Council Meetings

Seating Locations for Meetings Reference Protocol Handbook 1612 (03/08) National flag Papal flag Financial Grand Treasurer Secretary Knight Chaplain Recorder Council Banner Advocate Salutation Table Lecturer Program and Membership (with cross and attendance book) Directors Board of Trustees (Optional) Warden Chancellor Deputy Grand Knight Inside Guard Entrance Outside Guard Members Members

How to Conduct a Meeting (1) X Call to order by Grand Knight Warden’s Report on Membership Cards X X X X Opening Prayer X X X X Pledge of Allegiance to the Flag X X X Roll call of officers X X X Opening Ode X Reading of Minutes of Previous Meeting Report of Admissions Committee and Reading of Applications Balloting for Membership

How to Conduct a Meeting (2) Reading of Notices of Applications in other Councils Initiations Grand Knights Report Chaplain’s Report *(Chaplain Option) Treasurers Report Reading by GK of Receipts and Deposits Reading of Bills and Communications Financial Secretary’s Report Report of Auditor’s and Trustees Chancellor’s Report on Vocations

How to Conduct a Meeting (3) Report of Service Program Committees Membership Director Program Director Church Director Community Director Council Director Family Director Youth Director Report of Standing Committees Unfinished Business New Business

Leading the Meeting (4) Report of Fourth Degree Field Agent’s Report District Deputy Report Good of the Order Chaplain’s Summation X X X X Closing Prayer X Conclusion

How to Conduct a Meeting (5) Form 1937 1/99

Reading of Minutes Previous Meeting Recorder reads the minutes from the last business meeting Call for any changes to the minutes Recorder notes any changes If no one suggests any changes, the minutes are approved If there are changes, then a vote follows

Reports Report from the Admissions Committee and the reading of any applications Voting on admission of new members secret at first, a general ballot for all candidates 50% plus 1 person in attendance to confirm the list of candidates if the vote fails, then there is a vote on each candidate Reading of candidates from other councils Initiation

Grand Knight’s Report Important issues Time to present his ideas Talk about his anxieties, appreciation/praise All observations pertaining to matters from last month Informs members/reports on: the latest state/district meeting meetings with the District Deputy meetings of any special committees any other information he wishes to share Handing out of awards to council members

Chaplain’s Report Relates to any business matters relative to his office and a brief talk on any religious matter Occasion to exercise the teaching mission of the Church Instruction on the Church’s teachings on particular matters Parish affairs – reading of correspondence from the diocese and/or report on the activities of parish committees

Treasurer’s Report Report on the council’s bank balances covering all council accounts Detailed accounting of balances for each meeting or a more general report Acknowledgement of receipts for the collection and distribution of funds

Financial Secretary’s Report Presents information on all funds collected since the last council meeting It is very important that members are informed as to the amount of money collected and the amount distributed This report, as well as the reading of minutes, is a mandatory part of all council meetings If any member faces suspension, there should be a report on the suspension process

Flow of Funds in a Council Collection of Funds Distribution of Funds Grand Knight Financial Secretary Treasurer BANK Funding Decision Financial Secretary Board of Trustees Treasurer Dues Collected Funds Payments / Distributions

Notes The Grand Knight can exclude selected items from the council meeting if there is nothing to report or if someone is not present. The reading of minutes, report from the admissions committee, voting for new members, Grand Knight’s report, and Financial Secretary’s report must take place during each council meeting IF YOU FAIL TO PLAN, YOU CAN PLAN TO FAIL! The planning of a meeting should take as much time, if not more, than the meeting itself

Bills and Communications The Grand Knight now reads new communications and correspondence received in the last few weeks. If a matter relates to the collection of funds or the start of new activities requiring discussion, these matters should be brought up during the part of the meeting relating to new business Report on council correspondence Keep to a minimum Highlight the most important parts

Chancellor’s Report Report on activities in support of a seminarian or a postulant in their studies It is also the Chancellor’s duty to increase members’ interest in council activities It is recommended that he chair the Admissions Committee

Service Committee Reports The service program is the “heart” of Columbianism – it’s the reason we can change the world into a better place Church Director e.g. help with cleaning the church, joint participation in Masses, or prayer services Council Director public relations Knight of the month athletic teams and events Community Director e.g. helping those in need, road clean-ups, or blood donations Family Director e.g. family picnics, family of the month and of the year, and ladies appreciation nights Youth Director e.g. sponsoring Squires circle, supporting Boy Scouts, or athletic events youth retreats and support of World Youth Day

Service Committee Reports Membership Director Reports on ceremony dates and recruitment activities A council either grows – is “alive” – or “dies”; there is no state in between

Standing Committee Reports These committees are appointed by the Grand Knight for ongoing projects not provided for by the laws of the council An example of this type of committee may be a committee collecting funds for charitable purposes

Deputy Grand Knight Informs members of the last officer’s meeting Council should hold an officer’s meeting each month, most of all to be able to prepare for the general business meeting Remember, that the Deputy Grand Knight is second in command after the Grand Knight. He assists the Grand Knight in the affairs of the council. In the case of the Grand Knight’s absence, he leads council meetings and in all council matters he holds the same powers as the Grand Knight

Unfinished Business These are affairs from the last council meeting that were not decided upon or required more preparation, and also voting upon matters of funding above a certain monetary threshold.

New Business Touch upon those matters that were not yet covered in a normal business meeting and that should now be discussed and decided upon. Usually, these affairs should be discussed beforehand at the officer’s meeting and added to the meeting’s agenda.

Control of the Meeting Role of the Advocate Be sure that: issues are presented in a clear and brief manner the matter is voted upon and supported in the correct way (e.g. seconding a motion) everyone can speak and that no one can monopolize the conversation when voting, there is first a question as to those in favor of a motion and then those opposed the results of a vote are stated before continuing on to the next issue

At the Closing of Meetings The Lecturer presents “For the Good of the Order” which touches upon educational programs for council members Social opportunity Chaplain’s Summation Closing Prayer Closing Hymn Adjournment

Notes It is mandatory that the minutes of the last regular business meeting be read What really counts as the historical record is what is written down in the meeting minutes Remember which parts of the meeting can or cannot be skipped

References Additional information can be found in the following sources: - Grand Knight’s Guidebook (#915-PL) - Chaplain’s Guidebook (#945-PL) - Financial Secretary’s Guidebook (#1410-PL) - Statues, Constitution, and Laws (#30-PL) - Council Executive Rules - How to Conduct a Meeting (#483-PL) - Responsibilities of the Grand Knight (#1937-PL)