District Deputy Training - api.ning.comapi.ning.com/.../DDTRAININGMODULEDDTraining20142015wh.pdf · Role of the DD Basics & Benefits of serving as DD DD Job Description Duties & Responsibilities,

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)


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


• 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


• 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


• 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


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Promotes & Directs Council’s Membership efforts


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


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!”


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?


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


•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


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


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


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.


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.


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


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%


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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Documents

District Deputy Training - api.ning.comapi.ning.com/.../DDTRAININGMODULEDDTraining20142015wh.pdf · Role of the DD Basics & Benefits of serving as DD DD Job Description Duties & Responsibilities,