DUTIES OF THE GRAND KNIGHT
Knight (like a CEO) is responsible for the overall welfare of
the Council. He presides over all Council meetings, and shall enforce the rules
and regulations of the Order. In the
absence of the Chaplain he fulfills that role. He also acts as chairman of the
board of trustees. He is an
ex-officio member of all committees, appoints both a membership and programming
director, convenes officers for a monthly meeting, and ensures all necessary
reports are submitted to the State and Supreme Council.
He must also be aware of the Council’s financial status and ensure that his signature appears on all checks drawn and countersigns all orders drawn and signed by the financial secretary. He shall also insure all demands of Supreme or State council are met. The Grand Knight is a member of the Advisory Board.
He must read all vouchers and make known to the council all communications regarding the business of the council. He will read and dispense all pertinent correspondence from the fourth Degree. When seeking guidance on any point of contention, he shall seek the advice of the Trustees, Past Grand Knights and the serving Advocate as well as State and Supreme Officers as warrants their attention.
He must train the Membership Chairman and the Program Chairman so that the Council will flourish under his leadership. He is entitled to wear the rank of Past Grand Knight upon his retirement and be addressed as Worthy Past Grand Knight.
DUTIES OF THE DEPUTY GRAND KNIGHT
-- shall preside and execute all duties of the Grand Knight at all Council meetings and functions in the absence or inability of the Grand Knight
-- in the absence of the Grand Knight and the Deputy Grand Knight, then the duty of presiding at a meeting of the Council shall devolve on the other officers of the Council in the order in which they are named in Section 126 of the K of C constitution after the Deputy Grand Knight
-- shall perform all duties assigned by the Grand Knight
-- may be the Program Director (appointed by the GK.)
-- shall establish a comprehensive program of activities within the Council and ensures that an organization is in place for it's execution as per the Surge With Service and the Program Director's Handbook
-- in consultation with the Grand Knight selects Directors for the following portfolios: Church, Community, Council, Family and Youth/Seniors (Note: selection should be effected in June)
-- shall conduct an Activity Directors meeting in August, prior to the scheduled executive meeting, and finalize the September to December Council Activities List for presentation at that Executive meeting.
-- shall identify all activity chairmen for the September to December Council activities by August, (Note: the urgent requirement for CARS ticket Chairman) and ensure that this commitment is repeated for the January to June activities by December
DUTIES OF THE CHANCELLOR
-- shall assist the Grand Knight and the Deputy Grand Knight in the execution of their duties
-- shall take charge of the Council during the incapacity or extended absence of the Grand Knight and the Deputy Grand Knight
-- shall endeavour to strengthen the member's interest in Council activities
-- may be the Chairman of the Admissions Committee (if so appointed)
-- may be the Membership Director (appointed by the GK.) (refer to the duties of Membership Director)
-- shall actively promote Columbianism within the Council and Divine Infant Parish
DUTIES OF THE RECORDER
-- shall record and maintain a true record of all Council meetings in the Recorder's Minute Book
-- shall be the Council's secretary concerning all administrative correspondence excluding financial and membership matters
-- shall maintain a file of all administrative correspondence received and dispatched by the Council
DUTIES OF THE TREASURER
-- shall receive, only from the Financial Secretary, all monies coming into the Council
-- shall issue receipts to the Financial Secretary for all monies received
-- shall administer all banking requirements of the Council (Note a separate Bank account is required by State for Arthritis Raffle monies)
-- shall be the sole issuing authority of any monies for authorized expenditures
-- shall ensure that all warrants received from the Financial Secretary have been countersigned by the Grand Knight or the second signing authority and will retain the original copy of the warrant in the appropriate file
-- shall liaise with the Financial Secretary regarding financial matters
-- shall issue payments to Supreme as directed by the Financial Secretary
DUTIES OF THE ADVOCATE
-- shall be the legal advisor of the Council
-- shall be thoroughly familiar with the Laws of the Order as stated in the " Charter, Constitution and Laws" and with the Council by-laws
-- shall be familiar with " Robert's Rules of Order ", and with the Supreme flyer," Methods of Conducting a Council Meeting "
-- shall assist the Grand Knight in maintaining Council meetings on track
DUTIES OF THE WARDEN
-- shall ensure that all members attending Council meetings and First Degree exemplifications held by the Council are current First Degree members and informs the Grand Knight of such
-- shall ensure that the Council chambers are properly set up for Council business and degree meetings
-- shall assist the Grand Knight in maintaining protocol and decorum at all meetings and First Degree ceremonials held by the Council
-- shall be responsible for all Council 7873 property with the exception of money and that which belongs to the Financial Secretary and Treasurer
DUTIES OF THE GUARDS
-- shall attend the door of the Council chambers
-- shall verify that all members are in possession of a current membership card in good standing, and inform the Warden that there are First or Second Degree members present
-- shall ensure that all members in attendance sign in and inform the Warden of the total number in attendance
-- shall immediately inform the Warden that the Council's Chaplain, or a dignitary, or representative from another Council seeks admission
DUTIES OF THE TRUSTEES
-- The Trustees shall advise the G.K. on all aspects of the operation of the Council
-- Shall, in consultation with the G.K. and the D. G. K., select a Chaplain and recommend the appointment of the Financial Secretary
-- The Trustees shall supervise the financial business of the Council
-- The Trustees shall advise the Financial Secretary and the Treasurer when required and ensure that proper bookkeeping practices are followed.
-- The Trustees, in conjunction with the G.K., shall prepare a budget for the current Columbian year. They shall also review and update this budget on an ongoing basis to reflect all motions regarding funds.
-- The Trustees shall review all proposed expenditures and requests for funding on a motion being presented. They shall recommend whether there are Council funds available or if funds must be raised for that purpose. Their recommendation must be made public to the Council prior to any proposal being considered for a vote by the Council.
-- The Trustees shall review all requests for funding from external sources and make recommendations to the G.K. on action to be followed.
-- The Trustees shall review all instances of ‘Notice of Motion’ that are required for any expenditure of funds over $500.00 and advise the G.K. and the motion proposer of their recommendations before the meeting at which a vote will be taken. Also, at this vote the trustees shall ensure that there is a two third's majority vote cast to pass any motion that originated as a Notice of Motion.
-- The Trustees shall conduct a semi-annual audit (January and July) of all financial books and statements kept by the Financial Secretary and the Treasurer. They shall ensure that cheques are issued on time, and that funds for specific purposes are recorded correctly. They shall present the findings of these audits to the Council at the next Council business meeting.
The Trustees, acting as a nominating committee,
shall be responsible for ensuring that each of the positions for the
proposed slate of Council Officers is filled.
This list shall be prepared for advice to the membership at the business
meeting in May which precedes the
June meeting at which the Council election is held..
This list shall also include the name of the proposer and of the seconder
for each position. Please note that this is a reference list only and that
the nominations must be made from the floor at the June meeting with the
nominee(s) must agree to let their name stand at that meeting and subsequently
be seconded before any election to that office may take place.
-- Serving Trustees who do not run for election shall count the ballots at Council elections.
It has been the tradition in Council 7873; that because of the need for the Council to carry on the traditions of the Council, and having someone knowledgeable and responsible to advise the G.K. and his executive, that the outgoing G.K. or a P.G.K. run for this position. Usually only one trustee position becomes vacant each year, and that position is for a three year term. This trustee then moves up into the junior, then senior over his span of service. These men have become known as;
“The Conscience of the Council”
APPOINTED (NOT ELECTIVE) OFFICERS
DUTIES OF THE FINANCIAL SECRETARY
- - As this office is an appointment by the Supreme Knight, a FINANCIAL SECRETARY's duties are regulated and determined by Supreme Council.
N.B. It is important to note that the F.S. is the only member of the executive permitted to receive council monies from any and all sources and must turn over all monies only to the TREASURER as he has no authority to disperse funds other than to the treasurer. He must keep records of all monies received and must obtain a receipt from the TREASURER for said funds which will be used during the semi annual audit.
Both the Chaplain and the Lecturer are officers who are appointed by the Grand Knight in consultation with the executive.
IN A COUNCIL: (Voting
BALLOTING (single candidate)
All individual ballots for membership shall be secret: i.e. by written ballot, with the GK and DGK inspecting the ballot box before each ballot.
113: BALLOTING (multiple candidates)
If more than one candidate is to be balloted for at a meeting, the Grand Knight MAY announce that the first ballot shall be a general one upon all the candidates, and that if not more than one half of those present and voting shall cast negative ballots upon such general ballot, no other ballots shall be taken and all candidates shall be declared elected. If negative, then Section 112 shall be invoked with individual balloting for each candidate.
Executive (voting for)
Only Third Degree Knights in good standing may hold executive positions. The order of election will follow the sequence of seniority of position.