2015 District Deputy Manual

District Deputy Manual

Robert F. Collins Jr.

State Deputy

George D. Metz

District Deputy Director

2015-2017

2015-2017 "Thru Him, With Him, In Him”Ohio State Council District Deputy Manual

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Worthy District Deputy,

Congratulations on your appointment as District Deputy for this fraternal year. You will find this job to be both challenging and rewarding. Our State Team has prepared the "The Thru Him, With Him, In Him” program to help guide you through the year. Additional help will come from attending the District Deputy meetings in June and January, from the State Officers, State Directors, and your District Deputy Coordinator.

You have been chosen for this job because of your experience, your dedication and commitment to the Order. Our Worthy State Deputy, Bob Collins knows you have what it takes to lead your district's councils.

This District Deputy Manual will show you what you need to be do each month, where to find reports, and where to send them. If you have any questions, please feel free to call or email your DD Coordinator, or contact me through the information below.

You need to understand the "Thru Him, With Him, In Him” program and to make sure the councils in your district follow this program. By doing so your councils will maximize their activity. All of your councils should make it a goal to achieve the Star Council Award. You need to make every effort to get your councils to participate in the State Program, and to report their activities. You may have to occasionally do the reporting for your councils . Both the State and Supreme can tell how active your councils are, who is in trouble and who is doing well. Councils who do well with both the State and Supreme requirements will receive awards from both the State and Supreme.

District Deputies who excel in Membership, Retention, New Council Development, and Reporting will be recognized at District Deputy meetings and at the State Convention. Your responsibilities are explained on the following pages.

You are responsible for all Second Degrees held in your district. You should audit all of the Second and Third Degrees in your district and as many of the First Degrees as you can. Encourage your councils to have frequent First Degrees and when possible, join with other districts for a Third Degree. Remember that properly executed degrees ensure the important message contained in the degrees and conveyed to the degree candidates.

I look forward to working with you and the "Thru Him, With Him, In Him” program. I know that the next two years will contain many wonderful and gratifying experiences. If you have any questions or concerns be sure to contact me.

Fraternally Yours,

George MetzDistrict Deputy DirectorHome (440) [email protected] Council 310


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Table of ContentsPage

Letter from the State District Deputy Director 1Monthly Requirement Contents 2Reports and Forms Contents 3District Deputies Coordinators 4Where to Send Checks to 5State Officers 5Duties of the District Deputy Coordinator 6Office of the District Deputy 8District Warden 8Role of the District Deputy 9Resources 10 Installation of Officers 11 Installation of Officers Ceremonial …………………………………………………12Installation of Officers Diagram…………………………………………………………..13Duties of Council Officers………………………………………………………………...25Council Visits 27District Deputy Council Visit Sample Outline 28Your District Deputy Meetings 28 Your District Deputy Meetings Outline 29Membership 31Degrees and Degree Teams 32New Council Development 32District Deputy Newsletter … 33Insurance General Agents 34Insurance Information 35 District Deputy Coordinator Incentive 37District Deputy Incentives 37District Deputy Awards 38District Deputy Evaluation Checklist of a Council 40

Monthly RequirementsJuly Requirements 41August Requirements 42September Requirements 42October Requirements 43November Requirements 43

December Requirements 43January Requirements 44February Requirements 44March Requirements 45


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April Requirements 45May Requirements 46June Requirements 46

Supreme Website Information 47State Website Information 47

Reports and Forms

Form 185 Report of Officers Chosen 48Form 365 Service Personnel Report Chosen 49Council GK and FS Report ………………………………………………………………51Form 1295 Semi Annual Council Audit Due 8/15 52Form 1728 Annual Survey of Fraternal Activity 53Form 1295 Semi Annual Council Audit Due 2/15…………………………….…………55Form SP-7Columbian Award Application 56District Deputy’s Degree Exemplification Report 58Form 944A District Deputy Semi Annual Report on Council Status 59Form 944B District Deputy Semi Annual Report on Council Status 60State District Deputy Monthly Report 61District Deputy Coordinator Monthly Report 62


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District Deputy Coordinators

Archdiocese of Cincinnati Samuel Robinson (Ann)5205 Deergate DriveTipp City, OH 45371-8150(937)838-0232(937)[email protected]

Diocese of SteubenvilleAnthony T. Offenberger (Kristen)

15200 Muskingum River Rd.

Lowell, OH 45744-7115

(740)525-4823

(740)984-2777

[email protected]

Diocese of Cleveland Chris Nagel (Jennifer)6209 West BreezewayN. Ridgeville, OH 44039(440) [email protected]

Diocese of ToledoMark W. Fox (Patti Jo)4326 State Route 19Bucyrus, OH 44820-9382(419)562-1988(419)[email protected]

Diocese of ColumbusTom M. Mathes (Karen)3534 Magnolia StreetGrove City, OH 43123-9250(614)539-9326

(614)[email protected]

2015-2017 "Thru Him, With Him, In Him”Ohio State Council District

Deputy Manual

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Diocese of Youngstown

Don Prall (Maria)7534 Rt. 305Hiram, OH 44234(330)569-7893(330)[email protected]


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WHO TO WRITE CHECKS AND WHERE TO MAIL THEM

Throughout the fraternal year all council leaders may need to write checks to the Ohio State Council leadership for the programs and activities that they participate in. The following list will assist your council leaders with writing and sending checks o the correct Ohio State Council Program Leader.

State Per Capita Tax

Resolutions for State Conventions and 2017 State Convention

Mail check out to: Ohio State Council, Knights of ColumbusMail to: Kevin P.J. Miller, State Secretary101 Arbor Oaks Lane, Galloway, OH 43119-8507 [email protected]

Charity Ticket Returns

Make check out to: Ohio State Council, Knights of ColumbusMail to: Robert Byers, State Treasurer565 Indian Run Road, Marietta, OH 45750-6693 robert [email protected]

Matching Funds

Make check out to: Ohio State Council, Knights of ColumbusMail to: Mark Siracusa, State Advocate1310 Markey Dr., Bryan, OH 43506-2586 [email protected]

Measure-Up Funds

Make check out to: Ohio State Council, Knights of ColumbusMail to: Name, State WardenAddress email

Football Frenzy Sweepstakes

Make check out to: Ohio State Council, Fund Raising AccountMail to: Gary Eckstein PSD1498 River Trail Drive, Grove City, OH 43123 [email protected]

Pennies For Heaven

Make check out to: Ohio State Council, Knights of ColumbusMail to: Kenneth J. Girt, Immediate Past State Deputy6433 Lutz Ave. NW, Massillon, OH 44646-9341 [email protected]

Promotional Items, 2016 State Convention

Make check out to: Ohio State Council, Knights of ColumbusMail to: Robert F. Collins Jr., State Deputy10181 Tracy Trail, Parma, OH 44130-5210 [email protected]


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DUTIES OF THE DISTRICT DEPUTY COORDINATOR

1. Assist at the State District Deputy meetings in June and January.

2. See that each of your District Deputies collect from all of their councils the 185 Officers Chosen

and 365 Service Program Reports. These reports need to be turned in to the Coordinator at or

before the State Tour in July.

3. See that each District Deputy submits a District Membership Plan by September 1st.

4. See that all the District Deputies fill out the GK / FS Report listing the Grand Knights and Financial

Secretaries in their District and turn it in to the Coordinator at or before the State Tour in July.

5. Names of all District Deputies and District number that complete steps 2, 3 and 4 are to be sent to

the State District Deputy Director by September 30th.

6. Attend the State Tour in your diocese.

7. Attend the State Convention.

8. Distribute materials and information to your District Deputies, in a timely manner, within 30 days.

9. See that your District Deputies hold (2) District Deputy meetings a year and assist their State

Officer with his Diocesan meetings.

10. Assist the State Membership Director and the Diocesan Membership Director, emphasize one-on-one

membership recruiting.

11. Assist all the State Officers as required.

12. Assist all the State Directors with their programs as required.

13. Set-up and Run the Regional Soccer Challenge, find a location in the center of your diocese.

14. Set-up and the Run Regional Free Throw Competition, again find a location in the center of your

diocese.

15. Run the Regional Poster Contest, in both public and catholic schools (for alcohol and for drugs)

16. Assist with the Super Cash Bonanza Charity Campaign.

17. Coordinate with the State Warden to ensure that each District Deputy Orders Measure-Up Rulers.

18. Promote the Football Sweepstakes Program.

19. Review the District Deputy council visit forms and then send them to me.

20. Review the District Deputy council Status Reports

21. Recommending the Diocesan District Deputy for both halves of the year.

22. Recommending Diocesan District Deputy of the Year must meet all requirements.


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23. Work with your District Deputies on membership and with the Diocesan Membership Director.

24. Review and Summarize the District Deputies monthly reports.

25. See that all the District Deputies have all their councils’ reports turned in on time,

26. Handle all the problems in your diocese that you can so the load on your state officer is

lessened.

27. Work to maintain a flow of communication all the way from the State Deputy and Supreme

down to the council level. Try not to duplicate emails.

28. Guide and mentor your District Deputies, especially first year District Deputies.

29. If necessary, go with a District Deputy to a council that has a severe problem in order to help

solve it.

The State Deputy has directed all the District Deputy Coordinators to report directly to the

State District Deputy Director.


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THE OFFICE OF DISTRICT DEPUTY

The office you have accepted is important in the leadership of the Knights of Columbus. You are the direct representative of the Supreme Knight and the State Deputy. The way in which you discharge your duties will have a direct effect on the success of the Councils in your District.

There are important duties that you will be expected to perform in your office as a District Deputy. The District Deputy Handbook, the Constitution Laws and Rules, and the State Program book will guide you in performing your duties. There is no shortcut to this knowledge — a good understanding of this information is most important. A leader that is well informed will be able to help others solve their problems and gain the respect of the councils.

The manner in which you present yourself is also an important factor in the leadership role you have accepted. The following are a few points that should be followed:

· Always remain positive when dealing with your councils.

· Constructive criticism of councils should be done with the officers privately.

· Dress appropriately at all functions. Wear a jacket and tie to council meetings.

· Wear your jewel of office when performing your duties.

· Exercise good control in discussions.

· Use tact and diplomacy when dealing with difficult situations.

· Remember that help is available, all you have to do is ask.

· Read the District Deputy Manual and understand it.

· Read other publications like Robert Rules of Order, the Grand Knight's Handbook, and Protocol Handbook.

· Dress for the installation of District Deputies is Dress Shoes, long dark pants, white shirt and a District Deputy Robe.

· If no robe, then dress shoes, dark pants, shirt, tie, and jacket.

· Saturday evening dinner dress as directed.

· Please, No beachwear, flip flops, Blue Jeans, or T-Shirts.

DISTRICT WARDEN

The appointment of a District Warden is the responsibility of the District Deputy. The State Deputy has authorized you to make the appointment. He strongly recommends that you appoint someone. The man selected for this position must be capable of performing the duties of the District Deputy, and in most cases should be your replacement. You can obtain a jewel for him from the Supreme supply department; however, the State does not pay for this jewel.

Duties of the Warden include:

· Assist with the Installation of Officers.

· Visit councils and their functions in your absence.


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· Assist at District Deputy meetings.

· Audit degrees in your absence.

· Assist the District Deputies in filling out reports.

The District Warden shall dress appropriately when attending District functions. They should wear a jacket and tie to council meetings.

ROLE OF THE DISTRICT DEPUTYThe District Deputy is the representative of the Supreme Knight and the State Deputy.

You are responsible for the supervision, growth, expansion, general care, and well-being of the councils assigned to your district. You are the key to the success of the Order.

The District Deputy is nominated by the State Deputy then he is appointed by the Supreme Knight. The District Deputy is installed by the State Deputy and serves at the discretion of the State Deputy. The State Deputy has directed District Deputies to report directly to their District Deputy Coordinator. District Deputies should follow all activities within their district so they can fulfill a very important communication link between the State Council, Supreme Council, and the local Councils. The District Deputy's term expires on June 30 of each year. Most District Deputies serve four terms; however, several have served five or 6 terms.

Your responsibilities include ensuring that your Councils follow the Order's laws and rules, and that they promote effective membership recruitment and retention programs. You should assist Councils with their service programs, and monitoring the general financial and social health of the Councils in your district. You should assist in identifying and developing new Council locations. Throughout your term you will need to evaluate all of your Council's Financial Secretaries for either appointment or re-appointment.

The administrative responsibilities of the District Deputy include having general control and supervision of the Councils within your district, being responsible for the enforcement of the Order's Laws and Rules by each Council.

The following is a summary of key responsibilities:

· Install Council officers before August 31st.

· Visit each council at least once every three months.

· Complete the District Deputy Semiannual Report on Council Status. Form 944A, which covers July-December and is due by Dec. 31. Also Form 944B, which covers January-June and is due by June 30.

· Review Council audits, dues collection procedures, and help evaluate members that are in the arrears.

· Work with your Councils on member’s growth.

· Attend the State's District Deputy Meetings in June and January, the Diocese Tour in July, and the State Convention in May. These are all requirements for a District Deputy of the Year.


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· Conduct your Diocesan District Meetings within 1 month following the State DD meetings. This will update and provide local councils with State and Supreme Council information and help them to plan the upcoming six months. Also, let your Diocesan Coordinator know when and where your meeting will be held.

· Serve as a representative of the State and Supreme Councils (i.e. awards presentations)

· Send in your reports on time, especially the DD monthly report.

· Certify first-degree teams. Attend and review all degrees in your district, Submit the Degree Exemplification Reports (450) to Supreme Council, the State membership director, and to the DD Coordinator.

· Arrange for a District Free Throw and Soccer Challenge contest.· See that the Grand Knights receive a Program Planner for each of their councils. This will

assist them to keep the council active, in promoting the “Thru Him, With Him, In Him” State Program.

RESOURCES

You will receive a package from Supreme that will include forms and other information. The State Council is giving you this DD Manual, a General Program book, and a lot of other information. Read these books and make notes in them. A Grand Knight's Handbook is also available for review on the Ohio State council web site. Order a Grand Knights’ handbook for each of your councils.

Each District Deputy will receive a monthly District Deputy Report on the councils in his district. These reports will show the status of membership, insurance, and financial obligations of your councils. It shows the net status for membership and insurance as well. This report will come from Supreme Council. You can also get this information online. Instructions for how to read the report are on the back of each report, as well as included in this manual. Also included in this manual is a copy of a report.

You have many other resources available to you as a District Deputy. Your State Officers, Program Directors, District Deputy Director, and Diocesan Coordinators are available and willing to help. This District Deputy manual is your best guide. Take time to read and understand the information it contains. Other helpful publications are the Charter Constitution and Laws, Council By-Laws (obtain one from each of your councils), GK manual, Protocol Handbook, and other booklets available from the Supreme Supply Department. You will get a supply catalog with the information Supreme sends. Go through this catalog and order every publication they offer that you think will help you be a more effective District Deputy. Also, order the forms you think will be needed by you and your councils. While you go through this catalog, keep in mind what your councils will need. You will need to help them find the supplies.

The periodic information that you receive from Supreme Council and from the State Council will help guide you in the performance of your duties.


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The Supreme and State websites are extremely helpful. Take time to study both of them. Many reports are available on line and can be submitted on line. There is more information about the Supreme and State Websites later in this book.

The State has New Council Development personnel and insurance agents available to help.

Installation of Officers:

Plans for the installation of officers, should be made immediately after the council elections have been completed. All installations must be completed by 9/1. Please, do it sooner if possible. You should also consider a District wide installation for all the council officers in your District

Work with the incoming and outgoing Grand Knights to set the date, time, and location for the installation. Review the ceremonial handbook and familiarize yourself with the information. Follow the Installation handbook; do not short cut this process. This ceremony should be open to the public, especially to the family and friends of the officers involved. The District Warden should assist you in the installation of your councils officers.

Enforce protocol and decorum during the proceedings and plan your closing comments to develop a spirit of cooperation with the council officers.


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INSTALLATION OF OFFICERS CEREMONIAL

The District Deputy should complete the installation of Council officers as

soon as practical after the first day of July in the new fraternal year.

The Council chamber or call to be used is arranged as illustrated on the

diagram attached. The chairs are occupied as follows:

Dais chairs are occupied by District Deputy and Council Chaplain. Retiring

Grand Knight opens the ceremonial and after the introduction of the district

deputy and the exchange of the gavel, the retiring Grand Knight joins the other

retiring officers.

The newly elected officers should be robed, or wear jackets and ceremonial

baldrics, and be seated with their wives. Retiring officers, Council members

and guests will be seated as indicated in the Diagram.

The Warden will have arrange the officer’s chairs in the form of a Cross-as

described in the diagram, and he shall place the proper number on each chair.

A prepared table shall be set in front of the dais, holding the officers jewels,

Holy Water and corsages for the wives of each of the officers to be installed.


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RET. G.K. -Rev. Father, my Brothers of (Council Names) ladies and

gentlemen:

The installation of Officers who, during the year to come, will guide the

destiny of your our Council is always a most solemn occasion.

I offer my sincerest thanks to my Brothers who, during the past year, and

particularly in periods of stress and uncertainties, have given me the benefit of

their advice, the strength of their arms, and the invaluable support of their

confidence. With them, I have achieved whatever success has been mine in the

ultimate performance of my duties.

On behalf of the Officers who are retiring from their posts, I extend to our

worthy successors our warmest congratulations, assurance of continued

cooperation, and prayerful wishes for a most successful and progressive

administration.

D.W.-please rise.

G.K. - It is my pleasure to welcome and introduce our Worthy District

Deputy, (Full Name) and his District Warden,(Full Name). To you, Worthy

District Deputy, I present the gavel and ask that you proceed with the

installation of the new officers.

(Ret. G.K. shakes hands with the D.D. - turns gavel over to him - salutes and

proceeds to join other retiring officers.)

D.D. Rev. Father, my Brother Knights, ladies and gentlemen; I bring you

greetings from our Supreme Knight Carl Anderson, the Supreme Officers,

the Board of Directors of the Knights of Columbus and our Worthy State


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Deputy Ken Girt. Before we proceed to the important and pleasant task

ahead, I ask our Worthy Chaplain to invoke the blessings of God upon our

efforts. Worthy Chaplain, please lead us in a prayer.

D.D. – (Three wraps of the gavel.)

D.W. - Please rise.

Chaplain - + In the name of the Father, and of the Son and of the Holy Spirit.

Amen.

O Heavenly Father, we, Your children, are assembled here to invest the

chosen Officers of our Council with the jewels symbolic to the authority to

lead and to administer our Council in the days to come. Bestow upon us, the

grace to remember that as all duly appointed authority stems from you, so, too,

is the wisdom to exercise that authority with justice and charity.

Inspire us, therefore, to consult with You when important decisions must be

made. Imbue us with strength to act always in the spirit of brotherly love.

Grant us the precious humility to acknowledge the ever-present possibility of

error in human deliberation.

Help us to conduct ourselves so as we reflect Your Will at all times, in our

spiritual and earthly endeavors. Aid us to be the finest example of complete

dedication to the practice of Christian principles.

We asked this in the name of Your Son, our Lord and Savior Jesus Christ,

who with You and the Holy Spirit lives and reigns forever and ever, Amen.

D.D. - we shall now sing the national anthem (or recite the country’s Pledge

of Allegiance to the flag).


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D.D. – (one wrap of the gavel.)

D.W. - Please be seated.

D.D. - I will now ask our Worthy Chaplain to bless these jewels of office.

Chaplain: Father in heaven, we ask you to bless these jewels, symbolic of

the offices to which these men have been called. May these jewels be worn

with dignity and grace! We pray that you will bestow upon these men the

wisdom and authority the symbols represent. We ask this through Christ our

Lord. Amen.

(Chaplain blesses the jewels and sprinkles them with Holy Water.)

D.D.- Thank you, Worthy Chaplain. (Pause, as the chaplain returns to his

seat.) In the life of every man there arise many opportunities to take stock of

his advancement, both in spiritual and material sense, to repair omissions, to

correct errors and to plan a more worthy future.

So in the life of a Council, the commencement of each fraternal year provides

a similar opportunity.

It is a time when inventory must be taken, achievements weighed and

evaluated, future plans conceived and appraised.

These plans must always be considered in terms of how well they will enable

the Council to serve their Church and their fellow man.

To you retiring Officers of this Council I offer my congratulations upon work

well done, my gratitude to each of you for the devotion with which you have


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exemplified all fraternal principles of Charity, Unity, Fraternity and

Patriotism.

To the new officers whom I'm about to install I express my confidence that

you will add luster to your Council’s good works; making them more

meaningful to the Church and hereby enhance our Order’s proud name. May I

please have a list of Officers to be installed?

D.W. – (The District Warden advances with the list and hands it to the

District Deputy, salutes.)

D.D. - It is now my privilege to install your Council Chaplain, (rank, full

name).

As a Knight of Columbus Council Chaplain, you are a key figure in the

structure and spirituality of our Order, and you are heir to the great

vision and legacy of our founder, Venerable Michael McGivney. The

genius of father McGivney was that he saw the great potential inherent in

the respectful collaboration between clergy and laity that lies in the heart

of our order.

More than ever before, your role as Council Chaplain is indispensable to

the Catholic character of our Order. I still present you with your

Chaplain’s Jewel.

(They proceed to the table with the assistance of the District Warden; the

District Deputy assists the Chaplain in placing the jewel around his neck.)

D.D. - Worthy District Warden please escort the officer to be installed to my

presence as I call his name.


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D.D. - Worthy Grand Knight:

(After the charge of each officer, by the DD, the officer will proceed to his

assigned chair.)

D.D. (Full Name) , you have been chosen by your Brothers to guide the

destiny of your Council during this year. As its Chief Administrative

Officer, you are directly responsible for every aspect of your Council's

operation and success. Your Brothers have demonstrated their confidence

that you are capable of outstanding leadership. Prove that they were

correct. Remember that it is through their cooperation that your past

achievements have been made possible.

Continue to merit their cooperation by measuring all of your decisions in

the light of what will be fair, just, and beneficial to them. Bear in mind

that a Council is composed of many individuals. Solicit their advice.

Consider it carefully. But remember always that the ”Good of the Order”

is paramount!

As your District Deputy, I offer you this advice. Your term as Grand

Knight will be judged on your achievements; accordingly, you should do

all in your power to grow the Order in membership, insurance and

fraternal activities. This will be your lasting legacy. Remember, your

Council's greatest assets are its members!

Your District Deputy, State Deputy and the Supreme Officers are eager

for your success in the prosperity of your Council. Never hesitate to ask

for help. Study the official instructions you have received. Obey the Laws

and Rules of the Order and your Council. Ensure that each member does

so. You would then deserve the title by which you will be addressed

throughout your term of office - Worthy Grand Knight.


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(Grand Knight is the escorted to his chair (#1) by the District Warden.)

D.D – WORTHY DEPUTY GRAND KNIGHT: (Full Name)

D.D. – (Full name), you have been selected as Deputy Grand Knight of

your Council. In effect, you are the Grand Knight's right-hand man who

must be available and ready at all times to take his place, make decisions

for him whenever he is unable to exercise his responsibilities. Therefore,

all the remarks that I have addressed to him apply, in substance, equally

well to you.

Make yourself valuable to the Grand Knight as a close advisor strong

supporter. Acquaint yourself with his plans and learn to think and act as

one with him. To merit the title by which you will be known, Worthy

Deputy Grand Knight, you will want to prepare yourself to contribute

further to the growth and welfare of your Council.

D.D. – WORTHY CHANCELLOR – (Full Name)

D.D. - (Full Name), as Chancellor, your duty is to assist the Grand

Knight and the Deputy Grand Knight in the performance of their duties.

It is also your duty to strengthen the interest of the members in the

Council activity, as such, you should continue to stress the lessons of the

Order, so that all members understand them more fully and practice them

more faithfully in their daily lives. May the conduct of your personal and

fraternal life be an inspiration to your fellow Knights. Make certain that

the Admission Committee performs its duties and knows the talents and

interests of the members, so that those talents can be put to the best use of

the Council. Carrying out these responsibilities will give you the

satisfaction of knowing that you indeed truly are - a worthy Chancellor.


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D.D. – WORTHY FINANCIAL SECRETARY: (Full Name)

D.D. – (Full Name), the title, Financial Secretary, bestowed upon your

office, by the Supreme Knight, upon the recommendation of your Council,

is self-explanatory. The responsibility of keeping accurate financial and

membership records of your Council is yours. In a great measure the

preservation of membership depends upon your efficiency in carrying out

your duties in the billing and collecting of dues from the members. I am

confident you will ensure that your accounts are in order, and that all

funds are properly recorded. You are the direct link between Council and

Supreme Office. You should work closely and cooperatively with the

Grand Knight, Trustees, and the Treasurer of your Council - thus you will

earn and maintain with pride the title by which is yours - Worthy

Financial Secretary.

D.D. – WORTHY RECORDER - (Full Name) .

D.D. – To you (Full Name), as Recorder, is assigned the important task of

maintaining a full and accurate account of all Council meetings and

actions in the Recorder's Minute Book. Such records are immensely

valuable for current, practical, and historical reasons. Discharge your

duties well and you will be justly identified as a - Worthy Recorder.

D.D. – WORTHY WARDEN: (Full Name).

D.D. - (Full Name) As Council Warden, the impressive and informative

ceremonials of the Order depends to a great degree on the manner in

which you discharge your duties. Attention to detail in the proper

arrangement of the chamber will ensure that they are as beautifully and

significantly exemplified as they should be.


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Maintain well the prescribed paraphernalia and other belongings of the

Council. Prepare for your role as guide to the candidates for membership

in our Order and you will earn their gratitude as well as that of your

brothers who have elected you -Worthy Warden.

D.D. – WORTHY TREASURER: (Full Name).

D.D. - (Full Name) , you have been elected Treasurer, responsible for

the funds of your Council. This fact bears silent witness to the excellent

reputation for honesty, integrity and accuracy, which is yours among your

Brothers. Exercise to the fullest these virtues, always working closely with

the Financial Secretary. You will then warrant your Brother’s confidence

and you will indeed be a Worthy Treasurer.

D.D. – WORTHY LECTURER - (Full Name) .

D.D. - (Full Name) as Lecturer, yours is the rewarding but exacting

duty of providing for your Brothers enjoyment, informative, and

educational programs at your Council meetings. Worthwhile programs

will help build meeting attendance and provide benefits to the

membership. Forethought and planning will enable you to live up to the

expectation of your Brother Knights. All of these important gifts are yours

to dispense. Do so consistently and you will merit your title - Worthy

Lecturer.

D.D. – WORTHY TRUSTEES: (Full Name), (Full Name), (Full

Name).

D.D. – Worthy Trustees: (Full Name), (Full Name), (Full Name), your

title implies the importance of your office which cannot be over-estimated.

You have the confidence of your Brothers. As guardians of your Council’s


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funds, you are responsible for its sound financial status, and, that the

vitally important semi-annual audit is properly filed after each January 1

and June 30. This will guarantee that the bonds on the Grand Knight,

Financial Secretary and Treasurer remain in full effect. Thus, your

Brothers will be proud to address you as Worthy Trustees.

D.D. – WORTHY ADVOCATE: (Full Name).

D.D. - (Full Name), your election to the office of Advocate implies your

ability to represent your Council in all fraternal and physical legal affairs.

Bear in mind always that while your inclinations will always tend to favor

your Council, your first allegiance is to our Order and its Laws.

D.D. – WORTHY INSIDE AND OUTSIDE GUARDS:

(Full Name), (Full Name), as Guards, upon you rest responsibility of

maintaining order and security in the Council chamber. Punctuality,

faithful attendance and strict care in the admission of qualified

individuals to Council meetings will assure you of your Brother’s respect

for your title as Worthy Guards.

(Pause as Guards return to their chairs.)

D.D. – (Two raps of the gavel.)

D.W. - officers please rise.

D.D. - It is now my duty to exact from you a promise which, given in

good faith in the presence of your Brothers, friends and families will be

binding as long as you remain in the Office to which you have been

elected.


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Do you, worthy servers: promise to support and obey the Constitution

and the Laws of our Order and to ensure that, insofar as you are able, the

members of your Council will also do so?

D.W. – Worthy Sirs answer: “I do”.

D.D. - Do you promise to devote the necessary time to the discharge of

your responsibilities as designated by the Laws of our Order?

D.W. - Worthy Sirs answer: I do”.

D.D. - Do you promise to keep the welfare of your Council and Order

uppermost in your mind and to promote it to the best of your ability?

D.W. - Worthy Sirs answer: “I do”.

D.D. - Accepting your promises as given in good faith, I declare that you

are truly qualified and installed in your office and authorized to conduct

the business of the Council and our Order until such time as you have

been legally succeeded at the end of your term.

I now asked that each officer come forward with his wife. I will then

invest you with the jewel emblematic of your office and then present a

token of appreciation to your wife.

(Officers, beginning with the Grand Knight, together with his wife, come

forward to the District Deputy at the table prepared. The District Deputy will

invest each officer with his jewel and present a gift to his wife.)

D.D. – (Pause, takes the jewel and invest the GK and says.) “May you ever

wear this jewel proudly so as to bring honor to yourself and the Order.”


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(The District Deputy will at this point invest each chair Officer with his jewel

of Office. Following investiture with jewels District Warden will reassemble

officers in form of a cross at their assigned chairs.)

[D.D. – (To each officer as he is invested.)” May you ever wear this jewel

proudly so as to bring honor to yourself and to the order.”

D.D. - Having completed my task, I present to you, your duly installed

officers for this fraternal year. (Applause.)

D.D. - (Three raps of the gavel.)

D.W. – (To the audience.) Please rise.

D.D. – Worthy Chaplain, as we close our official business of the day,

please invoke the blessing of the Lord upon these men who will serve as

Officers of this / these Councils and upon all here present who will be their

close companions in the great work of the Knights of Columbus?

Chaplain - + In the name of the Father, and of the Son, and of the Holy

Spirit. Amen.

Worthy Officers, as you now stand you form a living Cross. May the

Cross ever be a reminder to you that you must be renewed in Christ and

that your administration must show that Catholic lay leadership among

the people of God flows from this renewal. Invoking God's help to fulfill

this mission, I will now in part to each His Blessing.

Holy Father, we thank You for the graces, which you have bestowed

upon all of us. We thank You for the spirit of cooperation which has

reigned here and for the inspiration, which You have placed in the hearts


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of these men today. We pray that You will merit in the endeavors of our

newly elected Officers and the Brother Knights of this / these Council. We

asked this in Your Son's Name, who lives and reigns with You and the

Holy Spirit, forever and ever. Amen.

D.D. – Let’s join together and sing “America the Beautiful”

D.D.- I declare this installation of Council Officers, officially closed.

(One wrap of the gavel.)

The officers then joined their wives and lead them to the front of

the assembly room and then form with their wives a reception line

in the following order:

District Deputy, District Deputy’s Warden, Grand Knight, Deputy

Grand Knight, Chancellor, Financial Secretary, Recorder, Warden,

Treasurer, Lecturer, Trustees, Advocate, Inside Guard, Outside

Guard.

Members and guests then proceed to the front of the chamber to

offer congratulations to the new officers.

Duties of Council Officers

Grand Knight; the Grand Knight is the highest ranking officer of his Council, and is responsible for

the welfare of the Council. He presides over Council meetings, acts as the ex-officio member of all

committees, appoints membership and program directors, convenes officers for monthly meeting, and

ensures all necessary reports are submitted to the state and Supreme Council. He should also be aware

of the Council's financial status and ensure that his signature appears on all checks drawn. Additionally,

the Grand Knight must ensure the members membership, insurance and programming growth of the

Council and the involvement of all its members.


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Chaplain: the chaplain is a spiritual advisor of the Council. His message at council meetings

provides an opportunity for him to educate Council members about an element of the faith, to offer

spiritual reflection, or to give another appropriate intervention. The Grand Knight appoints a priest in

accordance with the any rules established by the Bishop of the diocese to serve as a Council chaplain.

Deputy Grand Knight: the deputy grand knight is second in command. He assists the grand Knight

with Council affairs and fulfills all the duties assigned to him by the grand knight. Should the grand

knight be absent from a Council meeting the deputy grand knight will preside. He is chairman of the

council’s retention committee and also a member of the Advisory Board charged with overseeing the

council’s sponsored Columbian Squire Circle.

Chancellor: the Chancellor has a variety of responsibilities. Primarily, he assists the grand knight and

the deputy grand knight in the execution of their duties and oversees the council in both their absence.

He is in charge with strengthening the member's interest in Council activities. The Chancellor is

chairman of the admission committee.

Recorder: The recorder is similar to a court reporter or a secretary. He is responsible for maintaining

a true record of all actions of the council and its correspondence. A Recorders Minute Book (#1403) is

available from the supreme Knights of Columbus supply Department for keeping a record of Council

meetings.

Financial Secretary: The financial secretary, is appointed by the Supreme Knight, upon

recommendations of the Council. His main area of responsibilities are maintaining financial and

membership records. He collects and receives all monies from all sources, including annual dues from

Council members. He also handles supply orders for the Council officers and members, filing the

report of officers (#185), and submitting all membership transactions to the supreme Council.

Treasurer: The treasurer is responsible for the safekeeping and maintaining records of all council

funds and accounts. He is responsible for depositing money into the council’s accounts and provides a

certificate of such monies to the grand knight. He is also responsible for payment of all expenses.

Lecturer: The lecturer is appointed by the grand knight to provide both educational and entertaining

programs to the council. He is responsible for the “Good of the Order” portion of the meetings. In order


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to provide members with informative and educational programs, he must be knowledgeable and aware

of all Council programming.

Advocate: The advocate is the legal representative of the council and serves as the council's attorney

at trials and investigations of any interest to the council. While he does not need to be a member of the

legal profession, he should be familiar with the council's bylaws, the Order’s Charter, Constitution and

Laws (#30), Methods of Conducting a Council Meeting (#137), and the Robert’s Rules of Order.

Warden: The warden is the “watchdog” for the Council property and degree paraphernalia, except

the property of the financial secretary, treasurer and recorder. He is also responsible for setting up the

council chambers for meetings and ceremonial work. During this ceremonial exemplification's, he will

appoint and supervise the guards.

Inside & Outside Guards: The guards have similar responsibilities, but distinct differences. The

outside guard tends to the outer door admitting visitors and members to the inner door. Once at the

door, the inside guard checks to make sure that their membership cards are current.

Board of Trustees: The board of trustees consists of three members elected by the council and the

grand knight, who serves as the chairman of the board. They oversee the work of the financial secretary

and the treasurer, and with the deputy grand knight serves on the council’s retention committee. During

the councils elections, only a new three-year trustee is voted on, with the others moving on, the current

three year trustee becomes the two year trustee, and the two year trustee then becomes one year trustee,

respectively.

Further information may be found on the Supreme website. Encourage your councils’

officers to read this information.

COUNCIL VISITS

The ultimate success of a District Deputy depends in part on your visibility at council meetings and functions. Your attendance is an important part in the leadership role you have undertaken. Providing instruction and direction on a one-to-one basis is your best form of communication. Have an agenda when you visit a council. Put a folder on your desktop called K of C Council Visits and put a checklist in it. A sample outline is provided below. Throughout the month add


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and remove items you want to discuss with your councils. Print it out before each meeting so you have an updated copy and don't overlook something.

A District Deputy is required to attend at least one meeting of each of his councils per quarter. This is a minimum requirement, and we encourage attendance as often as possible. Try to attend one meeting at least every other month. Your District Warden can assist you with these visits. You will need to attend councils with problems more often than once a quarter. If you are having a problem with a council ask the Diocesan Coordinator to attend the meeting with you.

Your remarks should be brief and to the point, highlighting the items listed below. In the interest of keeping the council meeting agenda on schedule, in most instances, it is recommended that your remarks not exceed five minutes in length.

The "Method of Conducting a Council Meeting" (#1937) calls for a report to the general membership by the district deputy. Below is a suggested outline for remarks for use during your District Deputy Report. Be flexible as necessary.

Evaluate membership statusProvide a district membership update (see the Supreme District Deputy Report)Analyze progress toward council quotas and goalsAssist the council in setting up a membership and a retention committeeAnnounce First, Second, Third and Fourth Degrees

Explain current Supreme Council campaign specifics

Highlight information from a recent issue of the monthly District Deputy Reminder, Knight-line, and State and Supreme Program Supplement. Keep a running checklist of important dates and activities for Supreme, the State, the District and your Council functions.

K of C Council Visits Sample Outline

I suggest putting a folder on your computer’s desktop called K of C Council Visits. Keep a running list of items to report during your council visits and update it constantly. See a sample below.

Council ______________ Date_____________ Type of meeting __________________


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1. Congratulation to the newly elected officers

2. Jesus Mary & Joseph Assembly is having a flag retiring ceremony on June 14. All invited bring old flags, a social will follow.

3. There is a first degree at council CC 12:00 , a second degree will follow

4. Council# 4658 Is hosting a Family Night on date_____________

5. If you have anything upcoming please let me know so I can add it to the District newsletter.

6. Add items as they come up.

Print this list before going to your council meetings and you will always be prepared to give a meaningful talk.


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DISTRICT DEPUTY MEETINGS

Each District Deputy is required to hold two District Deputy Meetings per year. (In

lieu of these meetings, Diocesan meetings can be conducted with the State Officer from

your Diocese. Coordinate these meetings with your State Officer.) You may hold your own district meeting, or work with other DD’s for a combined meeting. These meetings should be held within 1 month following the state tour meeting and the mid-year District Deputy meeting. Be sure to invite your state officer, your District Deputy Coordinator, and the Diocesan Membership Director to these meetings.

The purpose of holding your district meeting with your council officers, key membership, and programming personnel is to make sure that information provided to the district deputy at the State District Deputy Meeting is passed along to every council as quickly as possible. Also it is to help guide your councils through the next six month period. Be as informative and effective as possible with your meetings.

Plan these meetings ahead and let the Grand Knights know when they are scheduled. Make sure to invite the council officers, directors and chairmen. Send the current Grand Knight a letter in June and ask him to inform the council members about your Diocesan meeting in July, so they can put it on their schedule.

To have a successful meeting, proper planning is important. Arrange a time and location that is convenient to those involved. Be sure to notify everyone as far in advance as possible. This manual and the Grand Knights' handbook provide excellent information for these meetings.

Holding a District meeting is a requirement to becoming a District Deputy of the Year.

DISTRICT DEPUTY MEETING OUTLINE

In general: The meeting should be held within 1 month following the State tour and the mid- year

DD meeting in January.

· The meeting should be opened and closed with a prayer.

· Introduce VIPs (The state officer in your diocese and the Diocesan District Deputy Director should have input in setting the agenda and given an opportunity to speak.)

· Roll call should be taken.


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· Your warden should record the minutes.

· Set the date for your next district deputy meeting.

· Make sure the insurance agent has a chance to talk.

· If a State Director attends, ask him to say a few words.

· Go over the current status toward goals and quotas (Supreme State, District and Councils).

· Announce all degrees scheduled (First, Second, Third and Fourth).

· Detail any correspondence and comments you have.

· Discuss Supreme Council requirements.

· Discuss the State Council program.

· Discuss the calendar of events.

· Membership:§ Discuss council's membership plans.§ Discuss your membership plan and the council’s

membership plan for upcoming events.§ Discuses Retention.§ Include the Diocesan Membership Director in this discussion.

· Set aside time for questions and answers before the conclusion of the meeting.

After the meeting, send a report of your meeting minutes to the DD Coordinator and the District Deputy Director.


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MEMBERSHIP

Membership in our orders lifeblood. Your attention as a District Deputy to a Council's membership growth needs to be one of your major priorities because membership is important to the success and growth of our order.

Councils will need to take time to carefully review the membership program and formulate a membership plan. Your help and careful review of each of your councils' membership plans will not only enable them to meet their goals, but will also allow you to meet yours.

Each District Deputy will receive a monthly District Deputy Report on the councils in his district. These reports will show the status of membership, insurance, and financial obligations of your councils. It shows the net status for membership and insurance as well. This will come from Supreme Council. You can also get this information on line.

For further information on Membership see the State Membership Manual.


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DEGREES and TEAMS

Each District Deputy has six basic responsibilities in regard to degrees:

1. Certify new First Degree Teams. Ideally, each council should have their own certified team. Remember there are four ways to conduct a 1st degree. The first (and preferred way) is using a certified team. The second way is having a team reading the degree. The third way is partial memorization and partial read. The fourth way is using the DVD produced by Supreme.

2. Have or form at least one Second Degree Team in each District3. Host a Third Degree once a year or work with a nearby DD who is hosting one4. Audit all (or as many as possible) First, Second, and Third degrees in your district5. Complete the District deputy Ceremonial Report Form 2408 for all councils6. Fill out a District Deputy Degree exemplification Report Form 450 for every degree in

your district. Use a separate form for each degree. You do not have to be present for the degree to fill out the report. The District Warden or a brother knight can audit the degree for you. If necessary, you can simply put in the remarks that you were unable to attend.

It is the District Deputy’s responsibility to input First and Second Degree information for your district on the state web-site in timely manner. Make sure your Grand Knights inform you of all First and Second Degrees they are planning on holding. They are not official until you schedule them. See the section on reporting to find out how to access the State website and add the degree information.

NEW COUNCIL DEVELOPMENT

Membership is the life giving blood of our Order. Membership is only obtained on the council level. The important task of developing new councils has been placed under the watchful eyes of a District Deputy. Your careful review of the "New Council" material will be a guide to you.

The Board of Directors voted at its April 5-7, 2013 meeting in Washington, DC, to initiate a pilot program for New Council Development in the United States and Canada, effective for the period April 6, 2013 through June 30, 2015.

Under the pilot program, the minimum number of members required to start a new council is reduced from 30 members to 20 members. The members of the new Council may be a mix of new members and transfers, as currently permitted by Section 231 of the Laws of the Order. This initiative is being piloted to provide greater opportunities to extend a Knights of Columbus presence to parishes that to do not have a council and to offer membership in the Order to a greater number of eligible Catholic men.


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The results of the pilot New Council Development initiative will enable the Board of Directors to determine whether to recommend that the Supreme Council amend Section 99 of the Laws, so that the 20-member requirement for new councils would become permanent.

If you have questions, please do not hesitate to contact the Supreme Secretary’s Office or the Department of Fraternal Services.

Each District Deputy should identify the names of two parishes within your district for possible new council development. Work with the State's New Council Development Director to form new Councils.

By the midyear meeting in January, all DD’s must submit the names of at least 1 parish for a possible new council. The names are to be submitted to the Diocesan Coordinators who in turn will pass them on to the District Deputy Director.

DISTRICT NEWSLETTER

Although not mandatory, a district newsletter is a great tool for keeping your councils informed. Anything you put in writing will minimize misunderstandings. Grand Knights can use these newsletters to help organize their council's activities, and for reporting dates and requirements. A simple note or phone call to the Grand Knight on many items will keep them informed, but a written monthly newsletter is much better. A partial list of suggestions for a District newsletter follows:

· Degree dates and locations in the area.· Supreme & State reports that are due.· Council or Chapter activities in the area.· Supreme & State functions.· Four Degree activities in the area.· Local Church & Community Activities.· Significant anniversaries and other dates.

· Anything you think will help your councils.

.


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Insurance General Agents

Below is a list of the General Agents responsible for the State of Ohio. Note: Supreme does not assign General Agents by diocese, so more than one may be responsible for parts of a diocese. If you do not have a Field Agent assigned to a council, or if you have concerns with a particular agent, please contact the General Agent closest to your particular council.

Please remember that membership, recruitment and retention are extremely important. The K of C Insurance Agents can only sell to members. Try to increase the number of prospects available to them by having (ALL) your councils participate and actively recruit new members. Insurance agents have additional resources to assist in recruiting efforts. Please use them to help with open houses and invite them to your council.

Jeffery Hearty, General Agent (Cleveland) State Team Liaison Insurance Agent

561 Button Rd., Bedford, OH 44146-3426(216)[email protected]

David W. Roberts General Agent (Northeast Ohio)5437 Mahoning Avenue Ste. 25Austintown, OH 44515-2421(330)[email protected]

Chad Osterholt General Agent (Northwest Ohio)120 S. Washington St. Suite 205Tiffin, OH 44883(419)[email protected]

James B. Valent, General Agent (Central Ohio)234 Front St.Philo, OH 43771(740)[email protected]

Patrick M. Murphy, General Agent (Southwest Ohio)8857 Cincinnati Dayton Rd., Ste. 3West Chester, OH 45069(513)847-1306

[email protected]


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About K of C Insurance

Since the K of C's founding in 1882, the primary mission of the Knights of Columbus has been to protect families from the financial ruin caused by the death of the breadwinner. In the beginning the Venerable Father Michael J. McGivney and his fellow Knights "passed the hat" to benefit widows and orphans. From that humble start, the Order has grown to include top-rated life insurance, long-term care insurance and retirement products.

Being a member of the Knights of Columbus is an opportunity to be part of the largest Catholic lay organization in the world. Being an insured member means you've taken full advantage of the benefits of membership. In addition to our strong, secure products; there are Family Fraternal Benefits that can help our members facing unique needs. Many of these benefits are unique to the Knights of Columbus and our members. Some of these benefits include: Guaranteed life insurance benefits for uninsurable children, Death benefits available for stillborn or miscarried children, Orphan benefits and Member/spouse accidental death benefits.

Why Choose Us?

The Knights of Columbus is a fraternal benefit society that is strong, secure and stable. Members can be confident that we'll be here when you need us. We've been successfully protecting families since 1882, and our outlook remains bright. The Knights of Columbus gives over $150 million to Catholic and other charitable causes every year. This is made possible by the insurance program

Permanent Plans

Do you need life insurance that lasts as long as you live? Our permanent plans give you the security of knowing your family is protected and knowing your premium will stay the same, regardless of your future health. They provide a guaranteed cash value that will grow over time and can provide a source of funds for future needs. Our permanent plans include: Whole Life – premiums payable for all of life. Limited Payment Life – premiums payable for a shorter period. Discoverer – a custom blend of whole life and term insurance.


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Term Plans

Term insurance – as its name denotes – remains in effect for the term of the policy. When the term ends, your coverage stops – although you do have the option of renewing the policy (for another term) or converting it to a permanent plan. For these wide-ranging needs, we offer a full range of term insurance plans. Because the protection they provide is temporary, these plans are lower-priced than permanent plans for the same amount.

Long Term Care

For the Unexpected- Record numbers of people are living well into their 80s, 90s...and even past the age of 100. In aging, you change in some familiar ways — and some ways that might be completely unexpected. In your 60s and 70s, tasks and activities that you once performed routinely or with ease might become increasingly difficult. And, over time, you may need more and more assistance with such activities. You might also experience a sudden, acute need for such help after a debilitating illness — such as stroke.

Annuities

Simple from the standpoint that they're fixed in nature. They provide long-term accumulation of wealth, specifically designed for retirement needs. There are no hidden management fees or annual charges. Whether you're looking to start a retirement savings program or moving substantial, more volatile funds into 'safer waters', the Knights of Columbus offers programs that can help you achieve your goals.


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Incentives

The State Council has set up an incentives plan to encourage knights at various levels to meet their goals

and objectives for the next two fraternal years. The incentives pertaining to the District Deputies and

Diocesan District Deputy Coordinators are shown below:

Diocesan DD Coordinator Incentive

Complete all of the following by 5/1/2016 to receive $300

· Start a new council in your diocese.

· Reactivate a council in your diocese from the state inactive list.

· Have 85% of the Councils in your diocese participate in the State General Program.

· Have 90% of the Councils in your diocese recruit one new member.

District Deputy Incentives

Complete all of the following by 5/1/2016 to receive $100

· Each council submits Form 185, 365, and 1295 (July) prior to 9/1/2016.

· Each council submits Form 1728 (Fraternal Survey) prior to 2/1/2016.

· Each council submit Form SP7 (Columbian Award Application) prior to 5/1/2016.

· Each council brings in one new member prior to 5/1/2016.

Additional District Deputy Incentives

· Start a new council by 6/30/2016 and receive $100 per council.

· Achieve 100%Star District membership quota by 6/30/2016 and receive an Ohio State Membership Club Jacket.

· Achieve 150% Star District membership quota by 6/30/2106 and receive Jacket and polo shirt.

· Achieve 200% Star District membership quota by 6/30/2016 and receive Jacket, Polo and Knights of Columbus watch.


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· Establish or recertify a (memorized) certified 1st Degree team and conducts a 1st Degree each month or a minimum of twelve (12) 1st degrees with each degree producing at least 1 new member by 6/30/2016 and receive $50.

· Each council submits on time Forms 185, 365, and 1295 (July), and each council attends the State Tour, DD submits #944A and State Monthly Reports on time, and attends the June DD meeting by 12/31/2015 and receive State Polo Shirt.

· Each council submits Forms 1728 and 1295 (Dec) and the DD submits Forms 944B and the State Monthly Reports on time and attends the January DD mid-year meeting by 6/30/2016 and receive State Polo or $25.

· Each council in the District maximizes the State General Program by 4/15/2016 and receive $100.

· Receive the DD of the Year Award and get State Convention Registration and 1 night stay at the State convention paid for by the State Council.

Six Diocesan District Deputy Awards (January Meeting)

This award goes to the top District Deputy in each diocese for the first half of the year. Qualifications include:

· Sponsor a Soccer Challenge.

· Sponsor (2) or more first degrees and send in a copy of the supreme form 450 to the state membership director and district deputy coordinator.

· The DD with the highest number of the following:o Councils participating in the State Program Contesto Councils having positive membership growth for the periodo Monthly Action Plans submittedo District Deputy reports submitted to State District Deputy Directoro Councils with 365 and 185 forms submitted in the first half

· Recommendation of the District Deputy Coordinator and the State District Deputy Director.

Six Diocesan District Deputy Awards (At the State Convention)

This award goes to the top District Deputy in each diocese for the second half of the year. Qualifications include:

· Sponsor a Basketball Free Throw.

· The DD with the highest number of the following:o First Degrees held. A copy of supreme Form 450 must be sent to the membership

director.


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o Councils participating in the State Program Contest.o Councils having positive membership growth for the period.o Monthly Action Plans submittedo Monthly District Deputy reports submitted to State District Deputy Directoro Councils having the Fraternal Survey submitted second half.

· Recommendation of the District Deputy Coordinator and the State District Deputy Director.

"District Deputy of the Year"

The District Deputy of the year will be selected from the 6 Diocesan District award winners for the first half of the Fraternal Year and the 6 Diocesan District award winners from the second half of the Fraternal Year. Qualifications include:

· The DD with the highest number of the following:o Councils in your district maxing the “Through Him, With Him, In Him” State

Program Contest.o District Deputy reports submitted to the State District Deputy Directoro New members in their District.

· Results from Council Evaluation Forms submitted by the councils within the District. These forms will be sent directly to the councils.

· Recommendation of the district deputy coordinator.


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Council Evaluation Checklist

This Council Evaluation Checklist is for use by the District Deputies to evaluate council activity. It is a guideline and is not all-inclusive. Not all questions apply at the beginning of the year. There are a lot of other questions you need to ask as well. This just gives you a starting point to help evaluate your councils to see where they may need your help.

1. Did the council establish and publicize their yearly goal of programs?2. Does the council follow up and review these goals?3. Does the council have an annual budget?4. Do the council directors know if they have a budget and what it is?5. Has the council sent in form 185 Officers Chosen for the Year to both Supreme and

the State?6. Has the council sent in form 365 Directors to both Supreme and the State?7. Did the council have representatives at the State Tour?8. Did the council have representatives at your District meeting?9. Has a General Program Director been appointed?10. Does the Program Director review program, requirements and status with the directors and

the council?11. Has the Grand Knight appointed an Admission Chairman?12. Has the Grand Knight appointed a Membership Chairman?13. Does the council have a Greeter at their meetings and activities?14. Are new members warmly received at meetings?15. Does the council have membership drives?16. Does the Membership Chairman also cover Retention and Recruitment?17. Has the Grand Knight appointed a Welcoming Chairman?18. Has the Grand Knight appointed a Bereavement Chairman?19. Does the council have a monthly officer's meeting?20. Does the council have a monthly business meeting?21. Does the council have a newsletter?22. Has the council set up a web site?23. Has the council invited the insurance agent to their meeting?24. Does the FS and GK work with delinquent members?25. Does the council participate in Free Throw, Soccer Challenge programs?26. Does the council participate in local community programs?27. Does the council participate with the local Chapter?28. Does the council have fund raising programs?29. Does the council send reports to both the State and Supreme on time?30. Has the council sent in the yearly audit?31. Was the District Deputy invited to these audits?32. Has the council sent in the Fraternal Survey?33. Does the council participate in Pennies for Heaven?34. Did the council send in money for both periods for Pennies for Heaven?35. Did the council participate in Measure UP?


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Requirements for District Deputies

Below is a list of the requirements the District Deputy is responsible for on a monthly basis. Contact

your Diocesan Coordinator or the District Deputy Director if you have any questions on these

requirements.

July Requirements

· Ensure that each council fills out the following forms: Forms 185 Supreme form "Report of Officers Chosen for Term", form 365 "Service Program Personnel Report", and the State Form for Grand Knight's and Financial Secretaries. You need to bring copies of all three forms for each council in your district to the State Tour. Strongly encourage the councils to file all applicable Supreme forms on the Supreme website.

· Choose a District Warden as soon as possible, within your district. Try to pick someone who can be your replacement when your term has ended.

· Attend the State Tour Meeting in July.

· Distribute to your councils all appropriate materials received during the June District Deputy Meeting. Do this at the state tour meeting or within one month of the district deputies meeting.

· Schedule and complete the Installation of Officers. Follow protocol, wear your robe and your jewel. This MUST be completed by August 31. You can also have a combined installation of officers with all councils and a social afterwards.

· Schedule your own District Meeting. Go over the State Program, Membership and all requirements with your Councils. This should be done by the end of July.

· Submit the Supreme Form 450 for all Degrees in your district to Supreme, the State Membership Director and to the District Deputy Director.

· Order soccer medallions

· Turn in July DD Monthly Report to your coordinator and District Deputy Director on or before August 5th.


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August Requirements

· Complete the Installation of Officers for all your councils. Follow protocol, wear your robe and jewel, use your District Warden to assist. All installations need to be completed by August 31.

· Work with your councils to ensure each council establishes and maintains an active admissions committee and an active retention committee.

· Follow up with your councils to be sure the Semiannual Council Audit, "Supreme Report Form 1295", is completed and sent in by August 15.

· Council Membership Plan due to State Membership Director September 1st

· District Membership Plan sent to Diocesan District Deputy Coordinator due September 1st.

· Get councils to order the Soccer Challenge Kits.

· Establish a DD newsletter for your District.

· Ensure that each council is your district has a newsletter that includes all council activities.

· Develop a council health check list for each council.


· Turn in August DD Monthly Report to your coordinator and District Deputy Director on or before September 5th.

September Requirements

· District Membership Plan of the District and of your councils to be sent to the Diocesan District Deputy Coordinator

· Contact all your councils and get the total number of Measure Up Rulers needed. Send the total number you need for your district to the State Warden.

· Follow up with your Grand Knights to be sure they have appointed a Round Table Coordinator for each parish they have. (Supreme Report Form 2629) Due by September 1st

· Get councils to order the Soccer Challenge Kits.


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· Turn in September DD Monthly Report to your coordinator and District Deputy Director on or before October 5th.

October Requirements

· Contact all your councils and get the total number of Measure- Up Rulers needed. Send the total number you need for your district to the State Warden.

· Hold your District Soccer Challenge during the first two weeks in October. Help with Regional Soccer Challenge during the last two weeks in October.

· Order Free Throw Medallions


· Turn in October DD Monthly Report to your coordinator and District Deputy Director on or before November 5th.

November Requirements

· Last reminder, contact all your councils and get the total number of Measure Up Rulers needed. Send the total number you need for your district to the State Warden.


· Turn in November DD Monthly Report to your coordinator and District Deputy Director on or before December 5th.

December Requirements

· The first turn in for Pennies for Heaven is due by December 15

· The District Deputy Semiannual Report 944A is due by December 31, please send early.

· Send in your Mid -Year District Deputy Meeting registration as soon as you get registration information. Register at the hotel for the Mid -Year District Deputy Meeting.


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· Turn in December DD Monthly Report to your coordinator and District Deputy Director on or before January 5th.

January Requirements

· Remind your councils to send in the Knight of the Year, Family of the Year, Lady of the Year, Volunteer of the Year, Youth of the Year, Blue Coat of the Year, Chaplain of the Year, and Religious of the Year nominations to the individual program directors BEFORE April 1st

· Attend the State Mid-Year District Deputy Meeting.

· Hold your Mid-Year District Deputy Meeting. Get at least 2 members from each council to attend. Include your State Officer, diocesan district deputy coordinator and any state director within the diocese. Distribute measure up rulers at this time.

· Remind your councils that the Supreme form 1728 Annual Survey of Fraternity is due by January 31. This is the most important form of the fraternal year. You will be required to turn one in for each council that does not fill one out.


· Turn in January DD Monthly Report to your coordinator and District Deputy Director on or before February 5th.

February Requirements

· Remind your councils to send in the Knight of the Year, Family of the Year, Lady of the Year, Volunteer of the Year, Youth of the Year, Blue Coat of the Year, Chaplain of the Year, and Religious of the Year nominations to the individual program directors BEFORE April 1st

· Make sure all your councils have filled out and sent in the Semiannual Council Audit report (Form 1295) to Supreme by February 15.

· Attend the Super Cash Bonanza charity tickets distribution.


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· Hold your District Free Throw during the first two weeks of February. (make sure you have the medallions ready). Plan to attend the Regional Free Throw during the last two weeks of February. Pass out information to each winner and each alternate. Send the entry forms to your diocesan coordinator.

· Distribute Measure-Up Rulers


· Turn in February DD Monthly Report to your coordinator and District Deputy Director on or before March 5th.

March Requirements

· Remind your councils to send in the Knight of the Year, Family of the Year, Lady of the Year, Volunteer of the Year, Youth of the Year, Blue Coat of the Year, Chaplain of the Year, and Religious of the Year nominations to the individual program directors BEFORE April 1st.

· Talk to all of your Councils about the Measure Up Program. There are two dates (end of April; first week of May) for collecting money for Measure Up.

· Register for State Convention.


· Turn in March DD Monthly Report to your coordinator and District Deputy Director on or before April 5th.

April Requirements

· Pennies for Heaven is due by April 15.

· Register for State Convention.

· Follow up with Councils on membership. April 15 is the last day to qualify for awards at the State Convention.



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· Turn in April DD Monthly Report to your coordinator and District Deputy Director on or before May 5th.

May Requirements

· Attend the State Convention.

· Follow up with each one of your Councils to be sure Measure-Up Grant forms and checks are mailed by May 31. (this form comes in the Measure-Up package)

· Pick up a copy of the Columbian Award Application (Supreme Form SP-7) from each one of your councils.


· Turn in May DD Monthly Report to your coordinator and District Deputy Director on or before June 5th.

June Requirements

· Make sure your councils have completed, and sent to Supreme (form SP-7) the Columbian Award Application, with copies going to the State Deputy, and the District Deputy by June 30.

· Ensure councils with Round Tables submit the Annual Report by June 30th.

· Attend the June District Deputy Meeting in Columbus.


· Turn in June DD Monthly Report to your coordinator and District Deputy Director on or before July 5th.


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Supreme Website

The address for the Supreme website is www.kofc.org . The public portion of this site contains a lot of information about the Knights of Columbus, our insurance program, and the Catholic faith. It contains all of the forms your councils will need to file to the Supreme Council. Supreme forms can be accessed without a specific login and password. Forms can be found in the drop down box at the top page under Publications and Resources. You can also access the forms by the following links.

http://www.kofc.org/un/en/officers/forms/council.html - Council Forms

http://www.kofc.org/un/en/officers/forms/state.htrn1 - State and District Forms

The secured portion of this site contains valuable information to you as a District Deputy. You will be given a login name and password if you are a new District Deputy to gain access to this portion of the website. Once you login you will see under Supporting Applications an Officers Desk Reference Portal and a Training Portal. Clicking on the Officers Desk Reference Portal will take you to a page that contains multiple links. These links contain information on Fraternal Programs, Membership, Financial Issues, Home Corporations, etc. Clicking on the Training Portal will take you to a page that gives over 30 training courses. You should check out these Portals as soon as you can.

You will also have access to data pertaining to your District. This includes membership data, reports, forms, and publications. You can then chose an individual council and access the same information at the council level. You should monitor this data frequently as it gives a snapshot of the progress your District is making towards its goals.

State Website

The State Website is currently under construction and will be ready at the beginning of the Fraternal Year. Training for District Deputies on how to use the new website will be given at the District Deputy Meeting.

Forms

On the following pages are samples of Forms that will be needed throughout the Fraternal Year at the Council, District, and State levels. These all can be found on the Supreme or State website.


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Reserved for Your Notes


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Documents

2015 District Deputy Manual