KNIGHTS OF COLUMBUS

LEADERSHIPRESOURCESPractical Information for Grand Knights, District Deputies and Financial Secretaries

Table of Contents

General Section Knights of Columbus Organizational Chart ........................2 Supreme Council Headquarters Contact Directory............3 Forms and Reports.....................................................................3 Qualifications for Membership ...............................................4 Initiation Fees and Council Dues ...........................................4 Star Council Award ..................................................................5 Father McGivney Award..........................................5 Founders’ Award .......................................................5 Columbian Award ....................................................5 Other Awards ............................................................................6 International Service Award....................................6 Contest of Champions Award ................................6 District Awards .........................................................................6 New Council Award.................................................6 Star District Award...................................................6 All Star District Award ............................................6 Investments .................................................................................6 Duties of Council Officers......................................................8 Chaplain......................................................................8 Grand Knight.............................................................8 Deputy Grand Knight ..............................................8 Chancellor ..................................................................8 Financial Secretary ....................................................8 Recorder......................................................................9 Treasurer .....................................................................9 Lecturer.......................................................................9 Advocate .....................................................................9 Warden ........................................................................9 Inside/Outside Guards.............................................9 Board of Trustees.......................................................9 Program Director ......................................................9 Membership Director...............................................9 Protocol ......................................................................................9 Opening and Closing Odes ..................................................10Grand Knight Section Introduction..............................................................................11 Council Audit...........................................................................11 Council Budget ........................................................................14 Membership Procedures .........................................................14 Membership Procedures — Transferring Online

Members ...................................................................17 Officers Online — Grand Knight Section ..........................17 Honorary and Honorary Life Membership Requirements and Ceremonial .....................................18 Honorary Membership ..........................................18 Honorary Life Membership..................................18 Honorary (Honorary Life) Membership Ceremonial .....................................................18 Standing Council Committees..............................................20 Admission Committee...........................................20 Recruitment Committee .......................................20 Retention Committee ............................................20 Council By-laws........................................................................20 Certified Council First Degree Team...................................21 First Degree Ceremonial Guidelines ....................................21 Financial Secretary Evaluation...............................................22

District Deputy Section Introduction..............................................................................23 Degree Work Within Your District ......................................23 District Deputy Expense Form..............................................24 Official Council Visits ............................................................24 New Council Development ...................................................25 Council Reactivation...............................................................25 Council Retention ...................................................................25 District Meetings .....................................................................26 Strategy Sessions.......................................................................26 Officers Online — District Deputy Section .......................27 Miscellaneous — District Deputy Section ..........................27Financial Secretary Section Introduction..............................................................................29 Financial Secretary Compensation .......................................29 Income Tax Requirements......................................................29 Bonding ....................................................................................29 Annual Federal Information Return — Form 990 (U.S. Councils).................................................................30 Officers Online — Financial Secretary Section..................30 The Member Billing Application ..........................................31 Initial Setup for First-Time Users .........................................31 Billing Members .......................................................................32 Generating Notices ..................................................................33 Examples of Billing Dates .......................................................33 Processing Payments from Members ....................................34 Processing Receipts from Other Sources .............................34 Generating Membership Cards .............................................34 Institution of Payment ............................................................34 Order on Treasurer (Vouchers) .............................................35 Suspension of Council ............................................................35 Record Retention.....................................................................35 Report of Officer Elections ....................................................36 Monthly Statement..................................................................36 Member Data Change.............................................................36 Death of a Member..................................................................36

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Chaplain

Financial Secretary

Lecturer

Elected

Appointed

KNIGHTS OF COLUMBUSORGANIZATIONAL CHART

SUPREME COUNCILState Deputy, last living Past State Deputy, Territorial Deputy, delegates to the Supreme Council, Supreme Council Officers,

Board of Directors and Past Supreme Knight.

BOARD OF DIRECTORS/SUPREME COUNCIL OFFICERS

STATE COUNCILGrand Knights, Immediate Past Grand Knights,

State Officers and last living Past State Deputy

DISTRICT DEPUTY

ASSIGNED COUNCILS CHAPTERS

Deputy Grand Knight

Chancellor

Recorder

Treasurer

Advocate

Warden

Guards

Trustees

Grand Knight

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General Section

SUPREME COUNCIL HEADQUARTERS CONTACT DIRECTORY

Main Number .............................................................203-752-4000Customer Service ...................................................1-800-380-9995KnightsGear............................................................1-855-432-7562 knightsgear@kofc.orgSupplies Online ......................................................1-833-591-7770 customersupport@webbmason.com

Catholic Information Service ..................................203-752-4574 cis@kofc.orgCeremonials ................................................................203-752-4346 ceremonials@kofc.orgChaplains Programs and Development .................203-752-4267 chaplains@kofc.orgColumbia Magazine ..................................................203-752-4398 columbia@kofc.orgCouncil Accounts ......................................................203-752-4392 council.accounts@kofc.orgFinancial Secretary Appointments .........................203-752-4285 financial.secretary@kofc.orgFraternal Mission .......................................................203-752-4270 fraternalmission@kofc.orgMembership Growth.................................................203-752-4473 councilgrowth@kofc.orgMembership Records ................................................203-752-4210 membership@kofc.orgMember Management/Member Billing.................203-752-4210 expertfs@kofc.orgScholarships ................................................................203-752-4332 scholarships@kofc.orgFor general inquiries, email...............................................................................info@kofc.org

Forms and Reports

Electronic versions of most forms can be found at kofc.org/forms.

Due Date Form/ReportJune 30 Report of Chosen Officers for the Term (#185) OR the Officers Screen on Member ManagementAugust 1 Service Program Personnel Report (#365)* OR the Service Personnel Screen on Member ManagementAugust 15 Semiannual Council Audit (#1295)December 31 District Deputy Semiannual Report (#944A)January 31 Annual Survey of Fraternal Activity (#1728)*February 15 Semiannual Council Audit (#1295)June 30 Columbian Award Application (#SP-7)*June 30 District Deputy Semiannual Report (#944B)Immediately Membership Document (#100)If Required Notice of Intent to Retain (#1845)As Required Entries for the State Council Service Program Awards Contest (#STSP) and Family of the Year Contest to your state councilMonthly Degree Exemplification Report (#450)Monthly Family of the Month (#1993)

* Indicates Star Council Award Requirement

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Qualifications for Membership

The qualifications for Knights of Columbus membership, as contained in Section 101 of the Laws of the Order, are:

r Only practical Catholics in union with the Holy See shall be eligible and entitled to continue membership inthe Order.

r An applicant for membership shall not be less than 18 years of age on his last birthday.

Practical Catholic Guidelines

Guidelines have been established to assist in determining the practical Catholicity of an applicant or member. Theseguidelines will assist the grand knight in performing hisduties when serving on the council’s admission committee.These guidelines include:

r A practical Catholic accepts the teaching authority of the Catholic Church on matters of faith and morals,aspires to live in accordance with the precepts of the Catholic Church, and is in good standing with theCatholic Church.

r A practical Catholic strives to have a greater knowledge of the teaching of Christ and his Church, and toaccept, respect and defend the Church’s authority (vested in the Supreme Pontiff, the hierarchy and clergyunited with him) to teach, govern and sanctify the faithful.

r A practical Catholic gives material and moral support to the Church and her works on all levels, promoting theprograms of the parish and diocese and coming to the aid of the missions, the needy and the underprivileged;supports and advances the just causes of minority groups; endeavors to eliminate unjust discrimination,prejudice, etc.; and supports the Church in her defense of marriage and family life.

Initiation Fees and Council Dues

The Laws of the Order prescribe that the initiation fee shall be fixed by the council, provided, however, no initiation feeshall be required of any priest or member of a religious community who applies for membership. The rules also providethat for those entering under 26 years of age, the initiation fee shall not exceed $10. In cases of Juvenile to Adulttransactions, the maximum initiation fee is $5, provided application is made prior to the applicant’s 19th birthday.

The Laws of the Order set forth specific provisions regarding dues payable by each member. Dues shall be levied inadvance in an amount as fixed by the council. The dues for all associated and insurance members shall be the same, and they must not be less than $5 per year. However, councils may fix a different rate of dues for insured members under 26 years of age, but the same shall not be less than $3 per year.

If questions regarding the practical Catholicity of an applicant or member arise, the pastor of theapplicant or member should be consulted beforeany action is taken.

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Deaths do not count against your quota, and transfers in orout of your council do not count for or against your quota.Your council quota can be found under the Membership tabin Officers Online, which is updated daily. There is noapplication for the Founders’ Award as eligibility isautomatically determined by the Supreme Council.

The Columbian Award recognizes your council’scharitable service activities and fraternal programs in eachof the four Faith in Action program categories below. Inorder to earn the Columbian Award, your council mustcomplete at least four major programs or activities in eachof the four categories. Additionally, a council mustconduct one essential program in each category. A councilis considered to be well-rounded when it promotes andconducts various programs that reach out and help peoplein need. As an additional benefit, charitable outreachprograms will help your council attract and retain members.The following is a list of featured programs that yourcouncil should consider:

When your council conducts one of the above featuredprograms and fulfills its requirements, it will receive twocredits for that particular program category.

Additionally, a council must conduct one requiredprogram in each category to be eligible for theColumbian Award. The vast majority of councils arealready doing one or more of these programs, which aredesigned to enrich the spiritual life of the council, familyand community. Required programs are incrediblysimple to implement, often complementing otheractivities the council is already doing.

For more information about Faith in Action and Colum -bian Award requirements, visit kofc.org/faithinaction.

Star Council AwardIn order for your council to earn the Star Council Award, it must:

r Earn the Father McGivney Awardfor membership growth;

r Earn the Founders’ Award for insurance growth;

r Earn the Columbian Award for well-rounded council programs by submitting theColumbian Award Application (#SP-7);

r Submit the Service Program Personnel Report(#365);

r Submit the Annual Survey of Fraternal Activity(#1728); and

r Remain current with assessments from theSupreme Council Headquarters(In the U.S. and Canada, this includes being fully compliant with applicable SafeEnvironment requirements.)

The Father McGivney Award recognizes excellence incouncil membership growth. Each year, your council isassigned a membership quota from the Supreme Council.For the award, growth is considered to be net increaseover losses through suspension or withdrawal. Deaths do not count against your quota, and transfers in or out of your council do not count for or against yourquota. Your council quota can be found under theMembership tab in Officers Online, which is updateddaily. Eligibility for the Father McGivney Award isautomatically determined by the Supreme Council andthere is no application.

The Founders’ Award recognizes excellence in thepromotion of our insurance and fraternal benefits. Eachyear, your council is assigned an insurance quota from theSupreme Council. For the award, growth is considered to benet gain above losses through suspensions and withdrawalsand transfers from insurance to associate membership.

FAITH COMMUNITY

RSVP Coats for Kids Global Wheelchair Mission Habitat for Humanity FAMILY LIFE

Food for Families March for Life Special Olympics Ultrasound Program

FAITH COMMUNITY

Spiritual Reflection Helping HandsFAMILY LIFE

Consecration to the Novena for LifeHoly Family

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Other Awards

r The International Service Award is presented to councils for the best programs conducted in the areas of Faith, Community, Family, and Lifeactivities. The international winners are selectedfrom the winning entries submitted by eachjurisdiction. The first place winners arerecognized at the annual Supreme CouncilConvention. To be considered for the award,complete and submit the State Council ServiceProgram Awards Entry Form (#STSP). The form,along with supporting materials (newspaperarticles, photographs, etc.), should be submittedto your state council.

r The Contest of Champions Award is presented totwo councils in each jurisdiction: the council withthe highest percentage growth in membership, and the council with the highest numerical netgain in membership. No application is required for this award, as eligibility is automaticallydetermined by the Supreme Council.

District Awards

The New Council Award is presented to those districtdeputies responsible for the development of a new council.

The Star District Award is presented to those districtdeputies who attain 100 percent or more of the districtmembership net gain quota and the district insurance netgain quota and have at least one of the councils in thedistrict earn one of the levels of the Star Council Award.

The All Star District Award is presented to those districtdeputies who attain the Star District Award and have allof their active councils earn the Star Council Award. Must have a minimum of three active councils to be All Star and only available in insurance territories.

Investments

The charitable mission of the Knights of Columbusencourages councils to raise money which can then bedonated to worthy causes. This mission also calls ourmembers to become personally involved in fundraisingand charitable activities.

Councils have, in the past, been known to establish alarge investment portfolio generating passive income. This tends to undermine the charitable fundraisingaspect of our mission. It is important to remember thatthe Knights of Columbus has a well-earned reputationfor giving volunteer hours and money to worthy causes,and not holding funds in investment accounts.

The Knights of Columbus encourages members tobecome personally involved in fundraising and charitableactivities by recommending that a cap be placed on theamount of accumulated funds that a council may hold.The Supreme Council strongly advises councils not tomaintain total accumulated funds in excess of $10,000,except in certain special circumstances. Numerousproblems frequently arise when total accumulatedgeneral funds (non-earmarked) exceed $10,000. For example:

r Investing and managing funds frequently causesdiscord and dissension among members who may disagree about investment decisions

r Conflicts of interest frequently arise whenmembers in the investment business seek tomanage the funds

r The accumulation of large sums of money maylead members to handle those funds unwisely,despite their good intentions

Councils are authorized to receive funds into theirgeneral account in the course of their ordinary fraternaland charitable activities. To the extent that these fundsare not immediately disbursed for necessary expenses andcharitable donations, they may be held in other bank andinvestment accounts. However, councils should neverinvest or hold funds in brokerage accounts, stocks,annuities, mutual funds (other than money marketmutual funds), bonds or other forms such as gold, silveror platinum. The Supreme Council does not advise,

encourage, recommend or permit any of its councils toinvest or hold funds in any type of account other than the following:

r Ordinary short term certificates of deposit r Simple savings accounts r Simple checking accounts r Simple money market accounts r Money market mutual funds

For example, councils may choose to place funds in excessof $10,000 in a short-term certificate of deposit whilewaiting to disburse funds for an intended purpose. It isalso acceptable for a council to hold excess funds in acertificate of deposit as a reserve to cover a known expenseor liability that is coming due in the future. The funds should be held under the name and TaxIdentification Number of the council, and only theofficers identified in the bylaws are to have signatureauthority over the account. The financial officers andtrustees are responsible for keeping the members informedof where the funds are deposited. A program or committee chairman may never mix Knights ofColumbus funds with personal funds. Councils shouldnot create charitable trusts with the expectation ofdistributing the income generated by a large principal.These types of trusts pose several challenges, including:

r Long-term commitment by members to investand manage the principal

r Risk that successor trustees may not honor theoriginal intention of the trust

r Separate tax-filing obligations, if the trust is formedas a separate entity, which is usually the case

r Substantial legal obligations

Rather than forming charitable trusts, councils shouldconsider other ways to distribute their funds, including:

r State council charitable foundations r Local Catholic schools r Other local faith-based organizations

If a council determines that it has an unusual circumstancethat requires it to accumulate or invest funds in a way thatis inconsistent with this policy the grand knight shouldfirst consult with the state advocate, who will then

forward any request for permission to hold excess fundsto the supreme advocate.

Any individual member who expresses an interest inmaking a donation to an organization that promotesfaith-based initiatives should be encouraged to give to hisstate council’s foundation or to the Supreme Council’sUnited in Charity program. These donations are taxdeductible. Donations to a council are not tax deductible.

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r Collects money, in the form of dues, frommembers. Responsible for sending billing noticesand initiating retention measures by providing a list of delinquent members to the grand knightto prevent members from being suspended fornonpayment of dues

r Ensures that the council membership records are updated and that new members sign theconstitutional roll

r Receives from the Supreme CouncilHeadquarters honorary and honorary lifemembership cards for distribution to qualifiedmembers

r Files various reports and membership/insurancetransactions with the Supreme CouncilHeadquarters

r Responsible for completing and submitting the proper 990 for the council (U.S. only)

r Keeps the seal of the council and affixes the sameto membership cards, resolutions and otherofficial documents as necessary

Duties of Council Officers

Chaplain r Serves as spiritual advisor to the brother Knights

and families of that council r Provides his message to members at the

beginning of the meeting as outlined in theMethod of Conducting Council Meetings (#10318)or whenever it best suits his schedule

Grand Knight r Presides over all meetings r Appoints program and membership directors r Appoints committees as needed r Countersigns checks and orders for payment r Responsible for the council’s First Degree Team

Deputy Grand Knight r Assists the grand knight with operation of the

council and any other duties assigned to him bythe grand knight

r In the absence of the grand knight, presides atcouncil meetings

r Recommended to serve on the council’sRetention Committee

Chancellor r Has the duty of strengthening the members’

interest in council activities r Assists the grand knight and deputy grand knight

with their duties as assigned r Recommended to serve on the council’s

Admission Committee

Financial Secretary r Upon recommendation of the grand knight and

the trustees, the financial secretary is appointedfor a three-year term that is approved by thesupreme knight

r The prospective financial secretary must also complete and submit the Application forAppointment as Financial Secretary (#FS-101)

r Under Section 130 of the Laws of the Order, the financial secretary is automatically bonded in the amount of $5,000. Additional bondingmay be provided at a cost of $7 per thousand by contacting the supreme secretary’s office

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Recorder r Responsible for keeping and maintaining a true

and permanent record of all actions of the counciland maintains all correspondence of the council

Treasurer r Charged with handling council funds r Receives money from financial secretary and

deposits it in the proper council accounts r Responsible for paying all council expenses,

including assessments from the Supreme Council r Under Section 130 of the Laws of the Order, the

treasurer is automatically bonded in the amountof $5,000 when reported on the Election ofOfficers form (#185). Additional bonding may beprovided at a cost of $7 per thousand bycontacting the supreme secretary’s office

Lecturer r Appointed by the grand knight r Responsible for providing suitable educational

and entertaining programs under the “Good ofthe Order” section of council meetings

Advocate r Acts as parliamentarian for the council r Should have a working knowledge of Robert’s

Rules of Order, Charter, Constitution & Laws,council by-laws, and Method of ConductingCouncil Meetings (#10318)

r When needed, will seek legal assistance from the state advocate

Warden r Responsible for supervising and maintaining

all council property r Sets up council chambers for meetings and

degree exemplifications r Oversees inside and outside guards

Inside/Outside Guards r Attend the doors of the council chamber,

checking for current membership cards andallowing entrance

Board of Trustees r Consists of grand knight and three other elected

members

r Supervises all financial business of the counciland conducts the semiannual audits

r Trustees are elected for terms of three years, twoyears and one year. At each regular election, theposition of each trustee will be voted upon, with thecurrent three- and two-year trustees moving on tobecome the two- and one-year trustees, respectively

Program Director r Appointed by the grand knight r Collaborates with the grand knight in setting

the calendar of council programs for the year r Manages each service program director and

chairman as they implement the council’sprograms and activities

r Keeps accurate records of council programs forreporting on the Annual Survey of FraternalActivity and the Columbian Award Application

r Keeps council’s public relations chairmaninformed of all programs and activities forpromotion to local media

Membership Director r Appointed by the grand knight r Collaborates with the grand knight and council

leaders on council membership goals for the year r Manages the Recruitment Committee,

Retention Committee and Insurance PromotionCommittee chairmen as they implement thecouncil’s membership activities

r Plans and coordinates the council’s schedule ofrecruitment programs

For additional information, refer to the Duties andResponsibilities of Council Officers and Directors (#4241).

ProtocolProper protocol should be followed by all fraternalleaders. Protocol, by definition, is basic commoncourtesy. The Knights of Columbus Protocol Handbook(#1612) contains specific information governing manytypes of situations where protocol is involved. Keep inmind, however, that where there is no specific rulegoverning a situation, you will not go wrong byemploying common courtesy.

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Invitations — Guests should be sent proper invitations inwriting well in advance (at least six weeks before theevent). All invitations should be sent in the name of and signed by the grand knight, district deputy or state deputy, respectively. Replies may be directed to achairman or committee member.

The invitation should let the guest know timing, agenda,dress and any special expectations.

Your district deputy, as a special representative of thesupreme knight and state deputy, should be invited to allcouncil functions. However, it is not proper protocol to

send a “blanket” invitation to your district deputy withthe expectation that he will attend each event. It shouldbe understood that his schedule may not permit him toattend all affairs, in which case he would notify you inample time.

Speakers — Speakers for an event should be notified wellin advance that they are expected to speak. A courteousfraternal leader does not approach a guest just before orduring a program and ask if he wants to talk. This givesthe impression that you would prefer he did not speak,but if he wanted to talk, you would permit it.

Head Table — Seating is usually arranged by the highestrank from the middle out to either end. Guests areintroduced from the right toward the middle then fromthe left toward the middle, excluding speaking membersat the head table. The wives of all those seated at the headtable should also be included in the dais. The followingpriority list should apply for speaking programs andseating arrangements: clergy, Knights of Columbus (inranking order), civic dignitaries and other fraternities.

When more than one priest is present and a speaker doesnot wish to mention each by name, he should say “Rev.Monsignori” and/or “Rev. Fathers.” Never use “ReverendClergy” unless clergymen of different faiths are represented.

PROTOCOL HANDBOOK

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When addressingcorrespondence to a person that you have a close workingrelationship with, youshould acknowledgethe office he holds.The salutation wouldbe “Worthy GrandKnight and dearBrother Bill”.

Opening and Closing OdesOpening OdeMelody set to “O Christmas Tree”

Sing ye his praises loud and long,And let the unenlightened know.In ev’ry echo of your song,the great deeds done tho’ long ago.By Columbus of the valiant soul,who first old Neptune has controlled.Despite of Envy, Intrigue, Gold,in the dim past of long ago.

With vessels three o’er stormy sea,he thrilled the world of long ago.While wisdom linked with destiny,in justice scales its weight did throw.We are his heirs; We wear his name;We boast his deeds; We spread his fame.Our order is the shining flame,that lights the gloom of long ago.

Closing OdeMelody set to “My Country ‘Tis of Thee”

Now our evening’s work is done,then let us ev’ry one,join in a song.Long may our order stand,foremost in this freeland,ready with heart and hand,to right each wrong.

We have a mission great,true to our church and state,onward we move.We dry the mourner’s tear,the tired heart we cheer,faith in our works appear,upheld by love.

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Grand Knight

As grand knight, by virtue of your office, you and a duly elected delegate from your council, along with thegrand knights and delegates from each council in yourjurisdiction, compose the state council. The grand knightand delegate, or their alternates, elect state officers, electdelegates to the annual Supreme Convention and vote onresolutions presented to the annual state convention. It isextremely important for you and the delegate from yourcouncil to attend and participate in the proceedings ofthe convention. By taking an active role, you will ensure astronger future for your council and jurisdiction and theoverall good of the Order.

Council AuditThe Semiannual Council Audit Report (#1295) for theperiod ending June 30 is due at the Supreme Council by Aug. 15; the period ending Dec. 31 is due by Feb. 15. The council trustees and the grand knight shouldcomplete the audit and send it to: Knights of Columbus,Council Accounts, 1 Columbus Plaza, New Haven, CT06510-3326. The reports can be found at kofc.org/forms.

All three sections of the Semiannual Council AuditReport (#1295) must be completed, and the audit mustbe signed by the grand knight and at least two trustees.

If an entry is not applicable, the word “none” should beinserted on the line. Failure to complete any section oraffix required signatures will necessitate return of thereport to the grand knight.

Schedule A — Membership — A major objective of thesemiannual council audit is to reconcile local councilmembership records with those maintained by theSupreme Council Department of Membership Records. If your council uses Member Management/MemberBilling, the requirement to complete Schedule A is satisfied. Otherwise, the sources for informationnecessary to complete Schedule A are: (1) records thefinancial secretary maintains on ledger cards or ledgersheets, depending on the accounting system used by thecouncil; (2) semiannual Council Rosters provided by theSupreme Council Headquarters; and (3) monthlyCouncil Statements sent from the Supreme CouncilHeadquarters. The latter are especially necessary forassociate to insurance, insurance to associate, transfersout of the council and, in some instances, deathtransactions recorded as a result of insurance claimsprocessing. All discrepancies between local council andSupreme Council records are to be reconciled, with anynecessary membership transactions being submitted tothe Department of Membership Records or local councilrecords being corrected as necessary to ensure agreement.Only those members for whom the applicablemembership transactions have been reported are to belisted on the audit. If an addition or a deduction is beingacted upon but has not been submitted with sufficienttime for processing, it is not to be indicated on the auditreport. A review of the monthly Council Statements forthe audit period — August through January statementsfor the January audit, and February through Julystatements for the July audit — should be completed toensure that membership transactions have been receivedand processed by the Supreme Council Headquarters.For the purpose of preparing the semiannual audit only,inactive insurance members are excluded; they are not tobe considered as insurance members of the council. If aninsurance member is suspended or takes a withdrawal, he becomes inactive and is considered a deduction.Conversely, an inactive member reactivating hismembership is an addition to be recorded on the “Re-entries” line. Also, the “Transfers — Assoc. to Ins.”and “Transfers — Ins. to Assoc.” lines in the Additions

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Audit Procedures for Schedule B — The proceduredetailed below is recommended for use by auditors indetermining that dues payments were receipted, enteredon the appropriate Member Ledgers, turned over to thetreasurer, receipted by the treasurer and deposited in the council’s bank account. Conversely, it is effective inverifying that credits were not posted to Member Ledgersunless there is a record of payment having been received. In order to make these determinations, a representativenumber of accounts should be “spot checked.” Proceed as follows:

and Deductions sections must agree. For example, aninsurance addition as a result of an associate to insurancetransfer is also an associate deduction. The figures for“Total Deductions” in the Deductions section are to beplaced on the line “Minus Total Deductions” in theAdditions section and must be subtracted from thefigures for “Total for Period” to obtain the correct figuresfor “Number Members at End of Period.”

Schedule B — Cash Transactions — FinancialSecretary — “Cash on Hand Beginning of Period”will be the figure from the previous Audit Reportshowing “Cash on Hand at End of Period.”

Figures for “Cash Received — Dues, Initiations” and “CashReceived from other Sources” will be the accounting periodsummary from Records of Cash Receipts or from theFinancial Secretary’s Cash Book. “Total Cash Received”will be the total of the three previous items.

Amount for “Paid to Treasurer” will be the total of thefigures shown on receipts from treasurer to financialsecretary for moneys received during the period by thetreasurer from the financial secretary.

“Cash on Hand at End of Period” will be amount shown“Paid to Treasurer” subtracted from the amount shown“Total Cash Received.” In most instances, “Cash on Hand at End of Period” will show a zero balance, as mostfinancial secretaries pay all moneys to the treasurer beforethe end of the audit period.

Schedule B — Cash Transactions — Treasurer — The“Cash on Hand Beginning of Period” will be the figureshown on the previous audit from line “Net Balance onHand.” The item “Received from Fin. Sec.” will be theaccounting period total of the items in the Treasurer’sCash Book showing moneys received from the financialsecretary. This should agree with the amount shown inthe financial secretary’s report on line “Paid to Treasurer.”

Under “Disbursements,” the amounts for per capitapayment and general expenses will be the accountingperiod total of payment by the council as shown in theDisbursements section of the Treasurer’s Cash Book.

Schedule C: Some councils may include figuresin this schedule that are not applicable to theaudit report. This is particularly true relative to “Due Supreme Council: Per Capita” in theLiabilities column and “Due from Members” in the Assets column.

A common error is that some councils include asowed the per capita levy for the period followingthe one for which the audit is being made. Forexample, if an audit is being conducted for theperiod ending Dec. 31, then the per capita levyfor January of the following year should not beshown on the “Per Capita” line. However, shouldthat January levy not be paid by June 30, it wouldbe included on the next audit.

“Due from Members” — if the financialsecretary follows the proper billing procedures,he will have sent the First Notices at least 15days prior to the start of the period. Entries arenot to be made for those members being billedfor the following period. To avoid confusion,billing notices should be dated as the first ofthe month of the start of the period ( January 1or July 1), not the date the bills are beingprepared. However, should any portion of thebill remain unpaid into the next audit period,that portion is to be included on the ensuingAudit Report.

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One indicator of the financial condition of a council is the number of members in arrears and the amountsowed. Be certain to include these figures on the report.

The treasurer will furnish the amounts for “MoneyMarket accts.” from his cash book, which should showtransfers of cash to savings accounts.

Liabilities — Figure for the Liabilities section relative tothe council’s obligations to Supreme and state, as well asmiscellaneous, will be supplied by the financial secretaryfrom his records and from unpaid bills in his possession.

Advance payment of dues by members should beincluded in “Advance Payments By Members.” It is aliability because it represents dues payment not yetchargeable to the members.

When a member is suspended, the amounts he owes willappear in the Audit Report for the period in which hewas suspended. If using a manual accounting system, his Member Ledger should be removed from the councilfile on or before the end of the period in which he wassuspended. This procedure will ensure that a billingnotice is not produced during the next billing period andeliminates the carryover from one period to another ofuncollectible dues or other charges on members who havebeen suspended. The figure for “Total Current Liabilities”is also entered in the Assets column in the spacedesignated “Less: Current Liabilities” and is subtractedfrom “Total Current Assets” to obtain “Net Current Assets.”

If liabilities exceed assets, the “Total Current Assets”should be subtracted from “Current Liabilities” and theresulting figure shown in parenthesis.

Other Assets — Trustees are to itemize other assets onthe lines provided in this section.

r Verify several receipts on each Record of CashReceipts sheet to determine if credit was given onthe appropriate Member Ledger for the amountshown

r Verify several Member Ledgers to determine, inreverse order, if credit given there was receivedand recorded on the Record of Cash Receipts

r Verify the totals on each Record of Cash Receiptssheet to determine that moneys were turned overto the treasurer and his receipt was issued

r Verify each Treasurer’s Receipt to determine that the amounts shown were credited on bankstatements as deposits

To determine if the treasurer’s check register is in balancewith the balance shown on the end-of-period bankstatement, the following procedure is suggested:

r Determine that an authorized voucher exists foreach check issued and that the check was issuedto the correct payee in the correct amount

r Review the endorsement on the checks todetermine that they are properly endorsed by the payee

r Compare the cancelled checks to the CashDisbursement register and indicate initial auditresults on the check register

Schedule C — Assets and Liabilities — This section will provide insight as to the financial condition of the council. From the audit period it will indicate thecouncil’s financial progress — or lack thereof — andwhere necessary, it will enable the trustees, state anddistrict deputies, and the Supreme Council Headquartersto obtain a true picture of the council’s financial status.

Assets — “Undeposited Funds” are moneys in the possessionof either the financial secretary or treasurer or both.Assets labeled “Bank — Checking Acct.” and “Bank —Savings Acct.” will be the reconciliation of the treasurer’scheckbook(s) showing the net cash balance(s). Outstandingchecks should be deducted from the bank statement.

“Due From Members” data is obtained from the financialsecretary’s Member Ledger records. Refer to “Schedule C— Assets and Liabilities” for guidelines regarding thesefigures prior to making the entries.

This is also the time to evaluate each activity todetermine which ones the council will continue. Thebudget for a new activity will either take the revenue andexpenses from a discontinued activity or new dollars willneed to be allocated for the new activity.

Once the budget is prepared and finalized, it should bedisseminated to the membership and adopted at a regularcouncil meeting by a vote of the membership. It is recommended that this take place during one of thefirst meetings early in the fraternal year. This processensures that future meetings are utilized to the fullest andare not taken up with voting on each project’s expense. It is also a good practice to ensure that excess funds aretransferred from the council’s general account to a savingsaccount, as appropriate.

Membership ProceduresThe financial secretary should use the MemberManagement application (the preferred method, whenapplicable) or process a Membership Document (#100) for each of the following transactions:

1. New Member — The First Degree establishesmembership, and the recording of that degree is requiredto activate fraternal benefits. Immediately (within 24 hours) following the First Degree, the financialsecretary will process the Membership Document (#100)by mail or email. Whether you mail or send an email ofthe Membership Document (#100) to the SupremeCouncil Office, always copy the general agent. This willensure that the new member is recorded on the councilroster and that the general agent receives a copy of theMembership Document (#100). (Note: If the field agent ispresent at the degree, he may pick up this document fordelivery to the general agent.) The council should alwaysretain a copy of the Membership Document (#100) for itsrecords. When sending the Membership Document(#100) via email, there is no need to send a hard copy.

2. Juvenile to Adult — Juvenile to Adult constitutes aspecific category for an applicant for membership whoholds an in-force insurance policy that was issued whilehe was under 18 years of age. His application is to beprocessed as a Juvenile to Adult transaction. The juvenilepolicy number should be included on the MembershipDocument (#100), if available. If the prospect applies formembership prior to his 19th birthday, the maximuminitiation fee that can be charged is $5.

Council BudgetAs grand knight, you should work with the treasurer,financial secretary and trustees of your council tocompare the past year’s actual figures with the budgetedfigures that were approved by the council. Theinformation obtained will be used to develop the budgetfor the current fraternal year. Your council’s budgetshould correspond to the fraternal year, which covers the period from July 1 to June 30. Setting your council’sbudget should be started immediately after your electionas grand knight.

When beginning the budget process, review the actualrevenues and expenses for each program and activity andcompare those with the budgeted figures from the pastyear. Questions to consider when setting a budget include:

r Were the revenues skewed by one large donation? r Were items that were donated in the past now

being charged for, thus increasing expenses? r Was participation in a particular activity up or

down? Did it depend on the weather or ascheduling conflict? This could impact bothrevenues and expenses.

r Did the council charge too little or too much forthe event?

Keep the budgeted figures realistic and attainable. The figures should reflect an approximation of the actual results from the prior year, adjusted as needed foreither an extraordinary event or something that will beconsidered normal going forward. They should also bebased on the answers to the sample questions above.However, a good rule of thumb would be to increaserevenue and expenses for the cost of inflation(approximately 1-2 percent).

Budgets are useful tools, as they allow your variousprogram chairmen to conduct programsautonomously while working within the confines ofthe budget that was approved by the membership.

After the council passes the budget, it does notmean that it is set in stone. The budget should be an adaptable document, changing ascircumstances dictate.

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3. Reinstatement — This transaction can be used ifmembership termination has been for a period of threemonths or less. Reinstatements can only take place in thecouncil from which the member was suspended or took a withdrawal. A reinstatement will not reflect a break inmembership. No council vote is required.

4. Readmission — This transaction is appropriate ifmembership termination has been for a period of morethan three months and up to seven years. The applicantmay be readmitted into the council of his choice. Councilvote on his membership is required, but action by theadmission committee is normally not needed.

5. Reactivation — The proper transaction for reentry ofan inactive insurance member is reactivation. An inactiveinsurance member has been suspended for nonpaymentof dues but maintains an in-force Knights of Columbusinsurance certificate.

6. Reapplication — When an applicant has been out of the Order for more than seven years, reapplication is the proper transaction to be used. He may reapply tothe council of his choice, and the re-applicant need notretake his degrees if he satisfies the admission committeethat he’s already done so. He pays no initiation fee.

7. Transfer — A member in possession of a currentmembership card may transfer to any council of hischoice by applying through a Membership Document(#100). The receiving council accepts the application for transfer under the elective procedures. Please notethat a transfer is initiated only by the receiving council.Members cannot be transferred out of a council.

8. Withdrawal — The withdrawal transaction cannot be reported by using the Membership Document (#100).Rather, a personal, signed communication from themember requesting withdrawal (resignation) is requiredto be sent to the council and forwarded to the SupremeCouncil Headquarters. A member can resign whether he is current in dues or in arrears. The only stipulation isthat he must be eligible for re-entry as of the date he fileshis letter of withdrawal with the council or assembly.Withdrawal is not an option for a felon, non-practicalCatholic, or someone who has been suspended orexpelled under Section 162 of the Order’s Laws. Thosemembers who apply for and are granted a withdrawal do

not maintain continuous membership. The membershiprecord will reflect a break in service. If the applicant forwithdrawal is an insurance member, he will be recorded asan inactive member and will remain in that status on thecouncil roster as long as his insurance is in force.

The council continues to be responsible for Supreme andstate council assessments on inactive members. However, a $9 credit is applied to the council’s account the monthfollowing the anniversary date of the member’s insurancepolicy to offset such assessments.

Upon receipt of a valid withdrawal request, theMembership Records Department will process the requestand a letter from the Supreme Knight will be sent out tothe former member acknowledging that their withdrawalwas processed and providing information on how they canonce again become a Knight in the future should they wishto join a council or join online as an eMember. The StateRetention Chairman is copied on each of these letters sothat the state council can follow up and attempt to retaineach of these withdrawals.

9. Suspension — NonPayment — A member must be in arrears for at least three months before he can besuspended for nonpayment. Any member in that status,however, is to be advised that a current membership card is required for attendance and participation at allKnights of Columbus business meetings and ceremonialexemplifications. A “current” membership card is definedas one bearing a “DUES PAID TO” date equal to or greater than the current date. Because this category ofsuspension represents the largest group of losses to ourOrder each year, it is of vital importance that properbilling procedures be followed before active membership is terminated by suspension.

Completed Membership Documents (#100) can bescanned and emailed to membership@kofc.org andto the general agent of your council. This saves timeand money and ensures that transactions are postedto your council’s account quickly. Preferably, anyupdates to a member’s status should be madethrough the Member Management applicationlocated in Officers Online.

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As in the case of a withdrawal, a suspended insurancemember goes to an inactive status and remains on the council rolls. Because of this fact, the council isresponsible for Supreme and state levied assessments and also receives the annual $9 credit, as explained in the preceding section.

10. Death — As soon as possible after the death of acouncil member, a Membership Document (#100) shouldbe submitted to the Supreme Council Headquarters for processing with the complete date of death andsurvivor information included. If Member Managementis used to report this transaction, there is no need tosubmit additional documentation. Deceased membersare remembered in daily Mass at St. Mary’s Church, New Haven, CT — the birthplace of our Order.

11. Disability — Relief from Payment — Those brotherKnights who are unable to engage in any occupation for a period of at least six months may apply for waiver ofdues under Section 118(e) of the Order’s laws. Evidenceof total disability must be furnished to the SupremeCouncil Headquarters, along with the Application forRelief from Payment of Council Dues and Supreme andState Council Per Capita Charges (#1831). TheApplication must be signed by the disabled member, thegrand knight and the financial secretary. All disabilitywaivers expire on Dec. 31 of each year and must berenewed during the 90 days prior to expiration. A letter issent from the Supreme Council Headquarters requestingconfirmation of continued disability during October andmust be signed by the grand knight and financialsecretary. The letter is then returned directly to thesupreme secretary’s office. Council members who areexempt from dues payment under Section 118(e) are tobe issued a Membership Card (#154) on a calendar yearbasis. In the case of a member qualified for exemptionunder both Sections 118(e) and 118(d) — honorary life— the honorary life designation takes precedent.

12. Suspension — Lack of Practical Catholicity — One of the requirements for membership in the Knights ofColumbus is “…practical Catholic in union with the Holy See.” In order to remain on the active rolls of yourcouncil, a current member must maintain his practicalCatholicity. On occasion, however, members leave thefaith, marry outside of the Church or otherwise lose that status. In such cases, they forfeit their membership“ipso facto” — by virtue of the fact.

Before a suspension for this infraction can be processed,tangible evidence to support a suspension under Section168.1 of the Laws of the Order is required. A statementmust be on file in the Supreme Council office from thecouncil chaplain or the member’s parish priest to theeffect that the man in question is no longer a practical orpracticing Catholic. A statement signed by the memberadmitting to the infraction giving rise to the attemptedsuspension is also acceptable. One of these statements,along with a completed Membership Document (#100),must submitted in order for suspension processing can be initiated.

This transaction is NOT counted against SupremeCouncil award quotas.

13. Suspension — Felony Conviction — Section 168.6 of the Laws of the Order stipulates forfeiture ofmembership for a felony conviction. A felony is generallyone where the potential penalty is greater than one yearincarceration. To substantiate conviction, the financialsecretary must submit: a newspaper account of theconviction, written confirmation from the prosecutor or a certified copy of the court documentation. Proof of conviction should include a description of the crime as a felony. Any ONE of the aforementioned proofs ofconviction, certification that the individual convicted is known by the financial secretary to be the member to have his membership forfeited and a completedMembership Document (#100) are sufficient forsuspension under Section 168.6.

This transaction is NOT counted against SupremeCouncil award quotas.

14. Suspension — Misconduct — Detailed instructions onfiling complaints against a member, his rights to pleadand trial are found in the Laws of the Order, ChapterXIX, Sections 170-181. A completed MembershipDocument (#100) and all paperwork resulting fromcompliance with Chapter XIX of the Laws of the Ordermust be submitted to the Department of MembershipRecords before the suspension processing can beinitiated.

This transaction is NOT counted against SupremeCouncil award quotas.

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Membership Procedures — Transferring OnlineMembers

Transferring Online Members — Online Members“assigned” as prospects to councils will appear in thecouncil’s Prospect tab in Officers Online. This tab willonly be seen by grand knights and financial secretaries.Councils will not have an “Unassigned” tab.

Once the council has gone through the admissionsprocess, and the member has taken his First Degree, theycan transfer him by simply adding the date read in the“Grand Knight Approval (Date Read)” section, and theFirst Degree date in the “Financial Secretary(Ceremonial Date)” section, and clicking the updatebutton. These two dates can be added separately, butonce the First Degree date is added, the transfer will beprocessed.

Once the update is submitted, the member will beautomatically transferred into his new council. Thecouncil will not need to submit a Form 100.

Rejecting Transfers — If, for some reason, the OnlineMember is not going to transfer into the assignedcouncil, the council may “reject” the member by clicking

“reject” and selecting a reason from the drop-downmenu. Rejecting an Online Member for transfer willresult in the member reappearing in the “Unassigned”section of the state’s “Prospect” tab. A rejection will nottrigger an email to state officers.

Officers Online — Grand Knight SectionThe site, accessed from the main Knights of Columbuswebpage, provides you with access to your council’smembership roster and financial statement. Your accessto this website is granted once the Supreme CouncilHeadquarters receives your contact information on thecompleted Report of Officers Chosen for Term (#185) oron the Council Officer screen in Member Management. This report should be submitted to the Supreme Councilimmediately after council elections. Only upon recordingof this information will the Supreme Council Officegrant access to this secure section of the Knights ofColumbus website.

This site lets you track your council’s progress for bothmembership and insurance growth, which is useful infor-mation toward the earning of the Star Council Award.

After signing into Officers Online, as grand knight, youhave the ability to order council supplies, which can becharged to your council’s account. Click on SuppliesOnline to view the materials available and place yourorder. Gift items are also available by clicking on theKnights Gear logo, which brings you to knightsgear.com.Through this website, your council can also ordercustomized apparel (e.g. your council’s name andnumber).

Another resource available through Officers Online is theOfficers’ Desk Reference. It provides answers to frequentlyasked questions about our name and emblem, homecorporations, membership issues, tax issues, fraternalissues, council and assembly issues, the Fourth Degreeand social communications. There’s a very good chancethat many of the questions you might have about some of the more challenging aspects of being a grand knighthave been dealt with here. Entries are regularly updatedand expanded as new questions arise or additionalinformation becomes available. As grand knight, you alsohave access to the Member Management application andBy-Laws Online. Please be sure to familiarize yourselfwith these applications.

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No Supreme or state council assessments are leviedagainst them. All priests and religious brothers who havetaken their final or perpetual vows are automaticallydesignated as honorary life members upon receiving theFirst Degree of the Order. However, this status is notawarded to permanent deacons or seminarians unlessthey meet the requirements based on age and years ofservice. The Honorary Life membership distinctionincludes a plastic membership card that is sent to thefinancial secretary. The grand knight presents the card to the member at a suitable occasion. In the case ofautomatic processing, the card includes degreeinformation, provided the member’s record at theSupreme Council Headquarters indicates that he is aSecond or Third Degree. In the case of a manualsubmission, the financial secretary can also indicatedegree information when contacting the Department ofMembership Records.

An honorary life member cannot be suspended fornonpayment. He can, however, request a withdrawal orbe suspended for cause. In such case, you must requestthat he relinquish his plastic honorary life card.

Honorary (Honorary Life) Membership CeremonialIf the member has been a member for 25 consecutive yearsand has reached age 70, or has been a member for 50 yearsregardless of age, the only change in the followingceremonial is to substitute the words “honorary life member”for “honorary member” wherever the latter appears.

The honor may be conferred upon one individualmember or in groups of two or more. If a group, changesingular to plural where necessary.

The following items should be obtained by the financialsecretary prior to the ceremony. Honorary Member (#1457)and Honorary Life Member (#1458) certificates are availablefor a nominal charge as well as Honorary Member (#PG-109)and Honorary Life Member (#PG-110) lapel pins.

Honorary and Honorary Life MembershipRequirements and Ceremonial

Honorary MembershipMembers who have attained the actual age of 65 years andwho have been members of the Order for 25 consecutiveyears shall be designated as honorary members. If the 25years of continuous service is calculated from the last dateof entry, the award is automatic. If 25 years of unbrokenservice was achieved prior to a suspension or withdrawaltransaction, the distinction must be requested bycontacting the Department of Membership Records.

The honorary membership distinction includes a plastic membership card that is sent to the financialsecretary for presentation to the member at a suitableoccasion. In the case of automatic processing, the cardincludes degree information, provided the member’srecord at the Supreme Council Headquarters indicatesthat he is a Second or Third Degree. In the case of amanual submission, the financial secretary can alsoindicate degree information when contacting theDepartment of Membership Records.

The honorary member is exempt from general fundcharges, except payment of an amount equal to the sumof Supreme Council assessments and the annual levies of your state council. Because of this annual paymentrequirement, a paper membership card must be issued bythe financial secretary on a yearly basis. The honorarymember must present that paper card to gain access toKnights of Columbus functions.

Honorary Life MembershipMembers who have attained the actual age of 70 years and who have been members of the Order for 25consecutive years, and those who have been members ofthe Order for 50 consecutive years, regardless of age, shallbe designated as honorary life members. If the requiredyears of continuous service are calculated from the lastdate of entry, the award is automatic. If the required years were achieved prior to a suspension or withdrawaltransaction, the distinction must be requested bycontacting the Department of Membership Records.

Honorary Life members are exempt from furtherpayment of dues, per capita charges and assessments.

As long as the honorary or honorary life memberis in good standing, the financial secretarycontinues to issue an embossed paper “travelcard” to the member.

Careful preparations for this solemn ceremony should be made and every care taken to make its impressionslasting. Each officer should be prepared to deliver hispart in an inspiring manner, attired in a suit, medal ofoffice and ceremonial baldric or robe if available.

This ceremony may be conducted with the presence ofthe family and other guests or in private under “TheGood of the Order.”

G.K. — Our laws provide for conferring a degree ofhonor upon any member of this council who by reason of age and years of service is worthy of that distinction. The Worthy D.G.K. will announce the name(s) of ourbrother(s) to be so honored today (or tonight).

D.G.K. — Worthy G.K., the Worthy F.S. has certified tome the name(s) of Brother(s) ___________ as meritingthis honor. (Asks brother[s] so to be honored to stepforward.)

Chan. — Worthy G.K. and brothers, the Knights ofColumbus is a strong lay arm of the Church. In thesolemn ceremony of initiation, you promised unswervingloyalty to her. You learned also the powerful lesson ofunity; and unity, my brothers, means keeping ourselves

together in carrying out the high aims and purposes of our Order. When receiving Knightly honors in thisOrder, you were pronounced the hope of Church andState. Be you ever, therefore, valiant sons of Holy Churchand upright and loyal citizens of the State.

Our Order has acquired fame and honor throughout theland for the united efforts of its councils in communitycharitable service work, building the domestic Churchand supporting the culture of life, supporting Catholiceducation and fostering religious vocations.

How important it is, therefore, that each member of thiscouncil should continue steadfast in his fidelity to ourcouncil and in unity with our Order. Let us be evermindful, therefore, brothers, to maintain our membershipin our council so that our unity of purpose and unity inaction will not be weakened or diminished in our charitableendeavors and for our efforts to build a stronger and morevibrant faith. Only with steadfast determination for Godand for truth will we be able to promote and carry on ourhumanitarian work.

And so I say, Worthy G.K., that the purpose of thisceremony is to seek out and reward the persistent andfaithful members of this council; and from this station I pronounce the brother(s) designated by the WorthyD.G.K. truly deserving of the honor you are about toconfer.

(One Rap)

G.K. — (Addressing the brother[s])Brother(s),______________, the Supreme Council of our Order has empowered __________CouncilNo._________ to confer upon you the title of HonoraryMember (Honorary Life Member) and this decoration of honor and loyalty. You have merited this distinctionbecause you have kept yourself in good standing in the Order for (announce the actual number of yearsapplicable) and with self-sacrifice and unselfishness have aided the Order in the accomplishment of its noble aims.

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Your earnestness and zeal have been noted by yoursuperior officers as well as by your brothers of thiscouncil. The Order needs such men, men of character,men of principle — stalwart Catholic men. By virtue,therefore, of the authority conferred upon me by theSupreme Council of the Order, I pronounce you anHonorary (Honorary Life) Member of the Knights ofColumbus — and by like authority I present to you acommemorative Honorary/Honorary Life MemberCard, your paid up traveling card, Certificate ofAccomplishment and lapel pin, a mark of merit anddistinction among your brother Knights. It symbolizesyour loyalty, devotion and obedience to the principles ofour honored Order.

(G.K. presents to each their Certificate, CommemorativeCard and travel card to the brother[s] and inserts theemblem in coat lapel. The brother[s] should be calledupon to give expression of his [their] thought andfeelings, after which proceed as follows.)

The council sings one stanza of an appropriate hymn.Proceed with the remaining business under “Good of the Order” or, if the ceremonial is conducted during a council meeting, proceed with the next order ofbusiness.

Standing Council Committees

Admission Committee — Ensures that the applicantunderstands the Order and that the council understandswhat the candidate expects from his membership. A properly functioning Admission Committee:

1. Is comprised of the chancellor and six members whoare appointed by the grand knight

2. Requests the candidates to complete the MemberInterest Survey (#1842) to identify what types ofactivities are of interest to the candidates

3. Forwards the Admission Committee Report, which isread at a meeting of the council followed by candidateballoting, to the grand knight

4. Informs the candidates of the date for the next FirstDegree exemplification

5. After the candidates have taken their degree, asks the new members to consider joining in thecommittees and activities that match their interests

Recruitment Committee — Continually keeps a freshlist of potential candidates for membership in yourcouncil. A properly functioning Recruitment Committee:

1. Is composed of three or more members appointed by the grand knight in collaboration with themembership director

2. Identifies and schedules recruitment drives, whichshould include Church drives, open houses and teamrecruiting initiatives

3. Works with the Program Director in inviting potentialmembers to participate in council activities

Retention Committee — Keeps the members of yourcouncil interested and participating in your councilactivities. A Retention Chairman must be reported to theSupreme Council in order to suspend members for non-payment of dues. A properly functioning RetentionCommittee:

1. Is comprised of the Retention Chairman (usually thedeputy grand knight), council trustees and any othermembers appointed by the grand knight

2. Recognizes each member’s accomplishments 3. Ensures new members are introduced to the council

membership and made to feel welcome 4. Communicates with members to remind them of

meetings and activities5. Works with the Program Director to encourage the

members to participate in council activities

Council By-LawsAn application called By-Laws Online is available on the Knights of Columbus website. It allows councils to establish by-laws electronically, receive automaticapproval, submit a request for printing (if the councilwishes to have the by-laws printed by the SupremeCouncil), and maintain a historical file of by-laws that had previously been submitted and approvedthrough the By-Laws Online application. The program isavailable to grand knights, financial secretaries andadvocates of councils. The Supreme Council establishedthe By-Laws Online program to ensure that all councilsand assemblies are using a uniform set of procedures.Since it established the By-Laws Online program, theSupreme Council is no longer accepting or reviewing

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council by-laws that have not been prepared using theonline template. If a council wishes to amend its existingby-laws, it must use the online template to do so.

In order to access By-Laws Online, you will need aregistered account on Officers Online, which is an online resource that offers a menu of helpful applications.Go to kofc.org, click on “Sign In” on the right side of thehome page, and follow the instructions on the site. If you do not have a registered account with OfficersOnline or need assistance obtaining a user name orpassword, please contact the Supreme Council CustomerService Department at 1-800-380-9995. Once you haveobtained access to Officers Online, click on the By-LawsOnline button.

Certified Council First Degree TeamAs grand knight, you are directly responsible for theformation or continuation of your council’s First Degreeteam. When your council has its own First Degree team,it has greater opportunities to conduct degrees, whichallows for the welcoming of more members into yourcouncil.

If your council needs to form a First Degree Team, a team can be formed with four members and yourcouncil’s financial secretary. This small group can beconsidered the nucleus of the team. Additionally, yourcouncil chair officers may assume degree team roles, but the opportunity to assume a role should be open toall members of your council.

Although the First Degree may be conducted by readingthe parts, the performance of memorized parts remainsthe preferred method for the First Degree. The districtdeputy is responsible for certifying team members assoon as their part is memorized and they are able todeliver it in an inspiring manner. Once all teammembers have memorized their parts and are able todeliver the First Degree in an inspiring manner, then the team will be certified by the district deputy.

First Degree Ceremonial Guidelines r The financial secretary or grand knight orders

Candidates’ Kits (#531) by logging into theOfficers Online section of the Knights ofColumbus website and clicking the link to

Supplies Online. Each candidate kit consists of arosary, a prayer card, a Membership Application, a Knights of Columbus lapel pin and a copy of the booklet These Men They Call Knights(#937), along with information on the Shining Armor Award.

r The grand knight is in charge of this degreewhich may be conferred prior to, during,following or separately from a regular councilmeeting. The degree team officers need not becurrent chair officers. Degree team officers maywear the Supreme Council Ceremonial Baldricover a dark-colored business suit with the councilmedal of office.

r Reading degree parts is allowed, until furthernotice, as is use of the First Degree VideoProduction (which can be found in OfficersOnline). Even though reading is allowed,memorization is the preferred method ofdelivery. A team may exemplify the degree beforeit is certified by the district deputy. When theteam is ready for certification, the grand knightshall request the district deputy to certify theteam on a mutually agreed date and time.

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r The financial secretary, along with the wardenshould be the custodian of the books, CD andDVD. The warden will have the council chamberarranged as shown on Diagram A, page 6, in theFirst Degree Ceremonial Book (#2080).

r Worn or tattered First Degree ceremonial bookswill be replaced at no charge provided the oldbooks are returned to the Supreme CouncilHeadquarters — Director of Ceremonials.

r For a First Degree Team to be certified it willhave to deliver the ceremonial from memory.When the team has been certified, the districtdeputy shall apply for a certificate andcertification cards using the Notice of Certificationof First Degree Team (#543), available atkofc.org/forms. This form may be emailed toceremonials@kofc.org.

r When a First Degree Team is certified, thedistrict deputy will be mailed the TeamCertification Certificate (#1984), and the grandknight will be mailed each member’s certificationcard and First Degree Team Pocket Tokens.

r The council should host a First Degreeceremonial at least monthly. A candidate neednot travel far or wait extended periods of time tojoin his council. The grand knight shall notifythe district deputy of degree dates.

Every degree is to be reported. If the district deputy is present he should report the exemplification on theDegree Exemplification Report (#450). If the districtdeputy is not available to attend the degree, the grandknight or financial secretary should report theexemplification using the same report form. This reportcan be completed online by visiting kofc.org/forms.

Financial Secretary EvaluationNinety days prior to the conclusion of your council’sfinancial secretary’s three-year term, you will be advisedthat an evaluation of the financial secretary’sperformance in the office must be made and returnedto the Supreme Knight before consideration will be givento reappoint him for an additional three-year term.

The financial secretary will receive a copy of the letterinforming the grand knight of the need for an evaluation.

The Evaluation of Financial Secretary (#1938) instructsthe grand knight, council trustees and district deputy toevaluate the financial secretary by checking one of fourdesignations on the form, rating him on eight areas of his performance. Space is also provided to indicaterecommendation or non-recommendation forreappointment, and the current occupation of thefinancial secretary. The completed evaluation mustinclude the signatures of the grand knight, trustees andthe district deputy. The form is sent to the state deputyfor his endorsement and will be forwarded to thesupreme knight. Financial Secretary appointment formsare located online at kofc.org/forms.

If the financial secretary must resign from office beforethe end of his term or if he does not wish or is unable tocontinue beyond his three year term, he should submit aletter of resignation to the supreme knight indicating theeffective date of his resignation and the reason for doingso. When the letter of resignation is acknowledged by thesupreme knight, you will be sent complete instructionsand forms for the appointment of a successor to the office.

Eligible candidates for appointment as financial secretaryare:

1. Third Degree member of the Order.2. at least 21 years of age.3. not engaged in the sale of life or health insurance for

another organization.4. not a convicted felon.5. not elected to another office within your council.

You must complete the Nomination for Appointment(#FS-103) and obtain the signature of your council’strustees. The nominee must complete the Application for Appointment as Financial Secretary (#FS-101) andboth forms must be submitted to the Supreme Counciloffice. The supreme knight will make the appointment,which will be mailed directly to the newly appointed financial secretary with copies to you, the state deputy,executive secretary, district deputy, and general agent.The appointment takes effect on the date it is issued and will run for a period of three years from that date.

District Deputy

It is extremely important that you ensure that the grand knight and the delegate from each council in yourdistrict attend and participate in the proceedings of theannual state convention. As district deputy, you are alsoconsidered an important part of the state council. As such, you are expected to attend the organizationalmeeting, the mid-year membership meeting and theannual state convention. By taking an active role, you willensure a stronger future for each council in your district,your jurisdiction and the overall good of the Order.

Degree Work Within Your DistrictAs a district deputy, you are responsible for all of thedegrees held in your district. At the conclusion of anydegree exemplified in your district, report that degree tothe Supreme Council Headquarters by completing theDegree Exemplification Report (#450). You shouldcomplete and submit this report even if you were unableto attend the degree. This report can be completedonline by visiting kofc.org/forms.

For each council in your district to be successful,encourage them to conduct their own First DegreeCeremonial. Point out to your councils’ leadership teamsthat a First Degree team only requires four members plusthe financial secretary to form the nucleus of the team.

Be sure to include the membership number for each degree team member and to check thebox indicating that each part is completelymemorized on the Notice of Certification ofFirst Degree Team (#543).

This should be well within the capability of any council,regardless of its size. In addition, a council with a FirstDegree team has the ability to conduct degrees morefrequently, allowing them to welcome more newmembers than a council without a First Degree team.

The First Degree is under the direct supervision of thecouncil’s grand knight, who is responsible for appointingmembers to the team. Remind the grand knights in yourdistrict that the current chair officers may assume roleson the degree team, but the opportunity to assume a roleon the team should be open to all members of thecouncil, even if those members fill back-up roles.

Once the degree team members are set and they’ve hadan opportunity to study their assigned parts, you have theresponsibility of certifying the team. To certify a FirstDegree team you must observe the team membersdelivering their roles. Although the First Degree may beconducted by reading the parts, the performance ofmemorized parts remains the preferred method.Individual team members should be certified as soon astheir part is memorized and they are able to deliver it inan inspiring manner. You can use Notice of Certification ofFirst Degree Team (#543) for individual team membercertification.

Once all team members have memorized their parts andare able to deliver the degree in an inspiring manner, the First Degree team, as a whole, will be certified. Keepthe following point in mind when preparing to certify ateam: Memorize the part “word-for-word,” but deliver itfrom the heart. This means a word or phrase may beturned around and should not be held against a memberthat has really learned his role. If he has not learned hispart, be professional and suggest he work a little morebefore certifying him.

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Official Council VisitsAs district deputy, you are the official representative ofthe supreme knight and your state deputy when youmake your official council visits. These official visitsshould be made at a minimum of two times per year.After each official visit, you are expected to complete andsubmit the report of your visit to the Supreme CouncilHeadquarters. This report assists you and the SupremeCouncil Headquarters to determine if the councilwarrants additional assistance to maintain its viability.

Use the District Deputy Semiannual Report on CouncilStatus (#944) to report on the status of the councils inyour district. This form can be found online atkofc.org/forms or in Officers Online.

When a First Degree Team is certified, the district deputywill be mailed the Team Certification Certificate (#1984).The grand knight will be mailed the team members’certification cards as well as First Degree Team PocketTokens for each certified degree team member.

District Deputy Expense FormThe Supreme Council Headquarters covers certaindistrict deputy travel expenses. Your expenses should besubmitted on the District Deputy Expense Form (#267).

Your travel expenses for transportation, meals, telephone,tolls and parking, in connection with official business inyour assigned district, are chargeable to the SupremeCouncil. These expenses may be submitted as a result of traveling for installations of officers, degreeexemplifications and council visitations. Hotel chargesfor one night’s lodging, in connection with yourattendance at your jurisdiction’s organizational andmidyear membership meetings, are also chargeable to the Supreme Council.

Expenses that are not reimbursed by the SupremeCouncil include postage, guest meals, clerical assistance,printing, stationery, duplicating services and expensesincurred in connection with your attendance at yourjurisdiction’s annual state council convention.

Your District Deputy Expense Form (#267), accompaniedby itemized receipts, should be forwarded to the SupremeCouncil Headquarters quarterly through your statedeputy, whose approval is required before it will be givenattention by the supreme secretary. The expense form canbe found online at kofc.org/forms or in Officers Online.

Individual team members can be certified byusing the Notice of Certification of First DegreeTeam (#543). Only include information for theteam member[s] you are certifying. The SupremeCouncil Headquarters will monitor the progressof certification for the entire team and willautomatically mail the Certificate once all teammembers are certified.

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New Council DevelopmentOne of the greatest accomplishments for you as districtdeputy would be the formation of a new council duringyour tenure.

For in-depth details and instructions on forming a newcouncil, including the presentation of charter ceremony,refer to the Council Growth & Retention Guidelines(#10506).

Council ReactivationThe health and welfare of each council that you havebeen assigned is an important function for you as districtdeputy. Councils that are experiencing problems or havebeen suspended warrant attention. As district deputy, animportant duty is to reactivate any suspended council inyour district.

For full details on council reactivation, please refer toCouncil Growth & Retention Guidelines (#10506) orcontact the Fraternal Mission Department atcouncilreactivation@kofc.org.

Council RetentionAs a district deputy, you have the very importantresponsibility of ensuring that the councils in yourdistrict remain viable. This is accomplished through yourofficial and unofficial council visits. During those visits,your observation and leadership skills will prove to beinvaluable, especially if you observe the followingwarning signs that a council is struggling to remain active:

r No one is willing to take office — the samemembers continuing year after year as officers ofthe council indicates a lack of leadership.

r Low attendance at meetings — council membersappear to have no interest in continuing thecouncil if there is no quorum for meetings on acontinual basis.

r Very few or no service programs being conducted— councils have an obligation to assist the parishand community. Councils that have no serviceprograms in place are likely to fail.

r The council has no recruitment program and isnot welcoming to new members — in order tohave a strong council, adding new members tothe council is important. However, if there are norecruitment programs in place to accomplishthis, the council will fail

r No support for the parish or the pastor — if thecouncil is not interested in assisting the parish orthe pastor with furthering the mission of theChurch, this indicates that the council is failing

r The council is using dues payments for otherexpenses prior to paying its obligations to thesupreme and state councils — this situationindicates that while the council is attempting tocontinue the programs that it may be conducting,it is not taking in enough funds to pay for thoseprograms. It will only be a short time before thecouncil is suspended for nonpayment of supremeand state council obligations

The action steps you should take if you observe one ormore of these warning signs include:

r Reassure the members — this is not the time foryou to chastise the remaining members in thecouncil. Rather, let the members know that youare there to assist them in getting the councilturned around

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r Talk to the pastor — engage the pastor in tryingto find out why the council is failing. Keep themeeting positive and listen to what he is sayingabout why he thinks the council is failing

r Utilize the state officers — ask for assistancefrom the state officers, especially the statemembership and program directors. Theseresources are there to assist you and will provideyou with many strategies to get the councilfunctioning properly

Remember that you are there to facilitate the turnaroundof a struggling council and not to issue unilateral edictsand instructions. By collaborating with the pastor andthe members of the council on ways to revive the council,you will be leading by example. Keeping a positiveattitude when working through this process will yield asuccessful outcome.

District MeetingsCommunication and organization are vital to the successof your district. To achieve success you are required toconduct, at a minimum, a district organizational meetingand a midyear membership meeting. Invite grandknights, financial secretaries, treasurers, membership andprogram directors, and field agents from the councilswithin the district to participate in the meetings.

Your district organizational meeting should be heldwithin two weeks of the jurisdiction’s organizationalmeeting and cover the following areas:

r Membership m Goals and quotas for the district and each

council m Schedule of Degrees within the district for

the proceeding six months m Recruitment Plans l Supreme Council plans l State Council plans l District plans l Council plans m Membership Retention m Insurance Promotion m Membership Incentive Programs l Supreme Council l State Council

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r Charitable Programs m Supreme Council programs m State Council programs

The midyear membership meeting should be scheduledimmediately following the jurisdiction’s midyear meetingand focus on motivating each council to:

r Achieve membership and insurance goals r Continue providing charitable service programs

to their parish and community

The meeting is also a used to relay information from theSupreme and state councils on any new membership orcharitable program initiatives.

Strategy SessionsQuarterly (or as needed) strategy sessions are useful toolsfor you to meet with each council in your district on a one-on-one basis to review the council’s plans for membershiprecruitment, insurance promotion and charitable outreach.

The sessions should be scheduled in August orSeptember and then again in January or February. Each strategy session should include the council’s grand knight and membership and program directors.

Use the first session to assess the council’s plan on: r Providing charitable outreach to the parish and

community r Earning the Star Council Award r Membership recruitment

After this session, each participant should be committedto the plan of action for the council.

The second session should to be used to evaluate how thecouncil is progressing on the goals established in the firststrategy session. Questions to ask include:

r Is the council better than it was previously? r What can we do to help more people? r How can we do this better?

Officers Online — District Deputy SectionYour access to this website is granted at the start of your term, once the

Supreme Council Headquarters receives from your state deputy your contactinformation on the completed District Deputy Appointment (#189).

Officers Online lets you keep track your district’s progress for bothmembership and insurance growth, which is useful information

toward the earning of the Star District Award, and is useful to trackthe health of each council in your district.

Another resource available through Officers Online is theOfficers’ Desk Reference. It provides answers to frequently

asked questions about our name and emblem, homecorporations, membership issues, tax issues, fraternalissues, council and assembly issues, the Fourth Degree andsocial communications. Entries are regularly updated andexpanded as new questions arise or additional informationbecomes available.

Miscellaneous — District Deputy SectionMedals of Office — The supreme secretary forwards themedal of office for each new district deputy to the statedeputy for presentation at the installation ceremony. The retiring district deputy is allowed to retain his medalof office as a memento of his term.

Ceremonial Baldrics — The baldric positively identifiesKnights of Columbus, especially when worn with suitableattire, the medal of office, and name badge. Therefore theuse of Ceremonial Baldrics is preferred, and highlyencouraged, for wear at council functions, parish activities,and community and civic functions.

The Ceremonial Baldric is available to be ordered fromour official suppliers:

In the United States: The English Company, 1-800-444-5632 or www.kofcsupplies.com

In Canada: Entreprises Roger Sauvé, LTD, 1-888-266-1211 or www.roger-sauve.com

Officers’ Failure to Perform Duties — When an officer of a council in yourdistrict fails or refuses to perform the responsibilities of his office, you may

declare that office vacant in accordance with Sec. 92(b) of the Laws of theOrder. You must report at once to the state deputy and supreme secretary any

deposition or suspension made. If the vacancy will not be filled according to theLaws of the Order, you must appoint a member of the council to the office for theunexpired term.

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Installation of Officers — It is your duty to install theofficers of each council in your district. According to Sec. 129 of the Laws of the Order, each council officer,unless excused by a vote of his council, must presenthimself for installation at a (mutually agreed upon) time.The time must be specified in a notice issued by orthrough the district deputy or state deputy. The districtdeputy or state deputy also have the right to excuse acouncil officer from the installation. The installationceremony is detailed in the Installation of Council Officers(#770). You should prepare to conduct the installation asprescribed in the ceremonial book.

Dissolution of Councils — Whenever the board ofdirectors orders a council dissolved, you must follow anydirections you receive from the supreme secretaryregarding the transfer of memberships and thedisposition of books, papers, records, accounts andmoneys of the council.

Dissolved Councils — A new council may not beestablished in a location that was the site of a dissolvedcouncil without first obtaining approval from the boardof directors. The procedure calls for the state deputy todirect a letter of permission to the supreme secretarybefore any steps to organize are taken.

Installation

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Knightsof Columbus

Awards Presentations — Each year, the Star Council,Father McGivney, Founders’ and Columbian awards areforwarded to the district deputy of record (except whereotherwise requested by the state deputy) for presentation.You are asked to present these awards to the council at anappropriate ceremony or occasion. You should invite thefield agent to assist in all council award presentations,especially for the Founders’ Award. (Note: If the councilearns only the Founders’ Award, it will be forwarded tothe general agent of record for presentation.)

Member Retention — The State Retention Chairman, on behalf of the State Deputy will have the responsibilityof monitoring the Conservation List that is posted eachSaturday morning on the Supreme Council web site inthe Officers Online area. The same has the responsibilityto ensure that the State Retention Committee has accessto this report, and that each District Deputy monitortheir District Conservation Report. He should alsocommunicate with the member, offering assistance and advising him that the District Deputy in his area is available to help with any particular problems. The District Deputy must determine whether personalcontact has been made by the council and report hisfindings to the State Deputy, as soon as possible. As areminder, each council should report a RetentionChairman to the Supreme Council in order to be able tosuspend members for non-payment of dues.

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Financial SecretaryYou have been selected by your council and appointed bythe supreme knight. Through your professionalism,accuracy, strong organizational skills and timeliness, yourcouncil will be financially strong and able to conductcharitable projects in your parish and community.

If you must resign from office before the end of your termor if you do not wish to continue beyond the end of yourthree year term, you should send a letter of resignation tothe supreme knight noting the effective date of yourresignation and the reason for doing so. This should bedone as far in advance as possible, as sufficient time isneeded to secure other applicants for the position and toprocess the paperwork necessary for the appointment.

Financial Secretary CompensationThe board of directors has set the compensation to bepaid to the financial secretary, and every council shouldhave bylaws that conform exactly to this policy:

r From the council — an amount no less than 8 percent and no more than 10 percent (to bedetermined by the council) of the moneyscollected for dues from both insurance andassociate members. The financial secretary is freeto waive this compensation at his discretion.

r Lump sum payments are not allowed ascompensation to the financial secretary. The purpose of compensation on the percentagebasis is to pay the financial secretary according to

the effectiveness of his collecting from membersall moneys due to the council. Such collection isthe first duty of his office listed in Section 139 ofthe Laws of the Order. The financial secretaryreceives compensation from his council for duescollected only. He does not receive compensationfor initiation fees or any other receipts.

r From the Supreme Council Headquarters — thefinancial secretary annually receives at the end of each calendar year $.40 for each life insurancecertificate registered to the council and in force at the end of the calendar year.

r The payment from the Supreme Council is madeannually in January to the financial secretary ofrecord on Dec. 31. If more than one personserved in the office during the year, it is expectedthat the financial secretary receiving the awardwill share it on a pro-rata basis with hispredecessor.

r The approved compensation is for performance ofthe regular duties of the office of the financialsecretary according to the Laws of the Order. The council may award additional compensationto a financial secretary for extra duties which heperforms at the council’s direction beyond thoserequired by the Laws.

Income Tax RequirementsThe annual grant from the Supreme Council and anypayments from your local council are subject to incometax. Accordingly, you are required to report the totalamount received on your personal tax returns. In theUnited States, the Supreme Council will issue you a Form1099-MISC should your grant exceed $599.99. ForCanadian councils, a T4A slip will be issued if the grantexceeds $499.99. You must report the grant as income onyour personal tax returns, even if it falls below thethreshold for issuance of a Form 1099 or a T4A tax slip.You are not treated as an employee of either the localcouncil or the Supreme Council.

BondingThe financial secretary, upon appointment by thesupreme knight, is automatically bonded at no charge tothe council in the amount of $5,000. The same is true for the council treasurer. Councils may request additionalcoverage — at a cost of $7 per thousand — by writing tothe supreme secretary.

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Additional information on bonding: r Bonding is on the office of the financial secretary,

not the person holding the position r Additional coverage is requested by writing to

the supreme secretary r Bonding on the covered officers is limited to

$125,000 of total coverage per council, includingthe provided $5,000 of coverage on each officer

r Bonding runs from March 1 to the end ofFebruary, and any charge for additional coverageis posted on the council account annually inMarch or April. The charge is prorated ifpurchased at another time during the year

r Bonding coverage is applicable only to councilswho have properly completed the two mostrecent council audits, which must be on file at the Supreme Council Headquarters

Annual Federal Information Return — Form 990 (U.S. Councils)All councils in the United States are exempt from federalincome tax under the Internal Revenue Code, Section501(c)(8). A group ruling recognizing the exemptionwas obtained by the Supreme Council for itself and forits subordinate units. The group ruling does not extendto home corporations.

All councils in the United States must file one of thefollowing IRS forms: r 990N — Gross receipts of $50,000 or less r 990EZ — Gross receipts over $50,000 and up

to $199,999 r 990 — Gross receipts of $200,000 and over

The Supreme Council insists that each council carry out itsresponsibility under this law. An IRS form must be filed bythe 15th day of the fifth month after the end of yourannual accounting period. Failure to file three consecutiveyears will result in a loss of tax exemption status.The supreme advocate will send a memorandum,containing information on current IRS laws, to all U.S.councils during the month of February each year.

Officers Online — Financial Secretary SectionThe Officers Online website, accessed from the mainKnights of Columbus webpage, provides you with accessto your council’s membership roster and financialstatement. Your access to this website is granted once

your appointment is approved by the supreme knight. This site lets you keep track of your council’s progress forboth membership and insurance growth, which is usefulinformation toward the earning of the Star Council Award.

In Officers Online, you will see a “Prospect” tab in whichyou can view Online Members who are “assigned” asprospects to your council. Once the council has gonethrough the admissions process, and the member hastaken his First Degree, they can transfer him by simplyadding the date read in the “Grand Knight Approval(Date Read)” section, and the First Degree date in the“Financial Secretary (Ceremonial Date)” section, andclicking the update button. These two dates can be addedseparately, but once the First Degree date is added, thetransfer will be processed. Once the update is submitted,the member will be automatically transferred into his newcouncil. The council will not need to submit a Form 100.If, for some reason, the Online Member is not going totransfer into the assigned council, the council may “reject”the member by clicking “reject” and selecting a reasonfrom the drop-down menu. Rejecting an Online Memberfor transfer will result in the member reappearing in the“Unassigned” section of the state’s “Prospect” tab. Arejection will not trigger an email to state officers.

After signing into Officers Online, as financial secretary,you have the ability to order council supplies, which canbe charged to your council’s account. Click on SuppliesOnline to view the materials available and place yourorder. Gift items are also available by clicking on theKnights Gear logo, which brings you to knightsgear.com.Through this website, your council can also ordercustomized apparel (e.g. t-shirts with your council’s nameand number).

Another resource available through Officers Online is the Officers’ Desk Reference. It provides answers tofrequently asked questions about our name and emblem,home corporations, membership issues, tax issues,fraternal issues, council and assembly issues, the FourthDegree and social communications. There’s a very goodchance that many of the questions you might have aboutsome of the more challenging aspects of being a financialsecretary have been dealt with here. Entries are regularlyupdated and expanded as new questions arise oradditional information becomes available.

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The Member Billing ApplicationThe Member Billing application works in conjunctionwith the Member Management application.

Initial Setup for First-Time UsersIf your council has just started to use Member Billing,there are a few steps that are required prior to generatingan assessment.

Setting up your council’s billing information: r Billing Information — Member Billing allows

you to assess dues to members annually or semi-annually only. The billing schedule must beselected as calendar or fraternal year. Also, oncethe billing frequency has been established, thebilling remittance address needs to be selected —either your council’s mailing address or thefinancial secretary’s mailing address.

r Class List — This screen is where the amount ofthe council’s dues is entered. (The amount ofannual dues for honorary members in the councilis based on the sum of state and Supreme Councilper capita taxes and other levies. The annual duesfor honorary life members is specified in theLaws of the Order and cannot be updated inMember Billing.)

r Subclass — Council subclasses can be created formembers for whom the council wishes to reducethe dues amount. For example, a council maywish to waive or reduce dues for students. Asubclass of students can be added, along with therate of the reduced dues. Once established,members associated with a subclass will need tobe assigned to the subclass on the member’sBilling Information screen, located in theMember Information section.

r Reason for Assessments — This is required ifyour council plans to assess members for any

special or miscellaneous assessments. Reason forassessments can be added on the Event/Assessments screen in the council’s BillingInformation screen.

Setting up the member’s billing information: r Member Class — Displays the member as a

regular, honorary, or honorary life member r Sub Class — Members may be assigned as part of

a sub class and eligible for reduced dues (military,student, etc.).

r Disability — Members that are on disability andnoted as “Yes” on the member’s BillingInformation screen, will not be assessed dues.Nothing else is required to ensure that they arenot assessed.

r Do Not Assess — This provides the ability to notassess dues for members who may have a specialcircumstance, such as financial hardship, wherethe council decides not to assess dues for a certainperiod. (Honorary life or disabled members arenot included in the dues assessment process, sothis option does not need to be selected for thesemembers.)

r Do Not Send Bill — This provides the option ofnot sending a billing notice to specified membersfor any reason. (The member will still beassessed, but a notice will not be generated.)

r Delivery Preference — This identifies thepreferred method by which the member wishes toreceive his billing notice — mail, email or both.

r Language Preference — This allows a billingnotice to be generated in a different language.

r Billing Address Information — This sectionallows the financial secretary to update amember’s contact information, including hisaddress, telephone number, fax number andemail address. These changes will also bereflected in Member Management to alert theMembership Records Department at theSupreme Council Headquarters.

Prior to generating the initial dues assessment, if there aremembers with an outstanding balance for previous billingperiods, these records should be updated in the MemberLedger: r Billing Status — When a dues assessment is

processed from the Pending Assessment screen,

The Order’s accounting system and member database,Member Management/Member Billing, is also located in the Officers Online section of the Order’s website. This system allows you to manage financial transactions;create, edit and archive receipts, vouchers, assessments andadjustments; maintain a list of accounts and sub-accounts,payee/payor lists and council defined sub-classes forbilling (military, students, etc;), produce billing notices;and manage payments received from members.

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the billing status for all members will be changedto “First Notice.” Former members that are listedin Member Management/Member Billing can bemanually changed to “Prior” or “Deceased”status.

r Adjustments — The Adjustment section on thebottom of the Member Ledger screen can be usedto generate a charge adjustment for members withan outstanding balance. Separate adjustmentsshould be added if a member owes money forother assessments (initiation fee, miscellaneousfees, etc.). If a member has paid dues or otherassessments for future periods, a credit adjustmentshould be added. Payment of dues should NOTbe recorded here, but through the “DuesCollection Tool” found under the “Receipts”section of the Council Ledger. (This is the sameprocess as assessing new members for dues orinitiation fees after they have been recorded at theSupreme Council Headquarters and added toMember Management/Member Billing.)

Billing MembersA dues assessment can be generated for all billable memberson the “Enter Dues Assessment” screen by clicking on“Assessments” under the Council Ledger section: r Billing Cycle — Dues can be billed for the

calendar year or the fraternal year. (The defaultfor the billing period is predetermined by thebilling frequency, which is selected in the “Billing Setup” section.)

r As of Date — All bills have a date that indicateshow much is owed at the time the dues wereassessed. Dues can be assessed in Member Billingas early as 60 days prior to the billing period.However, the “As of Date” cannot be set morethan 15 days prior to the billing period. The dateused for the “As of Date” when generating a duesassessment also should be used for any special ormiscellaneous assessments.

r Assess Dues — This will place the duesassessment in a “pending” status, which can beprocessed on the “Pending Assessments” screen.All special or miscellaneous assessments shouldbe assessed on the “Assess Other” screen beforeprocessing the dues assessment.

A special or miscellaneous assessment can be generatedfor selected members using the “Assess Other” screenunder “Assessments” in the Council Ledger section. r Charge To — This specifies who will be assessed

the additional charge and is selected by membertype. (“All Billable” will assess all regular andhonorary members; “All Members” will assess allregular, honorary and honorary life members;“Honorary” will assess only honorary members;and “Honorary Life” will assess only honorary life members).

r Voluntary or Mandatory — If an assessment is avoluntary assessment, a notation will display onthe member’s bill showing that this assessment isvoluntary and payment is optional. Voluntaryassessments require a valid “Through Date.” Avalid “Through Date” should be selected well inadvance of the last day of the billing cycle (i.e. ifusing a calendar year billing cycle, select a date ofJune 1 — well in advance of Dec. 31). After thisdate, you have the ability to initiate a process thatwill generate a credit transaction for all membersthat did not pay the voluntary assessment.Mandatory assessments will remain on theMember Ledger until the member pays theassessment or the transaction is voided on the Member Ledger.

r Reason for Assessment — This is a required field,and if the “Reason for Assessment” does notappear in the drop down list, it can be added onthe Event/Reason screen under the BillingInformation section.

r Assess Other — This will place any special and miscellaneous assessments in a pendingstatus, which can be processed on the Pending Assessments screen. All special ormiscellaneous assessments should be assessed onthe “Assess Other” screen before processing thedues assessment.

All pending assessments can be posted to the MemberLedger from the “Pending Assessment” screen. When the“Process Assessment” is clicked, the billing status for allmembers will change to “First Notice.”

Generating NoticesOnce the pending assessments are processed, the FirstNotice can be generated from the “Notices” section ofthe Print Center in Member Billing. (If the respectiveofficers’ names or telephone numbers do not display onthe Notice, the data can be added on the “Council/Assembly Officers — Current Year” screen in MemberManagement.)

Notices can be sent via email, or printed and mailed,based on delivery preferences on the member’s BillingInformation screen. There is also an option to generate afile copy of all Notices to members.

Member Billing also provides the ability to email anindividual Notice to members who have been added toMember Management/Member Billing. Once themember delivery preference is set to email or both, an“Email Notice” icon will appear on the Member Ledgeror member’s Billing Information screens.

Thirty days after the “As of ” date, you can update allmembers currently in the “First Notice” status to “SecondNotice” status by using the “Update Status” screen underthe Assessment section of the Council Ledger. Noticescan be sent via email, or printed and mailed, based on thedelivery preferences on the Member Billing Informationscreen. Second Notices can also be saved electronically.

At this time, the Financial Secretary will provide thecontact information and amount due from each memberin arrears to the retention committee for personal follow up.

Thirty days after the “As of ” date of the Second Noticestatus, the Financial Secretary can update all delinquentmembers to “Knight Alert” status by using the “UpdateStatus” screen under the Assessment section of the

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Council Ledger. The Knight Alert letter being sent to themember explains how his membership is in danger ofbeing forfeited as a result of unpaid dues. The KnightAlert letter cannot be sent electronically because itrequires the signature of the grand knight.

Fifteen days after the “As of ” date of the “Knight Alert”status, all members currently in “Knight Alert” status canbe updated to “Intent to Retain” status by using the“Update Status” screen under the Assessment section ofthe Council Ledger. A Notice of Intent to Retain can be generated in the Billing section of the Print Center,informing the member that his delinquency has put hismembership in jeopardy. Copies of the Notice of Intentto Retain must be mailed or emailed to the SupremeCouncil. Sixty days after the Notice of Intent to Retainhas been filed, a Form 100 marked for suspension will berequired to be filed at the Supreme Council to actuallyremove a member from the council’s roster..

Individuals who have been assessed for the current billingperiod, but have become former members, need to haveany outstanding balances and their billing statusmanually updated on the Member Ledger screens.

Examples of Billing Dates

Calendar Year Billing Example• 1st Notice sent to member on December 15th• 2nd Notice sent to member on January 15th• Retention Committee contacts those in arrears• Knight Alert Letter sent February 15th• Notice of Intent to Retain sent March 1st• File a Form #100 with the Supreme Council on May 1st but no later than June 1st

Fraternal Year Billing Example• 1st Notice sent to member on June 15th• 2nd Notice sent to member on July 15th• Retention Committee contacts those in arrears• Knight Alert Letter sent August 15th• Notice of Intent to Retain sent September 1st• File a Form #100 with the Supreme Council on November 1st but no later than December 1st

The council officers should continue to followthe Proper Billing Procedures Including Use of the‘Notice of Intent to Retain’ (#1845A) instructions.This section instructs the financial secretary onthe steps necessary to generate notices in theMember Billing Application and assumes that allprotocols under #1845A have been followed.

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Processing Payments from MembersUnder the “Receipt” section of the Council Ledger, there is a “Dues Collection Tool” to record members’payments. The “Dues Collection Tool” is used if themember pays his outstanding balance in full.

If a member does not pay the full amount or includes adonation to the council or special fund, the paymentshould be recorded on the “Enter Receipt” screen toensure that the proper accounts/subaccounts arerecorded properly. If his payment includes money for aspecial or miscellaneous assessment, a “Reason forAssessment” must be entered in the “Event” field.

Once the “Save” button is clicked on the “DuesCollection Tool” screen or the “Enter Receipt” screen,this will place the transaction in “pending” status.Pending transactions can be processed on the “PendingReceipt” screen.

A “Report of Receipts” is available under the TreasurerReports in the Print Center of Member Billing. There arefour reports available: two for pending receipts and twofor posted receipts. (Posted receipt reports will displaysignature lines for the financial secretary and treasurer,which serve as a record that the treasurer received thesemoneys. If the treasurer’s name does not display on thisreport, add his data on the “Council Officers — CurrentYear” screen in Member Management.)

Processing Receipts From Other SourcesThese moneys can be recorded in Member Billing usingthe “Enter Receipt” screen under the Council Ledger. r Member or Payor — Prior to entering the receipt

information, you must search for a member or apayor. (A payor is an individual or entity that isnot a member of the council. A payor can beadded to Member Billing on the “Add aPayee/Payor” screen under Billing Information).

Once a search has been conducted, the results will appearin the “Search Results” box to the right. Click on thedesired member or payor so that it is highlighted in ablue banner. Click the “Select” button to populate thedate and member/payor in the “Enter Receipt” sectionon the bottom of the screen. Continue to enter theremaining information.

Once the “Save” button is clicked, the transaction isplaced in “Pending” status. Pending transactions can beprocessed on the “Pending Receipts” screen.

Generating Membership CardsMembership cards can be generated for members usingthe “Membership Card” section of the Print Center inMember Billing. Print membership cards using the “ByMember Type” feature, thereby having these cards readyfor presentation when the member remits his paymentfor dues.

Membership Card (#4817) stock paper can be orderedthrough Supplies Online. (Cards come eight to a sheetwith 25 sheets to a package, for a total of 200 cards.)There are four options in Member Billing for printingmembership cards: r By Member Type — which can be classified as:

All Billable, All Members, Regular, Honorary,Honorary Life, or Members on Disability

r By all members whose dues became currentbetween specified dates

r By Degree Dates — either 1st, 2nd, or 3rd r Use the Membership Card Template for a small

group of members or for new members who havenot been added to Member Billing

Institution of PaymentA Supreme Council or state council obligation DOESNOT require council approval. Receipt of the monthlyCouncil Statement from the Supreme CouncilHeadquarters serves as the official notice that the amountowed is due and payable. The same is true of a billingstatement received from the state council.

When the council approves any bill other than a SupremeCouncil or state council assessment, the bill must beturned over to the financial secretary. He then issues the“Order on Treasurer” voucher.

Ordinary, embossed “travel” Membership Cardsshall be issued for all current members on anannual basis. In order to gain admission to aKnights of Columbus meeting, a member shouldpresent a current travel card.

Order on Treasurer (Vouchers)After a bill has been properly approved for payment, the financial secretary initiates issuance of a check bygenerating a voucher in Member Billing under the“Voucher” section of the Council Ledger. He then printsa “Report of Vouchers” for the grand knight’s signature,which authorizes the treasurer to issue the check.

Trustees, when conducting the semiannual audit, shouldcompare the Report of Vouchers to the checks issued thatare recorded in the bank statement and check book.

Suspension of CouncilThe financial secretary should be aware of the need tomake payments to the Supreme Council within the timelimits allowed under Section 156 of the Laws of the Order.

Failure to make payment within the time limit will resultin suspension of the council. When a council issuspended, the board of directors requires the supremesecretary to send a Notice of Suspension to the grandknight, with copies to the district deputy and state deputy.

Section 156 provides for a grace period of 100 days foreach levy from the first of the month in which the levy ismade. The assessment dates and the dates on which theybecome in arrears are as follows:

Levy Date Type of Levy Pay byJanuary 1 Per Capita April 10

Catholic Adv/COLJuly 1 Per Capita October 10

Catholic Adv./COL

Supplies — 40 days after the first of the month in whichthe charge appears on the monthly Council Statement.

A council is automatically suspended whenever there isan arrearage of $50 or more in any of the above accounts.

Even though the council has a 100-day grace period toremit payments, automatic notices to the grand knight,financial secretary and district deputy will be generatedbetween 58 and 60 days of the date of the assessment.This notice is a reminder to remit the council’s paymentin order to avoid automatic suspension.

NEW/RECEIVING COUNCIL NUMBER COUNCIL LOCATION (CITY, ST/PROV) MEMBERSHIP NUMBER DATE READ DATE ELECTED 1ST. DEG. DATE

�

Membership Document

A CATHOLIC, FAMILY, FRATERNAL, SERVICE ORGANIZATION

The member and officers’ signatures are required for this form to be processed

Please complete this form legibly

A copy of this form should be sent to the council agent for his records

1 COLUMBUS PLAZA, NEW HAVEN CT 06510

1

2

3

4

5

LAST NAME

FIRST NAME

MIDDLE INITIAL

TITLE

STREET CITY ST/PROV POSTAL CODE COUNTRY (OUTSIDE US)

DATE OF BIRTH MARITAL STATUS HOME PHONE BUSINESS PHONE CELL PHONE

MO DAY YR

E-MAIL ADDRESS

OCCUPATION/EMPLOYER

LAST FOUR DIGITS OF TAX ID (e.g., SSN, SIN)

DATE OF TERMINATION REASON NUMBER OF LAST COUNCIL COUNCIL LOCATION (CITY, ST/PROV)

DID YOU APPLYFOR MEMBERSHIP

PREVIOUSLY? YESNO

1. FIRST

2. SECOND

3. THIRD 4. FOURTH

INITIATIONDATES

I HEREBY DECLARE THAT THE ABOVE IS TRUE AND CORRECT AND THAT I WILL UPHOLD THE CHARTER,

CONSTITUTION AND LAWS OF THE KNIGHTS OF COLUMBUS AND ANY OF ITS COUNCILS IN WHICH I HOLD

MEMBERSHIP AND AGREE THAT THE DECISION OF THE BOARD OF DIRECTORS SHALL CONTROL IN ALL MATTERS.

I AGREE THAT THE KNIGHTS OF COLUMBUS MAY VERIFY THE INFORMATION PROVIDED.

_____________________________________________________________________________________________________________

SIGNATURE OF APPLICANT

DATE

FINANCIAL SECRETARY SIGNATURES

GRAND KNIGHT

SUPREME OFFICE COPY

* SEE DEFINITION ON REVERSE/DOES NOT APPLY TO PRIESTS AND RELIGIOUS

XXXXX-

� NEW MEMBER� JUVENILE TO ADULT

� REINSTATEMENT (up to 3 months)

� REACTIVATION (inactive insurance)

TRANSACTION

� READMISSION (up to 7 years)

� REAPPLICATION (over 7 years)

� TRANSFER IN� DATA CHANGE

� SUSPENSION__________________reason

I HEREBY RECOMMEND THE ABOVE APPLICANT FOR MEMBERSHIP.

PRINTED NAME

OF PROPOSER

__________________________________________________________________________________________________________

PROPOSER’S MEMBER NUMBER (required) _________________________________________________________________

100 3/15

*ARE YOU A PRACTICAL OR PRACTICING

CATHOLIC IN UNION WITH THE HOLY SEE?

FORMERCOLUMBIANSQUIRE?

YESNO

YES NO

PARISH NAME, LOCATION (CITY, ST/PROV)

X

X

X

MO DAY YR PROVIDE SURVIVOR INFORMATION BELOW

� DEATH____________________ NEXT OF KIN__________________________________

RELATIONSHIP___________________ TELEPHONE#___________________________

STREET_____________________________________________________________________

CITY_______________________ST/PROV________________ POSTAL CODE__________

NEW/RECEIVING COUNCIL NUMBER COUNCIL LOCATION (CITY, ST/PROV) MEMBERSHIP NUMBER DATE READ DATE ELECTED 1ST. DEG. DATE

�

Membership Document

A CATHOLIC, FAMILY, FRATERNAL, SERVICE ORGANIZATION

The member and officers’ signatures are required for this form to be processed

Please complete this form legibly

A copy of this form should be sent to the council agent for his records

1 COLUMBUS PLAZA, NEW HAVEN CT 065101

2

3

4

5

LAST NAME

FIRST NAME

MIDDLE INITIAL

TITLE

STREET CITY ST/PROV POSTAL CODE COUNTRY (OUTSIDE US)

DATE OF BIRTH MARITAL STATUS HOME PHONE BUSINESS PHONE CELL PHONE

MO DAY YRE-MAIL ADDRESS

OCCUPATION/EMPLOYER

LAST FOUR DIGITS OF TAX ID (e.g., SSN, SIN)

DATE OF TERMINATION REASON NUMBER OF LAST COUNCIL COUNCIL LOCATION (CITY, ST/PROV)

DID YOU APPLYFOR MEMBERSHIPPREVIOUSLY?YES

NO

1. FIRST

2. SECOND

3. THIRD 4. FOURTH

INITIATIONDATES

I HEREBY DECLARE THAT THE ABOVE IS TRUE AND CORRECT AND THAT I WILL UPHOLD THE CHARTER,

CONSTITUTION AND LAWS OF THE KNIGHTS OF COLUMBUS AND ANY OF ITS COUNCILS IN WHICH I HOLD

MEMBERSHIP AND AGREE THAT THE DECISION OF THE BOARD OF DIRECTORS SHALL CONTROL IN ALL MATTERS.

I AGREE THAT THE KNIGHTS OF COLUMBUS MAY VERIFY THE INFORMATION PROVIDED.

_____________________________________________________________________________________________________________

SIGNATURE OF APPLICANT

DATE

FINANCIAL SECRETARY SIGNATURES

GRAND KNIGHT

SUPREME OFFICE COPY

* SEE DEFINITION ON REVERSE/DOES NOT APPLY TO PRIESTS AND RELIGIOUS

XXXXX-

� NEW MEMBER� JUVENILE TO ADULT� REINSTATEMENT (up to 3 months)� REACTIVATION (inactive insurance)

TRANSACTION� READMISSION (up to 7 years)� REAPPLICATION (over 7 years)� TRANSFER IN� DATA CHANGE� SUSPENSION__________________reason

I HEREBY RECOMMEND THE ABOVE APPLICANT FOR MEMBERSHIP.

PRINTED NAME OF PROPOSER __________________________________________________________________________________________________________

PROPOSER’S MEMBER NUMBER (required) _________________________________________________________________

100 3/15

*ARE YOU A PRACTICAL OR PRACTICING

CATHOLIC IN UNION WITH THE HOLY SEE?

FORMERCOLUMBIANSQUIRE?

YES NO

YES NO

PARISH NAME, LOCATION (CITY, ST/PROV)

X

X X

MO DAY YR PROVIDE SURVIVOR INFORMATION BELOW

� DEATH____________________ NEXT OF KIN__________________________________

RELATIONSHIP___________________ TELEPHONE#___________________________

STREET_____________________________________________________________________

CITY_______________________ST/PROV________________ POSTAL CODE__________

NEW/RECEIVING COUNCIL NUMBER COUNCIL LOCATION (CITY, ST/PROV) MEMBERSHIP NUMBER DATE READ DATE ELECTED 1ST. DEG. DATE

�

Membership DocumentA CATHOLIC, FAMILY, FRATERNAL, SERVICE ORGANIZATION

The member and officers’ signatures are required for this form to be processedPlease complete this form legibly

A copy of this form should be sent to the council agent for his records

1 COLUMBUS PLAZA, NEW HAVEN CT 065101

2

3

4

5

LAST NAME

FIRST NAME

MIDDLE INITIAL

TITLE

STREET CITY ST/PROV POSTAL CODE COUNTRY (OUTSIDE US)

DATE OF BIRTH MARITAL STATUS HOME PHONE BUSINESS PHONE CELL PHONE

MO DAY YR

E-MAIL ADDRESS

OCCUPATION/EMPLOYER

LAST FOUR DIGITS OF TAX ID (e.g., SSN, SIN)

DATE OF TERMINATION REASON NUMBER OF LAST COUNCIL COUNCIL LOCATION (CITY, ST/PROV)

DID YOU APPLYFOR MEMBERSHIPPREVIOUSLY?

YES NO

1. FIRST

2. SECOND3. THIRD 4. FOURTH

INITIATIONDATES

I HEREBY DECLARE THAT THE ABOVE IS TRUE AND CORRECT AND THAT I WILL UPHOLD THE CHARTER,

CONSTITUTION AND LAWS OF THE KNIGHTS OF COLUMBUS AND ANY OF ITS COUNCILS IN WHICH I HOLD

MEMBERSHIP AND AGREE THAT THE DECISION OF THE BOARD OF DIRECTORS SHALL CONTROL IN ALL MATTERS.

I AGREE THAT THE KNIGHTS OF COLUMBUS MAY VERIFY THE INFORMATION PROVIDED._____________________________________________________________________________________________________________

SIGNATURE OF APPLICANT

DATE

FINANCIAL SECRETARY SIGNATURESGRAND KNIGHT

SUPREME OFFICE COPY

* SEE DEFINITION ON REVERSE/DOES NOT APPLY TO PRIESTS AND RELIGIOUS

XXXXX-

� NEW MEMBER� JUVENILE TO ADULT� REINSTATEMENT (up to 3 months)� REACTIVATION (inactive insurance)

TRANSACTION� READMISSION (up to 7 years)� REAPPLICATION (over 7 years)� TRANSFER IN

� DATA CHANGE� SUSPENSION__________________reason

I HEREBY RECOMMEND THE ABOVE APPLICANT FOR MEMBERSHIP.PRINTED NAME OF PROPOSER __________________________________________________________________________________________________________

PROPOSER’S MEMBER NUMBER (required) _________________________________________________________________

100 3/15

*ARE YOU A PRACTICAL OR PRACTICING CATHOLIC IN UNION WITH THE HOLY SEE?

FORMERCOLUMBIANSQUIRE?

YES NO

YES NO

PARISH NAME, LOCATION (CITY, ST/PROV)

X

XX

MO DAY YR PROVIDE SURVIVOR INFORMATION BELOW

� DEATH____________________ NEXT OF KIN__________________________________RELATIONSHIP___________________ TELEPHONE#___________________________STREET_____________________________________________________________________CITY_______________________ST/PROV________________ POSTAL CODE__________

35

A council may have its suspension lifted by makingpayment in the amount of the arrears. When a council isto be reinstated, a Notice of Reinstatement is sent to theaforementioned officers.

Record RetentionIt is recommended that the following council records beretained as follows: r Current member Membership Document (#100)

(new members, re-entry transactions for memberswho did not join through your council originally):7 years retention

r Current member Membership Document (#100) (all except above and data changes): 3 years retention

r Current member Membership Document (#100)(data changes): verify processing of information atthe Supreme Council Headquarters, then destroy

r Former member Membership Document (#100) (all transactions): verify processing of information atthe Supreme Council Headquarters, then destroy

r Financial and business records (e.g. bankstatements, contracts, purchase orders, invoices, etc.): 10 years retention

r Tax forms: 7 years minimum, 10 yearsrecommended retention

In all cases, tax ID numbers — including the last fourdigits — must be removed.

36

Report of Officer ElectionsAs financial secretary, you are responsible for completingand submitting the Report of Officers Chosen for the Term(#185). Under the Laws of the Order, elections forcouncil officers shall be held between May 1 and June 15of each year (college councils — March 1 to June 1).Those duly elected officers are to be reported to theSupreme Council Headquarters by June 30.

The preferred method of reporting the newly electedcouncil officers is through the Member Managementapplication located on the Knights of Columbus websitein the Officers Online section. If reporting throughMember Management prior to July 1, make sure you areon the “Next Fraternal Year” screen and simply follow theinstructions included on the site for completing the form.There is no need to file a paper report with the SupremeCouncil Headquarters after using this method ofreporting the newly elected officers.

Monthly StatementAs financial secretary, you should have an understandingof the effect of reported membership transactions on per capita, Catholic advertising and the Culture of Lifelevies and with the charges accrued by your council forsupply orders. The council statement, sent out monthly,provides this information. It reflects changes inmembership and reports information on your council’sfinancial obligations to the Supreme Council.

r The council statement should be retained by youas part of your permanent files. It also should bereviewed by the grand knight and read at the nextcouncil meeting.

r The account balances - per capita, Catholicadvertising, Culture of Life and supplies - shouldbe treated as individual amounts owed by yourcouncil. Credit balances often appear in the percapita and Catholic advertising columns becauseof inactive insurance member credits, back-datedtransactions and miscellaneous adjustments.These credits may cause an overall credit balancein the account. Credit balances in the per capitaand Catholic advertising/Culture of Lifecolumns will automatically transfer betweenaccounts to offset charges. Supply credits are onlyused to offset future supply charges.

r Credits for assessments may be applicable in thecase of member suspension transactions. On thedate a suspension transaction is processed by theSupreme Council, there is a 130 day look-backperiod. If an assessment date ( Jan. 1 or July 1)falls within this period, a credit of $3.25 is issuedto the council.

r Councils are assessed $1.75 for per capita, $.50for Catholic advertising each Jan. 1 and July 1 onthe total membership in the council, includinginactive and honorary members. Honorary lifeand members on disability are excluded from the assessment.

r Councils are assessed $1.00 for the Culture ofLife fund each Jan. 1 and July 1. Honorary,honorary life, inactive members and members on disability are excluded from this assessment.

Member Data ChangeChanges in personal, contact (including email address),or membership information should be madeelectronically by using the Member ManagementApplication. Once updated in Member Management,there is no need to send information to the SupremeCouncil in paper format. By maintaining correct contactinformation - especially email addresses - allows for theuninterrupted flow of information from the Supreme andState Councils to each member.

Financial Secretaries are highly encouraged to ensure thatmember contact information is updated on a yearly basis.

Death of a MemberA member’s death can be reported in MemberManagement on the member’s Personal Informationscreen. Note that the next of kin information can only be reported if the date of death is on file in MemberManagement.

37

NOTES:

38

NOTES:

39

NOTES:

40

NOTES:

5093  8/18

Thank you for taking on the responsibility of being a leader in the Knights of Columbus. Through your example of faith,charity and sound judgment, you provide the model to follow. Your leadership can set a tone that is open and engaging,which will ensure growth in charitable outreach and membership.

This resource book will provide you with practical information and instructions for success in conducting and growingcharitable activities and increasing membership. Additional information is also available through the Fraternal TrainingPortal, the Officers’ Desk Reference, and on the Knights of Columbus Website kofc.org.

This Resource Book supersedes all previously published material relating to the topics herein.