Transcript Council Officer Responsibilities and Duties - kofc

Council Officer
Duties and Responsibilities
2012 - 2013
Council Officer
Duties & Responsibilities
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Each local council elects twelve officers and appoints others to oversee
the business of the council.
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The Duties & Responsibilities of these officers are to promote growth
of the Order and to insure valuable and effective programming is being
conducted within the church and the community.
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The duties of all council officers are outlined in the Laws of the Order
in Section 135.
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With the elected and appointed officers, the council appoints several
directors and chairman to conduct activities of the council and recruit
new members.
Elected Council
Officers
Appointed Council
Officers
Grand Knight
Grand Knight
Deputy Grand
Knight
Chaplain
Chancellor
Financial Secretary
Recorder
Lecturer
Treasurer
Advocate
Warden
Inside Guard
Outside Guard
Trustees (3)
Council Officer
Duties & Responsibilities
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The council leadership works together as a team to develop lasting
friendships and ensure harmony exists among all the members.
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Communications and information is shared with all the members on a
timely basis.
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The officers must project a positive attitude at all times, remembering
that our goal is to serve the Church, the community and our families in
the Spirit of Christ.
Chaplain
Appointed by the Bishop at the request of the Grand
Knight under the guidelines of local diocese.
Serves as the spiritual leader for the council
Supervise the councils religious activities
Provides spiritual comfort in difficult times
Work and supervise the development of spiritual
programs for the members
Grand Knight
Elected annually by the members;
Responsible for overall welfare of the council and for
promoting mutual cooperation & service among
members;
Responsible for providing thoughtful and inspiring
leadership;
Council Membership growth and program activities
are a priority;
Presides over all council meetings; Convenes monthly
officer meetings;
Grand Knight…
Ex-officio member of all committees;
Member of the advisory board of Squires Circle;
Appoints membership and program personnel; Appoints
and oversees admission committee;
Interacts with Financial Secretary and Treasurer to insure
all financial obligations are met; Reads all vouchers from
the Treasurer. Countersigns all orders and checks;
Insures that all reports are submitted on time;
Grand Knight…
Oversees exemplification of the first degree;
Recommends a chaplain and appoints Lecturer;
Perform all duties the Order imposes upon him;
Appoints special committees as needed;
Responsible for cooperation with other Columbian
groups & persons such as 4th Degree Assembly, other
councils, DD, State Deputy & the State Council.
Deputy Grand Knight
Elected annually by the members;
Assist the Grand Knight in his duties;
Presides over council meetings in the absence of the
Grand Knight;
Presides over Member Retention Committee;
Training position for Council Grand Knight;
Deputy Grand Knight…
May serve as Council Program Director and, if so,
oversees the work of all council general programs and
committees (See Surge with Service program booklet);
Works with GK with the selection of chairmen for all
programs;
Member of advisory board of Council Squires;
Helps the GK & FS distribute materials from the
Surge with Service kit to all Program Chairmen.
Gathers and summarizes committee reports during
council meetings.
Chancellor
Elected annually by the members;
In charge of total participation of membership with
activities of the council;
Chairman of the welcoming committee by exercising
special interest in new members;
Presides over the Admissions committee;
Chancellor…
May develop program to determine availability &
interest of members in specific activities of council &
refer info to GK;
Works with the council vocations director;
Reminds members of fraternal responsibilities, such
as visit the sick and members in distress;
Chairman of the welcoming committee by exercising
special interest in new members;
Recorder
Elected annually by the members;
Keeps accurate minutes of all meetings and reads
minutes from previous meetings.
Responsible for an accurate account of the council’s
activities; reports, discussions, motions as well as any
decrees.
Conducts correspondence of the council as directed by
the GK;
Helps GK during meetings by noting any business that
remains to be addressed or motions requiring reconsideration when reviewing old business.
Financial Secretary
Appointed by Supreme Knight for 3 year term
Can be reappointed upon favorable performance
Reports to the Grand Knight
Prepares vouchers for all council obligations &
Maintains certain records of council finances
Submits supply and material .orders
Financial Secretary…
Monitors timely filing of all council reports and forms.
Keeps all member and financial records secure
Shall prepare for and assists the audit committee with
the council audit
Maintains certain records of council finances
Applies to Supreme Council for honorary or honorary
life membership for qualified members.
Financial Secretary…
Shall promptly inform the Supreme Council & State
Council upon a member or family member’s death.
Upon appointment, the FS is automatically bonded in
the amount of $5,000. Additional bonding may be
purchased by the council.
Should maintain a file for each member including the
original application and next of kin information.
Because the duties of the FS are so varied and
complex, a FS Handbook is available from Supreme.
Treasurer
Elected annually by council members
Pays all council approved bills and expenses
Reports financial status of council at each meeting
Deposits all money from the financial secretary in a
council approved bank and returns receipts of deposit
to the Grand Knight
Treasurer…
Maintains record of council bank account
Assist financial secretary and trustees in conducting
the semiannual council audit
Causes all monies in his possession to be secure.
Is automatically bonded in the amount of $5,000 upon
receipt of Form 185- Report of Officers Chosen.
Additional bonding can be obtained through the
Supreme Office.
Advocate
Elected annually by council members
Legal representative of the council
Interprets Knights of Columbus regulations
Be familiar with the Order’s Charter Constitution and
By-Laws.
Keeps current and administers council by-laws.
Well versed on conducting a meeting and the use of
Robert’s Rules of Order - helps GK keep meeting on
track.
Warden
Elected annually by council members
Responsible for supervising & maintaining most
council property (except monies, account & record
books);
Prepares room for all meetings & ceremonial
exemplifications;
Prepares and sets up indispensable objects;
Instructs and oversees the Inside/Outside Guards .
Insures that at business meetings all members are in
possession of a current membership card
Inside/Outside Guards
Elected annually by council members
Both work with the Warden in their duties
Guards are stationed at entrance(s) to the meeting
Chamber
Verify the validity of membership cards upon entering a
business meeting or a degree ceremony;
Verify members entering chamber are appropriately
attired, have correct jewels & are prepared for meeting;
Shall perform other duties as instructed by the council,
GK or the warden
Board of Trustees
Consists of Grand Knight and three members elected
by council members (3yr, 2 yr & 1 yr terms);
Serves as council watchdog all of council assets –
which include membership & finances.
Responsible for the financial health and condition of
the council
Develops plans to insure adequate income for the
council to operate and contribute to charity.
Monitors and reviews all council expenditures
Board of Trustees…
Audit financial portion of council records maintained
by FS & treasurer to insure accountability and safety
of all council funds.
Audit membership records ensuring accuracy of
billing, review non & late paying members ensuring
dues are in order.
Report financial & membership findings from audit
semiannually.
Serve on Retention committee under the direction of
the Deputy Grand Knight
Should be involved contacting non & late paying
members prior to their names being submitted to a
higher office.
Lecturer
Appointed by the Grand Knight.
Is responsible for providing the Good of the Order
section at council meetings
Provides inspirational programs and entertainment for
the pleasure of the members at council meetings
Utilizes appropriate films and has guest lecturers attend
for the purpose of making presentations
Service Program Chairmen
Council success depends upon the programs selected &
executed during the fraternal year.
GK appoints Program Chairmen after consultation &
recommendation of the General Program Chairman.
Selection of the chairmen can follow the committee
outline in the Surge… with Service Booklet
Chairmen should have respect of membership & ability
to organize & supervise various projects & committees.
Surge… with Service booklet provides an excellent
resource for outlining the aims of service programs.
GK appoints standing committees as called out in Laws
of the Order or By Laws of the council