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Duties of Council Officers
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Officer Jewel
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Description and Duties
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Chaplain
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The chaplain is the spiritual advisor of the council. He is expected to make a report at council meetings on religious matters. The grand knight appoints a priest in accordance with any rules established by the bishop of the diocese to serve as council chaplain.
- May serve on the Admissions committee
- May serve on the Squires Advisory Board
- May advise the Church committee
- May serve on the Vocations committee
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Grand Knight
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The grand knight is responsible for the welfare of the council. He presides over council meetings, acts as an ex-officio member of all committees, appoints a membership and programming director, convenes officers for a monthly meeting, and ensures all necessary reports are submitted to the state and Supreme Council. He should also be aware of the council’s financial status and ensure that his signature appears on all checks drawn. The grand knight is a member of the Advisory Board with general supervision of the council’s Columbian Squire circle.
Meetings
- Represent the Council at State Council meetings
- Preside over all meetings
- Chair the Board of Trustees
- Send invitations in the name of the Council
- Greet all guests to Council meetings and functions
- Call special meetings by himself or upon written request of 7 members
- Report on officer absent from 3 consecutive regular meetings to the District Deputy
- Act as Chaplain in the absence of the regular Chaplain
- Read all notices of the Fourth Degree
Appointments
- Appoint a Nominating Committee of three members not sooner than two months in advance of elections
- Appoint two Tellers to count the ballots during the election of officers
- Appoint a Lecturer
- Appoint an Organist
- Select the Chaplain, with the Trustees and DGK
- Appoint an admissions committee of seven members
- Appoint all committees and directors and serve ex officio as a member of all committees
Membership
- Refer all applications for membership, except from priests or religious, to the Admissions Committee within five days
- Read all applications approved or not reported within ten days by the Admissions Committee at the next regular business meeting
- Refer to any council in the same city applications which have been read, so that they may register their objection, within three days of their regular meeting
- Read all applications for membership at the next regular meeting following their referral to and the approval or failure to act within three business days of the regular meeting of another Council in the same city, for balloting by the Council, unless the other Council objects
- Refer any objections of another Council to the Admissions Committee for reconsideration
- Refer to the State Deputy any applications from outside the parishes of All Souls, St. Rita, or Christ the King for his consent
- Inspect the ballot box prior to balloting for candidates with the DGK
- Count the votes in balloting for candidates with the DGK
- Present all applications for membership to the FS
- May stay the initiation of an elected member with good cause, with the approval of the DD, subject to reconsideration of the Council at the next regular meeting
- Certify, if a member is receiving any degree at another council, that that member is in good standing, under Council seal
- Provide the Recorder with a list of candidates to be balloted prior to each regular meeting
- Order the ballot of any member requesting a transfer into the Council
- Sign applications for transfer from an incoming member with the FS following approval by the Council
- Issue a membership card to a member known to be in good standing if the FS is absent
- Notify the Supreme Secretary of a member’s ipso facto forfeiture, with the FS
Council Finances
- With the Treasurer and FS, prepare a Council budget
- Read the Treasurer’s Receipt and corresponding Voucher of Deposit at each regular meeting
- Read all bills against the Council at each Council meeting
- Sign a Form 1 Order for supplies including membership cards
- Countersign an Order on Treasurer completed by the FS for payments to Supreme or State Council
- Countersign an Order on Treasurer completed by the FS, upon approval of the Board of Trustees, for payments not to Supreme or State Council, for amounts of $500 or less
- Countersign an Order on Treasurer completed by the FS, upon approval of the 2/3 vote of the Council at the next meeting after prior notice, for payments not to Supreme or State Council in excess of $500
- Countersign checks completed by the Treasurer
- May have access to and possession of the books of the Council at any time
Discipline
- Transmit to the Accused notice of the charges within five days
- Impose the penalty accorded to a member who pleads guilty or fails to answer in ten days, for an offense
- Forward to the DD the charges and answer of a member who pleads not guilty within ten days
- Ensure all reports are filed on time
- Serve on the Squires Advisory Board
- Schedule, monitor, and may serve on the First Degree Team
- Participate in the Honorary Membership Ceremonial
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Deputy Grand Knight
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The deputy grand knight is second in command. He assists the grand knight with council affairs and fulfills all duties assigned to him by the grand knight. Should the grand knight be absent from a council meeting, the deputy grand knight will preside. He is chairman of the council’s retention committee and also a member of the Advisory Board charged with overseeing the council’s sponsored Columbian Squires circle.
- Preside at Council meetings in the absence of the GK
- Inspect the ballot box prior to balloting for candidates with the GK
- Count the votes in balloting for candidates with the DGK
- Select the Chaplain, with the GK and Trustees
- Chair the Retention and Conservation committee
- Serve on the Squires Advisory Board
- Participate in the Honorary Membership Ceremonial
- Serve as Program Director
- May serve on the First Degree Team
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Chancellor
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The chancellor has a variety of responsibilities. Primarily, he assists the grand knight and the deputy grand knight in the execution of their duties and oversees the council in both their absences. He is charged with strengthening the members’ interests in council activities. The chancellor is chairman of the admission committee and a member of the Columbian Squires circle ceremonial team.
- Chair the Admissions Committee
- Exercise a special interest in new members
- Administer the Shining Armor program
- Exercise a special interest in members sick or in distress
- Serve on the Columbian Squires ceremonial team
- Participate in the Honorary Membership Ceremonial
- May chair the Vocations Committee
- May chair the Council Committee
- May chair the Membership Committee
- May serve on the First Degree Team
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Warden
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The warden is the "watchdog" for council property and degree paraphernalia, except the property of the financial secretary, treasurer and recorder. He is also responsible for setting up the council chambers for meetings and ceremonial work. During ceremonial exemplifications, he will appoint and supervise guards.
- Confirm all present at meetings are possessed of the current membership card
- Supervise the balloting for candidates including determine the number voting prior to the balloting for candidates
- Have charge of and keep in proper condition all council property, except for moneys and accounts and record books of the officers
- Inventory the council property semiannually, prior to the Council audit
- Supervise the Guards for meetings and degrees
- Set up the chambers for meetings and degrees
- May serve on the First Degree Team
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Financial Secretary
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The financial secretary is appointed by the supreme knight, upon recommendation of the council. His main area of responsibilities is maintaining all financial and membership records. He collects and receives all moneys from all sources, including annual dues from council members. He also handles supply orders for the council officers and members, filing the Report of Officer (#185), and submitting all membership transactions to the Supreme Council.
Membership
- Serve on the admissions committee
- Notify the insurance agent of applications for membership
- Cause every new member to sign the Constitutional Roll
- Sign applications for transfer from an incoming member with the GK following approval by the Council
- Keep a roll of members, their residences and occupations, dates of initiation, and Fourth degree status
- Forward form 100s to the Supreme Council following initiation into the first degree or any other membership change
- Certify the degree of any member not a member of the Council to his GK
- Issue a membership card to all members in good standing
- Notify the fourth degree of any member transferring in or out, or suspended
- Notify the Supreme Secretary of a member’s ipso facto forfeiture, with the GK
Council Finances
- Maintain the Council’s exempt organization tax file as required by the IRS
- Furnish bond in an amount determined by the Council prior to assuming office
- Receive all council funds and provide a receipt to the contributor
- Deliver all collected council funds to the Treasurer at the end of each meeting
- Report the amount collected at each meeting to the Council
- Keep an account of the indebtedness or credit of each member on books provided for that purpose
- Take receipt from the Treasurer for funds delivered to him
- Provide the Treasurer’s receipt to the GK
- With the Treasurer and GK, prepare a Council budget
- Sign a Form 1 Order for supplies
- Sign an Order on Treasurer and give to the GK for payments to Supreme or State Council
- Sign an Order on Treasurer and give to the GK, upon approval of the Board of Trustees, for payments not to Supreme or State Council, for amounts of $500 or less
- Sign an Order on Treasurer and give to the GK, upon approval of the 2/3 vote of the Council at the next meeting after prior notice, for payments not to Supreme or State Council, in amounts greater than $500
- Keep Council records, including: amount and source of money collected; and amounts paid, and to whom and for what purpose
- Keep Council accounts, to show a complete and accurate financial standing of the Council and its members at all times
- Surrender his books for up to one week for the semi-annual audit
Records
- Notify the Supreme Secretary of all Council officers on Form 185
- Keep Council records, including: number and names of candidates for admission, elected candidates, and initiates
- Keep the Council seal and affix it to all proper papers
- Notify the FS of any member of another Council, who contacts the Council, of the member sick or in distress
- May serve on the First Degree Team
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Treasurer
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The treasurer is responsible for the safekeeping and maintaining records of all council funds and accounts. He is responsible for depositing money into the council’s accounts and provides a certificate of such monies to the grand knight. He is also responsible for payment of all expenses.
- Furnish bond in an amount determined by the Council prior to assuming office
- Receive all Council funds from the FS
- Provide the FS with a receipt for funds received
- Deposit all funds in a bank in a Council account
- Provide the GK with a Voucher of Deposit
- With the GK and FS, prepare a Council budget
- Disburse funds from the Council account only with a properly completed Order on Treasurer and co-signature of the GK
- Retain Order on Treasurer as his Voucher
- Keep separate account from the FS of all funds received and show the balance in the general fund and in each special fund of the council
- Surrender his books for up to one week for the semi-annual audit
- Serve on the admissions committee
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Recorder
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The recorder is similar to a court reporter or a secretary. He is responsible for maintaining a true record of all actions of the council and it’s correspondence. A Recorder’s Minute Book (#1403) is available from the Knights of Columbus Supply Department for keeping a record of council meetings.
- Keep a true record of the doings of his Council
- File all reports in the record book provided and preserve the record books as part of the records of the Council
- Read all bills
- Record the number voting prior to balloting for candidates
- Conduct all correspondence of the Council
- Surrender his books for up to one week for the semi-annual audit
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Advocate
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The advocate is the legal representative of the council and serves as the council’s attorney at trials and investigations of any interest to the council. While he does not need to be a member of the legal profession, he should be familiar with the council by-laws, the Order’s Charter, Constitution and Laws (#30), Methods of Conducting a Council Meeting (#1937), and Robert’s Rules of Order.
- Be the attorney of the Council in case of trial and investigation of any matter whatsoever of interest to the Council
- For a $10 fee, prosecute charges on behalf of the Council before a Trial Committee appointed by the DD
- Chair the Bylaws Committee
- Be custodian of the Council Bylaws
- Serve as Council Parliamentarian
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Trustees
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The board of trustees consists of three members elected by the council and the grand knight, who serves as chairman of the board. They oversee the work of the financial secretary and treasurer, and with the deputy grand knight serve on the council’s retention committee. During council elections, only the three-year trustee is voted on, with the others moving on to become two and one-year trustees, respectively.
- Select the Chaplain, with the GK and DGK
- Approve the bond furnished by the Financial Secretary and Treasurer
- Approve the institution where Council accounts will be deposited
- Have custody of Receipt of Treasurer and Voucher of Deposit following their reading
- Audit the books of the council semi-annually, in January and July
- Perform duties as assigned by the District Deputy
- Return books to the their respective officers in one week or less
- Serve on the Retention and Conservation committee
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Guards
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The guards have similar responsibilities, but distinct differences. The outside guard tends to the outer door admitting visitors and members to the inner door. Once at the inner door, the inside guard checks to make sure that their membership cards are current.
- Check members entering the Council chamber for a valid membership card
- Report to the Warden
- May serve on the First Degree Team
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Lecturer
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The lecturer is appointed by the grand knight to provide both educational and entertaining programs to the council. He is responsible for the "Good of the Order" portion of council meetings. In order to provide members with informative and educational programs, he must be knowledgeable and aware of all council programming.
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