Presentation on theme: "DUTIES OF THE OFFICERS What will each officer be doing to fulfill their post? What procedures will they be involved in? What material is available to them?"— Presentation transcript:
DUTIES OF THE OFFICERS What will each officer be doing to fulfill their post? What procedures will they be involved in? What material is available to them? What do they need to get done and when do they need to have it done? What are the crucial items?
DUTIES OF THE OFFICERS We will hope to answer these questions for each position and make you more comfortable in your responsibilities Some officers will have more duties than others but each officer has their own responsibilities that make the council work efficiently
CHAPLAIN Spiritual advisor Must be a member of the clergy (priest) Appointed by GK and Approved by Diocese Instructs members on spiritual activity
GRAND KNIGHT 1.Material A.Grand Knights Handbook (either CD or Book) B.Council forms book C.How to conduct a meeting and Officers meeting pamplet D.Copy of Supreme, State, and Council Bylaws E.Roberts Rules small pamplet F.Oregon State GK booklet 2.Duties A. Conduct Monthly General Meetings B. Conduct Monthly Officer Meetings C. Sign Vouchers created by FS D. Co-sign Checks created by Treasurer E. Ex officio member of all committees F. Appoint Membership and Program Director G. See Grand Knights Handbook for others.
DEPUTY GRAND KNIGHT Deputy Grand has the same responsibility as the Grand Knight. He is the future Grand Knight in training. Steps in when Grand Knight is not present. Typically acts as Program Director Appoints Program Chairman – Note: Membership Chairman is under Grand Knight
CHANCELLOR Primarily assists GK and DGK in the performance of their duties. He oversees the members to strengthening members interest in the council Chairman of the Admissions committee Some councils he is the liason between the council and Chaplain Steps in if GK and DGK are absent. All GK and DGK duties apply to him.
RECORDER Keeps minutes of the all meetings (general and officer) Creates a book with all Motions that will carry from year to year for future reference Publish a monthly news letter (1 st week of the month) Send out minutes of the General meeting within 10 days of the meeting
FINANCIAL SECRETARY Appointed by Supreme Knight upon recommendation of the Council Maintaining all financial and membership records Creates vouchers for fund disbursements Collects and receives all moneys than transfers them to treasurer. Bills council dues and receives the money
FINANCIAL SECRETARY Handles all supply orders for the council Files officer chosen report and updates when needed. Sends in form 100’s immediately upon 1 st degrees implemented. Fills out form 450 (degree notification) Keeps accurate records for audits For more duties see FS handbook.
TREASURER Responsible for the safekeeping and maintaining councils funds and accounts. Deposit moneys received from the FS Gives copy of Bank Statement to GK and trustees Creates checks for all expenses and co-signed by GK Keeps accurate records for audits.
LECTURER Provides educational and entertaining programs for the council Responsible for “Good of the Order” Should be knowledgeable of the council programming. Inspire the council
ADVOCATE Legal representative of the council Should be knowledgeable of Supreme, State, and Council bylaws Roberts Rules of order How to conduct a meeting Be in contact with the State Advocate Know how motions are conducted
WARDEN Keeps track and inventories all council property and degree paraphernalia. Sets council chambers for meeting and ceremonial work. Information on setup is in the GK handbook and 1 st degree book Appoints and supervises guards during council ceremonies. Supervises inside and outside guards
INSIDE AND OUTSIDE GUARDS Outside guard tends the outer door admitting visitors and members to the inner door Inside guard checks membership cards Inside and Outside Guards perform similar duites. Both report to the Warden before general meeting about status of members present All cards should be checked before meeting starts. Performs other duties as assigned by Warden.
TRUSTEES Consists of three members Oversee the work of FS and Treasurer Serves as retention committee with DGK Third year trustee is only voted on, the rest move on to 2 and 1 year trustees. Create budget for council Review all council bills and gives recommendations
TRUSTEES Audits books twice a year Reviews bank statement monthly Reports status of budget each month Reviews FS when requested by Supreme (usually at end of 3 years) Creates list of nominations for election of officers