciation kits for religious education and parish information kits should be provided on a bi-annual or annual basis to promote vocations.

Councils, assemblies and circles should have periodic fundraisers to help support this program and respond with the RSVP form.

District Deputies must challenge Grand Knights and ask for their assistance. They should also work with local assemblies and circles.

Masters of the 4th Degree

Mission

The Fourth Degree is the visible branch of the Knights of Columbus, the patriotic Order. When a Knight joins the Fourth Degree, he becomes a member of a group of men dedicated to promoting patriotism illuminated by their Catholic faith. He also earns the right – not obligation – to wear the regalia and to participate in color corps and honor guards at Church, Order and community events. Ideally, every Third Degree Knight should be a member of the Fourth Degree.

Therefore, the mission of the Fourth Degree Masters in Michigan is to:

· Maintain close relationships and associations between councils and the Fourth Degree Assemblies that serve them in order to keep them both strong and to benefit councils because Fourth Degree Knights are far less likely than others to allow their memberships to lapse

· Assist the councils in expanding their membership

· Honor our country by displaying the flag of the United States of America

· Be visible at all times maintaining dignity

· Remain in solidarity with the clergy of our Catholic religion by attending to their needs whenever possible

· Always keep the ideals of Fr. Michael McGivney in mind

Objectives

Either the Faithful Navigator or the designated Fourth Degree representative serving the council will report on assembly activities at each council’s meetings at least four times each year.

To expand the assemblies of our district by increasing their membership, each assembly will also recruit into the Fourth Degree at least one new member from every council it serves every year.

Method

Assemblies should appoint a Fourth Degree representative or liaison to every council they serve. The job of the liaison is to report on assembly activities, particularly at council meetings, and to look inside the council for the true potential of its members. The liaison will take a good look at the men to see who truly exemplifies the qualities of a Fourth Degree Knight, offering membership in the Fourth Degree to any Knight of Columbus who is a member of the Order for at least one year, a citizen of their country of residence, and a Third Degree Knight in good standing.

Councils should not hesitate to call on the assembly that serves them for a Fourth Degree Honor Guard for significant council events. The image of the tuxedos, capes, chapeaux and swords, which make up the official Fourth Degree regalia, is a lasting and impressive one that helps to recruit new members into the Order. Therefore it is to the advantage of local councils to promote membership in the Fourth Degree among their members.

Councils should periodically, if not regularly, invite the Faithful Navigator or the Fourth Degree representative serving the council to report on assembly activity at council meetings and to recruit members for the Fourth Degree.

Both councils and assemblies should order, have on hand, and use the following materials to help recruit Fourth Degree members:

· To Be A Patriot (#R90LP) – This 12-minute videocassette production, offers an excellent introduction to the Fourth Degree’s principle of patriotism. This video is an excellent introduction to the Fourth Degree and should be shown to all Third Degree members and their families as part of a recruitment campaign. The production is also intended for general promotional use and would be an interesting addition to any Fourth Degree assembly meeting or open house gathering.

· Promotional posters, including the “True Spirit of Patriotism” (#4129) featuring a beautiful image of a tree as a representation of the Fourth Degree standing steadfast in patriotism for more than a century and the “Soar to New Heights” (#4136) poster that encourages Third Degree Knights to explore joining the Fourth Degree.

· The “Call to Patriotism” (#4135) – This flyer fully explains the Fourth Degree’s purpose, activities and membership qualifications for potential members.

· The Fourth Degree Recruitment Invitation (#2412) – This flyer announces to prospective members that they “have been recommended as having all the qualifications necessary for the advancement to the highest level of membership in the Knights of Columbus, the Fourth Degree.”

· The “Guide to ... Fourth Degree Membership Recruitment” (#4155) – This flyer, which will aid any assembly’s recruitment activities, includes all the information needed to organize and implement a successful Fourth Degree membership recruitment campaign. Items covered include building a prospect list, conducting an invitation program, holding an open house, appointing a Fourth Degree liaison to local councils, organizing a membership committee and setting goals, and ordering supplies and membership videos.

These materials are available at no charge, except for a $3.00 shipping and handling fee, when ordered in reasonable quantities through the Supreme Department of Fraternal Services.

Fourth Degree Emblem

The triad emblem of the Fourth Degree features the Dove, the Cross, and the Globe. The Dove – classic symbol of the Holy Spirit and Peace – is shown hovering over the orb of the earth (Globe). Both are mounted on a variation of the Crusader’s Cross – that which is found on the tunics and capes of the Crusading Knights who battled to regain the Holy Land from the pagans.

Our Honored Order cherishes as its patron Christopher Columbus – Christopher (Christ Bearer) Columbus (Dove of Peace), symbolizing the Paraclete. Spiritually, the sacred symbols of the emblem typify the Union of the Three Divine Persons in One God, the Most Blessed Trinity – the Globe (God the Father and creator of the Universe), the Cross (God the Son and Redeemer of Mankind), and the Dove (God the Holy Spirit and Sanctifier of Humanity). The colors of the symbols are a blue Glove with the lands of the Western Hemisphere in white, a red Cross with gold borders and gold knobs at the end of the points forming the ends of the arms of the Cross (also known as the Isabella Cross), and a white Dove. Red, white, and blue are the colors of the flag of the country in which our Order originated and are used to stress the basic principle of the Fourth Degree – patriotism.

Michigan Columbian Editor

Mission

The Michigan Columbian Editor provides the Michigan Knights of Columbus and their families with the latest business information and accomplishments of the State Council. He also provides the councils within the State of Michigan with an avenue to advertise their councils’ activities and to recognize their brother knights.

Objectives

Every issue will be published by the deadline with current news and current announcements.

Every issue will include an article from the State Deputy, State Chaplain, Supreme Knight, State Secretary, State Treasurer, State Advocate, and State Warden. Every issue will also include articles from State Directors as requested.

Every issue will include the Major Degree schedule, Knights of the Month, Families of the Month, and deceased members.

Method

The Michigan Columbian is published every quarter by the Michigan State Council. All Michigan Knights of Columbus and their councils submit copy to the Michigan Columbian Editor by March 15, June 15, September 15, and December 15 for the April, July, October, and January issues respectively.

Grand Knights and Council Public Relations chairmen submit Families of the Month, Knights of the Month, and deceased members for the current quarter as designated by the local council. Therefore, only submit the names of three Knights of the Month and only submit the names of three Families of the Month for each issue, and submit the names of all members who were deceased in the current quarter.

The First Degree

The First Degree is under the direct supervision of the Grand Knight who appoints the members of the team. The Charter Constitution and Laws states in Section 119 that the council to which they were elected candidates for initiation will initiate them in the First Degree of the Order. The council by special vote may permit a candidate to be initiated elsewhere, which shall only be done, when the council does not expect to hold an initiation for some unusual length of time (an unusual length of time is more than one month). The section goes so far as to also require the candidate from another council to produce a certificate under seal from the Grand Knight of his council certifying the vote.

Request for Certification Cards

The District Deputy certifies the First Degree teams in his district and backup members for council degree teams using the same criteria as certifying the original council degree team. The names of backup members together with their position on the team are reported to the Supreme Secretary on the Request for Certification Cards Form #529. The Supreme Secretary will mail the certification cards to the District Deputy for presentation to the individual team members and a certificate for the degree team. The initial certification of a First Degree team is to be reported on the Request for First Degree Certificate and Certification Form #543. Once a council degree team is certified, it does not need to be recertified by a succeeding District Deputy.

Degree Paraphernalia

Each council is responsible for possessing the First Degree paraphernalia listed in First Degree Ceremonial Booklet 2080.

District First Degree Team

It is the responsibility of the Grand Knight to see to it that a council First Degree team is organized and functions according to regulations. The Grand Knight is in charge of the First Degree. It is understood however that not every Grand Knight and council has a functioning First Degree team. If no council in the district has a First Degree team, the District Deputy will arrange for the formation of a “district team,” that is, a team staffed by members of more than one council. While there are no official provisions to set up a district First Degree team, a district team is a good way to get started and eventually break out into individual council degree teams.

Where no one council has its own fully-staffed team, the District Deputy works closely with the councils in an effort to have them organize their own teams as soon as sufficient numbers have completed their memorization. In the meantime, it is useful to move the “district team” and the First Degree around all of the councils in his district in order to expose every council to the workings of the degree. Remember, the Grand Knight is in charge of the First Degree and its conferring during a regular meeting. Use the “district team” to encourage each Grand Knight in the acceptance of his responsibility for the First Degree.

Council First Degree Exemplification Log

The District Deputy may use a Council First Degree Exemplification Log (Michigan Form #MI 8) to record each exemplification by a “district team.” This will provide a record of who is participating as well as the accomplishments of the team in initiating new members. It can also be the basis for recognition at the end of a fraternal year to further encourage teams at the individual council.

The Major Degrees

A Third Degree team may only be established with the approval of the State Deputy or the State Ceremonials Chairman by use of the Form #534. The District Deputy acts as the host District Deputy during the exemplification of the Second and Third Degrees when such a ceremonial is held within his district.

Request for Degree

Submit the request for the Major Degrees at least six (6) weeks in advance. Note whether other districts are involved, if there will be a ladies program, and if a specific Major Degree staff is requested.

Master Candidate’s List

The Financial Secretary of the host council will complete the Master Candidate’s List.

Computing Major Degree Cost

The fee for degree staff is stated below under the “Guidelines for Hosting a Major Degree.” Also included will be the staff’s breakfast and lunch and a pro-rated cost of the dinner. Divide the total cost of staff fee, staff breakfast/lunch and dinner by the number of candidates to determine the “fixed cost per candidate.”

Bill each council for the number of candidates they have at the degree by the fixed cost per candidate. Include council members and guest attending the dinner in the billing at a pro-rated cost of the breakfast and/or dinner.

Knighting

When knighting the candidates, the conferring officer or District Deputy will give the candidate a stroke on the right shoulder while saying the words, “By the authority vested in me, I dub you a Knight of Columbus, and bid you arise, Brother <name of brother> .”

Guidelines for Hosting a Major Degree

The Michigan State Council issued these guidelines for hosting a Major Degree (Revised on July 1, 2004)

1. The District Deputy and Grand Knight of the host Council are responsible for the planning and preparing of the Major Degree and for adherence to these guidelines.

2. Submit the request at least six (6) weeks in advance. Try to schedule the Major Degree to start no later than noon, especially if the Degree Staff will travel a long distance; this will allow the Degree Staff to depart for home at a reasonable time.

3. In order to properly exemplify a Major Degree, plan on the ideal class size of 40-50 candidates but not more than 65. If there are more than 65 candidates, schedule two Major Degree dates.

4. Clear the chamber of tables and chairs at the site of the initiation before the Conferring Officer and the Degree Staff arrive. Upon their arrival, the Conferring Officer and the Staff Captain are responsible for the proper arrangement of tables, chairs and other items necessary for the Major Degree.

5. Insure that the facility where the degree is to be held is large enough to accommodate the class size with the candidates in a horseshoe arrangement and the members equally spaced around the outside of the horseshoe.

6. The Host District Deputy should furnish two (2) able-bodied guards for each door and four (4) additional members to assist the Degree Staff as needed. The Degree Staff will provide masks for the candidates and members.

7. Clearly mark the entrance of the facility with “Candidates Only.” Mark the entrance to Staff Room with “Degree Staff Only.” Provide a suitable dressing room and rest room for the Conferring Officer and Degree Staff, secluded from and out of the view of the candidates. The Staff Room is off limits to the membership.

8. No one will consume any alcoholic beverages or food prior to or during the conferring of the Major Degrees. However, diabetics may take food or juice as needed after notifying the Conferring Officer and/or the Staff Captain.

9. In planning the Major Degree, District Deputies and Grand Knights will advise the candidates of the dress code and encourage them to dress properly to insure the dignity of the ceremonials and to prevent any chagrin on the candidates’ behalf. Shirt, coat, and tie are appropriate; jeans, shorts, and tennis shoes are not appropriate.

10. Instruct candidates that beepers, pagers, cellular phones, and other communication devices are not permitted on the day of the Major Degree. This could interrupt the continuity of the exemplification.

11. Register all the candidates outside of the antechamber. Submit a legible list of candidate names to the Staff Captain as soon as possible so as not to delay the start of the Second Degree.

12. Notify the Conferring Officer and the Staff Captain of any candidate with physical, mental, or emotional problems so they can determine whether the candidate shall participate or take the Major Degree by observation. Treat these candidates in the same manner as all other candidates until the Conferring Officer and the Staff Captain make that determination.

13. Only permit candidates and members of the conferring Degree Staff of the day in the antechamber. Do not set up any chairs, tables or other seating equipment in the antechamber. Post a Degree Staff Guard to enforce this directive. Permit no candidate to leave the building without the permission of the Conferring Officer or the Staff Captain.

14. The Formation (Second) Degree Staff and the Knighthood (Third) Degree Staff shall be comprised of a sufficient number of staff members as required to properly exemplify the Major Degree. All degree expenses to the host Councils are based on these figures. Any other people brought by the Degree Staff will be their responsibility and not that of the District. Also, the Conferring Officer’s expense is not charged to the District.

15. It is suggested to provide the Degree Staff with at least coffee and donuts upon their arrival. If the staff were required to travel a long distance, a breakfast would be more appropriate. The District Deputy and the Staff Captain will discuss this matter prior to Major Degree. If the district will provide a banquet in conjunction with the Major Degree, the hosts may invite the staff to attend as guests; however, time may not allow the staff this option. The host District Deputy and the Staff Captain should make this determination prior to the degree.

16. If breakfast is being served prior to a degree, it is utmost important that proper planning and sufficient time be allotted so the scheduled degree will start on time.

17. If both Formation (Second) and Knighthood (Third) Degree teams are needed, the fee will be $200. If the distance traveled is more than 100 miles round trip, the fee will be $140 plus 60 cents per mile, total miles, round trip. The starting point for computing mileage driven will be the Staff Captain’s residence.

18. If the Degree Staff travels in excess of 400 miles round trip there may be additional lodging and meal expense. For overnight stays, the District Deputy and the Staff Captain should arrange details for lodging and meal expenses. These expenses will be in addition to the defined exemplification fee plus mileage cost.

19. The Host District Deputy is responsible for collecting monies from the Host Council in order to pay the degree fee to the Staff Captain. Make payment prior to the staff’s departure on the day of the degree.

20. Cross-districting is encouraged in the interest of keeping costs down and achieving an acceptable class size. District Deputies may hold combined district degrees, but only with the prior written approval of the State Deputy. It should be understood that without the State Deputy's permission, no expenses will be approved.

21. To avoid a financial burden with a Major Degree, it is suggested the host District Deputy charge the host and co-host councils a $20 fee if they do not have at least one candidate for the Second and Third Degrees.

22. Direct any questions regarding specifics or for more information on hosting a Major Degree to the State Ceremonials Director.

23. Never ask any priest present, whether member or candidate, to remove his collar. Rather, escort him to a place of honor with the members to observe the degree. The conferring officer shall privately brief any candidate priest of the events to unfold.

24. During the Knighting Ceremony, ask the highest-ranking State Officer present to assist. During the degree, they, like all other officers and members, shall not wear any jewel of office or badge of rank. However, they are encouraged to wear them during the Knighting Ceremony.

Major Degree Ceremonial Checklist

q Building available all day Date________________________

q Date & use of facility confirmed with Grand Knight & building manager

q Separate facilities assigned for candidates

q Separate facilities assigned for Degree Staff, including entry and restroom

q Food and refreshments arranged following the ceremonials

q Officers and members encouraged to attend

q Food and beverage available for Degree Staff upon arrival

q Someone assigned to make sure doors are unlocked before Degree Staff arrive

q Door properly labeled “CANDIDATES ONLY” and guard assigned

q Door properly labeled “DEGREE STAFF ONLY” and guard assigned

q Guard provided for each door in the chamber

q Will there be a First Degree?

q Has the First Degree Staff been notified?

q Chamber is prepared for the Degree

q Candidate Room is cleared of tables and chairs

q Candidate badges or ribbons are provided

q Conferring Officer and/or Team Captain informed of any candidate with a physical or mental impairment problem, doctors, paramedics, or law enforcement officers

q Four members provided for Honor Guard

q No Priest allowed in the candidate room

q Check written to pay for Degree staff (give to Staff Captain before departure)

q Staff room provided with refreshments after the degree

q Notice given to State Deputy at least 7 days prior to cancellation of a degree

Membership Campaign

The Knights of Columbus is the world’s largest lay apostolate organization with a direct connection to what Jesus said, “Go teach all nations whatsoever I have commanded you.” He did not mean just the 12 apostles, the 125 disciples, or the hundreds of converts by Peter and the apostles on the first Pentecost. He meant us today. We are today’s lay apostles for the promotion of the teachings of Jesus Christ, to continue good works and seek other good Catholic men to join our Order. Thus, in addition to normal recruiting activity, the Knights in Michigan will prepare for and conduct four statewide membership drives each year.

State Membership Team

To inform and teach District Deputies, Insurance Agents, Grand Knights and as many council personnel as possible, State and Diocesan Membership Directors will present the membership campaign at statewide district meetings and at the summer and winter meetings of District Deputies and directors.

State Membership Drives

Dates for the Statewide Membership Drives are listed in Chapter 10 “Managing the Calendar.”

How to Conduct a Membership Drive

Council Level

The Grand Knight, Membership Director and 10-15 members arrive at the parish 30 minutes before the first Mass. The Membership Director assigns each Knight a position to staff, whether in the parking lot or at a church entrance. He also provides each with materials, including Prospect Card (Form #921A), Membership Document Form #100G, and Prospective Member Invitation to a Knights of Columbus Information Seminar (scheduled on a prearranged night and time).

Instruct the Knights to approach as many prospects as possible in the parking lot as they emerge from their cars before Mass or approach their cars after Mass. Greet each prospect with a polite introduction, a nice smile, and enthusiasm. Ask if they are a Knight. If they are not, invite them to consider joining the world’s largest lay apostolate for the promotion of the teachings of Jesus Christ.

Ask the prospect for his name and phone number and write the information on a Prospect Card (Form #921A). Hand him a Prospective Member Invitation to a Knights of Columbus Information Seminar for himself and his wife. Assign a Knight to call the prospect and confirm he and his wife will attend.

1. Parish Membership Day Presentation

a. Church entrance presentation before and after Mass, subject to permission from the pastor. Be there 30 to 40 minutes ahead of time.

b. Parking lot presentation before and after Mass.

c. Pulpit presentation - 3 to 5 minutes.

d. End of drive meeting of Grand Knight and membership team to evaluate the weekend’s activities and prepare for the Information Seminar.

e. Begin follow-up phone invitations that night for the Information Seminar.

2. Knights of Columbus Information Seminar

a. Tuesday night following the drive or another selected night within 10 days.

b. All prospects and their wives will have been called, preferably Sunday night, and re-invited to the seminar. Assign a Knight to pick them up if needed.

c. Preparation in advance: Form #100G on a table in alphabetical order with names from Prospect Card Form #921A for easy access to team members.

d. One-on-one sign-up presentation to the prospect and his wife at the end of the presentation.

e. Program presentation by the Grand Knight or other using the video “K of C is You and Me.”

f. Introduction of parish Knights who by their lay work are strong examples of the teachings of Christ – visitors of the sick, Eucharist Ministers, Lectors, St. Vincent DePaul volunteers, etc.

g. End of evening – sign up time

h. Refreshments – NO ALCOHOL

Council Membership Director Responsibilities

1. Parish and pastor awareness and permission

2. Implement Membership Drive

3. New members sign-up, within one week of Membership Drive

4. First Degree, within two weeks of Membership Drive

5. Announcement in parish bulletin, week of and subsequent week of drive. Grand Knight of appointee makes membership presentation at each Mass (subject to permission from pastor)

6. Follow-up will be necessary for those prospective members who are unable to attend the information and orientation night.

Council Membership Director's Meeting Outline

Meeting held four (4) to six (6) weeks prior to drive

1. Purpose – upcoming membership drive

2. Council responsibilities – bulletin format and church presentation

3. Membership Presentation – discuss personnel, dress, and supplies

4. K of C Information Seminar and First Degree – set dates and discuss

5. Input and comments – membership Drive

6. Next Meeting Date

Membership Drive Requirements

1. Personnel - 12 to 18

a. One (1) Speaker, One (1) Coordinator

b. Two (2) at each door of church

c. Eight (8) to ten (10) to cover parking lot

2. Dress

a. Neat attire - Suit or sport coat

b. K of C badge or cap

3. Supplies from Supreme

a. Prospect Cards Form #921A

b. Membership Document Form #100G

c. Brochures (see Supply Catalog, Membership Section)

d. Hand outs (council activities, etc.)

e. “These Men They Call Knights” booklet (Form #937, cost $0.25 each)

f. Prospective Member Invitations to the Information Seminar

Pulpit Announcement #1

Do you know much about the Knights of Columbus? You've probably seen the local Knights of Columbus as honor guards for the Bishop or with their families in church at their Corporate Communions. But where do the Knights of Columbus come from? What do they stand for? And what are they all about? The Knights stand for a world of good things. Knights of Columbus programs and projects make a difference in every community and country where they're found.

There is a place for your family in ours.

The Knights of Columbus began in 1882, when Father McGivney and a small group of pioneering Catholics founded a society designed to provide much needed security for widows and orphans of Catholic parishioners. The original idea grew quickly, becoming an order of Catholic men and their families, dedicated to promoting the concepts of charity, unity, fraternity and patriotism. Today, the Knights of Columbus has grown to more than 12,000 councils and 1.6 million members throughout the United States, Canada, the Philippines, Mexico, the Dominican Republic, Puerto Rico, Panama, the Bahamas, the Virgin Islands, Guatemala, Guam and Saipan.

Over the years the Knights of Columbus has become a diverse organization. Its members belong to many races. They speak many languages. But, like in any large family, their common bonds provide strength and their diversity is an asset in searching for ways to make every day better and they work hard to make it happen.

What can you expect to learn about the Knights of Columbus family? Plenty. Just attend our information and orientation night this __________ and we will be happy to share with you what the Knights of Columbus is all about.

Family is paramount in the Knights of Columbus, where all programs allow families to work together, involving everyone to aid their Church, their community and one another. Knights help the Church. Making sure the Catholic Church remains vigorous and undiminished is one of the primary missions of the Knights of Columbus. Knights and their families don't believe in sitting idly by and just watching life pass by. Knights feed the hungry and help shelter the homeless. They help senior citizens remain healthy and active. They conduct blood drives and fight to protect the right to life of all individuals.

The challenge to become involved has never been greater. The search for solutions has never been more necessary. What’s missing is YOU and your family. If you are a practicing Catholic man at least 18 years old, the Knights of Columbus may be just what you've been searching for. You can become as involved as you wish. Just remember that the Knights offer an opportunity for fellowship with people who share the same beliefs, and who recognize the same duty to God, to family, and to folks down the block and across the sea.

We ask you to accept the invitation from one of our members and learn more about us and what we do.

Pulpit Announcement #2

Families are the building blocks forming the foundation of society. When families thrive, so does society. However, in these times, families are doing less and less together and they are becoming fragmented. The Knights of Columbus is a family organization, which helps families grow together in love while assisting the Church and the community.

Every Knights of Columbus Council provides a wide variety of opportunities for family involvement, such as, volunteer service projects, picnics, father/daughter and mother/son activities, Communion and graduation breakfasts, and plenty more. All of these activities and many others benefit the families involved along with the parish and community.

(Name of Council) Council is conducting a membership drive in our parish this weekend. Your neighbors who are Knights are here at each of the Masses today to answer your questions about the Knights of Columbus and our local Council and to invite you and your wife to an information night for interested Catholic families.

Thank You.

Pulpit Announcement #3

Time is one of the most valuable commodities we have in life. The amount of leisure and free time for the average person has decreased in recent years. Many outside influences are vying for the precious time that we have.

If you believe in the importance of investing your time in friendship, the Church and helping others, the Knights of Columbus is for you. The Knights of Columbus is an organization of Catholic men and their families that receive a great sense of satisfaction from being able to develop lasting friendship with each other while helping less fortunate people.

Everyday, the Knights of Columbus provides its members with the opportunity to discover the importance of, charity. unity, fraternity and patriotism to our country and the world.

I urge all men in this parish whose families are not involved to join the K of C. (Name of Council) Council is conducting a membership drive in our parish this weekend. Your neighbors who are Knights are here at each of the masses today to answer your questions about the Knights of Columbus and our local Council and they invite you and your wife to our information night for interested Catholic families.

Thank You.

Pulpit Announcement #4

There will be an Information Reception for parishioners who are interested in learning what the Knights of Columbus is all about.

It will take place at the (Name of Council) Council (Number) in (Location). The event will be held from 0:00 to approximately 0:00. Light refreshments will be served.

For those who don't know, the Knights of Columbus is an organization of Catholic men and their families - husbands, wives, children, widows, college students and religious. Our parish's Knights of Columbus council offers (LIST YOUR COUNCIL'S SERVICE PROJECTS AND ACTIVITIES FOR YOUTH AND FAMILY) and many more good things. Everyday, Knights and their families experience the importance of charity, unity, fraternity and patriotism. The Knights are built on family, faith and friendship.

Knights of Columbus council members will be present at this information reception to answer questions about the Order's goals, interest and activities - as well as how they benefit all members. All parish families are invited to attend this information reception to learn more about the Order. Your neighbors who are Knights are here at each of the masses today to answer your questions about the Knights of Columbus you may have now and to give you more information on this reception.

Thank You.

Sample Parish Bulletin Announcement

The Knights of Columbus of __________ parish will be hosting a membership recruitment drive the weekend of __________ before and after all Masses.

Knights of Columbus members will be available to provide information and answer questions you may have regarding the Knights of Columbus.

We urge you, men of our parish, to take a few moments of your valuable time and use this opportunity to learn more about membership in the world's largest Catholic, Family, Fraternal, Service Organization.

Admission and Retention Procedures

Admission and Retention are key ingredients to successful membership development. Following are the procedures to be used in ensuring maximum effectiveness in admission and retention efforts. The procedures include the Admission Committee for admissions and the Financial Secretary, Retention Committee, Proposer, Grand Knight, District Deputy, and the State Admission and Retention Director for retention.

Admission Committee

The Charter Constitution and Laws (Section 108-114) requires the Grand Knight to appoint and form the Council Admission Committee. The Grand Knight’s Handbook (Item #915) and District Deputy Handbook and Reference Guide (Item #916) present concise and clear summaries of the laws. Read this material and make it available to the Council Admission Committee.

The Admission Committee is the first real exposure for a new member to the organization of the Knights of Columbus. Since first impressions are important, a warm and friendly meeting is also important. The prospective member will appreciate meeting with his proposer and a group of men who are interested and obviously know what they are talking about and how to have fun while they accomplish their goals. This will set the tone for a long and productive relationship.

The Council Program Director is a recommended appointment to the Admission Committee. He can use the interview and the results of the questionnaire to help the new member become involved in council activities right from the start. This involvement may be the best way for him to meet other members of the council and cement new friendships.

The Admission Committee notifies applicants to appear before it for examination as to their qualifications for membership, follows the Admission Committee Inquiries Guide (Form #390), and completes the Admission Committee Questionnaire (Form #391). Following the examination, it then meets and completes the Report of Admission Committee (Form #283) and reports its findings at the council membership meeting. Refer to the Admission Committee in Chapter 3 “Worthy Grand Knight” for detail steps.

Mentor Team

The Mentor Team consists of two established Brother Knights who are willing help a new Knight become a part of the council. The first logical Mentor Team member is the proposer of the new Knight. The second member is his back up whenever the first team member is unavailable to help the new member.

Remembering that friendships are forged over a long period of time, the job of the Mentor Team is to invite the new guy into the social activities of the council. Good membership activity does not just make quotas; it helps make Brothers. Committing to the success of the new member in his first year, a good Mentor Team finds things to help make the new member a permanent part of their council, such as, working toward the Shining Armor Award in this chapter. The assignment must be voluntary and agreed to by both parties. They will form a partnership through role modeling, knowledge sharing, and support. We recommend they be flexible, become aware of each other’s interest and expectations, share experience, and give feedback to the council on how it is working.

Councils that use name badges make it much easier for the brother to feel at home. When name badges are not in use, all the new faces can be a little overpowering.

Retention Procedure

Following the guidelines in Surge … with Service, the Council Retention Chairman and the Retention Committee ensure all members reported by the Financial Secretary as behind in dues are personally contacted whenever possible or by written letter as a last resort. They confer with the Grand Knight and Financial Secretary about the situation of each member pending a Notice of Intent to Suspend, complying with suspension timelines.

The Retention Committee recommends waivers of dues when appropriate to the Grand Knight, Financial Secretary, and the Relief Committee if one is appointed.

The Retention Committee completes the Michigan State Jurisdiction Retention Worksheet and gives it to the Grand Knight.

Retention Process

The following flow chart shows the retention process. It illustrates step by step how the council and District Deputy will handle each Knight Alert (Form #KA1). The chart shows the major steps to produce the Notice of Intent to Suspend (Form #1845) as well as who is accountable for each step.

Retention Process Chart

Retention Steps

The following retention steps refer to the Retention Process Chart above (Steps 1.0 through 4.0 on the first chart and Steps 5.0 through 7.0 on the second chart).

Step 1.0 Send second Payment Notice (Form #424) to member.

After sending the first payment notice to the general membership, the Financial Secretary sends a second payment notice to those members who have not yet paid their dues.

Step 2.0 Send Knight Alert (Form #KA1) to member.

The Financial Secretary begins the retention process when he initiates the Knight Alert (Form #KA1).

He sends the Knight Alert to the brother who has not responded to the second payment notice.

He provides the council retention committee with the information necessary for it to complete the Retention Worksheet (Michigan Form #MI 12).

Step 3.0 Complete Retention Worksheet (Michigan Form #MI 12); decide who to make contact.

The retention committee invites the proposer, if available, and meets to discuss the Knight Alert. They complete the Retention Worksheet (Michigan Form #MI 12) and decide on who is the best person to make the initial contact with the member. Contact may be made by phone, but a home visit is often more successful. The committee considers that each brother deserves our personal attention and that some members may be embarrassed to find themselves in this situation.

If the committee is unable to make contact by phone, two committee members will visit the member at home to investigate and resolve the problem. If the member has moved, the payment notice should have been returned with a forwarding address. However, if an address is unavailable from returned correspondence, contact other members or the parish priest to try to discover the new address.

Short of the brother no longer being a practical Catholic, every attempt should be made to re-recruit this brother. Whether or not a man is a practical Catholic is for the Church to decide. Therefore, in this case, the committee will discuss the situation with the council Chaplain or the Pastor and will be bound by their decision.

If the committee determines that the member is experiencing financial difficulty, the Grand Knight will direct two committee members to arrange a payment plan to solve this difficulty.

The Grand Knight ensures that all accommodations and remedies are considered.

Step 4.0 Prepare and send Notice of Intent to Suspend (Form #1845) to member

If all attempts to solve the problem fail, the Financial Secretary prepares a Notice of Intent to Suspend (Form #1845) and obtains a countersignature from the Grand Knight. Send the original copy to the delinquent member and all remaining copies to the District Deputy along with the Retention Worksheet (Michigan Form #MI 12).

Note: In addition to the Retention Worksheets (Michigan Form #MI 12) on members not successfully retained, also send your District Deputy all Retention Worksheets on members who were contacted and successfully retained. The State Retention Director will track both successful and unsuccessful retention efforts.

The council may want to keep copies of the Retention Worksheet (Michigan Form #MI 12) as well as other documents for council records.

Step 5.0 Verify that member was contacted and all remedies were considered.

The District Deputy will verify that:

All members that are recommended for suspension have been contacted.

All accommodations to resolve the problem have been investigated

All remedies short of suspension have been considered.

Only then will the District Deputy forward the Notice of Intent to Suspend (Form #1845) and the Retention Worksheet to the State Retention Director.

Step 6.0 Review the Notice of Intent to Suspend (Form #1845) and the Retention Worksheet (Michigan Form #MI 12)

The State Retention Director will review the Notice of Intent to Suspend (Form #1845) and the Retention Worksheet (Michigan Form #MI 12) and make appropriate contacts. If everything is in order, he will send an authorized copy of the Notice of Intent to Suspend to the Supreme Office and return the dated council copy to the financial secretary. He will allow the suspension process to be completed after the Notice of Intent to Suspend has been on file for the required 60 days at the Supreme Office.

Step 7.0 Suspend Member

The Supreme Office suspends the member.

Critical Success Factors

To ensure the successful completion of the retention process, the following critical success factors and assumptions apply:

· Each brother deserves our personal attention.

· Charity begins at home.

· The principle of fraternity applies where our brothers find themselves out of communication in the matter of dues with the rest of the membership.

Shining Armor Award

The Shining Armor Award is given for serving the Order with distinction during the first year of membership. It is an incentive to get new members active in many facets of Columbianism as early as possible, encourage them to maintain their activity level, and to honor them as valued members of the Order.

Upon receiving the First Degree, the Grand Knight ensures the council gives a new member a Shining Armor Award qualification card (Form #4292) which bears his name, council number, and the date. The reverse side of the card lists the qualifications for achieving the award. In the first year of membership the new Knight is asked to :

· Be involved in at least three council service programs

· Attend at least three council business meetings

· Receive his Second and Third Degrees

· Meet with the council’s insurance representative

· Recruit at least one new member

Once the council member has met the qualifications, the council may present him with a Shining Armor Award certificate (Form #4293) and a Shining Armor Award lapel pin (Item #1700).

Century Club Award

Michigan State Council Century Club

To become a member of the prestigious Michigan State Council Century Club, a member of the Knights of Columbus recruits and sponsors 100 new members, including reinstatements, reactivations, readmissions and reapplications during his lifetime. The Michigan State Council then awards him the Blue Blazer to thank the individual Knight for his outstanding commitment to membership recruitment.

Supreme Council Century Club Award

A council who recruits at least 100 new members over deductions that are recorded by the Supreme Council between July 1 and June 30 is awarded the Supreme Council Century Award. Reinstatements, reactivations, readmissions and reapplications are included.

Membership Horse Race

The “Jimmy the Geek” Membership Horse Race runs from July 1 to May 1. For councils, it is based on net percentage of membership quota as reported by the Supreme Council, and it will be divided into three heats:

· Heat One contains all councils having more than 200 members as of July 1

· Heat Two contains all Councils with 101 to 200 members as of July 1

· Heat Three contains all Councils having up to 100 members as of July 1

This division results in approximately an equal number of councils in each heat. There will be one winner in each heat. Similarly, districts are divided into three (3) heats by size of district with one winner in each heat, again based on net percentage of membership quota – which for the DD’s is 70% of the sum of their Council quotas.

For the Dioceses, all Diocesan Membership Directors who achieve 80% of their gross quota will be declared winners. This is also the criteria for the Bishop’s Tribute Award ($1,000), so the Diocesan Directors will also win the undying gratitude of their Bishop. The winning Grand Knights, District Deputies and Diocesan Directors and their wives will be treated to an extra day’s stay at the Grand Hotel on the day before the 2004 and 2005 Conventions begin (Wednesday). In addition, they will be invited to the Past State Deputies Banquet that evening where they will be recognized for their achievement. Councils who meet their membership goals will also be given preferential treatment in the assignment of rooms for the State Convention.

Chapter

9. Communication

“My guidelines are simple. Be selective. Be concise. Don’t tell someone what you know; tell them what they need to know, what it means, and why it matters.” General David C. Jones, Joint Chiefs of Staff, 1978

Improving Communication

ne important reason to improve oral and written communications is because every Knight of Columbus leader must be a competent communicator to get things done through other people. Oral communication is the most widely used medium of communication. The majority of language activity is in speaking and listening. This means he must speak clearly, concisely, and accurately. For example, every District Deputy attends many council meetings and gives visitation remarks to the general membership that can inspire members to action or leave them wondering when the meeting will end. What District Deputies and State and Diocesan Directors say and how they say it do make a difference.

Much of the speaking and writing by District Deputies and State and Diocesan Directors is to teach council officers. Hence, to be successful they must be successful teachers. This and other duties call for skill in writing and public speaking. As official representatives of the State Deputy and the Knights of Columbus, District Deputies and Directors should welcome the opportunity and feel qualified to speak before community groups and organizations.

We have very practical needs to explain the mission and programs of the Knights in Michigan to members and to speak to, instruct, and inspire groups with logically organized writing and speaking material and powerful presentation. Clear and articulate speech and writing are necessities, not luxuries. This chapter includes guidelines that offers advice and states some general principles to help us fulfill our responsibility as communicators. Take further training as needed.

E-Mail

Our vision includes effective communication among our councils and the use of technology. The State Technology Director is informing all councils on the use of technology, data security, and modern communication techniques. Therefore we expect the use of e-mail to increase, making it necessary for everyone on e-mail to check it daily.

Out of State Notice

District Deputies and State Directors will let the State Deputy know when they are out of the state for a period of time and give the State Deputy their out-of-state phone number or a cell number for contact in emergencies.

Phone Tree/Chain

When information is time sensitive, it is sometimes necessary to use phone calls to pass the information to the members. There are two basic arrangements – the phone “tree” requires a few dependable people to make a number of calls, the phone “chain” involves everyone taking responsibility to make one or two calls. The State Council has chosen to use a phone chain explained in the next paragraph for the fraternal year of 2004 – 2005. We suggest that every District Deputy prepare a District phone tree and that each council prepare either a phone tree or a phone chain for the current year. When developing district phone chains, remember to include the Fourth Degree Assemblies that serve the councils in your district. Councils should have a procedure to automatically add new members to the phone tree or phone chain.

Phone Chain Directions

The Michigan State Council phone chain will be presented at the District Deputy and Director Summer Meeting and Training.

1. The Executive Secretary initiates the phone chain at the direction of the State Deputy.

2. The Executive Secretary calls the State Officers and the Immediate Past State Deputy.

3. The State Officers contact their respective District Deputy, the Immediate Past State Deputy contacts the Past State Deputies, Masters and General Agents.

4. The District Deputies and the Immediate Past State Deputy will contact the first person in each assigned group. The District Deputies’ groups are divided by diocese to limit the number of long distance calls and to facilitate single-diocese contacts.

5. The success of the chain depends on each person passing on the information received to the next person on the list. If that person does not answer, it’s okay to leave a message, but contact the next person on the list so the chain will not be broken.

6. The last person called in each group is also the first person in that group. This will help guarantee that the information has been completely routed through the group.

Public Speaking

Christ carried out the will of the Father by giving his Church the commission “to preach the gospel to every creature” (Mark 16:15) and “to make disciples of all nations” (Matthew 28:19). Whether each Knight of Columbus thinks of himself as a catechist or not, the leaders in our Order have the opportunity through public speaking to proclaim, touch, move, and inspire Knights, their families, and members of our communities. Speaking effectively in front of an audience has the possibility of making great differences in the lives of people.

Given its possible impact, take every opportunity to improve on public speaking. If this seems a large challenge, consider the public speaking is only formalized private conversation. All spoken words come with visible actions to obtain some response in whoever is listening, whether in conversation or formal speech. However, public speaking increases volume, slows the talking rate, inserts more pauses, and adds more body movement than conversations, which are spontaneous, intimate, and casual. Speech is thus private conversation with techniques that a speaker can easily acquire through study.

Writing and speaking are distinguished by feedback, control, and audience. The writer does not receive direct feedback from readers like the speaker receives from listeners. The writer does not control the communication during a reader’s reading like the speaker can during a listener’s listening. Unlike the writer who does not know what the reaction of the reader may be, the speaker in front of a live audience gets constant feedback. The contact between speaker and listener is direct and immediate, providing stimulation and determining rapport.

Thus, the speaker can change approach and words depending on the reaction of the audience. Observing the reactions, a speaker uses this advantage to vary his presentation with changes in the audience, such as frowns and nods, immediately judging the impact and correcting misunderstandings then and there. Also, since the listener has little time to think over the words, unlike a reader who can pause and reread, effective speakers only use readily-understood and local words and not speak above the audience.

Hopefully, this introduction to public speaking is enrolling the reader to learn some of its skills (no immediate feedback here between writer and reader).

Speaker Skills

The first skill that a speaker needs is in organizing material, both for himself and for his audience; effective speeches have outlines that the audience can pick up on, recognize, understand, and follow. The second skill is to communicate something that the audience needs; subject matter is an essential part of any speech, albeit ideas that are delivered in a manner that give them dignity, force, and effectiveness. The third skill is in how to handle questions and questioners; anticipate possible questions that may arise in the minds of listeners and incorporate the answers in the speech itself or be prepared with a reservoir of facts to answer questions during or after the formal presentation.

To say more about that essential second skill, the speaker must have subject matter expertise, know what he is talking about. The District Deputy, for example, speaking with the authority of his office, must be responsible for the accuracy of what he tells the listeners, even if the speech is less educational and more entertainment or encouragement, whatever the purpose of the speech. In addition to mastery of the subject, the speaker will also benefit from some knowledge of what enrolls people, what moves people to take an idea and run with it on their own.

Integrity

Good speakers also have character and integrity, an ability to express themselves such that the audience will accept the speech, especially if the speaker is well-known or has a reputation. Look at it like the speaker standing between the speech and the audience; becoming an effective speaker is like becoming an effective District Deputy.

Prepare to Speak

Detailed and complete preparation for a speech, allowing for adjustments to audience reactions, includes its purpose, an analysis of the audience and the occasion, research, an outline of important ideas, and choice of a presentation sequence.

A basic requirement for success is that the speaker knows what he hopes to accomplish, what he is driving at, and what response he is seeking. Usually this is to entertain, to inform, or to persuade. Much speaking by the District Deputy or State Director is done to provide information and to motivate listeners to change their feelings, beliefs, or actions. In planning a talk, ask whether you want the listeners to understand or to act in a certain way and then prepare accordingly.

Be specific in the purpose, that is, in addition to the general purpose, state exactly what the listeners are to understand, believe, or do. For example, if a District Deputy wants to encourage greater participation in membership drives, his general purpose would be to persuade and his specific purpose, which should receive careful attention, would be to point out precisely how he wants his listeners to participate. He might not disclose his real purpose, membership drive participation in this example, instead emphasizing the benefits of increased membership and the ease of carrying out predefined steps. That is, he might not say, "My purpose is to get you to participate."

The audience and the occasion will also determine what content to include, largely determining the subject, content, and purpose of the speech. For example, the social and economic status of the listeners will help to choose materials within their experience. Other audience characteristics to consider include educational age, intellectual maturity, and attitude toward the speaker and topic. The occasion also makes a difference, including location, number of people, size of the room, equipment, others on the program, all of which affect the style of speaking.

With the purpose, audience, and occasion in mind, the speaker now proceeds to obtaining material on the subject, drawing from his own knowledge and experience, the knowledge and experience of others, and study. Develop a checklist of areas that need research and study, including interviews with people who know the subject, such as other District Deputies who can give new facts and suggestions.

List important ideas that the listeners need to know about the topic, ideas to get across to achieve the purpose, without attempting to develop them at this preliminary stage. Consider that only two or three main points in half hour speech is about all one can cover effectively and expect the listeners to follow.

Next, select an organizational pattern for presentation, such as, by time in chronological order, by topic in order of main points, by cause and effect in order of circumstances and results, by spatial dimension in describing things. Follow the pattern in presenting the main points, but other patterns may be used on supporting points.

The preparatory step is complete when the speaker has an outline that gives the purpose and an organizational pattern to follow, a framework for the speech that contains all the major points needed to accomplish the purpose of the speech, including minor points to support the main points.

Organize to Speak

Keep the audience in mind whichever of three ways is used to organize a speech. A basic organization is introduction, body, and conclusion. Thus a speaker will introduce himself and his message, develop his ideas to achieve the purpose, and provide a final summary. This is adequate for most speeches, but a more advanced way to organize is – gain attention, identify a need, present a solution, show benefits, call the listeners to action. A third way to organize is – gain attention with a problem, uncover causes, suggest solutions, present one solution, and ask for action.

However it is organized, the finished speech needs to flow smoothly like a single piece. Blend the steps into each other with transitions.

The introduction, often prepared last, is intended to grab attention, establish rapport, and identify the subject. It might include something personal, an interesting story, a quotation related to the purpose, something that arouses curiosity, a series of questions to prepare the listeners to hear your answer, a fact, or a joke or anecdote.

The body includes the two to five main points of the preliminary outline, the significant few main parts.

The conclusion summarizes and reminds the audience of the main points, connects the listeners to the purpose of the speech and how it relates directly to them, and leaves the audience favorably disposed toward the speaker. It clearly indicates the speech is finished.

Develop the Speech

Good speakers use definitions, examples, comparisons, quotations, statistics, and repetition. Definitions clarify terms which may be unknown to the audience (remember we analyzed the audience and the occasion). Define terms early; even the introduction is a good place. Offer word pictures to help hold the interest of the audience (again, the audience and the occasion help in choosing examples or illustrations). Comparisons bridge between the known and the unknown, clarifying new ideas with similarities to something familiar. Similes and metaphors are comparisons. Quotations add the testimony of experts. Statistics are sources of proof if translated into terms the audience can understand and accept. Repetition puts ideas in other words or summarizes what was said.

In developing the speech, also include visual aids to communicate better with the audience, reinforce key points, and help people remember what they heard. Graphics and pictures help highlight the similarities and make complicated points easier to understand. When using visual aids, be sure that the right image is being conveyed to the listener's mind. The wording or visual representation can be just as confusing as poorly organized words. Make visual aids simple, uncluttered, and large enough for all to see. Test visual aids before the speech.

Delivery

Once prepared, the speaker must now deliver the message before a live audience with skillful use of voice and body to accomplish the purpose, to communicate, to hold attention. Preparation will help one gain self confidence and an ability to coordinate mind, emotions, and body. Subject matter preparation prepares the mind and gives the speaker confidence in the content of his speech. Mental attitude preparation, that the audience will be interested in his ideas and be accepting, prepares the mind for the speaking challenge, as do emotions and nervousness. All speakers face fears that they will not be accepted and fail. Look upon each speaking situation as an opportunity.

Breathe deeply to open the air passages to the lungs and relax throat muscles. Avoid stories that require difficult articulation and pronunciation. Look at the audience. Recognize moist palms and perspiration as the body’s preparation. Be in proper dress and appearance to help gain listener acceptance. Walk and stand in an erect position, which also helps breathing and further prepares the body as the visible part of the speech. The audience will take cues from the actions of the body, reinforcing or overpowering the words.

Speak clearly, articulate words, pronounce correctly, and add variety to the voice by varying pitch. Speak faster when excited; speak slowly and deliberately when emphasizing. Pause for emphasis.

The use of memory aids is only recommended when necessary. Good memory joggers are one or two word on a cue card. Only read a speech when it is necessary to maintain the exact meaning during, such as, in a major policy address or other occasion when exactness is required.

Learning to speak successfully is a result of constant live practice and rehearsal until ideas flow. Practice making eye contact. Practice using a lectern. Practice walking in an audience. Practice using the visual aids and the projector where they help rather than hinder.

The methods of presenting a speech are by reading from a manuscript, speaking from memory, speaking impromptu (no preparation), and speaking extemporaneously (a lot of preparation). Speaking extemporaneously is the most effective for the District Deputy and State Director because it is fully prepared and practiced, carefully planned and outlined by idea rather than by word, and well constructed. It allows the speaker great freedom to adapt, adjust to audience reactions, and be lively.

Conclusion

Accepting the commission of the Church “to preach the gospel to every creature,” we can be inspired of every opportunity to touch, move, and inspire Knights, their families, and members of our communities. As formalized private conversation, public speaking can be improved by studying and understanding the crafts peculiar to speech, gaining valuable experience each time. Hopefully, this short introduction to public speaking will motivate one to study it more.

District Deputy Visitation Remarks

The booklet Method of Conducting a Council Meeting (Booklet #1937) calls for the District Deputy to speak to the general membership as often as possible and give a report. Supreme Council provides District Deputies with the handout Sample District Deputy Council Meeting Visitation Remarks (9097), which states that the remarks should be brief (about five minutes) and to the point, highlighting the items listed below.

· Evaluate membership status

o Provide a district membership update

o Analyze progress toward council quotas and goals

o Announce the schedule of First, Second, and Third Degrees

o Explain current Supreme Council campaign specifics

· Highlight information from recent issues of the monthly District Deputy Reminder and Knightline, including its Program Supplement.

· Review a checklist of important dates and calendar of events

o Supreme Council

o State Council

o District

Forms of Communication

Communication should be frequent and can take many forms, such as:

· Verbally in Person One on One

· Phone Conversation

· Formal Letter

· Newsletters including District Newsletter or Grand Knight Reminder

· District Meeting

· Council Visit

· Special Meeting

Frequent communication is especially important between the District Deputy and Grand Knight to inform the councils of upcoming requirements and to convey ideas to help improve councils.

Most communication with the State and Supreme Councils is with forms completed on certain dates or after events, such as, degrees. Chapter 10 “Managing the Calendar” lists events which may require forms which must be filed in a timely manner.

Chapter

10. Managing the Calendar

“What lies behind us is nothing compared to what lies within us and ahead of us.’” Anonymous, from The Seven Habits of Highly Effective People by Stephen Covey

abit 3 of the Seven Habits of Highly Effective People is “Put First Things First.” In balancing important relationships, roles, and activities, the District Deputy needs to make decisions on how he spends his time. Whether he realizes it as part of the six-step process of putting first things first or not, the District Deputy needs to connect to the mission, review roles, identify goals, organize weekly, exercise integrity, and evaluate. It is beyond this manual’s intention to cover any system and set of tools to organize commitments and schedule time, but the District Deputy will be well served if he adopts one.

Importance and Urgency

The District Deputy can manage time by focusing on important over not important matters. That may seem obvious until he is late with deadlines that suddenly become urgent, where others require immediate attention. Weekly, monthly, and long term planning will reduce the amount of time spent on urgent matters and help to keep organized and focused on important matters. The following calendar lists upcoming activities and actions to put in a plan.

Clear All Dates with the State Deputy

Diocesan Directors and above must clear all dates with the State Deputy before including them in any plans and notices. This is extremely important to avoid conflicting dates for any activities and reducing attendance, support, and participation.

Check All Dates with State Calendar

When contemplating invitations to State Officers, councils are asked to check with the State Calendar before scheduling major events, such as, anniversary celebrations, PGK dinners, etc. so as not to conflict with statewide dates.

Steering Meetings

All Grand Knights, District Deputies, State and Diocesan Directors, and Council Membership and Program Directors are expected to attend these Archdiocesan/Diocesan Membership Steering Committee meetings:

September 27, 2004 Detroit 7-9 PM

September 28, 2004 Lansing 7-9 PM

September 29, 2004 Saginaw 7-9 PM

February 21, 2005 Detroit 7-9 PM

February 22, 2005 Lansing 7-9 PM

February 23, 2005 Saginaw 7-9 PM

Meeting locations will be announced six weeks in advance of each meeting.

Statewide Membership Drives

September 18-19, 2004

December 4-5, 2004

February 26-27, 2005

April 23-24, 2005

September 17-18, 2005

December 3-4, 2005

February 25-26, 2006

April 22-23, 2006

Diocesan First Degrees

Marquette West –

October 1, 2004; February 18, 2005; October 7, 2005; March 3, 2006

Marquette East –

October 2, 2004; February 19, 2005; October 8, 2005; March 4, 2006

Gaylord –

October 3, 2004; February 20, 2005; October 9, 2005; March 6, 2006

Kalamazoo –

October 9, 2004; February 26, 2005; October 15, 2005; March 11, 2006

Grand Rapids –

October 10, 2004; February 27, 2005; October 16, 2005; March 12, 2006

Saginaw –

October 16, 2004; March 5, 2005; October 22, 2005; March 18, 2006

Lansing –

October 17, 2004; March 6, 2005; October 23, 2005; March 19, 2006

Detroit –

October 24, 2004; March 12, 2005; October 30, 2005; March 26, 2006

Other Key Dates

DD and Director Summer Meeting and Training – July 1-4, 2004

Tiger Day – July 19, 2004

State Installation of Officers and District Deputies – August 21, 2004

Prep Bowl – October 23, 2004

Memorial Mass at SHMS – November 14, 2004, at 10:00 a.m.

DD & Director Mid-Year Meeting & Training – 1^st Friday in December

Cardinal’s Golf Outing, St. John’s, Plymouth – June 28, 2005

The Annual Calendar

July

All

1. Tiger Day (July 19, 2004)

2. Council Per Capita Tax Levied by Supreme Council ($1.75 per member) (July 1)

3. Suspension of council if April Catholic Advertising Fund is not paid (July 10)

District Deputy

1. Attend District Deputy and Director Summer Meeting and Training (July 1 – 4, 2004)

2. Verify councils received State and Supreme per capita tax levies

3. Schedule and complete Installations of Council Officers

4. Attend Diocesan Membership & Program Seminar

5. Hold District Meeting

6. Publish First Degree schedule for July through December

7. Verify councils sent Report of Officers Chosen (Form #185) (July 1)

8. Verify councils paid Council per capita tax (July 1)

9. Schedule face-to-face meetings with the pastors of two parishes

Grand Knight

1. Plan council goals, committee responsibilities, calendar dates for entire fraternal year

2. Develop, approve, and implement annual line-item budget

3. Complete and submit Report of Officers Chosen (Form #185) (July 1) on officer elections in June

4. Complete and submit Service Program Personnel Report (Form #365) (August 1) council directors

5. Plan for and schedule semi-annual audit

6. Attend district meeting with officers and council chairman

7. Attend Diocesan Membership and Program Seminar with council officers

8. Schedule First Degrees for July through December

9. Pay per capita taxes (July 1)

Membership

1. Order membership films, literature, award certificates for entire fraternal year

2. Recruit 10% of membership quota

3. Follow Supreme Council and State Council membership and program guidelines for success

Program

1. Establish all committee members and define responsibilities

2. Present Family of the Month and Knight of the Month awards and submit forms to both Supreme and Michigan Columbian

August

All

Attend State Installation of Officers and District Deputies (August 21, 2004)

District Deputy

1. Hold District Meeting if not held in July

2. Attend all council meetings in district and submit council evaluation form

3. Attend Holy Cross Children’s Services Open House

4. Review membership status (First Degrees held, Membership Documents Forms #100G submitted, retention process initiated on possible suspensions)

5. Verify councils sent Service Program Personnel Report (Form #365) (August 1)

6. Verify councils sent the semi-annual audit (Aug. 15)

Grand Knight

1. Attend district meeting with officers and council chairman if not done in July

2. Complete Semiannual Council Audit Report (Form #1295) for period ended June 30 (August 15)

3. Complete and submit Report of Round Table Coordinator (Form #2629) if applicable (September 1)

4. Review membership dates (open houses, information nights), Forms #100G for processing, First Degree staff availability

5. Attend Holy Cross Children’s Services Open House

6. Submit Substance Abuse Awareness Poster Contest Kit Order (Form #SA-KIT) (September 1)

Membership

1. Recruit 10% of membership quota; energize membership committee

2. Follow Supreme Council and State Council membership and program guidelines for success

Program

1. Review the progress of council program chairmen

2. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

3. Refer to Surge …with Service for ideas and direction

4. Review council programs for August, September, and October.

5. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

Columbian Squires

1. Complete and submit Columbian Squires Officers and Counselors Report (Form #468) (August 1)

September

District Deputy

1. Ensure compliance to Membership Blitz guidelines as presented by the State Council and the Supreme Council (see Special Blitz Edition of Membership Newsletter)

2. Attend Degrees and complete required District Deputy’s Degree Exemplification Report (Form #450-NC)

3. Attend council meetings in district

4. Submit council evaluation form

5. Confirm councils have submitted required Supreme and state forms (file copies)

6. Kick off the Michigan Charities raffle

7. Hold face-to-face meetings with the pastors of two parishes and report the results to the Diocesan Director of New Council Development

Grand Knight

1. Execute Membership Blitz and report results to the District Deputy Sunday evening by 5:00 p.m. (September 18-19, 2004, and September 17-18, 2005)

2. Promote meeting attendance, especially by new members

3. Promote Shining Armor award

4. Submit Official Order Form for recorded Columbus Day Program (Form #CR) (September 15)

5. Submit Essay Contest Kit Order (Form #EA-KIT) (due as needed)

6. Submit Free Throw Championship Competition Kit Order (Form #FT-KIT) (November 1)

7. Prepare and mail council newsletter

8. Sponsor a Family Corporate Communion

9. Appoint a charities raffle chairman and execute the program

Membership

1. Execute Membership Blitz guidelines as presented by the State Council and the Supreme Council (see Special Blitz Edition of Membership Newsletter)

2. Hold frequent degrees

3. Recruit 10% of membership quota

Program

1. Complete Council Activity Report

2. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

October

All

Prep Bowl (October 23, 2004)

Catholic Advertising Fund charges levied by Supreme Council (50 cents per member) (October 1)

Suspension of Council if July Per Capita Tax is not paid (October 10)

District Deputy

1. Remind Grand Knights to order Free Throw and Poster contest kits.

2. Order Free Throw medals from Supreme Council

3. Visit councils and review membership status to date (First Degrees scheduled and held, Forms #100G completed and processed, retention guidelines understood and followed on suspension activity)

4. Initiate a process for collecting sweatshirts for Holy Cross Children’s Services (Sweatshirts for Kids taken to winter meeting in December)

Grand Knight

1. Order Free Throw and Poster contest kits

2. Review membership dates, Forms #100G, and suspension actions

3. Pay Supreme per capita and Catholic advertising tax

4. Take a copy of the Report of Round Table Coordinator (Form #2629) to the pastor and request that he sign his name on the form and send it to the State Director of New Council Development.

5. Send each member a copy of (2004 and 2005 as appropriate) Survey of Fraternal Activity Individual member Worksheet (Form #1728A) (due back from members by December 31)

Membership

1. Recruit 10% of membership quota

2. Start planning for December Membership Blitz

Program

1. Meet with youth chairman and committee to review plans for successful free throw and poster contests

2. Review council programs for November, December, and January.

3. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

4. Plan for council Spelling Bee.

5. Attend Prep Bowl (held for Archdiocese of Detroit at Ford Field in Detroit)

November

All

Memorial Mass at Sacred Heart Major Seminary (November 14, 2004, at 10:00 a.m.)

District Deputy

1. Plan and communicate December Membership Blitz date and report requirements

2. Visit councils and review membership status to date (First Degrees scheduled and held, Forms 100 completed and processed, retention guidelines understood and followed on suspension activity)

3. Collect sweatshirts for Sweatshirts for Kids, Holy Cross Children’s Services

Grand Knight

1. Confirm receipt of Free Throw and Poster kits

2. Review council program planning progress to date

3. Review December Membership Blitz format

Membership

1. Finalize December Membership Blitz plans

2. Recruit 10% of membership quota

3. Plan for fraternal insurance presentation

Program

1. Attend Memorial Mass for deceased members

2. Start completion of Council Activity Report form (2nd qtr.)

3. Participate in & sponsor council Spelling Bee

4. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

December

District Deputy

1. Ensure successful Membership Blitz

2. Select council for district free throw contest

3. Ensure completion of 2nd Qtr Council Activity Report

4. Complete council program evaluation report to Supreme by Jan. 10

5. Draw for State Convention banquet seating

6. Submit 2nd six-month degree schedule

7. Attend District Deputy and Director Mid-Year Meeting and Training and deliver Sweatshirts for Kids (1^st Friday in December in Kalamazoo)

Grand Knight

1. Execute Membership Blitz and report results to the District Deputy Sunday evening by 5:00 p.m. (December 4-5, 2004, and December 3-4, 2005)

2. Establish date for council Free Throw contest

3. Submit to District Deputy 2nd six-month First Degree schedule

4. Submit State Council Program Evaluation Report to Diocesan Program Director

Membership

1. Execute December Membership Blitz

2. Submit 2nd six-month degree schedule to Grand Knight

3. Recruit 10% of membership quota

Program

1. Complete 2nd qtr. Council Activity Report

2. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

January

All

1. Council Per Capita Tax levied by Supreme Council ($1.75 per member) (January 1)

2. Suspension of council if October catholic Advertising Fund is not paid (January 10)

District Deputy

1. Hold winter district meeting for councils.

2. Ensure submittal of 2nd Qtr. Council Activity Report

3. Deliver MI Drive posters and Tootsie Roll order forms to councils.

4. Review 2nd six-month membership plans.

5. Verify councils received State and Supreme per capita tax levies

Grand Knight

1. Submit Annual Survey of Fraternal Activity (Form #1728) (January 31)

2. Host council Free Throw contest and submit report Free Throw Participation Report (Form #FT-1).

3. Attend District Deputy meeting with officers and chairmen

Membership

1. Recruit 10% of membership quota

2. Present to council and Grand Knight 2nd six-month membership plans

Program

1. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

2. Promote State Bowling Tournament (begins in January)

3. Hold council Free Throw contest

4. Attend Diocesan Spelling Bee

February

District Deputy

1. Hold winter district meeting for councils if not held in January.

2. Attend State Deputy Tribute Banquet

3. Verify councils have submitted Semi-Annual Audit Report Form #1295 (due Feb. 15)

4. Hold District Free Throw contest and attend Diocesan Free Throw contest

5. Execute February Membership Blitz

6. Consolidate district MI Drive Tootsie Roll requirements

Grand Knight

1. Complete and submit Semiannual Council Audit Report (Form #1295) for period ended December 31 (due Feb. 15)

2. Support/attend district/diocesan free throw contests.

3. Execute Membership Blitz and report results to the District Deputy Sunday evening by 5:00 p.m. (February 26-27, 2005, and February 25-26, 2006)

4. Elect delegates to State Convention and submit form to State Office.

5. Order MI Drive Tootsie Rolls

6. Check with the State Deputy or State Program Director on due dates for entries in State/International Service Program Awards contest – Church, community, council, family, youth

7. Check with the State Deputy or State Program Director on due dates for entries in State/International “Family of the Year” contest

Membership

1. Execute Membership Blitz and communicate results.

2. Recruit 10% of membership quota.

3. Check with insurance agents regarding council insurance quotas.

Program

1. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

2. Submit council poster contest winners to the Diocesan Program Director by February

3. Plan the MI program with MI project chairman

4. Send due dates for entries in State/International Service Program Awards contest – Church, community, council, family, youth

5. Send due dates for entries in State/International “Family of the Year” contest

March

District Deputy

1. Visit councils to confirm membership status to date (First Degrees scheduled, Forms #100G prepared, suspension actions)

2. Ensure all council delegates are submitted to State Office.

3. Encourage councils to meet both membership and insurance quotas to attain star council status.

Grand Knight

1. Council Activity Report form complete and projected 4th Qtr. programs.

2. Review membership and insurance status.

3. Select, prepare and submit Family of the Year nominee with supportive documentation to State Family Life Director by April 1

Membership

1. Recruit 10% of your membership quota.

2. Confirm council status to achieving both membership and insurance quotas.

3. Begin preparation for final Membership Blitz in April.

Program

1. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

2. Honor St. Patrick's Day March 17.

3. Honor Founders Day March 29

4. Honor K of C day of the unborn child March 25.

5. Vocations month (coordinate with pastor).

6. Finalize service program entries to D.D. by April 1

7. Complete, review with Grand Knight, and submit State Council Service Program Awards Entry (Form #STSP) (due as needed prior to State Convention)

April

All

1. State Basketball Tournament

2. Catholic Advertising Fund charges levied by Supreme Council (50 cents per member) (April 1)

3. Suspension of council if January Per Capita tax is not paid (April 10)

District Deputy

1. Review plans to become a Star District and revise as needed. Finalize plans with Grand Knights to attain membership quotas, including use of the Membership Blitz.

2. Encourage all councils to participate in Major Degrees.

3. Encourage all councils to participate in the MI Drive on Palm Sunday weekend or an alternate MI Drive in October.

4. Review council credentials completed for convention (check for signatures and the council seal)

Grand Knight

1. Execute Membership Blitz and report results to the District Deputy Sunday evening by 5:00 p.m. (April 23-24, 2005, and April 22-23, 2006)

2. Submit State Convention delegate credentials.

3. Catholic Advertising tax levied.

4. Suspension of council is received if it has not paid per capita tax.

5. Complete and submit Application for Refund Support Vocations Program (Form #2863) (due at Supreme Council between April 1 and June 30)

Membership

1. Council should be at 100% of quota. Congratulations! If not, energize all resources to achieve success via the last Membership Blitz.

2. Confirm insurance quotas with your field agent.

Program

1. Participate in MI Drive on Palm Sunday weekend (April) or on an alternate weekend in October.

2. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

3. Submit Service Program entries to District Deputy for evaluation and judging. Be professionally prepared with project pictures, newspaper articles, timetables, and supportive documentation.

May

State

Track Meet at Ladywood (Class A/B May 24, 2005) (Class C/D May 25, 2005)

District Deputy

1. Attend State Convention

2. Ensure all MI Drive reports are submitted

3. Ensure all council forms are submitted

4. Complete filing of all reports and forms for hand off to new District Deputy if applicable

Grand Knight

1. Attend State Convention (credentials required)

2. Complete Fourth Quarter Council Activity Report

3. Assign election committee to obtain council officer nominees

4. Review insurance and membership quotas

Membership

1. Recruit 10% of membership quota; complete degrees to attain quota

2. Submit Form #100G to Supreme

3. Review insurance quota with Grand Knight and field agent

Program

1. Complete 4th Quarter Council Activity Report

2. Complete and submit Columbian application to Supreme no later than June 30

3. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

June

All

Cardinal’s Golf Outing, St. John’s, Plymouth (June 28, 2005)

District Deputy

1. Ensure all councils have submitted Columbian Award Application (Form #SP-7).

2. Final fraternal year council visits

3. Fourth Quarter Council Activity Report submitted on district councils

4. Ensure council hold elections of officers and submit Report of Officers Chosen for the Term (Form #185).

5. Submit expense report to State Deputy (application to State and Diocesan Directors)

Grand Knight

1. Review past fraternal year goals and objectives

2. Hold council election and submit Report of Officers Chosen for the Term (Form #185)

3. Prepare next fraternal year budget

4. Prepare and mail council newsletter

5. Complete (requires signatures of Grand Knight, Coordinator, and Pastor) and submit Annual Report Knights of Columbus Round Table (Form #2630) (June 30)

6. Submit Refund Support Vocation Program (RSVP) Refund and Plaque Application (Form #2863A) (due by June 30 if council made an annual donation of $500 or more to an individual seminarian to help with his expenses)

7. Complete and submit Columbian Award application (Form #SP-7) (June 30)

Membership

1. Plan for next six months membership and degree dates and Membership Blitz

2. Review Forms 100 on new members and ensure Financial Secretary is submitting them to the Supreme Secretary

3. Submit forms for top recruiters to the Supreme Council

Program

1. Fourth Quarter Council Activity Report is due

2. Present Family of the Month and Knight of the Month awards and submit forms to Supreme and Michigan Columbian

3. Start planning next fraternal year programs

4. Complete with signatures of Program Director and Grand Knight and submit the Columbian Award Application (Form #SP-7) (June 30).

Columbian Squires

1. Columbian Squires Corps d’Elite Award application (Form #278) (June 30)

2. Columbian Squires Brother Barnabas Award application (Form #279) (June 30)

“So you also, when you have done everything you were told to do, should say, ‘We are unworthy servants; we have only done our duty.’” Luke, 17:10

his is a guide for subordinate councils to use in forming and organizing home corporations. Because this is a complex area of the law, and because local corporation laws vary, it is not practicable to provide specific uniform rules in summary form. For this reason, councils should seek competent professional guidance from a local attorney. The following general guides, however, are important and should be observed by all councils. As always, the State Advocate is available throughout the process to assist local councils or their attorneys.

1. Subordinate councils are not corporations. They are unincorporated associations holding charters from the Supreme Council. They are subject to being dissolved or merged pursuant to the Order’s laws. Therefore, unless applicable laws provide otherwise, such councils cannot incorporate or acquire title to real estate.

2. If a council decides that the acquisition of real property is appropriate, it should form a corporation to hold title on its behalf in states where the council itself cannot hold title. The corporation should be created according to laws providing for non-stock, non-profit corporations. This type of corporation is recommended for two very important reasons – (1) the corporation should never issue shares of stock to anyone, and (2) the corporation should be formed so it will be able to qualify for tax-exempt status under appropriate laws.

3. Councils are exempt from United States federal income tax under IRS Section 501(c)(8). This exemption exists under a group exemption letter that the Supreme Council obtained for all its subordinate units in the United States. The Internal Revenue Service does not treat a home corporation as a subordinate unit of either the Supreme Council or the subordinate council. Thus, the corporation does not have exempt status under Section 501(c)(8). Each home corporation must obtain its own Employer Identification Number (EIN) separately from the council forming the home corporation. Each home corporation must also file its own application for tax exempt status. A home corporation may be required to file its own Form #990 or Form #990-EZ. A home corporation should also maintain its own records and bank accounts.

4. Neither the Order’s nor the council’s name may be used as part of the corporate name.

5. The corporation may include only members in good standing of the council for whose benefit the corporation is formed. When a person’s council membership is terminated his membership and all rights in the corporation must also automatically terminate.

6. The corporation should be an aid to the council and the Order, fostering our fraternal, charitable, and benevolent aims. The creating document’s corporate “statement of purpose” should express this purpose.

7. The corporation may be able to qualify for tax-exempt status. The creating document must state that the corporation is non-profit, that it shall not issue shares of stock, and that no part of its earnings or assets shall inure to the benefit of members or any other private person. Of course, reasonable compensation may be paid for services rendered to the corporation. The creating document should specifically prohibit activities and disbursements not permitted to a corporation exempt from taxation.

8. The corporation may be treated as exempt from United States federal income tax as either a title holding corporation [Section 501(c)(2)] or a social club [Section 501(c)(7)]¹. It should apply as either a "social club" [Section 501(c)(7)] or a "title holding company" [Section 501(c)(2)].

¹ Funds raised by a council to acquire, build, or maintain a home corporation building are not recognized by the IRS as charitable contributions and are not deductible by the donor. Further, the raising of such funds by the council is not considered a charitable activity. (See Revenue Ruling 56-329)

9. To qualify as a 501(c)(2) title holding company, the home corporation's income must be solely from the rental of the real estate, or other passive sources. If a home corporation receives income from business sources, such as from the operation of a bar, or from gaming, it must then operate as a Section 501(c)(7) social club. Liquor licenses, if any, must be held in the name of the home corporation and not by the council itself.

10. A section 501(c)(7) (social club) organization may receive up to 35% of its gross receipts, including investment income, from sources outside its membership and still remain tax exempt. Part of the 35% (up to 15% of gross receipts) may be from public use of a social club's facilities. A section 501(c)(7) organization that derives more than 15% of its gross receipts from public use can lose its tax-exempt status.² Please note that a Section 501(c)(7) social club may be subject to tax on unrelated taxable business income, if profits come from non-members (including investment income); such clubs may be required to file IRS Form #990-T and pay tax on such income. Both 501(c)(2) and 501(c)(7) organizations are subject to property tax and sales tax, unless exempt under a specific state statute

² The Gross Receipts Test is described in the IRS publication. "Instructions for Schedule A” (Form-990).

11. A corporation filing for exemption under any provision should request exemption using IRS Form #1024. The requested supporting documents should be filed with the completed application. Local officers should obtain the IRS Publication No. 557, "How to Apply for Recognition of Exemption for an Organization."

12. There are special rules dealing with the sale of club property. The proceeds are taxable if not reinvested within three years in the new club property of equal or greater value.

13. Many states allow non-profit tax-exempt organizations, including fraternal benefit societies like the Order, to engage in charitable gaming in order to raise funds for charitable organizations and activities. Such charitable gaming may include instant tickets, lotteries, pull tabs, raffles and other gaming activities. The exempt organizations conducting gaming must include gaming proceeds in their gross receipts when making their annual Form #990 calculations. Such gaming activities must be conducted in full compliance with all applicable local, state, and federal laws, and the responsibility for such compliance rests with the officers of the relevant council or assembly. Councils and assemblies engaged in charitable gaming must review, in consultation with legal or tax counsel, relevant IRS forms. and publications. Such forms and publications may be obtained from the IRS.

14. Certain bingo games may be exempt from the tax on unrelated business taxable income if they meet the requirements of IRC Section 513(f) and might be excluded from the wagering tax under IRC Section 4401. Income from the sale of “instant bingo” tickets or “bingo” pull-tabs does not qualify for the bingo exclusion,

15. Attached are sample drafts of articles of incorporation and corporate by-laws. Both must be modified to conform to the requirements of local law. To the extent permissible by local law, however, articles and by-laws should conform to these guidelines. We recommend that, when creating a home corporation, the board of directors be limited to nine members. These nine members should consist of five officers of the council (Grand Knight, Deputy Grand Knight, and three Trustees) and four additional members selected from the council's membership. All those serving on the board of directors must be members of the council that is forming the corporation.

16. It is also important to note that no home corporation or council receives any type of liability insurance or bonding by virtue of its connection to or affiliation with the Supreme Council of the Knights of Columbus. Therefore, we recommend that all councils, as well as home corporations, have their own property casualty liability insurance and bonds.

ARTICLES OF INCORPORATION

ARTICLES OF INCORPORATION OF (NAME OF CORPORATION)¹

¹ The Order’s name or subordinate council’s name may not be used as part of the corporation's name.

Pursuant to the provision of the Non-stock, Non-profit Corporation Act of [insert state name], the undersigned incorporators hereby form a corporation and the following are its Articles of Incorporation.²

²If this is an existing corporation, the opening sentence should read "Pursuant to the provisions of the Non-stock, Non-profit corporation Act of the State of [name], the undersigned corporation hereby executes the following amended and restated Articles of Incorporation.”

ARTICLE 1 – NAME

The name of the corporation is [insert corporate name], which is an adjunct of [insert council name & number] Knights of Columbus.

ARTICLE II – PURPOSES, POWERS AND DURATION

The purposes for which this corporation is formed are: (a) to promote fraternal, charitable, educational, civic, athletic and social pursuits; (b) to render mutual aid and assistance to its sick, disabled and needy members and their families; and (c) to support and cooperate with all of the fraternal, charitable, religious, patriotic and civic enterprises of [insert council name and number] Knights of Columbus.

The corporation shall have the power to sue and to be sued, to hold, receive, lease and purchase such real estate and personal property as may be requisite and expedient for its purposes, and to sell, lease, encumber and dispose of such property. It may adopt, or amend by-laws, rules and regulations not inconsistent with applicable laws and these articles. It shall have all other powers granted to non-stock, non-profit corporations by the general laws of this state. Provided, however, and notwithstanding any other provisions of these articles, the corporation shall not carry on any activities or shall it have any powers prohibited to an organization exempt from federal income tax under Section 501(c) [Insert (2) of (7), the code subsection you will apply for exemption under] of the Internal Revenue Code (or the corresponding section of any future United States Internal Revenue Law). The corporation shall not have or issue shares of stock or pay dividends, no part of its earnings or assets shall inure to the benefit of or be distributable to its members, directors, officers or other private person, except that it shall be authorized to pay reasonable compensation for services rendered and to make payments and distribution in furtherance of its purposes.

The corporation's duration be perpetual. In the event of dissolution, after payment of all liabilities, its surplus shall become the property of [insert council name and number] the Knights of Columbus or be donated to a Catholic organization recognized by the Internal Revenue Service as tax-exempt under Section 501(c)(3) of the Internal Revenue Code (or the corresponding section of any future United States revenue law) as the board of directors shall determine.

ARTICLE Ill - MEMBERSHIP

The membership of this corporation shall be composed solely of the active membership in good standing of [insert council name & number] the Knights of Columbus.

Upon termination of a person's membership in said local council his membership in this corporation and all rights and privileges incident thereto shall also immediately and automatically terminate.

ARTICLE IV – DIRECTORS

The affairs of the corporation shall be managed by a board of directors elected from the membership of the corporation in the manner provided by the by-laws. The council Grand Knight, Deputy Grand Knight and Trustees shall be ex-officio members³ of the board of directors. The board of directors may be increased or decreased as provided by the by-laws, but in no case shall the number of directors be less than five. The directors shall hold office for a term of three years, except as the by-laws may otherwise provide. Council officers serving as directors ex-officio shall be directors during their term of council office. The number of directors constituting the initial board of directors is _______, and the names and addresses of the persons who are to serve as directors until the first annual meeting of the corporation, or until their successors are duly elected and qualified, are as follows:

Name Address

[Insert names and addresses of initial directors] .

The directors who are council officers shall control and supervise the actions of the board of directors and may remove any and all directors if the officers find their actions to be detrimental to the purposes of the corporation or the council.

³ Ex-officio members are members who hold the position by virtue of the office they hold. Powers may be exercised by an officer which are not specifically conferred upon him, but are necessarily implied in his office.

ARTICLE V – LOCATION AND AGENT FOR PROCESS

The corporation is located and has its principal office at [insert address], county of [name], state of [name].

____________________________________

Insert a number divisible by three.

The agent upon who process or notice to the corporation may be served is [insert name and address of agent].

Dated at ____________________on _______________ 20_____

_________________________

Incorporator¹

_________________________

Incorporator

_________________________

Incorporator

¹ If these are amended articles of an existing corporation, they must be signed by authorized corporate officers.

[Sample only – recommended by-laws far a canal home Corporation]

BY LAWS

(NAME OF CORPORATION)

ARTICLE 1 – NAME

The name of this corporation (hereafter called corporation) is [insert corporate name]. It is an adjunct of [insert council name and number] (hereinafter called council).

ARTICLE II – PURPOSES AND POWERS

Section 1. Purposes. The purposes of this corporation are:

(a) To promote and extend fraternal, charitable, civic and social pursuits;

(b) To render mutual aid and assistance to its sick, disabled and needy members and their families;

(d) To create and perpetuate true friendship among its members;

(f) To instill humanitarian virtues in the daily lives of its members;

(g) To cooperate and participate in all the fraternal, charitable, patriotic and civic enterprises of the council and the Knights of Columbus.

Section 2. Powers. The corporation shall have power to sue and to be sued, to hold. receive, lease and purchase such real estate and personal property as may be requisite and expedient for its purposes, and to sell, lease, encumber and dispose of such property. It shall have all other powers granted to non-stock, non-profit corporations by the general laws of this state. Provided, however, the corporation shall not carry on any activities or shall it have any powers prohibited to an organization exempt from federal income tax under Section 501(c) [Insert (2) or (7), the code subsection you will apply for exemption under] of the Internal Revenue Code of the corresponding section of any future United States Internal revenue law. In particular, but without limitation of the foregoing. the corporation shall not have or issue shares of stock or pay dividends, no part of its earnings or assets shall inure to the benefit of or be distributable to its members, directors, officers or other private person, except that it shall be authorized to pay reasonable compensation for services tendered and to make payment, and distributions in furtherance of its authorized purpose.

ARTICLE III – OFFICES

The corporation shall have and continually maintain a registered office and agent in this state.

ARTICLE IV – MEMBERS

Section 1. Members. The members of this corporation shall be solely the members in good standing of the council. Termination for any reason of membership in good standing in said council shall automatically and immediately terminate membership in this corporation and no terminated member have any further right, title, or interest in this corporation or in the privileges of membership therein.

Section 2. Voting . Each member shall be entitled to one vote on each matter submitted to a vote of the members.

Section 3. Transfer of Membership. Membership in this corporation is not transferable or assignable.

AR TICLE V – MEETINGS OF MEMBERS

Section 1. Annual Meeting. The annual meeting of members shall be held in (name of month), immediately following the first regular business meeting of the council. Not less than thirty days before the annual meeting date, the corporation secretary shall advise the members in writing of the meeting’s time and place. The purpose of the annual meeting shall be to elect directors and for the transaction of such business as may come before the meeting.

Section 2. Special Meetings. Special meetings may be called by the president, a majority of the board of directors, or by six or more of the members.

Section 3. Notice of Special Meetings. The secretary shall cause written or printed notice stating the place, day and time of any special meeting of members to be delivered, either personally or by mail, to each member, not less than five or more than thirty days before the date of such meeting.

The purpose for which the special meeting is called shall be stated in the notice. If mailed, the notice shall be deemed delivered when deposited in the United States mail addressed to the member at his address as it appears on the records of the council, with postage prepaid.

Section 4. Quorum. [insert number] members shall constitute a quorum at any meeting. If a quorum is not present at any meeting, a majority of the members present may adjourn the meeting from time to time without further notice.

ARTICLE VI – BOARD OF DIRECTORS

Section 1. Number. The board of directors shall consist of [insert number divisible by three] persons who shall be members in good standing of the corporation. The council Grand Knight, Deputy Grand Knight, and Trustees shall be ex-officio board members.¹ If a member of the board shall lose his membership in the council or corporation, for any reason whatsoever, his membership on the board of directors shall automatically and immediately terminate.

¹ Ex-officio members are members who hold the position by virtue of the office they hold. Powers may be exercised by an officer which are not specifically conferred upon him, but are necessarily implied in his office.

Section 2. Initial Election. At the first election of the board of directors, exclusive of the ex-officio members, one-third shall be elected to serve a one year term; one-third shall be elected to serve a two year term; and one-third shall be elected to serve a three year term. Thereafter, upon the expiration of the term, each director shall be elected to serve for a three year term.

Section 3. Election of Directors. Prior to the annual meeting, the president shall name a nominating committee who shall present a list of at least [insert number representing directors to be annually elected] names to be voted upon by secret ballot. In addition, the presiding officer must call for nominations from the floor and any member may present a nomination for the Board of directors from the floor. The [insert number representing directors to be annually elected] individuals receiving the highest number of votes on the first secret ballot shall be declared elected.

Section 4. Vacancies. Vacancies occurring on the board, other than that due to the expiration of a term of office, shall be filled by the board.

Section 5. General Powers. The board shall be charged with the responsibilities and shall have the authority usually entrusted to a board of directors, including the management of the corporation and the control of its financial affairs.

Section 6. Regular and Special Meetings. The board of directors shall meet monthly for the purpose of transacting such business as may properly come before the meeting. It shall require the presence of at least [insert percentage number] percent of the board of any meeting to constitute a quorum At any meeting of the board, the majority vote of the directors present and voting shall determine any matter submitted for consideration. Special meetings of the board may be called by the president by giving not less than one day written notice of the date, time and place of such meeting and the business to be transacted thereat. Upon the written request of not less than [insert number] members, the president shall call a special meeting of the board, giving written notice thereof as set forth herein Any director may waive call and notice of any special meeting

Section 7, Compensation. Directors shall not receive any compensation for their services as directors.

Section 8. Committees. Committees not having or exercising the authority of the board in the management of the corporation may be designated by a resolution adopted by a majority of the directors present at a meeting at which a quorum is present. Members of the corporation who are not board members may be appointed to a committee.

Section 9. Limitation of Office. A director shall not be eligible to succeed himself after serving two full three-year terms. This limitation shall not apply to ex-officio members.

Section 10. Supervision of Directors. The board shall be under the general supervision and control of the officers of the council and the council officers may remove any and all directors if their actions are found to be detrimental to the purposes of either the corporation or the council.

ARTICLE VII – OFFICERS

Section 1. Officers. At the first meeting of the board of directors after the annual meeting, it shall proceed to organize by electing officers for the ensuing year. The officers of the corporation shall be as follows: president, vice president, secretary, and treasurer, who shall serve for one year and until his successor shall have been duly elected and qualified.

Section 2. Duties. The duties of the officers are.

(a) President. The chief executive officer of the corporation. He shall preside at all meetings of the corporation and at all meetings of the board of directors. He shall have the power to appoint such committees as may be necessary, with the approval of the board of directors, which committees shall act under the direction of the board of directors. His signature or the signature of the vice president shall be essential for the validity of all checks.

(b) Vice president. In the absence of the president, he shall preside at all meetings of the corporation and at all meetings of the board of directors. He shall make a monthly report of the doings of the board of directors to the council at each council monthly business meeting. He shall perform any other duties which may be assigned to him by the president or the board of directors

(c) Treasurer. He shall receive all funds paid to the corporation and shall deposit same in the official depositories and shall make disbursements by the order of the board. He shall sign or countersign all checks. His account and books shall at all times be open to the inspection of the president, board of directors, and any authorized auditors. He shall make a report to the annual meeting and at such other times as the president or board of directors may require.

(d) Secretary. He shall keep a record of all meetings of the corporation and board of directors and perform such duties as are usually performed by secretaries of such organizations.

Section 3. Bonding. All officers authorized to sign checks shall be bonded by a surety company in an amount specified by the board.

ARTICLE VIII – CONTRACTS, CHECKS, DEPOSITS AND FUNDS

Section 1. Contracts. The board may authorize any officer or officers, agent or agents of the corporation to enter into any contract or execute and deliver any instrument in the name of or on behalf of the corporation and such authority may be general or confined to specific instances.

Section 2. Checks, drafts, etc. All checks, drafts or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of the corporation, shall be signed by the president, or in his absence the vice president, and countersigned by the treasurer.

Section 3. Deposits. All funds of the corporation shall be deposited to its credit in such banks, trust companies or other depositories as the board of directors may select.

Section 4. Gifts. The board of directors may accept on behalf of the corporation any contribution, gift, bequest or devise.

ARTICLE IX – BOOKS AND RECORDS

The corporation shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its members and board of directors. All books and records may be inspected by any member, or his agent or attorney for any proper purpose at any reasonable time.

ARTICLE X – ORDER OF BUSINESS

Section 1 . The following shall be the order of business for meetings of the board of directors:

1 Call to order

2. Prayer

3. Reading of minutes of previous meeting

4. Treasurer's report

5. Reading of bills and communications

6. Report of committees

7. Unfinished business

8. New business

9. Prayer

10. Adjournment

Section 2. The following shall be the order of business. for the annual meeting of the corporation:

1. Call to order

2. Prayer

3. Report of president

4. Presentation of audited financial report

5. Presentation of budget for ensuing year

6. Election of directors

7. Unfinished business

8. New business

9. Prayer

10. Adjournment

ARTICLE XI – TERMINATION OF EXISTENCE

Upon termination of existence of this corporation, in any manner, all of the funds, assets, and property of any kind owned by the corporation shall be turned over, in full, after payment of all its liabilities, to the council or to a Catholic organization recognized by the Internal Revenue Service under section 501(c)(3) of the Internal Revenue Code.

ARTICLE XII – AMENDMENTS TO BY-LAWS

These by-laws may be altered, amended or repealed and new by-laws may be adopted by two-thirds of the members present and voting at a membership meeting duly called in conformity with the notice requirements of Article V, Section 3, of these by-laws.

Addendum to Rental Agreement

This section addresses potential problems with any organizations having beliefs and agenda in opposition to our clergy, bishops, Church, or the Knights of Columbus. For numerous reasons, including the appearance of lack of support for the Church or the clergy and the appearance of condoning of the activities of such organizations, all building corporations need to include the following language or language similar to the following language in their rental agreements:

Notwithstanding any of the other terms of this contract, the <name> Building Corporation and the Knights of Columbus hereby reserve the right to cancel this rental agreement at any time prior to the beginning of the event which is the subject matter of this rental agreement if the <name> Building Corporation or the Knights of Columbus, in accordance with their sole discretion and judgment, determine that: (1) the event which is to be held on the premises or (2) the purposes, values or goals of the persons or organization involved in the event or sponsoring the event, are contrary to, in conflict with, or otherwise not condoned by the Knights of Columbus, the Roman Catholic Church, the bishops of the Roman Catholic Church, the clergy of the Roman Catholic Church, or are in conflict with any of the principles or beliefs of the Knights of Columbus, the Roman Catholic Church or its clergy or members. Upon such cancellation, any deposits will be promptly refunded by the <name> Building Corporation.

The leasing party to this agreement further acknowledges and agrees that in the event that cancellation by the Building Corporation or the Knights of Columbus takes place under the terms of this paragraph, that the only legal remedy or damages claims available to the party to this rental contract, its successors, its assigns or its members shall be limited to return of said rental deposit.

Councils will amend all of their rental agreements or attach as a separate addendum (to be signed and dated the same as the rental agreement) to all of their rental agreements. Indeed, to make it easier for each of the building corporations to comply with this request, the State Legal Counsel has drafted the Addendum to Rental Agreement for use by each council.

Addendum to Rental Agreement

This Addendum is hereby incorporated into and made part of that Rental Agreement dated _______________ between _______________ and _______________ (a building corporation organized under the laws of the State of Michigan), to include the following conditional language:

Dated: _______________ LESSOR: _______________

Dated: _______________ LESSEE: _______________

Council Report Due	Form No.	Date Due
Service Program Personnel	365	1 August
Semi-Annual Council Audit	1295	15 August
Annual Fraternal Survey	1728	31 January
Semi-Annual Council Audit	1295	15 February
Service Program Award Entry	STSP	13 April
Columbian Award Application	SP-7	30 June
Report of Council Officers	185	1 July
Council Activity 1st Quarter	State	30 September
Council Activity 2nd Quarter	State	31 December
Council Activity 3rd Quarter	State	31 March
Council Activity 4P Projection	State	31 March
Council Activity 4th Quarter	State	30 June

1. Mission

Council Church Activities Director

Mission

The Michigan State Council

State Church Activities Director

State Michigan Charities Director

Michigan Columbian Editor