3. duties & responsiblities

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  • 1. (Updated by SK Ted Sandoval PGK, FN) DUTIES & RESPONSIBILITIES
  • 2. As Chief Executive Officer, the Grand Knight is responsible for the overall welfare of his council. As leader of the council he is also responsible for observing the laws of the Order of his council and to ensure that these are followed by all.
  • 3. GRAND KNIGHT PLANNER LEADER ORGANIZER COMPTROLLER
  • 4. AS A PLANNER, THE GRAND KNIGHT PLANS A TO GRAND KNIGHT
  • 5. Submission of Reports GRAND KNIGHT Membership Goals Insurance Patronage Luzon Objectives & Policies Execution of Programs
  • 6. THE GRAND KNIGHT AS A PLANNER PLANS FOR THE COLUMBIAN YEAR IN COORDINATION WITH SERVICE PROGRAM DIRECTORS CHURCH ACTIVITY AREAS COUNCIL ACTIVITY AREAS COMMUNITY ACTIVITY AREAS FAMILY ACTIVITY AREAS YOUTH ACTIVITY AREAS PRO LIFE ACTIVITIES AREAS SPECIAL PROJECTS GRAND KNIGHT
  • 7. AS A LEADER, THE GRAND KNIGHT: Motivates and Inspires officers and members Directs activities of his council Leads by example GRAND KNIGHT
  • 8. AS AN ORGANIZER, THE GRAND KNIGHT: Ensures smooth functioning of Council Submits all required reports on time Organizes & coordinates frequent degree works Appoints committees GRAND KNIGHT
  • 9. AS A CONTROLLER, THE GRAND KNIGHT: Countersigns / approves expenses vouchers Monitors progress of council activities Conducts periodic audits, together with Trustees GRAND KNIGHT
  • 10. The Deputy Grand Knight is second on command. He Assists the Grand Knight in all Council affairs and assumes the leadership role if the Grand Knight is absent.
  • 11. DEPUTY GRAND KNIGHT SECOND IN COMMAND IN THE COUNCIL ASSISTS THE GRAND KNIGHT IN THE OPERATION OF COUNCIL AFFAIRS PRESIDES AT COUNCIL MEETINGS IN THE ABSENCE OF THE GRAND KNIGHT MEMBER OF THE ADVISORY BOARD INVOLVING SUPERVISION OF COLUMBIAN SQUIRES CIRCLE TOGETHER WITH BOARD OF TRUSTEES, SERVES ON THE RETENTION COMMITTEE PERFORMS OTHER DUTIES AS ASSIGNED BY THE GRAND KNIGHT; CHAIRMAN OF THE RETENTION COMMITTEE
  • 12. As third in command, the Chancellor assumes the lead role if both the Grand Knight and Deputy Grand Knight are absent. He is also responsible for building member interest in council activities.
  • 13. CHANCELLOR ASSISTS THE GK & THE DGK IN THE EXECUTION OF THEIR DUTIES TAKE CHARGE OF THE COUNCIL DURING THE INCAPACITY OR EXTENDED ABSENCE OF GK & DGK STRENGTHENS MEMBERS’ INTEREST IN COUNCIL ACTIVITIES TAKES SPECIAL INTEREST IN NEW MEMBERS & THOSE WHO ARE SICK OR IN DISTRESS PERFORMS OTHER DUTIES AS DIRECTED BY THE GRAND KNIGHT CHAIRMAN OF ADMISSION COMMITTEE
  • 14. As spiritual advisor of the council, the Chaplain leads the group in prayer and thoughtful reflection. He also serves as an advisor to members as they develop and implement church activities.
  • 15. Responsible for supervising and maintaining council property and for setting up council chambers for meetings and degree ceremonies. He is also responsible for the good behavior of members and order during council meetings.
  • 16. WARDEN PRESENT AT ALL COUNCIL MEETINGS,ADMISSION & RETENTION PROCEEDINGS TAKES CHARGE OF ALL COUNCIL PROPERTIES SETS UP COUNCIL CHAMBER FOR MEETINGS, DEGREE WORKS, ETC. OVERSEES INSIDE AND OUTSIDE GUARDS
  • 17. Responsible for keeping accurate financial and membership records for the council and for ordering supplies from the Supreme Council. He is also responsible for the collection of all council dues.
  • 18. FINANCIAL SECRETARY QUALIFICATIONS: MUST BE a Third Degree Member in good standing MUST BE at least 21 years of age MUST HAVE the time and IS WILLING to do the work The nominee must preferably be: Approachable, Tactful & Patient “The many and varied functions of the FS necessarily entail proper accounting and accurate maintenance of records.”
  • 19. GIVE THE FOLLOWING NOTICES: Form 100 to the Supreme Secretary for any changes affecting status of membership; Notify GKs of other councils regarding exemplification of their members in the council of the FS; Notify comptroller of the 4th Degree Assembly of any transfer of members to or from the council or of any suspension made by the council. DUTIES & RESPONSIBILITIES FINANCIAL SECRETARY
  • 20. SUBMIT THE FOLLOWING REPORTS Election Report on or before July 1; Together with GK, Annual Survey of Fraternal Activity Report (Form 1728) on or before January 31; Make a monthly financial Statement of cash received, amount turned over to Treasurer, and amount covered by Warrant Vouchers for payment of council obligations. DUTIES & RESPONSIBILITIES FINANCIAL SECRETARY
  • 21. KEEP ACCOUNTS & RECORDS Duplicates of Official Receipts & Record Book Individual Membership Ledger Card Copies of Vouchers issued to Treasurer Constitutional Roll & Membership Roster Copies of Form 100s of members Council dry seal Fourth Degree Roster as furnished by FN Record of all communications sent and received CAUSE NEW MEMBERS TO SIGN CONSTITUTIONAL ROLL DUTIES & RESPONSIBILITIES FINANCIAL SECRETARY
  • 22. OTHER DUTIES Issue Membership Cards Requisition necessary supplies Make FS Records available to the Board of Trustees & District Deputy for inspection & audit purposes To serve in the Admission Committee Remind and assist GK to accomplish & submit Service Program Personnel Report on or before August 1st DUTIES & RESPONSIBILITIES FINANCIAL SECRETARY
  • 23. DUTIES & RESPONSIBILITIES “The Financial Secretary’s 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.” FINANCIAL SECRETARY
  • 24. COLLECT AND RECEIVE ALL COUNCIL FUNDS & ISSUE RECEIPTS FOR: Council Dues, Initiation / exemplification fees Special Assessments Monies paid-in for council activities, donation, contribution, etc. TURN OVER ALL COLLECTIONS TO TREASURER Ask a receipt from the Treasurer for all monies turned- over DRAWS ORDERS FOR PAYMENT ON THE TREASURER Initiates payments of council obligations by issuing to the Treasurer a Warrant Voucher signed by him & counter-signed by the GK DUTIES & RESPONSIBILITIES FINANCIAL SECRETARY
  • 25. Handles all monetary transactions for the council including the issuance of all checks drawn from council funds.
  • 26. TREASURER CUSTODIAN OF ALL COUNCIL FUNDS RECEIVES REMITTANCES FROM FS & ISSUES CORRESPONDING RECEIPTS DEPOSITS COUNCIL FUNDS IN PROPER BANK ACCOUNTS ISSUES PAYMENTS TO SUPREME COUNCIL ON ALL ASSESSMENTS & FOR ALL ORDERS OF THE COUNCIL KEEPS ACCURATE ACCOUNTS OF THE MONEYS IN THE GENERAL EXPENSE FUND OF THE COUNCIL & THE AMOUNT OF MONEY IN ANY SPECIAL FUNDS ESTABLISHED BY THE COUNCIL SUBMITS FINANCIAL REPORTS REGULARLY
  • 27. The recorder is responsible for keeping a true and accurate record of all doings of the council and for handling all correspondence for the council.
  • 28. RECORDER TAKES AND KEEPS THE MINUTES OF THE MEETINGS OF THE COUNCIL [Admission, Retention] KEEPS A TRUE RECORD OF ALL DOINGS OF THE COUNCIL CONDUCTS ALL CORRESPONDENCE OF THE COUNCIL PERFORMS OTHER DUTIES AS DIRECTED BY THE GRAND KNIGHT
  • 29. Provides enjoyable, informative and educational programs. The Lecturer is sometime the life of a council meeting. He should research about our Order and other subject matters that will interest the general membership.
  • 30. Legal representative for the council. Responsible for any revisions made to the by-law of the council.
  • 31. ADVOCATE ACTS AS LEGAL REPRESENTATIVE OF THE COUNCIL IN CASE OF TRIAL & INVESTIGATION OF ANY MATTER OF INTEREST TO THE COUNCIL MUST BE FAMILIAR WITH THE LAWS OF THE ORDER MUST HAVE A WORKING KNOWLEDGE OF “ROBERT RULES OF ORDER” & “METHODS OF CONDUCTING A COUNCIL MEETING”; LECTURE DURING ADMISSION AND COUNCIL MEETING
  • 32. Both guards make sure that every person entering council chambers has a current membership card. They are also responsible for general chamber security.
  • 33. GUARDS INSIDE GUARD/S TEND THE INNER DOOR OF THE COUNCIL CHAMBER CHECK PAID-UP MEMBERS CARDS BEFORE ALLOWING ENTRANCE OUTSIDE GUARD/S TEND THE OUTER DOOR OF THE COUNCIL CHAMBER ADMITS ALL VISITORS TO THE INNER DOOR
  • 34. The board of trustees consists of 3 members. Trustees perform the semi- annual audit of the Financial Secretary’s books and check the work of the Financial Secretary and Treasurer.
  • 35. BOARD OF TRUSTEES CHECK ALL FINANCIAL BUSINESS OF THE COUNCIL SERVES AS AUDITORS FOR THE SEMI- ANNUAL AUDITS OVERSEE THE WORK OF THE FINANCIAL SECRETARY & TREASURER.
  • 36. PROGRAM DIRECTOR DIRECTS THE PLANNING & EXECUTION OF THE APPROVED PROGRAMS & PROJECTS OF THE COUNCIL MANAGES & SUPERVISES THE SIX(6) DIRECTORS OF THE MAJOR ACTIVITY AREAS OF THE COUNCIL CHURCH ACTIVITIES, COMMUNITY ACTIVITIES, COUNCIL ACTIVITIES, FAMILY ACTIVITIES, YOUTH ACTIVITIES & PRO LIFE ACTIVITIES CONDUCTS MONTHLY MEETINGS OF THE DIRECTORATES PRIOR TO GENERAL MEMBERSHIP MEETINGS
  • 37. MEMBERSHIP DIRECTOR PREPARES & IMPLEMENTS PROGRAMS FOR THE RECRUITMENT OF NEW MEMBERS CONSULTS THE FOLLOWING COMMITTEE CHAIRMEN RECRUITMENT CHAIRMAN RETENTION CHAIRMAN FRATERNAL COUNSELLORS
  • 38. Submission of Reports GRAND KNIGHT Membership Goals Insurance Patronage Luzon Objectives & Policies Execution of Programs