COUNCIL OFFICER DUTIES
GRAND KNIGHT
His duties are to:
1. Attend all social and business functions, including committee activities. Attendance shall not he limited to attendance only, but also include participation whenever possible and appropriate.
2. Attend all District Deputy meetings and all Northern California Chapter meetings.
3. Attend and represent the Council at all Community, Civic and Church functions where representation is requested.
4. Be responsible Qy delegation, that all Council activities are thoroughly coordinated and organized before being presented to the Council for approval or completion. Furthermore, the Grand Knight is a member of all Committees.
5. Preside over all meetings of his Council and firmly enforce the rules and regulations of the Council and the Laws of the Order.
6. Convene and conduct the audit with the Trustees in January and July and serve on the Board of Trustees.
7. Make sure all Council reports are submitted correctly and on time to Supreme, State, Chapter and District, according to the Grand Knights Handbook that is provided by Supreme Council.
8. Work with the Program Director (DGK) to insure that his appointees are qualified and fully cognizant of the extent of their appointment and responsibilities.
9. Act as a Counselor for the Squires Circle.
10. Appoint the Admission Committee Chairman. The rest of the committee will be the Deputy Grand Knight, the Chancellor and the five Service Committee Directors.
11. Appoint the Council Chaplain.
12. Appoint the Lecturer.
13. Maintain close rapport with the Pastor and Priests within the Council area.
14. Countersign orders drawn and signed by the Financial Secretary for the payment of money, when the same have been ordered by his Councilor approved by the Board of Trustees.
15. Countersign checks drawn and signed by the Treasurer.
16. Receive the vouchers from the Financial Secretary of the money paid by the Financial Secretary to the Treasurer and also the vouchers showing that such monies were deposited by the Treasurer in an approved bank or other secure institution of deposit.
18. Be responsible for the First Degree Team, according to the Charter Constitution Laws of the Knights of Columbus.
19. Appoint a nominating committee and a Chairman in April or May to oversee nominations for next year's officers.
DEPUTY GRAND KNIGHT
His duties are to:
1. Attend all social and business functions, including committee activities. Attendance shall not be limited to attendance only, but also include participation whenever possible and appropriate. Also attend all District Deputy meetings and Northern California Chapter meetings.
2. Maintain extremely close coordination with the Grand Knight to keep informed of all activities, in detail. This will permit the Deputy Grand Knight to function effectively in the absence of the Grand Knight. Deputy Grand Knight must view his role as being totality involved in all activities as is the Grand Knight and thus assure complete effectiveness.
3. Preside over those meetings that are not attended be the Grand Knight.
4. Automatically become the Program Director of the Council for the duration of his term as Deputy Grand Knight.
His duties as Program Director are:
A. Immediately consult with the Grand Knight to screen possible appointees for five Committee Directors (Church, Community, Council, Family and Youth). The right of disapproval of any of the Committee Directors rest with the Grand Knight.
B. The Program Director shall assure that each Committee Director appoints at one to three members to serve on their respective committee.
C. The Program Director will make sure that each Committee Director inform the Council of planned activities. The Committee Directors will make periodic progress reports on these activities to the Council.
D. The Program Director may attend all Committee meetings.
E. The Program Director will contact each Committee Director before each business meeting to make certain that the issues they will be reporting on are ready and in order.
F. The Program Director will call on each Committee Director at the Officers meeting and the Membership meeting for their reports.
G. The Program Director along with elected officers, the Grand Knight and the five Committee Directors shall plan a calendar of activities, as complete as possible, for the coming year. He shall approve all such plans prior to submittal to Council Officers for information and/or change.
5. Be a member of the Admissions Committee.
6. Be a Counselor for the Squires Circle.
WARDEN
His duties are to:
1. Attend all social and business functions. Attendance shall not he limited to attendance only, but also include participation whenever possible.
2. Be responsible for security of all classified equipment and information of the Council.
3. Be responsible for setting up and preparing the hall for all Council and Officers meetings. The Warden shall utilize the Inside and Outside Guards as his assistants.
4. Be responsible that all paraphernalia is properly maintained and stored away after each meeting, as well as determining that the meeting hall is left clean and secured after each meeting.
5. Set up and secure the meeting hall for all First Degree exemplifications and make sure that all necessary supplies are on hand for that First Degree.
6. Cooperate with the Warden from the First Degree Ceremonial Team when a First Degree is exemplified.
7. Maintain order (with the help of the Inside and Outside Guards) at all Council meetings.
RECORDER
His duties are to:
1. Attend all social and business functions. Attendance shall not be limited to attendance only, but also include participation whenever possible and appropriate.
2. Accurately and completely record all business and related happenings that occur during the Council meetings. This will include recording of bills and how disposed of, as well as the roll call of Officers.
3. Record the minutes of all Officers meetings including a record of officer attendance and all actions taken or recommended.
4. Maintain membership attendance records of all meetings.
5. Act as the corresponding secretary for the Council (Correspondence to be approved by the Grand Knight). Other offices shall handle their own correspondence.
6. Maintain a record of all building keys issued to Council Officers or members. and the transfer of such keys, including the Church, the Meeting Hall or any Knights of Columbus facilities/lockers.
CHANCELLOR
His duties are to:
1. Attend all social and business functions, including pertinent and related committee activities. Attendance shall not be limited to attendance only, but also include participation whenever possible and appropriate.
2. Be the Membership Director and appoint three members to his committee. He must totally organize membership drive activities, to include, but not limited to dates, locations, time, workers, materials, publicity procedures, etc.
3. Be responsible for the Ceremonial Decree activities. He, in coordination with the Grand Knight, must organize the degree team and schedule effectively all Exemplifications.
4. Be responsible for Second and Third Degree exemplification preparation (any special arrangements, Clergy, etc.).
5. Consult with the Financial Secretary to see that those new members having received only their first degrees are informed of the dates and locations for their Second and Third degrees.
6. Arrange the means of transport for those members and their wives to the locations where the Second and Third degrees are to take place.
7. Be a member of the Admissions Committee.
8. In the absence of the Grand Knight and the Deputy Grand Knight, assume their duties.
9. Be the Councils representative on the District Vocations Committee under the chairmanship of the District Deputy.
10. Appoint a member in good standing to inform the Council of any members who are ill and/or in distress.
TREASURER
His duties are to:
1. Attend all social and business functions. Attendance shall not be limited to attendance only, but also include participation whenever possible.
2. Be the custodian of all funds of the Council obtained from any source.
3. Receive all monies from the Financial Secretary, and he shall give a written receipt to the Financial Secretary specifying the funds to which the same shall be credited. The monies received by the Treasurer shall be deposited to the credit of the Council in an approved bank or other institution, subject to the approval of the Board of Trustees or a majority vote of the Council.
4. Deliver all vouchers or certificates of deposit to the Grand Knight on or before the next succeeding business meeting.
5. Pay to the Supreme Council all monies assessed by it or by the Board of Directors against his Council upon order drawn and signed by the Financial Secretary and countersigned by the Grand Knight.
6. Pay all orders drawn on him that are signed by the Financial Secretary and countersigned by the Grand Knight. All such orders shall have the approval of the Board of Trustees, except demands of the Supreme Council, Board of Directors or State Council, and/or regular or usual stated payments of the Council.
7. Maintain separate accounts of the monies placed in his hand by his Council, clearly showing the amount in the General Expense Fund and monies in cash of all special funds of the Council, and the dates of receiving and disbursing of such funds.
8. Retain all orders of the Grand Knight as his vouchers.
ADVOCATE
His duties are to:
1. Attend all social and business functions. Attendance shall not he limited to attendance only, but also include participation whenever possible.
2. Insure that the Warden and Guards maintain order during meetings.
3. Maintain proper decorum during meetings by issuing penalty fines of one dollar or less to any member present for any improper/inappropriate behavior/dress (no name badge) during the conduct of a business meeting.
4. Twice a year, beginning in August, the Advocate shall instruct the membership on proper conduct during a business meeting and the use of parliamentary procedures.
5. Be the attorney of the Council in case of trial and investigation of any matter whatsoever of interest to the Council. Section 142, Charter Constitution and Laws of the Knights of Columbus (2007) .. The Advocate--Duties:
TRUSTEES
The duties of the trustees are to:
1. Attend all social and business functions. Attendance shall not he limited to attendance only, but also include participation whenever possible and appropriate.
2. Review all bills and invoices to determine that they are in proper order and make recommendations as to their disposition.
3. Schedule and determine with the Grand Knight that annual and semi-annual audits are conducted in January and July, and promptly submitted to Supreme.
4. If requested by the Grand Knight, the Trustees may act as the Election Committee to over see the annual election or any special elections that may he conducted.
5. Act as an advisory committee for any special projects of the Grand Knight that may not necessarily fall within the responsibilities of one of the Officers or Committee Directors.
6. Serve with the Grand Knight as members of the Board of Trustees.
7. Work with the Program Director to prepare a budget by the September meeting. Each trustee shall have a copy of the Council budget for reference at business meetings.
INSIDE AND OUTSIDE GUARDS
The duties of the inside and outside guards are:
1. Attend all social and business Functions. Attendance shall not be limited to attendance only, but also include participation whenever possible and appropriate.
2. Make sure that no one but qualified members are permitted to enter the Council Chambers. They shall assist in checking for current membership cards before the business meetings.
3. Assist the Warden in maintaining order in the Council Chambers and to assist the Council Officers in conducting the normal business without unnecessary interference from members.
4. Assist the Warden in set up and tear down of the Council Chambers for the regular business meeting and the officers meetings. Also be responsible with the Warden in making certain that the meeting hall is left clean and secure after each meeting.
5. Assist the Warden in the setup and tear down of each first degree. This will include, but will not be limited to security, safety and protection of all Council paraphernalia.
6. To be the Guards of Honor on the First Degree Team.