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July 2014
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!!!
Training Session Objectives
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Nominated by SD – appointed by Supreme Knight
One year term – max of four years
Oversees Council’s assets ($$$ + members)
Role of the District Deputy
Representative of SK & SD at Council Meetings
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)
Role of the District Deputy
Supreme Knight
State Deputy
District Deputy
Council 1234
Council 4567
Council 5678
District Deputy
Council 9876
Council 6543
Council 9808
Council 9876
District Deputy
Council 2345
Council 3434
Council 3456
District Deputy
Council 2345
Council 3424
Council 3456
Council7654
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.
Benefits of serving as the DD
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Concept of Servant Leadership
Trustworthy Resource, Mentor, & Guide
Professional Attitude
Expectations of the District Deputy
Advocate Representative of Council (silent officer)
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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.
Job Description of District Deputy
• Supervise councils making certain that councils follow the Laws & Rules;
1
• Has the authority to inspect all council books;
2
• Ensures collection of council dues & funds;
3
• Ensures payment of council per capita & per capita tax;
4
Overview of DD Responsibilities
• Ensure that council books are kept as prescribed by law;
5
• Take possession of council books in the event of dissolution;
6
• Direct council trustees on their duties; 7
• Install council officers as soon as practical; 8
Overview of DD Responsibilities
• Promote membership recruitment; 9
• Guide councils on keeping members active;
10
• Assumes responsibility that council candidates receive required degrees as expeditiously as possible;
11
• Responsible for reporting all suspensions; 12
Overview of DD Responsibilities
• Attend all state council organizational & mid-year membership meetings;
13
• Hold district meetings within two weeks of July State Family meeting;
14
• Encourage strategic planning meetings at least annually;
15
• Conduct district meetings at least quarterly;
16
Overview of DD Responsibilities
• Attend council meetings at least quarterly; monthly preferred;
17
• Identify & develop new council locations; 18
• File all necessary reports including those on condition of councils;
19
• Other duties as assigned; 20
Overview of DD Responsibilities
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Promotes & Directs Council’s Membership efforts
Role of the District Deputy
Schedule Frequent First Degrees
Establish Round Tables when
needed and asked
Develop New Councils when needed and
asked
Help Establish Membership Plan in
each Council
Help Establish Retention Plan Plan
in each Council
Promotes/Directs Council’s Membership efforts
Role of the District Deputy
A Positive
ATTITUDE
is Everything
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.
Plan
• Form Team
• Set Goals
• Order Supplies & Materials
• Create Council Marketing Materials
• Create Council Brochure
Target
• Parish Listings
• RCIA Candidates
• Squires
• HS/College Students
• Former, Inactive & Out-of-State Members
• Get Referrals
Recruit
• One-on-One Recruiting
• Church Drives
• Open House
• Home Visits
• Send Invitations
Action
• Frequent First Degrees
• Recognize Recruiters
• Recognize New Members
• Shining Armor Award
How Councils Succeed in Membership Growth
(a District Deputy’s Guide…)
Plan
Start with a….
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…
Plan
Start with a….
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?
Plan
Start with a….
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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Plan
A thought ….
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.
Plan
After the Plan ….
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
Target
Plan
Plan + Targets… now ….
1. One-on-One Recruiting
2. Church Drives
3. Open Houses
4. Home Visits
5. Send Invitations or Make Personal Phone Calls
Target Recruit
Plan
Do not forget ….
1. Frequent First Degrees
2. Recognize Recruiters
3. Recognize New Members…
4. Shining Armor Award
5. Membership Retention
Target Recruit Action
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.
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 ?
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.
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!!!
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.
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!”
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?
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?
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,
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
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.
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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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
1. 200% of Membership Quota
General Program Information...
•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.
Promoting the Order - Publicity
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
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
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.
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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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.
General Program Information...
Promoting the Order
To join the Father Michael J. McGivney Guild -
http://www.fathermcgivney.org/mcg/on/contact/register.html
District deputy visitations-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.
One of the Keys of Being a Successful DD is Regular Council Visits & Regular District Meetings
District deputy visitations-meetings
Sample of a District Meeting Agenda DISTRICT MEETING AGENDA
I. Membership
a. Review District Membership Status
II. Membership Campaign Status
a. Schedule/Blitz Reporting
b. Membership Incentives
c. Recognizing Recruiters
d. Membership Retention
III. Schedule of Degrees (concept of full Knighthood)
a. First Degrees in District and surrounding Districts
b. Second & Third Degrees Scheduled
c. Fourth Degrees Scheduled
Council Membership Chairman
Phone Goals Adds Loss % to Goal
1234 J. Jones 555-2222 6 4 0 67%
2345 P. Smith 555-2221 6 3 3 0 %
3456 A. Bell 555-2220 6 14 2 200%
11000 R. Johnson 555-1000 6 8 2 100%
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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