Building the Domestic Church, While Strengthening our Parish

Touching Lives

Building the Domestic Church, While Strengthening our Parish

Touching Lives


WELCOME TO MID-YEAR ORGANIZATIONAL MEETINGFriday, December 4, 2015

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Agenda• Friday

– DD Training with Focus on 1st Year– DD Huddle Time– Journey to the Inn Prayer Service

• Saturday– Mass– Jurisdiction Update– Membership– Retention– Star District / Star Council– Featured Programs

• Sunday– Actions and Mass

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DISTRICT DEPUTY TRAININGJoe Konrardy, State DeputyPat Maloney, Membership & Programs Consultant

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DISTRICT DEPUTY

Patrick M. Maloney , PSDMembership & Program Consultant

Supreme Council – Depart of Fraternal Services

DD 201 TRAINING & ORIENTATION

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DD Job Duties• Responsibilitie

s & Obligations

Steps for Success• 10 Steps to

Success

10 Things that Make Difference• Going From

Good to Great!

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• Insures compliance & that councils follow the Laws & Rules of the Order;

1

• Has the authority to inspect all council books;2

• Insures collection of council dues & funds;3

• Insures payment of council per capita & per capita tax;4

Overview of DD Responsibilities & Obligations

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• Insure 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


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• Promote membership recruitment - 1 Member, per Council, per Month!

9

• Guide councils on keeping members active; 10

• Assumes responsibility in seeing council candidates receive required degrees as expeditiously as possible;

11• Responsible for reporting all

suspensions;12


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• Attend all state council organizational & mid-year membership meetings;

13

• Hold district meetings within two weeks of state meetings; 14

• Encourage strategic planning meetings at least annually;15

• Conduct district meetings at least quarterly;16


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STEPS FOR SUCCESS

DD 201 – DD TRAINING

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Steps to Success 1. Assist Councils in establishing Goals

2. Assist in Development of Council Membership & Program Action Plan

3. Promote Ceremonials & Membership Development

4. Target & Develop NCD & RT Prospects

5. Timely Submittal of all required Forms & Reports

6. Promote Leadership Development

7. Conduct Regularly Scheduled District Meetings

8. Actively participate in all State/District Meetings

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BREAKING THESEDOWN

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1. Assist Councils in Establishing & Communicating Goals

• Meet with Council Officers for Strategic Planning Session at the beginning of the fraternal Year (This is a District Deputy Requirement!);

• Help them establish their Council Goals for the Fraternal Year;

• Council’s should establish a Membership Plan and General Program Plan;

• Help them understand the importance & benefits of planning, budgeting, etc.;

• Suggest a plan for communicating these Goals to the Members!

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• STAR Council (M+I+P)

• Membership Goal – Membership 365 24/7• Specific, Theme-based, Quota

• Establish Parish Round Table(s)

• Service Program Awards

• State Deputy’s Award

• Others…

Potential Council Goals

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• Newsletter & Bulletins -The Council Lifeline; - It gets the message to everyone - including those that you don’t always see or talk to.

• Publicity – use Parish Bulletin; posters; others;

• Council Meetings -Get officers & members to buy-in & embrace goals; Communicate with old & new members;

• Functional Phone Tree - “Functional” is key word;

• Functional Meetings;- Get members to meetings by making meetings interesting- Keep members there by making meetings functional

• Activities - encourage frequent get-togethers (family, councils, parish, etc...).

Communicating Goals

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2. Assist in the Development of a Council Membership Growth Action Plan

• Assist with the Council Officers and Leaders in Developing their Membership Growth Action Plan (District Deputy Requirement!);

• Promote the Membership Growth – Membership 365…24/7

• Establish & Promote a District First Degree Schedule for the Remainder of the Fraternal Year;

• Remind Councils that all Programs and Activities are Membership Development Opportunities.

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Promotes/Directs Council’s Membership efforts

Schedule Frequent First

Degrees

Establish Round Tables

Develop New Councils

Help Establish Council Membership

Action Plan

Help Establish Retention Plan

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2015-16• Delivered at Organizational Meeting– 2 per council– 1 per district deputy– Extras available from KnightsGear - $1.00 each

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Council Fraternal Year Planning

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• Keeping track of Council Programs - helps to complete – Annual Survey of Fraternal Activity (#1728) – Columbian Award Application (#SP-7)

• Use to plan ahead

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Calendar• Use calendar to plan monthly activity in concert with planned Supreme Activity• Have District Deputies write in important jurisdiction activity

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Notes and To Do List• Keep track of activity and things to accomplish• More room for individual activity• Recurring all moved to the “At a Glance” page• Focused Reminders

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3. Promote Ceremonials Development and Membership Development

• Ceremonials Development…

• Scheduled frequent First Degrees with councils – One First Degree per District per Month;

• Develop a Second Degree Team within the district;

• Encourage new degree team members within the district;

• Encourage councils to promote advanced degrees with their membership (District Deputy Requirement!);

• Councils will not take their role seriously if DD isn’t serious.

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What is the Ceremonial Healthof your District?

• First Degree Council Exemplifications… • Every council can and should be conducting their own

First Degree….• Certified First Degree Team (memorization)• Reading of the Degree is Permitted;• DVD Presentation• Baldric (instead of Robes)

• Second Degree Team Certification & Formation are on the rise;

• Councils should encourage & promote members achieving all degrees ; (District Deputy Requirement!)

• Active planning & ceremonial promotion drives growth.

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3. Promote Ceremonials Development and Membership Development

• Membership Development…

• Encourage your councils to Involve their Field Agents in all their Membership Development Activities

• Encourage & Monitor councils to utilize their Admission & Retention Committees;

• Promote Shining Armor Award at each First Degree;

• Advise Councils in the Management of Council Rosters;

• Promote Council communications.

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Inactive Insurance Listing

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4. Target & Develop NCD & RT Prospects

• Review Parish Listings & Identify NCD Targets – Are there Parishes in your District that might support a Council?;

• Review Council Reactivation Targets;

• Work with Field Agents to develop NCD & Reactivation Targets;

• Assist councils in Establishing Functional Round Tables;

• Work with your State Membership Team for NCD possibilities!

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5. Timely Submittal of all Required Reports & Forms

• What Council Reports are needed????

• Report of Council Officers 185

• Report of Council Program Chairs – 365

• Semi- Annual Council Audits

• Fraternal Survey – 1728

• Columbian Report SP-7

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What DD Reports are needed????

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1. District Deputy Semiannual Report on Council Status

Report – Form 944A & 944B

Three Reports a District Deputy MUST file

• Form reports the DD evaluation of each

council’s strengths & weaknesses;

• Reports Due after Dec 31 & Jun 30

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2. District Deputy Ceremonials

Report – Form 2408-NC


• Reports the ceremonial status of each council

• Reports Due immediately after visiting all District

councils.

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3. District Deputy Degree

Exemplification Report – Form 450


• Report must be filed after each degree held within your

District (1st, 2nd & 3rd)

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6. Promote Leadership Development

• Identify potential leaders within the district;

• Provide Leadership Mentoring & Leadership Development;

• Identify and Use a District Warden;

• Install Council Officers in July or August District Deputy Requirement!;

• Train Council officers on Duties and Responsibilities.

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Leadership Resource Guide

Can be found….

• On DD CD … or

• On Line … or

• Can be ordered through the Supply Department (No 5093)

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A Leadership Guide to Membership Recruitment #9290 is available ON-LINE under the heading For Officers…

… this is an excellent reference for helping a council put together a Membership Recruitment Plan…

… also has some great information on Mentoring.

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DISTRICT WARDEN

DD’s should be forward thinking & forward planning… They plan for succession in their District like councils plan for council succession within councils;

Learning the job of DD can often come with serving as District Warden;

DD’s coach & mentor prospective candidates;

Remember - the State Deputy makes the final selection for DD.

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NEWInstallation of

Council Officer’s Ceremonial

• DD to Conduct in July or August

• The Installation is one of the most important events of the Council

program & is deserving of the DD’s best efforts.

• District Deputy Requirement!

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7. Conduct Regularly Scheduled District Meetings

• Council visitations do not take the place of District Meetings;

• District Meetings Invitees and Attendees should include:• Grand Knight, Deputy Grand Knight, Membership Director, Financial

Secretary, General Program Director, Trustees and Field Agents;

• District meetings MUST be twice a year (minimum) and ideally quarterly (District Deputy Requirement!);

• Prepare Meeting Agenda in advance and follow it!

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COUNCIL VISITS: Should occur at least once every three months.

DISTRICT MEETINGS:Should be held at least quarterly… invite GK, DGK, FS, Membership & GP Director, Field Agent.

Meet in council room, a home or in a restaurant – breakfast meetings work well…

Meeting can build a tight fraternal bond within District.

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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,

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DISTRICT MEETING AGENDA

I. Membershipa. Review District Membership Status

II. Membership Campaign Statusa. Membership Drive Preparation/NCD Workb. Membership Incentivesc. Recognizing Recruitersd. Membership Retention

III. Schedule of Degreesa. First Degrees in Districtb. 2nd & 3rd 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%

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DISTRICT MEETING AGENDA (con’t.)

IV. Programs (State & District)a. General Recognition for next 3 months…..

i. December – Advent – Rosary Sundaysii. January – 1st Degree Week (Jan 3-9)iii. January – Council Free Throw Championshipiv. February – 40 Cans for Lent

b. Family of the Month – Knight of the Month Programsc. Fraternal Benefits Night Planninge. Miscellaneous Programs

V. Correspondence/ReportsReports that are Due (Fraternal Survey, Audits, 185, 365, etc.)

VI. District Calendar of EventsFebruary – District Free Throw Championship

VII. Other Items of Interest

Following an Agenda like this will get you through your meeting in under 70 minutes!!!

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8. Actively participate in all State and District Meetings

• Attend and participate at all state council meetings, i.e. State Conventions, District Meetings; (District Deputy Requirement!)

• Attend training seminars provided by District Deputy & State Council;

• Assure that appropriate council members receive communications on state, district & special meetings.

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A Successful District Deputy

will…..

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STAR District

STAR Councils

Promote Longevity of Councils & District

Understand & Promote ONE DEGREE per DISTRICT per MONTH

District Deputy

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10 Things that make a Differenceor How to go from

a Good DD to a Great DD!

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10 Things that Make Difference

1. A Positive & Expectant Attitude

2. Have Clear and Distinct Goals

3. Leadership Training, Coaching and Mentoring

4. District Meetings & Council Visitations

5. District Planning

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10 Things that Make Difference

6. District Warden

7. Promote District Ceremonials

8. Promote Effective Communication

9. Fraternal Year Planner

10. Patience and Prayer

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DISTRICT DEPUTY HUDDLE

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JOURNEY TO THE INN - PRAYER SERVICEFR. Raul Perez-Cobo, State Chaplain

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Mass7:45 am

Documents

Building the Domestic Church, While Strengthening our Parish