Financial Secretary 1. Chapter 1: Introduction (No VO: Intro Screen) 2. Chapter 1: Opening Prayer Let us start with an inspirational prayer to Our Lady of Guadalupe, to whom our order is entrusted.
In the name of the Father, Son, and the Holy Spirit. Amen. God of power and mercy, you blessed the Americas at Tepeyac with the presence of the Virgin Mary of Guadalupe. May her prayers help all men and women to accept each other as brothers and sisters. Through your justice present in our hearts, may your peace reign in the world. We ask this through our Lord Jesus Christ, who lives and reigns with you and the Holy Spirit, one God forever and ever. Amen. 3. Chapter 1: Course Navigation This course is divided into chapters, each of which is divided into a number of topics. To reinforce the important learning objectives of each chapter, chapters start with a test my knowledge test and finish with a knowledge check quiz. If you pass the test my knowledge test, you can skip that chapter and move on to the next one. The chapters are locked until the previous chapter is completed by either passing the test my knowledge test or by viewing all the topics and completing the knowledge check quiz.
Once unlocked, you can start each chapter by clicking the first topic in the navigation. Completed topics will be checked off in the navigation menu as you progress through the course. Please ensure that your computer speaker is on and that it is set to a comfortable volume. You can adjust the player volume and pause or restart playback by using the player controls on the bottom of the screen. At the end of some screens, a flashing arrow will appear. Click on this arrow to progress to the next screen. Click the arrow to continue. 4. Chapter 1: Welcome Welcome to the financial secretary leadership training course. At the end of this course, you should be able to: identify the duties and responsibilities of the financial secretary, describe how and when to process forms and reports, list the resources to help you in your role, describe the 10 keys to success as a financial secretary.
5. Chapter 1: Introduction: The Role of a Financial Secretary Hello, I'm Gary Nolan, Vice President for Fraternal Training and Ceremonials. Let's talk about the important and unique leadership role of the financial secretary. A council's ability to respond and adapt to the needs and conditions in its area of service defines the identity of that council. Pope Francis spoke of our duty to be of service. He said, "Fraternal relations between people and cooperation in building a more just society, these are not just an idealistic dream but the fruit of a concerted effort on the part of all in service of the common good." The service he speaks of is not simply writing of a check. Primarily it is how we fraternally respond together through our councils to help the people in our parishes and communities and those in desperate need around the world. To be fraternal and in service for the common good, then your council must be on a solid footing from the standpoint of number of members and financial readiness. Supreme Knight Carl Anderson spoke of the mission and duty of councils.
"Let us take the call of both Father McGivney and Pope Francis to heart and live out charity to our neighbor in unity with our church and our Holy Father and in the spirit of fraternity." As financial secretary, you have been selected by your council and appointed by the supreme knight. You were selected because of your talents, professionalism, accuracy, strong organizational skills, and timeliness. Because of your abilities, your council will be financially strong and able to conduct charitable projects in your parish and community. 6. Chapter 2: Pre-assessment Test You will now test your knowledge for this chapter. If you don t pass, you will have to review the chapter s content and complete the knowledge check quiz. Good luck. Click the arrow to begin.
7. Chapter 2: Duties Intro Video Let us start with what successful financial secretaries have in common. They view their role as a great service to the council and understand that there is a good amount of work involved. As financial secretary, your role is key because much of the official news, communication, and information especially at the beginning of the fraternal year is sent only to you as the financial secretary of record of your council. You're expected to work with your council officers to dispense that information in a timely fashion. So, what must you know and do to join the ranks of highly successful financial secretaries? To be successful in your appointed term, you will need to understand your duties and responsibilities, follow proper accounting procedures, maintain accurate membership and financial records, assist with First Degree exemplifications, keep track of the money flow through your council, promptly present all bills to the council for payment authorization, ensure that all members are current in their dues. Your best gauge of year-over-year success as Financial Secretary is to ask Have I maintained the records and accounts of my council with professionalism, accuracy, timeliness, and integrity?
Does my council earn or are they making progress toward earning the Star Council Award? Do people in my parish and community look at our council as the go-to charitable organization? Each council has an enormous potential through its fraternal action. Even though the role of the financial secretary has many administrative functions, one of your important leadership roles is to help your council unlock its potential. This is your opportunity, and this is your calling to exemplify Catholic fraternal leadership. This is the reason that you were appointed for a three-year term rather than being elected and starting anew every year. And how you partner with your council officers and area leaders is very important. 8. Chapter 2: Duties Successful financial secretaries focus on service to their brother knights. In this service role, you will: Assist with first degree exemplification, Maintain an accurate accounting of money flow through your council,
Promptly present all bills to the council for payment authorization, Ensure that all members are current with their dues, Be proficient in member management and member billing. The financial secretary also collects and receives all council money from all sources, keeps an account of the indebtedness of each member, pays over to the treasurer all money received, and keeps the roll of members along with dates of initiation and a record of fourth degree members. 9. Chapter 2: Responsibilities You have been selected by your council and appointed by the Supreme Knight as Financial Secretary of your Council. They have placed their trust in you; in your professionalism, accuracy, strong organizational skills, and timeliness. Your leadership mission will be to help ensure that your Council is financially strong and able to conduct charitable service projects in your parish and community.
Your responsibility is to: Maintain member s records using the Member Management and Member Billing Applications located in the secure section of the Order s website in Officers Online. Review and maintain an inventory of Council supplies. Review all monthly membership statements for accuracy and submit corrections to the Supreme Council as needed. It is recommended that you review your Council s membership transactions on a weekly basis by accessing your Council s Awards Progress dashboard on Officers Online. Ensure that all Council service program and other reports are submitted by the respective Council director and ensure that a copy is kept for your Council records. Safeguard all funds in your possession and promptly record the funds received and deliver them to the Treasurer for deposit. Ensure that all candidates sign your Council s Constitutional Roll (#343) at the Admission (First Degree) Ceremonial. Keep your Council s seal and affix it to all membership cards, resolutions, and other official documents.
10. Chapter 2: Year in Fin Sec s Life: May Let s take a look at a year in the life of a financial secretary. Let s start in May when council elections are held between May 1 and June 15 each year. Use the Member Management Application to report to the supreme office the elected or re-elected officers in your council. Or submit the Report of Officers Chosen for the Term, form #185. If your council s annual accounting period ends on December 31, ensure that your council submits the proper IRS form 990 for US councils only.
11. Chapter 2: Year in Fin Sec s Life: June June is an important and busy month for financial secretaries as the fraternal year ends. June 15 is when council elections conclude. Use the Member Management Application to report new or re-elected officers or submit the Report of Officers Chosen for the Term, form #185. If your council bills on a fraternal year, you should begin the member billing process, clear all unpaid voluntary assessments, and update the member classes and billing status. Print and send dues statements to all billable members. Send membership cards to paid members, all honorary life members, and members with disabilities. Update the member billing application as dues are paid, and deliver money to the treasurer in a timely manner for deposit. Remind officers that Surge with Service information is available at kofc.org/surge 24 hours a day 7 days a week and is always up to date. June 30 is the deadline for sending the Columbian Award application. It reports council programs and activities in each of the six areas of the Surge with Service categories.
12. Chapter 2: Year in Fin Sec s Life: July July is another busy month for financial secretaries. July 15 is the deadline for the fraternal year membership billing. You need to process and send second billing notices to members that have not paid. Collaborate with your grand knight and trustees and other council officers in developing a council financial budget for income generation, anticipated donations, and operating expenses. Use the Member Management Application to report the appointment of service program personnel or submit the Service Program Personnel Report, form #365. Assemble reports and information with the treasurer, and provide the records to the grand knight and trustees for completion of the Semiannual Council Audit. Check your council s supply inventory and order membership documents; membership cards; candidate s kits which include a rosary, These Men They Call Knights booklet, and a lapel pin. Printed material over two years old should be discarded and replaced.
13. Chapter 2: Year in Fin Sec s Life: August The Service Program Personnel Report, form #365, is due on August 1. August 15 is the deadline for the Semiannual Council Audit. This is also when the retention committee report is printed and forwarded to the committee for personal follow-up. If directed, forward a knight alert letter to the delinquent members. After 15 days from sending the knight alert letter, if the member has not paid issue the Notice of Intent to Retain. After 60 days from issuing a Notice of Intent to Retain, if the member has not paid or made payment arrangements issue a membership document indicating suspension. For the August council meeting, ensure that the recorder announces the per capita and other amounts due to supreme and state councils and prepare vouchers.
14. Chapter 2: Year in Fin Sec s Life: September September is a good month to catch up on routine administrative duties, such as doing an inventory and ordering materials and forms you ll need in the months ahead. Submit supreme per capita, Catholic advertising, and culture of life payments for processing by the supreme council office prior to the October 10 due date. A council vote on these amounts is not necessary. It is a council obligation and should be entered into the minutes by the recorder.
15. Chapter 2: Year in Fin Sec s Life: October October 10 is the supreme per capita, Catholic advertising, and culture of life payment deadline. The list of councils past due in remitting supreme per capita, Catholic advertising, and culture of life payments is prepared and mailed to the state deputy and district deputy.
16. Chapter 2: Year in Fin Sec s Life: November In November, send Individual Member Worksheet #1728A to council members for reporting their volunteer hours and charitable donations made during the year on behalf of your council for United States councils only, and if your council s accounting period ends June 30, then November 15 is the deadline to ensure that your council submits the proper IRS form 990.
17. Chapter 2: Year in Fin Sec s Life: December December is a busy month as the end of the year approaches. December 15 is the deadline for calendar year membership billing. If your council bills in a calendar year begin the membership billing process. Clear all unpaid voluntary assessments and update member classes and billing status. Print and send dues statements to all billable members. Send membership cards to paid members, all honorary life members, and members with disabilities. Update the member billing application as dues are paid, and deliver money to the treasurer in a timely manner for deposit. Assemble the information returned by members from the Individual Member Worksheet #1728A, and compile calendar year figures in preparation to submit the Annual Survey of Fraternal Activity, #1728, prior to the January 31 deadline.1
18. Chapter 2: Year in Fin Sec s Life: January The start of the calendar year is an important one for financial secretaries. January 15 is when you need to process and send second billing notices to members that have not paid. January 31 is the deadline for submitting the Annual Survey of Fraternal Activity. 19. Chapter 2: Year in Fin Sec s Life: February
February 15 is when the Semiannual Council Audit is due. It is also the calendar year membership billing deadline. The Retention Committee Report is printed and forwarded to the retention committee for personal follow-up. If directed, forward a knight alert letter to the delinquent members. After 15 days from sending the knight alert letter, if the member has not paid or payment arrangements have not been made, issue the notice of intent to retain. Sixty days later if the member has not paid, issue a membership document indicating suspension. For the February council meeting, ensure that the recorder includes the amounts due to supreme and state council. 20. Chapter 2: Year in Fin Sec s Life: March You ll need to submit supreme per capita, Catholic advertising, and culture of life payments for processing by the supreme office prior to the April 10 deadline. So, use the time available in March to prepare.
21. Chapter 2: Year in Fin Sec s Life: April April 10 is the supreme per capita, Catholic advertising, and culture of life payment deadline. It is also when the list of councils past due in remitting supreme per capita, Catholic advertising, and culture of life payments is prepared and mailed to the state deputy and district deputy. 22. Chapter 2: Knowledge Check (No VO. Please answer the following questions)
23. Chapter 3: Admin: New Members Let's talk about the five important council forms used to report data to the supreme and state councils. While gathering data, completing and submitting forms is not exciting like rolling up your sleeves and participating in a council charitable service outreach project, it is an important task nonetheless. You might be asking, why are there so many forms? Quite simply, there needs to be a way to effectively communicate with officers, directors, and chairmen in over 16,000 councils. Gathering data is critical to effective outcomes. In the beginning of the fraternal year, the important forms that we will review trigger officer communication and the others help to measure success. This is the only way to record and spread the charitable outreach story of each council. We are going to focus on five forms: The Report of Officers Chosen for the Term, form #185; the Service Program Personnel Report, form #365; the Annual Survey of Fraternal Activity, form #1728; the Semi-annual Council Audit, form #1295; and the Columbian Award Application, form #SP-7. We will explore at the high level why these five forms are key in the life of a council.
What's the best way to submit council forms? What happens with the information? Why do we make such a big deal out of getting these forms in on time? During this video, I'm going to use the form's name along with its number for an important reason. When for expediency we reduce the name of the form to just a number, then the real reason and genuine need for the form is diminished. You might get a phone call from your district deputy, a diocesan or chapter leader, or even a state officer asking, Where's your council's 185? Have you filed your 1728 yet? When will you get that 365 in?" Does a number really seem so important? No, not so much. Does it make sense that the supreme council would need to know who the fraternal leaders are in your council in order to communicate with them? Yes. It's extremely important. That is why the first two reports we will discuss are the Report of Chosen Officers for the Term, form #185, and the Service Program Personnel Report, form #365. Their name indicates what type of information is needed. These two forms trigger action, recognition, and permissions both from the state council and your jurisdiction. Once the Report of Officers Chosen for the Term, form #185, is submitted and entered into the database, the supreme council will recognize the elected fraternal leaders on July 1. The same is true of the Service Program Personnel Report, form #365, which reports the very important appointments in your council. Timely information is the key. So, what's the best way to submit these two forms? The most efficient and accurate way to communicate this information to the supreme council is for the financial secretary to use the Member Management Application located in Officers Online. Another way is by using the Knights of Columbus website, kofc.org/reports to electronically submit the form. Or to download it and email, mail, or fax. Please keep in mind that if you are completing the form by hand, please be neat, thorough, and precise.
Changes in officers and appointees happen frequently. If changes occur during the year and your council uses the Member Management Application, your council would report the change of an officer or appointee on the appropriate screen Council Officers screen or the Service Program Personnel screen. If your council submits the information using a paper form, then submit an updated form with only the new information. Additionally, email addresses, home addresses, along with phone numbers change frequently. When using the Member Management Application, as soon as the member's personal information is updated, the update is applied universally. So be sure to update these changes and double check the addresses, phone numbers, and email addresses. Now let's explore three important reports that serve as tools to audit, report on council action, and which help to measure success and plan for the future. They are the Annual Survey of Fraternal Activity, form #1728; the Semi-annual Council Audit, form #1295; the Columbian Award Application, form #SP-7. The Annual Survey of Fraternal Activity, form #1728, is a way to track your council's charitable service outreach and impact on a calendar year basis. It is very important to our order, as this information helps us maintain our taxexempt status. This shows that our charitable outreach vastly exceeds what our order would pay in taxes. It is also very important information to your jurisdiction and to your council. This is a tangible way to measure your success as a council. This is also great information to share with your parish and community. Your council's Semi-annual Council Audit, form #1295, is an essential check and balance tool to reconcile your council's roster of members and finances. This semi-annual audit also tells council officers and district deputies about the health and welfare of your council. It is filed twice per year, so sitting down to review membership transactions along with financial transactions needs to become standard practice. The Columbian Award Application, form #SP-7, is a report card that audits the well-rounded programs of your council.
Every council should plan enough programs and activities to earn the Columbian Award. This report not only tracks council activity. It also tells a story about the great things that your council has accomplished. As you can see, each of these five forms is very important in its own right. Hopefully you can see the very good reasons why your council is being asked to complete each report each year and in a timely fashion. Your jurisdiction also places a lot of importance on these forms. By filing these reports in a timely fashion, your council is providing the information necessary for the supreme and state councils to assist your council to be successful each year. If you need additional assistance regarding any of these forms, do not hesitate to contact your district deputy, state officers, or the Department of Fraternal Services. 24. Chapter 3: Communications Form #185
Let's discuss the Report of Officers Chosen for the Term, form #185, which is an easy form to complete and file each fraternal year especially when using the Member Management application. Once the supreme council knows who your council leaders are going to be, then the flow of orientation materials can start. This report is due immediately after your council's election of officers. It is important that it be filed prior to June 30 each year. The reason is simple. One of the actions that the Report of Officers Chosen for the Term, form #185, is to trigger access to officers online for your eligible council officers. It also triggers mailing or emailing Knightline to fraternal leaders. What's the best way to submit the Report of Officers Chosen for the Term, form #185? The most efficient and accurate way to communicate this information to the supreme council is for the financial secretary to use the Member Management application in Officers Online and complete the Council Officers screen. Another way is by using the Knights of Columbus website kofc.org/reports to electronically submit the form or to download it and email, mail, or fax. Please keep in mind that if you are completing a form by hand, please be neat and precise. Changes in officers and appointees happens frequently. If changes occur during the year and your council uses the Member Management application your council would report the change of an officer or appointee on the appropriate screen whether it be the council officers screen or the service program personnel screen. If your council submits the information using a paper form, then submit an updated form with only the new information. Additionally, email addresses, home addresses, along with phone numbers change frequently. So, make sure everyone has good information. When using the Member Management application, it is only necessary to update the member's personal information in the member's ledger page. Please keep in mind too that it is imperative for your council to notify your jurisdiction when key council officer or service program personnel either have a change in their personal information or change their position in the council.
The supreme council will accept the form or the information through Member Management at any time during the fraternal year. However, your council is really operating without any assistance from either the supreme council or your jurisdiction until the databases are updated. One of the most often asked questions is, what do we do if we have a vacancy and have to change officers during the year? Well the answer is simple. Follow the laws of the order. Declare the vacancy. Inform your members. Call for an election to fill the vacancy. And soon as the vacancy is filled then update the Council Officers screen in the Member Management Application. If you choose to submit your Report of Officers Chosen for the Term, form #185, manually then do so with only the changed information. Only with good information can there be good communication at every level. So please make sure your council's form is filed in a timely manner, and keep everyone up to date with the fraternal leaders in your council.
25. Chapter 3: Service Program Personnel Report (#365) Let's discuss the Service Program Personnel Report, form #365, which lists the important appointed positions in your council for the fraternal year. It is simple to complete and important. This form allows the supreme council as well as your state council to communicate with your council's directors and committee chairmen with news and information focused on the individual role. The supreme council can send them information that will help your council to conduct various programs during the fraternal year. This report is due each fraternal year by August 1st. However, it is recommended that as soon as your council's membership and program directors are appointed, that's the best time to submit the form. So, what is the best way to submit the Service Program Personnel Report, form #365, for your council? Well, the most efficient and accurate way to communicate this information to the supreme council is for the financial secretary to use the Member Management Application and complete the Service Program Personnel screen. Another way is by using the Knights of Columbus website, kofc.org/forms, to electronically submit the form or to download it and send it via email, regular mail, or fax.
Please keep in mind that if you are completing a form by hand, please be neat, precise, and double check the information. Changes in officers and appointees happen frequently. If changes occur during the year and your council uses the Member Management Application, your council would report the change of an officer or appointee on the appropriate screen. If your council submits the information using a paper form, then submit an updated form with only the new information. Additionally, email addresses and home addresses along with phone numbers change frequently. When using the Member Management Application, it is only necessary to update the member's personal information in the Member's Ledger page. As your council continues to make appointments of various committeemen, continue to submit the form with the changed information only. Additionally, the supreme council will accept forms throughout the year especially if there are changes. Only with good information can there be good communication at every level. 26. Chapter 3: SemiAnnual Council Audit (#1295)
Let's discuss the Semi-annual Council Audit, form #1295. The grand knight and the trustees conduct an audit that serves as a check and balance to council membership and financial operation. This report also provides clarity and transparency to council members ensuring them that your council is adhering to the laws of the order and your council's bylaws. And it also serves as a tool in measuring success. Is your council stronger both in membership and finances than it was just 6 months ago? It may seem to be a burden; however, it is extremely important in the life and health of your council. Let's explore some of those important reasons. First, completion of the audit is a way for your council's Grand Knight and Trustees to validate your council's membership and financial transactions. Second, completion and filing of the audit is necessary to maintain the bonding on the officers of your council's Financial Secretary and Treasurer. Third, completion of the Semi-annual Council Audit provides your district deputy and state council with pertinent financial information and shows the direction of your council. Remember that there are really no accidents or luck in being a highly successful council. The actions of the past determine the present. The present actions of the council will lay the groundwork for where your council is headed. One of the first areas examined is the status of membership and number of members that are in arrears. Quality charitable service outreach projects will engage members in the activities of your council. With better programs, your council's recruitment activities will be more effective. By reviewing these facts as the audit is being completed, plans can be made to begin working to improve any areas of deficiency. One of the main focuses of your council officers is to keep your council headed in the right direction. The Semi-annual Council Audit serves as one tool to accomplish this.
The Semi-annual Council Audit, form #1295, can be found on the Knights of Columbus website at kofc.org/forms and in the Council Report Forms booklet, #1436. What are the steps to complete your council's audit? The grand knight and trustees set and audit meeting, and three officers meet to provide their books--the financial secretary, treasurer, and recorder. At the audit meeting, the grand knight and trustees verify additions and changes in council members, validate that all financial transactions are properly handled, and that accounting for the council's funds are properly recorded. The figures for completing the form begin with the previous six-month period. Completing the Semi-annual Council Audit is even easier when using the Member Management Member Billing Applications. When using these applications, schedule A need not be completed. Schedule B pertains to the audit of council accounts for cash transactions between the financial secretary and treasurer. How many dollars were received? How much was deposited? What are the balances in your council's checking account and savings account? With your council's submission of your Semi-annual Council Audit, form #1295, the normal bonding amounts for your financial secretary and treasurer remain in force. The submission of the Semi-annual Council Audit also aids your district deputy in providing guidance should your council warrant it before it enters a crisis situation regarding its finances. By providing the audit results to your district deputy and state council, they are able to compare prior audits and determine if your council requires additional guidance. So, this report not only ensures that your council is adhering to the laws of the order, it may also serve as an early warning that your council may need to change their focus. If you need further information on the Semi-annual Council Audit, feel free to contact your district deputy or refer to the Knights of Columbus Leadership Resources booklet, #5093, and the Officers Desk Reference located in the secure Officers Online section of the Knights of Columbus website.
27. Chapter 3: Annual Survey of Fraternal Activity (#1728) Let's discuss one of the most important forms in the Knights of Columbus, and that is the Annual Survey of Fraternal Activity, the form#1728. This form is your council's annual report card. Individually it informs the supreme council about your council's charitable impact through donations and volunteer hours of service by members, family members, and friends. When all of the council reports are added together, they become a part of our order's report card. The combined totals give witness to the principles of our order charity, unity, fraternity, and patriotism. This report is due each year by January 31st. The first question that most fraternal leaders ask is, why does this report use the calendar year when nearly every other Knights of Columbus form is based on the fraternal year? There are some very simple reasons for this. First, as a specially chartered Connecticut corporation, the Knights of Columbus has mandated reporting requirements. Second, this report helps both the supreme council and your council to examine its year-over-year charitable impact.
Third, for promotional purposes the figures for the calendar year are combined, which takes some time, and are revealed each June at the organizational meeting of state deputies and also, is included in the supreme knight's report, which is delivered during the annual supreme convention held each August. How should your council calculate hours and donations for the annual survey of fraternal activity? Total volunteer hours for a program should equal all of the time each volunteer not just a brother knight's time; a volunteer might include a family member or parishioner. For example, take a project like collecting money for people with intellectual differences. When a member, his wife, and two children participate in the collection drive, all of the money counts and so do all of their volunteer hours. And this is the same for every other council project. Therefore, be sure that family members' volunteer hours are included in your council's annual survey of fraternal activity. Also, be sure to account for all monetary donations, both the dollars raise and the value of items collected and distributed. This gives an accurate estimate of the charitable outreach of your council. What officers should be involved in the completion of the survey? Grand Knight, Financial Secretary, Treasurer, Recorder, and Trustees. The first question on the survey of how many meetings were held during the year should be easy to answer. The second question asked, what did it cost for your council to operate? To answer this, your council's financial records will indicate how much was spent on printing and postage, food and refreshments, prizes and awards, project expenses, entertainment, and any other expense of council operation. Remember that these figures need to be for the calendar year, not the fraternal year. The next section moves into the charitable outreach of your council. What did your council do? How many charitable programs were conducted that helped others? How many Knights, their family members and parish or community people helped in your council's charitable outreach?
Answering these questions gives your council a complete summary of what has been accomplished throughout the year. It is a best practice for your council to distribute the Individual Member Worksheet for the Survey of Fraternal Activity, form #1728A. All of the data from your individual council members and your council's records from each program will be tallied in the annual survey. In the second degree, we talked about the power of unity and uniting to help others. Charity is a way of life for Knights of Columbus members. So, when your council's survey is combined with the thousands of other surveys from councils, assemblies, circles, and state councils from all over the world, everyone can see the enormous good by knights in council charitable service projects. Another best practice is that once your council compiles its data, this information needs to be shared. There is a template news release in the public relations and publicity guide in the Surge...with Service kit. Your council should promote its charitable good works every month in as many places as possible. Don't forget to include: the parish bulletin, local newspapers, television news stations, your council newsletter, website, and social media. Do not be afraid to show your council's active involvement in programs and activities that make a difference in people's lives. The survey can be filed in two ways. The first option is to submit the form electronically, which can be found on the Knights of Columbus website at kofc.org/forms. The second option is to download the form, print it, manually complete it, and either mail, email, or fax it to the Department of Fraternal Services. I encourage you to take advantage of electronically submitting the survey. When the survey is electronically submitted, a confirmation email is generated which confirms the receipt of your council's survey as long as a valid email address is included in the submission. Please make a note of the following information, as it is very important.
If your council submits the survey electronically and then later discovers it omitted some data, your council must resubmit the entire survey, not just the omitted information. This is the only way to give your council all of the credit it deserves for the outstanding programs and charitable work your council has conducted. The survey also serves as a way for your council to measure its success year over year. After the data is compiled, compare the figures from the prior years to see where your council can improve and to strive to assist more people. 28. Chapter 3: Columbian Award (#SP-7) Let's discuss the Columbian Award Application form #SP-7. This form is used by your council to apply for the Columbian Award, which is an important part of the Star Council Award. This application reports on the various programs your council conducted during the fraternal year. To earn the Columbian Award your council has to complete four programs in the Surge...with Service categories of church, community, council, culture of life, family, and youth.
Four programs in each category may sound like a huge task; however, with action and planning your council can earn this award. In each category there is also one or more featured programs that when conducted and by meeting the minimum qualifications can count as four programs. Keep in mind, these have higher expectations and require planning, coordination, and communication. While this report is important for a variety of reasons, two most important are this report can be used by your council to evaluate the programs it conducted during the year and to evaluate what can be done better so your council can serve more people in need. This report shows what your council is doing and gives prospective members a reason to join your council to be active and engaged in those programs. Your council officers can also look back at the programs your council conducted during the year to determine which programs will be continued in the next fraternal year as well. The Columbian Award Application must be received by the supreme council office by June 30th. There's a good reason for this hard deadline. Earning the Star Council Award is important for your council, your jurisdiction, and the supreme council. The Columbian Award Application, form #SP-7, is your council's report card and request to be recognized for the many outstanding programs your council has conducted. Each year at the supreme convention, the number of star councils is announced by jurisdiction. Since the Columbian Award Application is just that, an application, the supreme council office needs time to review each submission in order to validate that your council met all of the requirements. Just an extra note use your Fraternal Leader Success Planner as a way to keep track of the programs each month. A best practice is to start the year with a blank Columbian Award Application and fill it in at a council planning session. Then as the program is completed, simply enter the information to track your progress.
Once your council has all of the programs necessary to qualify for the Columbian Award, don't wait until the last minute to submit it to the supreme office. Submit your form well before the June 30th deadline. That way if there's any kind of a challenge, your council can respond in a timely manner. This form can be submitted in a few ways: An electronic version of the form is available on the Knights of Columbus website, kofc.org/forms. Simply complete the form with your council's programs, insert a valid email address, and click submit. Or a form is also available on the Knights of Columbus website at kofc.org/forms. Type in your council's information and either email the form or print it and mail it to the supreme council office. Take time to complete your Columbian Award Application form #SP-7 and submit it in a timely fashion. In this way, your council will see what it has accomplished, and it will serve as a resource tool to help your council to program a bright future. 29. Chapter 3: New Members (KP: 1.0.33) Now let s look at using Member Billing and start with how to set up new members during the Billing Period.
When you first enter Member Billing, you will come to the Council Ledger screen. Click on Member Information on the left-hand side panel so you can search for the individual member s ledger using his last name or membership number. One tip is to enter the first letter of the last name of the member followed by the asterisk, which will bring up all members whose names begin with that letter. Now click on the member s name and you ll be taken to his ledger page. Scroll down to the adjustments section and insert the Adjustment Amount and, if you wish, a description. Clicking Save Adjustment will generate that transaction on that member s ledger. To add the Initiation Fee, select it from the Adjustment Type drop-down menu. You will also need to check and update his Billing information in the Billing Status area. To select method of Billing notices for the member, click Billing Information in the left-hand side menu. In the Billing Setup area, you can set him up for notices via email in the Delivery Preference drop-down menu. Clicking Send Notice will send him an email notice. If he has already paid his dues, this can be recorded by clicking on Council Ledger on the left-hand menu, then Receipts and then the Dues Collection tool which will bring up an Alphabet bar on the top of the screen. Clicking on his last name, will bring up his details and you can enter the amount received. In this case, it will be blank because he has already paid. To process the receipt, go to the Pending Receipts screen and click the Paid checkbox.
30. Chapter 3: Dues Assessment (KP: 1.0.34) Before generating a Dues Assessment in Member Billing, make sure that you ve made all the adjustments you need beforehand. Also, ensure that your Council s billing schedule and Class Lists have been completed. To get started, click on the Assessments option in the left-hand side of the Council Ledger. Scroll down and you ll see the Billing Period drop-down menu where you can select the period of the assessment. The Assessment can t be generated until 60 days prior to the Billing period. Once you select the Billing Period, the As of Date: will change to the current date, which can t be greater than 15 days before the Billing Period. You will need to adjust the As of Date: to correspond. By then clicking Assess Dues you will create an assessment that covers all regular, Honorary and Life members. You can click now on Assess Other in the left-hand menu. The Charge To: drop-down menu allows you to choose who the assessment is to apply to.
If you choose Voluntary as your Assessment Indicator, you will need to select a Valid Thru Date. If the Reason for Assessment you wish is not included in the drop-down menu, you can use the link at the bottom of the screen to update the menu with the reason you need. Once all the fields are updated, click Assess Other and that will send a Pending transaction to all billable members for the reason you chose. Click Pending Assessments on the left-hand menu, where you can view the Assessments generated and, if you find discrepancies, can delete it and go back and repeat the generation process. Clicking Process Assessments will change the Assessments from a Pending status to a Posted status and update all members ledgers and change the Billing status for them. You can now go to the Print Center to generate the first notice. Click OK and Print Center MB. Here you ll see that the left-hand menu options change. You can now click on Billing, where you can add an Addendum Message and select a delivery method.
31. Chapter 3: First Time Users As a first-time user, get started by first clicking on Billing Information in the lefthand menu. Here, under the Billing Setup section, you can choose the frequency of billing and the Billing Schedule the calendar or the Fraternal year - from the two dropdown menus. You can also choose which Council address you want to have displayed on the bills. Clicking Save will bring you to a section where you can update the Class List, which is the amount of dues your Council charges to regular or honorary members. Input the amount and click Update. You also have the option to create a Council-defined sub-class, which you can use, for instance, to give a reduced rate to certain member categories such as students. To set up a Student sub-class, enter Student in the Add Class box and the amount in the box below it. Then click Add.
The next step would be to update any member s ledger for those who may have any outstanding balances from previous years. Click on Member Information in the left-hand menu and search for the members you want bill for overdue membership dues. When you find the member s ledger page, scroll down to the Adjustments section and select the Charge button, input the date, adjustment type and the amount and click Save Adjustment. To set up the member s billing information, scroll back up the page to Billing Setup and click on the Sub-Class drop-down menu and select the sub-class. You can choose email or mail from the Delivery Preference drop-down. 32. Chapter 3: Enter Check Numbers on Vouchers A check number can be associated with a voucher. However, you can t add the number to a voucher until the voucher has been entered and posted. To enter the check number, first go to the Vouchers section of the Council Ledger in the left-hand menu. This opens up some more options in the Vouchers. Now you can go to Voucher History in the sub-menu where you can search for the vouchers that have already been posted.
You can search by date, by batch number, voucher number or by member or payee. If you search by date, all the vouchers posted on that date will appear. You can click on the voucher you want and enter the check number in the Check Number field. Now you can click on Save Check #. To go back to the list of vouchers, simply click the back button, where you can start working on the other vouchers in the search results. Once you ve entered the check numbers, you can generate a voucher report using the Print Center MB on the top of the page menu bar. This will bring up new options in the left-hand menu where you can choose Voucher Reports. Here, you can search for the vouchers you want to be in the report by date or by batch. The check number associated with that voucher will appear on the report.
33. Chapter 3: Enter General Receipts To enter general receipts in Member Billing, first click on the Receipts menu option in the Council Ledger screen s left-hand menu. Click on Enter Receipts and you can now start working on entering receipts. First, search for the member in the Search Criteria search box. Use the first letter of his last name followed by an asterisk. Clicking Search brings up all the members whose names begin with that letter in the Search Results box on the screen. Click on the name of the member you want, then click Select and his details will appear below. Enter the total amount of the money received in the Receipt Amount box. Now, select the Sub-Amount you want the cash sum to be applied to and the amount you want recorded for the activity chosen. Then you can associate it with an Event from the drop-down menu. If the event is not listed, you can use the Add Event link at the bottom of the screen. Now you can add some of the money collected to another account by clicking the Split checkbox and associate another event and account to it. Click Save to save your entries. If a member pays an amount, over the amount of his dues and wants the balance to be treated as a donation, search for the member as before. For instance, if he sent a check for $50 but his dues were just $35, enter the full amount in the
Receipt Amount field, choose Assessments Dues from the Account: Sub Account drop-down menu and enter the amount in the next field. Then click on the Spilt button and in the new fields, enter the program to receive the donation and the amount. Open another row to insert another donation and click Save. You will now be able to see these transactions in Pending Receipts on the lefthand menu. You can also run a report on receipts pending by clicking the Print Center MB link on the top tool bar. Clicking Process Receipts will change the pending transactions in to a posted status. The screen will clear and you ll receive a message that the transactions have been processed. 34. Chapter 3: Transfers When a member transfers from one Council to another, his member ledger will be removed from his former council s area of Member Billing and a new member ledger will be created. When you as Financial Secretary receive the Adjustment for Transfer form from the Supreme Council, you can still use Member Billing to complete the form for the transfer.
To do this, click on the Member Information link in the left-hand menu and use the Transfers link, which will appear after you click Member Information. The best way to search is by entering the first letter of the member s last name followed by an asterisk. The names will appear below the search area and you can click on the member you want to process. You will then see the information you will need to process the form. You will see the transfer date, the dues paid, dues paid through date and first, second, third and fourth degree dates. If you scroll further down on the Transfer Ledger, you will see the history of the member s transactions in the member s former Council. If he was not current in his dues, you would see outstanding balances under the Member Balances section of the screen and the Clear Balances button would be active. Once the dues adjustment form is complete, you click the Clear Balances button and a credit will be generated for all outstanding balances. When balances are clear, you can archive the Members Ledger. 35. Chapter 4: Pre-assessment (No VO: Please answer the following questions)
36. Chapter 4: Resources Leadership Training There are many resources available to you to help you in your role as financial secretary. When members and officers need information, they will look to you. So, familiarity with the sources of this information is a big part of your role as financial secretary. These include leadership training resources, leadership planning resources, leadership media resources, and publications. Leadership training resources include the Financial Secretary s Guide and the Knights of Columbus Leadership Resource Handbook. Leadership planning resources include the Fraternal Leaders Success Planner, and Surge with Service information available on the Knights of Columbus website at kofc.org/surge. The Financial Secretary s Guide is an overview of your duties and responsibilities as a key officer in your council. The Knights of Columbus Leadership Resource Handbook covers the roles of all officer positions within the order along with a section covering the financial secretary and comes with reference sections on the laws and rules of the Knights of Columbus. It combines a grand knight, district deputy, and financial secretary handbook into one single source.
37. Chapter 4: Resources Leadership Planning The Fraternal Leader Success Planner is designed to help you to measure the success of your Council, set goals, evaluate Council performance, and plan for the future. Surge... with Service information is freely available all year round from the KofC.org website in the Resources section. It is there to help you to plan and implement your Council s Service Program so that you can fulfill your Council s mission to address the needs of the poor and vulnerable in your community. It provides your council with information it can use to implement service programs that will assist your parish and community. Through these programs and your leadership, members will be able to work together to accomplish much more, than they could as individuals acting alone.
38. Chapter 4: Resources - Media The Knights of Columbus website, Fraternal Training Portal and Promotional videos are valuable sources of information, inspiration, and up-to-date news. Here you ll find detailed information on service programs, initiatives, forms, due dates, awards and great ideas. The For Members section of the website contains a wealth of training materials, information on service and partnership programs, membership, further resources, as well as inspirational and informational videos to help you in your leadership role. Officers Online is where you will have access to the Membership Management and Membership Billing applications, the Officers Desk Reference and the Fraternal Training Portal. When you have a legal, protocol or general question, the Officers Desk Reference located in Officers Online is an invaluable resource.
Here you will find a variety of topic headings that deal with specific issues, designed especially for fraternal leaders to be used as a reference and not for general dissemination to members. The Fraternal Training Portal provides leadership and skills training for fraternal leaders. 39. Chapter 4: Resources Publications Knightline is specifically for leaders such as yourself to provide you with information on what s happening in our Order. Columbia is the award-winning monthly magazine of the Knights of Columbus. The magazine's editorial content is geared toward each of us a fellow Catholics and as Brother Knights. Both these publications are available online and in print. 40. Chapter 4: Knowledge Check (No VO: Please answer the following questions)
41. Chapter 5 Pre-Assessment test (No VO: Please answer the following questions) 42. Chapter 5: Ten Keys - Overview The Keys to Success as a Financial Secretary are: 1. Maintain organization. 2. Keep council and member records current. 3. Process dues assessments and membership cards in a timely manner. 4. Form good relationships with members of your Council, the state Council and the Supreme Council. 5. Promote our Order s top-rated insurance program. 6. Keep an accurate accounting of money flow for your Council. 7. Have a working knowledge of the Laws of the Order and the by-laws of your Council and assist members in adhering to those laws. 8. Provide your records for the audit of your Council s financial books.
9. Use the Member Management/Member Billing applications available through the Knights of Columbus website. 10. Stay informed by reviewing the material provided by your state Council and the Supreme Council. 43. Chapter 5: Ten Keys Keys to Success The first Key to success is your organizational skills, which will be put to the test in your role as Financial Secretary. You will need to keep well-organized records and be well-prepared for your presentations at Council meetings. The second key, and a big part of your duties, is to keep the records of each member in your Council up-to-date. Review the Supreme Council s records on a regular basis to ensure they match your Council s records. You can check the accuracy of the Supreme Council's records by referring to the Officers Online section of the Knights of Columbus website, kofc.org, and compare your records with those on the Council's dashboard page. If there is a discrepancy, work to resolve it in a timely manner. The third key to success is your handling of dues and membership cards in a timely manner.
Prompt processing of dues assessments is vital to the financial stability of your Council and your Council members expect prompt delivery of their membership cards. Use the Member Management/Member Billing applications located in Officers Online to help you keep accurate records. The fourth key concerns maintaining good relationships with members of your Council, the state Council and the Supreme Council. This helps the smooth operation of your Council, binds us together as a Catholic fraternity, and helps ensure that your brother Knights are there to assist you when needed. The fifth key concerns promotion of our Order s top-rated insurance program. To ensure that members know about this benefit, promptly deliver new Membership Documents Form 100 s (#100) to your Council s general agent and encourage new members and their families to sign up.
44. Chapter 5: Ten Keys Keys to Success 2 One of the primary duties as Financial Secretary is to keep an accurate accounting of money flow for your Council. Follow proper procedures when receiving and disbursing money. To accomplish this, use the Member Management and the Member Billing applications. Have a working knowledge of the Laws of the Order and by-laws of your Council and assist members in adhering to those laws. Being familiar with these laws will assist you in answering any questions members may have. The eighth key to success is to provide your records for the audit of your Council s financial books. Provide your records to the trustees and Grand Knight as they are responsible for completing the Semi-annual Council Audit (#1295) and need your cooperation in completing their task. The submission of the audit to the Supreme Council is required so that bonding available for your office, as well as that of your Council s treasurer, remains in force. As Financial Secretary, you have access to the secure Officers Online section of the Knights of Columbus Website at KofC.org, which contains the Member Management/Member Billing applications. This is the best way to keep track of
your membership and billing records. You also have access to the Officer s Desk Reference, By-Laws Online, and the ability to order council supplies online. Finally, stay informed by reviewing the material provided by your state council and the Supreme Council. Staying updated on your jurisdiction s initiatives, as well as any new initiatives by the Supreme Council, will make you the go-to reference person for your council s officers and membership. 45. Chapter 5: Knowledge Check (No VO: Please answer the following questions) 46. Closing Prayer Thank you for participating in the Financial Secretary Leadership Training course. Let us close with the Prayer for Canonization for our venerable founder. In the name of the Father, and of the Son, and of the Holy Spirit. Amen.