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STEP NO. 5 - FIRST
MEETING
Upon receipt of "NOTICE OF INTENT"
(Form #133), the Council Growth and Development Department will
supply the district deputy with the following items:
a) Copy of the current New Council Development
Guidelines, b) Forms #136 - "NOTICE OF INSTITUTION" and
#137 - "APPLICATION FOR CHARTER," c) "CANVASSER'S KIT
- an assortment of motivational materials and aids.
A date and time for the first organizational
meeting should be announced. It is also suggested that the district
deputy provide within announcements as well as a notice for the
college parish bulletin and/or the campus newspaper regarding the
first meeting. Both announcements should be personally delivered to
the prospective parties.
STEP NO. 6 - COMMITTEE MEETING
Select men interested enough to form a steering
committee. Local members as well as college students should play key
roles in this area. Meet with them and the insurance representative
to prepare plans for the organizational meeting and work involved. It
may be well at this time to select from this group a temporary
chairman and temporary secretary - the former to act as a membership
chairman, the latter to take notes at the meetings and to act as
temporary financial secretary.
Note: No college council can be instituted
unless a member of the faculty or staff of the college, or permanent
resident of the local community, agrees to serve as financial
secretary. This intent is to ensure continuity of leadership within
the college councils. The district deputy and the secretary should
open a bank account under the temporary name of "New Council,
Name, Town or City, Knights of Columbus." Only these two
individuals should sign checks although the responsibility for these
monies rests with the district deputy.
STEP NO. 7 - ORGANIZATIONAL MEETING
This meeting should be short and to the point.
The the district deputy should preside and welcome the group.
"Accentuate the positive!" You are not there to ask the
group if they want a college council - you are there to organize a
new college council.
The district deputy introduces the
representative of the state council (officer or new council
development chairman) to "sell" the overall program of the
Order. Arrangements should also be made to show the Order's current
recruitment film and other films featuring college Knights.
"Membership Flip Chart," an indoctrinal 12-minute video
depicting the structure and conduct of a typical council and
fraternal benefits of membership is also available by writing
directly to the Supreme Council Department of Fraternal Services.
The district deputy also introduces the
insurance representative who will explain briefly the insurance
benefits available to members. The representative should announce
that he will personally contact each prospective member at his home
or on campus to discuss the insurance features in greater detail.
Members of the clergy or the college chaplain
should be introduced and invited to address the gathering.
The district deputy should answer the questions
of those present. If the new council committee has not been selected
a temporary chairman and secretary, the group present should now
elect them.
Initiation fees and dues should be established.
(Suggested initiation fee - $10.00; dues - $15.00)
Tables should be set within the meeting room so
that assistance can be offered to prospective members in completing
the Membership Document (Form #100). In addition, the district deputy
and temporary secretary should collect initiation fees and dues and
give receipts.
Recruitment meetings should be held at regular
intervals to review progress and supplement the membership drive.
Additional organizational meetings should be held to a necessary
minimum. Candidates will want action - not oratory.
STEP NO. 8 - FIRST DEGREES
There is no need to hold candidates for a large
First Degree class. The district deputy may arrange for candidates of
the new college council to receive their First Degree as they are enrolled.
These Candidates may be included in classes being held by other
councils within the district. The district deputy can also arrange
for a nearby First Degree team to exemplify the ceremonial or small
groups of candidates from time to time.
One First Degree class should be designated as
the "Institution Class." The date of this degree can be
used as the institution date for the college council. The actual
selection of this date is up to the district deputy.
STEP NO. 9 - PLANS FOR INSTITUTION
Immediately after the institution date, the
district deputy's records indicate that at least thirty men have
completed Membership Documents (Form #100) and those who are new have
been initiated. The district deputy should now complete the
"NOTICE OF INSTITUTION" (Form #136) for the charter members
of the council.
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COUNCIL NUMBER - A council number will
then be assigned to the new college council. It is important to
remember that Membership Documents (Form #100) for all members - new,
transfers and former members - must be received and recorded at the
Supreme Council office before a number is assigned. The council will
be notified immediately upon issuance of the council number.
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COUNCIL OUTFIT - The necessary
administrative and accounting supplies (more commonly referred to as
"council outfit") will be forwarded to the grand knight of
the new college council by the Supreme Council upon receipt of the
"NEW OF INSTITUTION" (Form #136). There is no charge to new
college councils for these supplies.
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COUNCIL SEAL - An order for the
"council seal" will be authorized by the supreme
secretary's office when the "NOTICE OF INSTITUTION" (Form
#136) is received and the name selected for the new college council
is listed on the form.
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The district deputy may arrange for the
election of officers by candidates of the new college council prior
to initiation in the First Degree, immediately following the degree
or at a formal meeting to be held at an early date after the degree.
The grand knight should complete and return Form #185 (Report of
Officers Chosen for the Term) to the Supreme Council Formal
installation of the officers may be held at the district deputy's
preference, but should be scheduled soon.
STEP NO. 10 - APPLICATION FOR CHARTER
The name of all "Charter Class"
members are to be recorded on the "APPLICATION FOR CHARTER"
(Form #137) by the district deputy following the institution of the
new college council and forwarded to the supreme secretary's office.
In the event that there is no council name
designated on this form, the charter will show the college name and
city as the college council's official name. The laws of the Order
provide that no council may be named after a living person.
The Supreme Council will engross a charter for
the new college council as soon as the institution has taken place
and after all membership transactions have been completed. Charter
members comprise of only members who signed application or who
transferred their membership into the new college council on or
before the date of institution.
STEP NO. 11 - PRESENTATION OF CHARTER
Upon receipt of the Charter, it is incumbent
upon the district deputy to make a formal presentation of the Charter
to the grand knight by order of the supreme knight and the supreme
board of directors. The Charter gives evidence of the right to exist
as a council and the authority to confer degrees in accordance with
the charter, constitution and laws of the Order.
It is granted under the corporate powers given
by Legislative Act creating this Order, and the same power of
granting includes the power of revoking for cause at any time.
STEP NO. 12 - FOLLOW-UP
After the institution of the new college
council, it is essential that that the district deputy maintains a
close personal contact with the new college council officers and
program directors. The district deputy must see that all officers and
program personnel are properly trained and instructed in their
respective duties and to assure the continued and successful
operation of the new college council. They should be urged to
take an active role in all phases of council activity.
A "Surge...With Service" packet is
sent to the new grand knight when the word of the council's
"NOTICE OF INSTITUTION" (Form #136) reaches the Supreme
Council. Additionally, the grand knight should complete and return
Form #365 (Appointment of Service Program Personnel) to the Supreme
Council Department of Fraternal Services. This form is included in
the Service Program packet.
We strongly recommend that the district deputy
arrange for the leaders of the new college council to view the
audio-visual productions that deal especially with this topic.
"Those Who Serve" explains the duties of each council
officer. "Surge...With Service" details the organizational
structure of the Service Program and provides programming suggestions
and ideas. Both of these productions are forwarded to the new council
by the Department of Fraternal Services.
The college council should begin immediately to
make plans for the initiation of its first class o candidates. Growth
potential is greatest when enthusiasm of the members is at its peak.
An early emphasis on recruitment reflects the continuing excitement
of the members to the new college council's ranks.
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