Description of the Duties of Council Officers

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At our last meeting, the question arose on what the duties of the various council officers are.  Note that the list I found is the bare minimum- a council doing this will be reasonably alive, but will not achieve many goals.  I found the following resource at Supreme:

CHAPLAIN

  • Serves as spiritual advisor to your council’s Knights (and their families).
  • Provides a spiritual message to Knights during council meetings.

GRAND KNIGHT

  • Presides over all meetings.
  • Appoints program and membership directors.
  • Appoints committees as needed.
  • Countersigns checks and orders for payment.

DEPUTY GRAND KNIGHT

  • Assists the grand knight with operation of the council and any other duties assigned to him by the grand knight.
  • Presides at council meetings in the absence of the grand knight.
  • Serves on the council’s Retention Committee (Recommended, but not required).

CHANCELLOR

  • Responsible for encouraging members’ participation in council programs. Assists the grand knight and deputy grand knight with their duties.
  • Serves on the council’s Admission Committee (Recommended, but not required).

FINANCIAL SECRETARY

  • Collects dues from members. Responsible for sending billing notices and initiating retention measures.
  • Ensures that the council membership records are updated and that new members sign the constitutional roll.
  • Files various reports and membership/insurance transactions with the Supreme Council Office.
  • Responsible for completing and submitting the proper Form 990 (U.S. only).
  • Keeps the seal of the council and affixes it to membership cards, resolutions and other official documents as necessary.

RECORDER

  • Responsible for keeping and maintaining a record of council meetings and maintains all correspondence of the council.
  • Oversees all council communications and social media pages (Recommended, but not required).
  • Oversees council calendar (Recommended, but not required).

TREASURER

  • Responsible for handling council funds.
  • Receives money from financial secretary and deposits it in the proper council accounts.
  • Responsible for paying all council expenses, including assessments from the Supreme Council.

LECTURER

  • Responsible for providing suitable educational and entertaining programs during the “Good of the Order” section of council meetings.

ADVOCATE

  • Acts as parliamentarian for the council.
  • Should have a working knowledge of Robert’s Rules of Order, Charter, Constitution & Laws, council by-laws and Method of Conducting Council Meetings (#10318).
  • Responsible for seeking legal assistance from the state advocate when necessary.

WARDEN

  • Responsible for supervising and maintaining all council property.
  • Sets up council chambers for meetings and degree exemplifications.
  • Oversees inside and outside guards.

INSIDE/OUTSIDE GUARDS

  • Attends the doors of the council chamber, checks current membership cards and allows entrance.
  • Assist warden with his responsibilities.

BOARD OF TRUSTEES

  • Supervises all financial business of the council and conducts semiannual audits.

PROGRAM DIRECTOR

  • Works with the grand knight in scheduling council programs.
  • Manages chairmen and other Knights responsible for implementing the council’s programs and activities.
  • Keeps accurate records of council programs for reporting on the Annual Survey of Fraternal Activity (#1728) and Columbian Award Application (SP-7).
  • Keeps council’s public relations chairman informed of all programs for promotion.

MEMBERSHIP DIRECTOR

  • Collaborates with the grand knight on council membership goals.
  • Manages the Recruitment Committee, Retention Committee and Insurance Promotion Committee.
  • Plans and coordinates the council’s schedule of recruitment programs.

RETENTION COMMITTEE CHAIRMAN

  • Creates and updates the new member plan, guiding Knights through the first months and year of membership.
  • Contacts members in danger of being suspended and discusses their reasons for decreased activity.
  • Examines reasons why Knights become inactive and plans attractive programs to reengage the council's membership.

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