Officer's Duties
GRAND KNIGHT
The grand knight is responsible for the overall welfare of the
council. Elected annually by the council membership, the grand knight must
provide thoughtful and inspired leadership to the other council officers, the
Service Program directors, chairmen and members of the council. More
specifically, his duties include: presiding over council meetings, acting as an
ex officio member of all committees; appointing the membership and program
directors and working with them on the selection of Service Program activities
chairman and membership recruitment and retention chairmen; convening officer
for a monthly meeting; appointing special committees not mandated by the laws of
the council; overseeing the proper exemplification of the First Degree; and,
finally, making sure that all reports and reporting forms required by the state
or Supreme Council offices are submitted on time. Another area of the grand
knight's duties is overseeing the important work of the council's admission
committee. Immediately after entering upon his term of office, the grand knight
must appoint an admission committee composed of seven members. The grand knight
monitors their work and makes sure their results are in line with the laws
governing the actions of the committee. The grand knight also interacts with the
financial secretary and treasurer to insure the council is meeting its financial
obligations to the Supreme and State council and others. For instance, the grand
knight countersigns all orders drawn and signed by the financial secretary and
all checks drawn and signed by the treasurer. He also reads the vouchers from
the financial secretary of moneys paid to the treasurer and from the treasurer
of moneys deposited in the bank. In essence, the grand knight checks on the
performance of the financial secretary and treasurer, working with them to help
the council meet its financial obligations. The grand knight is a member of the
Advisory Board charged with general supervision of a Columbian Squires circle
sponsored by his council. Finally, the grand knight is responsible for
recommending a chaplain and appointing a lecturer.
DEPUTY GRAND KNIGHT
The deputy grand knight is the second in command in the local
council. He is also elected annually, assists the grand knight in the operation
of council affairs and is responsible for any duties assigned to him by the
grand knight. In the absence of the grand knight, the deputy grand knight
presides at council meetings and functions as the grand knight would. The deputy
grand knight is a member of the Advisory Board charged with general supervision
of a Columbian Squires circle sponsored by his council. It is suggested that the
Deputy Grand Knight and the Board of Trustees serve on the council's Retention
Committee.
CHANCELLOR
The chancellor is elected annually to serve the council in a variety
of ways. Primarily, he assists the grand knight and deputy grand knight in the
execution of their duties and takes charge of the council during the incapacity
or extended absence of both. With the cooperation and support of the grand
knight, the chancellor has the important duty of strengthening the members'
interest in council activities.
RECORDER
The recorder functions in much the same way that a court reporter or
a secretary does. He is responsible for keeping a true record of all the actions
of the council and maintains all correspondence of the council.
FINANCIAL SECRETARY
Addressing the 96th annual meeting of the Supreme Council, Supreme
Knight Virgil C. Dechant said, "The financial secretary is an integral part
of the structure of the Knights of Columbus, and we intend to keep it that
way." His important role is underscored by the fact that he is not elected
by the membership but is appointed by the supreme knight for a period of three
years. His work has a direct effect on council members, his fellow officers, the
state council and the Supreme Council. Basically, the financial secretary's
duties revolve around two areas of council activities: financial records and
membership records. The financial secretary collects and receives all moneys
that come into the council from any source. He then turns that money over to the
treasurer for deposit in the council account. In accordance with section 130 of
the "Charter, Constitution and Laws", each financial secretary, upon
appointment by the supreme knight, is bonded automatically in the amount of
$2,500.00. One main function of the financial secretary is to collect money, in
the form of dues, from members. He sends out billing notices before the start of
the billing period and initiates retention measures to prevent members from
being suspended for nonpayment of dues. The compilation of membership records is
another of the financial secretary's important roles. He must ensure that new
members sign the constitutional roll of membership at the time of their First
Degree. The financial secretary also applies to the Supreme Council office for
honorary and honorary life membership cards for qualified members. Besides these
two major responsibilities, the financial secretary has several others. They
include: handling supply orders for members with the Supreme Council! Supply
Department; filing the "Report of Officers" with the Supreme Council
office; and reporting membership/insurance transactions to the Supreme Council
office in a timely and correct manner.
TREASURER
The treasurer is the elected official in charge of handling all
council funds. He receives money from the financial secretary and issues a
receipt for such. He is also responsible for depositing all money in the proper
council accounts and providing a voucher or certificate to the grand knight for
each transaction. The treasurer is also responsible for issuing payments to the
Supreme Council on all assessments made by it to the council and for all orders
of the council. Finally, the treasurer is responsible for keeping accurate
accounts of the moneys in the general expense fund of the council and the amount
of money in any special funds established by the council. He must be able to
provide up-to-date records on these accounts to the grand knight, financial
secretary or board of trustees. The treasurer is automatically bonded in the
amount of $2,500 at the Supreme Council office.
ADVOCATE
The advocate is the legal representative of the council and should
serve as the council's attorney in case of trial and investigation of any matter
of interest to the council. The advocate need not be a member of the legal
profession; however, he should be thoroughly familiar with all of the laws of
the Order as stated in the "Charter, Constitution and Laws" and with
the council by-laws. When a by-law is to be revised, the advocate serves as
chairman of the revision committee. The advocate should also have a working
knowledge of "Robert's Rules of Order," and the Supreme Council flyer,
"Methods of Conducting a Council Meeting". An understanding of both of
these will help keep meetings on track.
WARDEN
The warden is another officer elected annually by the membership at
large. The warden is responsible for supervising and maintaining most council
property, except that which belongs to the financial secretary. He sets up the
council chambers for meetings and degrees and appoints and supervises guards for
ceremonial exemplifications. The warden should also oversee the inside and
outside guards and make they are fulfilling the duties assigned to them.
INSIDE / OUTSIDE GUARDS
Both of these positions are elected annually. The inside guard
attends the inner door of the council chamber, checking on paid up membership
cards before allowing entrance. The outside guard tends the outer door of the
council home, admitting all visitors to the inner door.
BOARD Of TRUSTEES
The board of trustees consists of the grand knight and three members
elected by the council. Trustees supervise all financial business of the
council. They serve as auditors for the semiannual audits and oversee the work
of the financial secretary and treasurer. The grand knight is the chairman of
the board. It is suggested that the Board of Trustees and the Deputy Grand
Knight serve on the council's Retention Committee. Trustees are elected for
terms of three years, two years and one year. At each regular election, only the
position of three-year trustee will be voted upon, and the current three and two
year trustees move on to become two and one year trustees, respectively.
LECTURER (Appointed)
The lecturer is appointed by the grand knight to provide suitable
educational and entertaining programs for the council. He is responsible for
presenting the "Good of the Order" section at council meetings. The
lecturer must be knowledgeable of all aspects of council programming in order to
provide members with informative and entertaining programs. If the meetings have
been conducted in accordance with the ceremonials and the agenda, there will be
ample time at each meeting for the lecturer to present a worthwhile program that
will help build meeting attendance and provide benefits to the membership that
is present.
CHAPLAIN (Appointed)
The priest chosen to serve the council as chaplain will primarily act
as spiritual advisor to the brother knights and families of that council. Since
he will more than likely have a full-time ministry demanding the major part of
his time and effort, no specific duties with regards to running the council have
been assigned to him. He is expected, however, to make a report at council
meetings. The chaplain's report consists of any business matters relative to his
office and a brief talk by him on any religious matters. The chaplain should
also serve as an advisor to the church activities director and members of that
committee.
SERVICE DIRECTORS (Appointed)
At the beginning of his term, the grand knight should appoint any
standing committees that are called for by the laws of the Order or by the
by-laws of his council, including the program director and the membership
director called for under the Order's Service Program. While the selection of
the directors for Church activities, community activities, council activities,
family activities and youth activities should be left to the judgment of the
program director, the grand knight appoints these important officials, after
consultation with and upon the recombination of the program director. This same
rule should apply to the membership director in his selection of chairmen for
his committees. In selecting the program director and membership director, the
grand knight should seek men who command the respect of the membership of the
council and have the ability to organize and supervise the work of the various
directors. These positions demand time, talent, dedication and enthusiasm;
therefore, selections should be made very carefully.
INFORMATION TAKEN FROM THE GRAND KNIGHT'S HANDBOOK