KNIGHTS OF COLUMBUS

THE FINANCIAL SECRETARY

1. The Life Cycle of a Financial Secretary

Appointed by the Supreme Knight.

Recommendations are made by the Grand Knight and Trustees. Consider qualifications carefully, must be 3rd degree member, at least 21 years old and not engaged in selling insurance.

An interested member can apply to the Grand Knight for the position.

Appointed and Bonded ($5,000) by Supreme Knight, bonding can be increased if necessary

Provides important links between Supreme and the Council.

Organizes himself and performs duties as recorded in FS Handbook page A3 and Charter Constitution Laws Sec. 139.

Studies and follows all regulations published in the Charter Constitution Laws and the Financial Secretary Handbook.

Receive compensation of approximately 8 to 10% of dues collected and 40 cents for each insurance policy held by members and families. You may wish to share a percentage of this with the Treasurer.

At the end of three years service, he will be evaluated by the Grand Knight, Trustees and State Deputy.

If recommended, the Supreme Knight will consider him for another three years, otherwise he will be replaced.

The Financial Secretary can continue being appointed until he resigns, dies or is replaced.

2. Financial Operations of the Financial Secretary

Collects and issues a receipt for all monies that come into the Council from any source.

Turns Council money over to the Treasurer for deposit into the appropriate bank account obtains a receipt from the Treasurer.

Maintains an accurate record of all financial transactions using the Knights of Columbus Accounting System (FSPC) or a similar system on a computer.

Pays Council Approved or Operational bills:

1. Prepare ‘Orders on Treasurer’ signs and has Grand Knight sign the order

2. Obtains properly signed check from Treasurer

3. Gives check to or sends check to the recipient.

4. It is the responsibility of the Financial Secretary to see that all bills are paid

5. The Grand Knight & Treasurer prepare and sign documents, they don’t pay bills.

System, FSPC or a computer. Supreme supplies the system called FSPC see page 17 of the supply Catalogue.

Audit. Conducted end of June and December and must reach Supreme by August 15 and February 15 respectively. The audit is performed by the Trustees and Grand Knight using the records maintained by the Financial Secretary and Treasurer. The FS and Treasurer will provide whatever assistance the auditors need. Note - the Financial Secretary is the one called on if the report is not received on time. Important the Financial Secretary does not do the audit, he provides information and guidance.

NOTE: Both the Accounting and Ledger Systems are detailed in the FS Handbook. Any computer system used must perform all the functions specified for Knights of Columbus requirements. As well it is essential that the Council Executive and Financial Secretary understand whatever system is used.

3. Billing System (Most Important)

15 days before Start of Billing Period, bills members for dues.
(Example; send bill 15 Dec for Billing Period Jan1)

30 days after Start of Billing Period, sends any member that has not paid his dues a Second Notice, advises Grand Knight. The GK and Trustees begin retention action, process Knight Alert form KA1 and make personal contact with the delinquent member. (Do this on Jan 31)

60 days after Start of Billing Period, for any member that has not paid his due, processes the Notice of Intent to Suspend (Form 1845). This results in personal contact action by the District (Feb 28)Deputy, State Deputy and Supreme Knight do this

90 days after Start of Billing Period, for any member that has not paid his dues the council may file form 100 indicating suspension. (Do this Mar 31)

Miss any deadline, start over.

Intent is to Conserve Not Suspend. (More info later).

4. Membership Records - Life Cycle of a Member

Recruited, offered insurance for himself and wife.

Processed through Admission Committee.

Signs Constitution Role (Council copy) (important to maintain).

Receives First Degrees, Membership Card, Rosary, These men called Knights. Financial Secretary sends appropriate Form 100 copies to General Agent. Check for insurance if appropriate.

KEPT BUSY

Receives Second Degree.
After you receive the MEMBER NUMBER, then (Send in Form 100 giving date of Second Degree)

Receives Third Degree.
(Send in Form 100 giving date of Third Degree)

Receives Fourth Degree.

When 65 years of age and 25 years service, given Honorary Membership, dues reduced to $10.00 per year.

When 70 years of age and 25 years service, given Honorary Life Membership, pays no further dues. NOTE: all Clergy are given Honorary Life Membership when they receive their First Degree.

A member may transfer to another council, withdraw from the Order, be suspended or die.

Financial Secretary to record and maintain all this information.

Withdrawal Card, for members in good standing.

Use Form 100 or FSPC to keep Supreme and the General Agent UP-TO-DATE. Be accurate and legible.

Members with a disability. May be relieved from payment of all Council, State and Supreme dues. Charter Constitution and Law 118 (e).

SUSPENSIONS. Do not suspend anyone if unable to work, out of work, or having any other difficulty. Pay their dues out of your Charity Funds and give them a current card.

5. REPORTING (Absolutely Essential)

Form 185 Report of Council Officers Immediately after election meeting held between May 15 and June 15, Original to Supreme (can be Faxed), copies to Council Executive

Form 365 Service Program Personnel to Supreme by August 1

Fraternal Survey to Supreme by Jan 31

Audit Report to Supreme Aug 15 & Feb 15

6. OTHER THINGS

Order Supplies (Know your supplies items).

Council Statements. Received monthly, check for accuracy of membership changes and financial transactions . Process Warrant Vouchers (Form 157), fill in Council Statement Payment Coupon form and mail right away.

Supreme Membership Roster. Supreme produces these on January 1 and July 1. Check accuracy of membership status with your own roster. Report discrepancies via Form 100 or FSPC.

Follow FS Handbook, keep it up to date with amendments. NOTE: A Council can be suspended.

Maintain a good filing system; one set for Financial, one for Membership, and one or more for other things, such as correspondence and council documentation - numbered or named for easy access.

Three Ring Binders for documents that you take to meetings.

Work with the Treasurer to ensure money is deposited ASAP and that Warrant Vouchers are processed immediately and check are ready for the FS to distribute or mail. The FS address should be the one used by the bank to send statements and other papers for the Council, NOT THE GK or Treasurer.

Work with the Grand Knight to ensure that he is knowledgeable of our responsibilities in the Council and to be aware of important reports that must be completed and sent to the appropriate offices.

Always be available to the council executive and members to answer questions and assist where possible.

Important Code or Action Tables found in the FS Handbook.
* A11 Council Statement Codes.
* D17 Form 100
* D23 Monthly Dues Adjustment
* D29 Application for Relief from payment of dues

Certificates. See Section F of FS Handbook…
Insurance
Have your Insurance Agent on your mailing list, offer him a copy of your roster, publish his information in your News Letter.

7. NOW IMPORTANT DUTIES NOT SPECIFICALLY DOCUMENTED

Know your members, be in constant touch personally.

Rule of thumb for contact times (Members or Widows)

Everyone, minimum once per year
Over 65 or disabled, every week
If sick, visit and/or call 2 or 3 times per week

WE DO ALL THIS BECAUSE WE CARE
(sponsor a Birthday Card program, Memorial Mass)

Encourage Widows to remain on your mailing list. Treat them as you would your members. Phone them frequently, ask them to be involved in Council programs, and most importantly invite them to social functions.

Collect Fraternal Survey data by personal contact. (Estimate if necessary, just don’t wait)

Collect and publish information in your News Letter about family events. Offer to work with the Fourth Degree to have an Honor Guard at functions that are held with a Mass.

Get help with the phoning or visiting if necessary for frequent calls and the Fraternal Survey data, but you make the most important calls to members who maybe unemployed, having family problems or showing a lack of interest and so on.

Charity, Unity, Fraternity and Patriotism are the basic building blocks of the Order, we must live these in our Council if we want to be successful.

E-mailing and Faxing. For the most part, all forms may be e-mailed or faxed to Supreme and State officers. Check www.kofc.org for forms download and submitting address changes.

THANK YOU...