Training Session Objectives

Transcription

1 July 2014

2 Training Session Objectives Role of the DD Basics & Benefits of serving as DD DD Job Description Duties & Responsibilities, Expenses, Catechists & Spirituality, etc. Review Admin Info Basics, Expenses, Forms, Reports, Incentives, Finances, etc. Membership Membership Basics, Tools, Retention, Ceremonials, General Program Info Keys for Success District Meetings, 10 Keys to Success, Training for GK s & FS s Leave Prepared in Role of District Deputy!!!

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4 Role of the District Deputy Nominated by SD appointed by Supreme Knight One year term max of four years Representative of SK & SD at Council Meetings Oversees Council s assets ($$$ + members)

5 Role of the District Deputy Ensures compliance to Laws & Rules of Order Promotes/directs Council s Membership efforts Guidance for Successful Council Programming District size: 3-5 Councils (including home council)

6 Supreme Knight State Deputy District Deputy District Deputy District Deputy District Deputy Council 1234 Council 9876 Council 2345 Council 2345 Council 4567 Council 6543 Council 3434 Council 3424 Council 5678 Council 9808 Council 3456 Council 3456 Council 9876 Council7654

7 Benefits of serving as the DD Expand personal & professional skills; Expand personal & professional relationships; Identified as a leader in the church & community; Recognition for an outstanding job; Opportunity for leadership advancement in the order.

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9 Expectations of the District Deputy Concept of Servant Leadership Trustworthy Resource, Mentor, & Guide Advocate Representative of Council (silent officer) Professional Attitude

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11 LET S GET DOWN TO BUSINESS. As a District Deputy, you probably already have some idea as to what your work description might be. Let s discuss this for a moment at your tables and record these ideas and see how much you already know.

12 Job Description of District Deputy

13 Overview of DD Responsibilities Supervise councils making certain that 1 councils follow the Laws & Rules; Has the authority to inspect all council 2 books; Ensures collection of council dues & 3 funds; Ensures payment of council per capita & 4 per capita tax;

14 Overview of DD Responsibilities Ensure that council books are kept as 5 prescribed by law; Take possession of council books in the 6 event of dissolution; 7 Direct council trustees on their duties; 8 Install council officers as soon as practical;

15 Overview of DD Responsibilities 9 Promote membership recruitment; Guide councils on keeping members 10 active; Assumes responsibility that council 11 candidates receive required degrees as expeditiously as possible; 12 Responsible for reporting all suspensions;

16 Overview of DD Responsibilities Attend all state council organizational & 13 mid-year membership meetings; Hold district meetings within two weeks 14 of July State Family meeting; Encourage strategic planning meetings at 15 least annually; Conduct district meetings at least 16 quarterly;

17 Overview of DD Responsibilities Attend council meetings at least 17 quarterly; monthly preferred; 18 Identify & develop new council locations; File all necessary reports including those 19 on condition of councils; 20 Other duties as assigned;

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19 Role of the District Deputy Promotes & Directs Council s Membership efforts Schedule Frequent First Degrees Help Establish Retention Plan Plan in each Council Establish Round Tables when needed and asked Help Establish Membership Plan in each Council Develop New Councils when needed and asked

20 Role of the District Deputy Promotes/Directs Council s Membership efforts A Positive ATTITUDE is Everything

21 HOW DO YOU PROMOTE MEMBERSHIP GROWTH WITH YOUR COUNCILS? As DD, what is your plan for membership growth within the District & each council? Do you know their membership and insurance goals to achieve Star Council? Questions on membership --Contact Bob Jones (contact info in directory), Davenport.

22 How Councils Succeed in Membership Growth (a District Deputy s Guide ) Plan Target Recruit Action Form Team Set Goals Order Supplies & Materials Create Council Marketing Materials Create Council Brochure Parish Listings RCIA Candidates Squires HS/College Students Former, Inactive & Out-of-State Members Get Referrals One-on-One Recruiting Church Drives Open House Home Visits Send Invitations Frequent First Degrees Recognize Recruiters Recognize New Members Shining Armor Award

23 Start with a. Plan A Leadership Guide to Membership Recruitment #9290 is available in Council Membership Packets and is also available on-line under the heading For Officers this is a GREAT reference to helping put together a plan for the Council

24 Start with a. Plan Successful recruiting takes planning work and being creative in the way we do things When planning, we might need to think outside the box for a new idea. WHO can share with us an example of when you have had to think outside the box?

25 Start with a. Plan 1. Form a Council Membership Team (recruiters, admissions team, retention team, etc.) 2. Set Goals 3. Order supplies and membership promotion materials including

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27 A thought. Plan You must know that when it comes to MEMBERSHIP if there is no ACTION PLAN for membership recruiting or for membership retention you might find yourself dancing around, sometimes all year long and getting nowhere.

28 After the Plan. Plan Target 1. Use Parish Listings 2. RCIA Candidates 3. Squires 4. High School Student/College Students 5. Former Members, Inactive Members or Out-of-state Members 6. New Parish Members 7. Get Referrals

29 Plan + Targets now. Plan Target Recruit 1. One-on-One Recruiting 2. Church Drives 3. Open Houses 4. Home Visits 5. Send Invitations or Make Personal Phone Calls

30 Do not forget. Plan Target Recruit Action 1. Frequent First Degrees 2. Recognize Recruiters 3. Recognize New Members 4. Shining Armor Award 5. Membership Retention

31 Shining Armor Award... For New Members only to achieve this Award new members must do the following within their first year: 1. Make Second & Third Degree 2. Attend 3 Business Meetings 3. Be involved with 3 council projects 4. Visit with a Field Agent 5. Recruit 1 new member All DD s should present this information to new members after their First Degree.

32 How do your Councils handle. MEMBERSHIP RETENTION??? What plan is in place for your Council and District to intentionally retain membership? Does your Council have a good balance between volunteer opportunities, fraternal activities, spiritual, and family activities for membership to participate in and enjoy? How does you Council get new members involved and feel welcome into the Council?

33 Membership Retention. Notice of Intent to Suspend Form #1845 Completed & sent to Supreme Council after non-payment of Dues with copies to Member, State Council & District Deputy, After 60 days, if member has not paid, Form #100 is filed with Supreme & members is suspended. This time period allows State Council, DD & Supreme time to contact & retain member.

34 Thoughts on MEMBERSHIP RETENTION. FACTS ON RETENTION 1. The higher your retention rate, the less you HAVE TO recruit. 2. There is a clear link between high retention and high recruitment. QUESTION: What is the most effective way to recruit more members? ANSWER: Retain your existing membership!!!

35 Thoughts on MEMBERSHIP RETENTION. Membership Interest Survey Form #1842 Form #100 offers some membership interest questions Candidate can complete when they first join the Order Allows a more in-depth understanding of their interests.

36 Retaining your current Membership. Some Advice Provide a membership experience that makes your members say: WOW! This is so good I wish all my friends were Knights!

37 Retaining your current Membership. What a new member is thinking 1. Do I know what is expected of me? 2. Do I have the information I need to be a good Knight? 3. Do I have the opportunity do to what I do best? 4. Have I received recognition or praise? 5. Do council officers or members care for me as a person?

38 Retaining your current Membership. What a new member is thinking 6. Is there someone who encourages me? 7. Do my opinions seem to count..? 8. Does the mission of my council make me feel that my membership is important? 9. Do I have a best friend in the council? 10. Have I had opportunities to learn and grow?

39 The District Deputy Membership Report DD Report mailed monthly from Supreme Shows each Council s membership and financial status The District totals on the bottom of the report shows the progress toward the Star District Award,

40 Membership - New Council Development (NCD). One of the many responsibilities of a DD is to Identify & Develop New Council Locations New Council Development Guidelines booklet included in your DD packet. NCD Target Parishes have >150 registered families Work with State Council & State NCD Team to identify targets & develop new councils. One of the most satisfying experiences a DD can have is forming a New Council

41 Membership - Round Tables (RT). Round Table Guidelines booklet included in your DD packet. Goal should be to have a Knights of Columbus presence in all parishes Form RT in councils that have multi-parish coverage or target Parishes with <150 registered families & councils. Home council has RT Contact to serve the parish & pastor. RT acts as committee of home council.

42 Membership - Round Tables (RT). Report of Round Table Coordinator - # 2629 (found Online) Complete & mail to Supreme once RTC is selected. Home council has RTC acting as home council committee-man serving the parish & pastor. Annual Report of RT #2630 to be completed & mail to Supreme by 6/30 Report must include pastor, GK & RTC name.

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44 General Program Information... STAR COUNCIL AWARD 1. Forms #365, & Fraternal Survey Forms Submitted by due date; 2. Columbia Award #SP7 Form submitted by due date (6/30) 3. Membership Quota Attained 4. Insurance Quota Attained DOUBLE STAR AWARD % of Membership Quota

45 General Program Information... Promoting the Order - Publicity Consider placing council announcements in all local publications including parish bulletins, council website - before a council activity Look to place the story in all publications after the event. Send stories and photo s to state council publicity chair for posting, etc.

46 General Program Information... Promoting the Order KC INSURANCE PROGRAMS Promote our Knights of Columbus insurance programs Whole and term life, long term care and annuities Get to know your General and Field Agents Invite them to you District Meetings

47 General Program Information... Promoting the Order SCHOLARSHIP PROGRAMS Financial Aid to Education Order provides scholarships and grants to children of members for college education. Firemen & police death and disability benefits

48 General Program Information... Promoting the Order SQUIRES PROGRAM Squires Program is excellent program for Young Catholic men between the ages of 10 and 18 years old All a council needs to get started is a couple of good counselors.

49 General Program Information... Promoting the Order FOURTH DEGREE The Patriotic Degree The Degree & members of our Order that are most noticed Provides honor guards, color guards, volunteer work and has social activities.

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51 General Program Information... Promoting the Order THE FATHER McGIVNEY GUILD Cause for Canonization of Father Michael McGivney Join the Guild and encourage all your members to join Now venerated, we pray for His beautification and canonization. To join the Father Michael J. McGivney Guild -

52 District deputy visitations-meetings One of the Keys of Being a Successful DD is Regular Council Visits & Regular District Meetings COUNCIL VISITS: Strive for once a month and no less than once every other month. DISTRICT MEETINGS: Strive for once a quarter and no less than semi annually invite GK, DGK, FS, Membership & Program Director Meet in council hall, a home or in a restaurant breakfast or lunch meetings work well Meeting can build a fraternal bond within District and an exchange of great ideas or projects that work well.

53 I. Membership District deputy visitations-meetings Sample of a District Meeting Agenda DISTRICT MEETING AGENDA a. Review District Membership Status Council Membership Chairman Phone Goals Adds Loss % to Goal 1234 J. Jones % 2345 P. Smith % 3456 A. Bell % II. III R. Johnson % Membership Campaign Status a. Schedule/Blitz Reporting b. Membership Incentives c. Recognizing Recruiters d. Membership Retention Schedule of Degrees (concept of full Knighthood) a. First Degrees in District and surrounding Districts b. Second & Third Degrees Scheduled c. Fourth Degrees Scheduled

54 District deputy visitations-meetings Sample of a District Meeting Agenda DISTRICT MEETING AGENDA (cont) IV. Programs (State & District) a. General Recognition for next 3 months.. i. October Columbus Day ii. November Memorial Mass Programs iii. December Coats for Kids iv. December District Free Throw Contest b. District Free Throw Contest c. Family of the Month Knight of the Month Programs d. Fraternal benefits Night Planning e. Spiritual Retreats for each Council f. Miscellaneous Programs V. Correspondence/Reports a. Reports that are Due (Fraternal Survey, Audits, #185, 365, etc.) VI. District Calendar of Events VII. Other Items of Interest Following an Agenda like this will get you through your meeting in under 70 minutes!!!.

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