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Financial Secretary Training
Annual College Councils Conference
2017
Agenda
• Financial Secretary responsibilities
• Member Management– Member data– Council Administration– Reports
• Member Billing– Member Ledger– Billing– Print center– Transfers
• Questions and Answers
• Introduction• Financial Secretary Position
Overview• www.kofc.org website• Officers Login• Online Fraternal Officers Desk
Reference• Knights Gear (Online Supplies)• Expert FS Training Link• Leadership Communications
– District Deputy Reminder– Officer Handbooks
Introduction
• The Financial Secretary …
• “… is an integral part of the structure of the Knights of Columbus.” - Virgil Dechant, Past Supreme Knight
• … is appointed by the Supreme Knight (not elected by the Council).
• … has a direct effect on the Council members, Council officers, State Council, and Supreme Council.
QUALIFICATIONS
• Must be a Third Degree Knight of the Council.
• Must be in good standing.
• Must adhere to Supreme Council requirements in accounting and monies, and recording membership additions and changes.
• Cannot be engaged in the sale of life or health insurance for another organization.
• Will be appointed by the Supreme Knight for a term of three years.
• Will be automatically bonded in the amount of $5,000 upon appointment.
• Will be evaluated by the Grand Knight, council Trustees, and District Deputy at the end of the term; will be recommended or not recommended for re-appointment.
• District Deputy may not serve simultaneously as a Financial Secretary without written permission from the State Deputy.
College Council FS• You are the representative of the Supreme
Council.
• You need to assist and guide your Councils officers
• You need to attend your Councils meetings both the business and officer meetings
• You are the Faculty advisor for your Council
College Council FS• College Councils Guide
• Order supply's thru college council office.
• Send your Supreme Council assessment check to the collage council office.
• Your council will receive a 50 percent rebate on your supreme per capita assessments.
• Have a permanent Council mailbox.
• Hold elections between March and May. This will allow some transition time for the officers.
• Help manage succession planning
• Keep a mix of new and older officers
• Prepare and plan for the change over in members and officers
• Schedule the officer installation before the summer break.
College Council FS
College Council FS
• Plan on the graduation of your members
• Keep the address of their parents
• Keep cell phone numbers
• Do exit interviews during The last 30 days of their Senior year.
• Host a Council graduation ceremony party
College Council FS
• Encourage members transfer to local Councils after they leave your College or pay next years dues in advance
• Keep an alumni list
• Have a Facebook page (you an use Facebook messages to get members new address)
Officers Login
Officers Online
Officers Desk Reference
Officers Online - Status
Officers Online - Reports
Officers Online - Publications
Officers Online - PublicationsFor Members/Resources/Officer Guides (no login)
Financial Secretary responsibilities
• Collect and receive all moneys due the council
• Keep account of all dues and funds• Transfer money to the Treasurer• Keep a roll of the members, their
ages, residences and occupations, with the dates of initiation
• Cause members to subscribe to by-laws
• Notify Membership Records of the names and addresses of all council officers and other appointments.
• Assist the council officers in timely completion and ensure submission of all council forms.
• Keep official seal of council and affix the same to all official documents, papers, membership cards, etc.
• Other duties.– Keep record of ceremonial books– Order supplies as needed or requested
by Grand Knight.– Attend regular and officer meetings – Provide Field Agent with assistance
• Submitting IRS Form 990
Member Management
Member Billing
Member Billing - Member Ledger
Forms
• 185 Report of Officers July 1• 365 Report of Program Personnel
August 1• 1295 Semiannual Audit August 15• SUPREME PER CAPITA DUE October
10• SUPREME CATHOLIC ADVERTISING
October 10• 1728 Fraternal Survey January 31• Special Olympics Partnership Profile
January 31• 1295 Semiannual Audit February 15• SUPREME PER CAPITA DUE April 10• SUPREME CATHOLIC ADVERTISING
April 10• SP7 Columbian Application June 30
• 2629 Report of Roundtables September 30
• Program Award Entry Form March 1
• Family of the Year Entry Forms March 1
• 2630 Roundtable Annual Report June 30, 2015
Council Financial Procedure
1. Collect and receive all moneys due the council
2. Keep account of all dues and funds
3. Transfer money to the Treasurer
• Treasurer’s Receipt to Financial Secretary
• Trustees use to verify records during audit
FSFills Out2 part Receipt
FS TurnsCash Over
To Treasurer
FS ReceivesMoney
FS and Treasurer
SignReceipts
FS and TreasurerRetains
Receipt Copy
TreasurerDeposits
Cash
Paying Non-Budgeted Bills
FS ReceivesBill
Bill ReviewedBy
Trustees
FS Reads Bill At
Meeting
BillApprovedBy Council
FS PreparesVoucher
VoucherSigned ByGK & FS
VoucherGiven to
Treasurer
TreasurerWritesCheck
Bills that can be paid without council approval:• Supreme per capita which includes Catholic Advertising
• Supply invoices from Supreme
• State per capita and assessments
• Budgeted expense items pre-approved by majority of council membership at a regular business meeting.
Proper Billing Procedures
• Refer to Form 1845A (Proper Billing Procedures) for detailed billing/retention/suspension procedures.
• Send out First Notice December 15th (Dec 1st)• 30 days later Jan 15 (Jan 2nd) - Send Second Notice if
payment is not received. • Prepare Retention Committee Report for personal
contacts• 30 days later Feb 15 (Feb 1st) – Prepare Knight Alert
Letter (KA1) and mail to each delinquent member if payment is not received. KA1 must be signed by Grand Knight.
Retention Committee
• The FS will provide the Retention Committee a list of delinquent members using the MM Retention Committee Report
• A Retention Committee Member must contact the delinquent member.
• The Retention Committee Member must provide the Grand Knight with a written report on each member who was contacted Using the Conservation Report
• (Texas use the “Membership Conservation Reporting Form”).
Retention Committee -Contact outcomes
• Member Death
• Disability Waiver
• Failure to remain a practical Catholic
• Felony Conviction
• Withdrawal
• Transfer
• Misconduct
• Unable to pay dues (Military Service, Un Employed)
Follow Proper Billing Procedures
• If 30 days later Mar 15 (Mar 1st) the member is still delinquent, prepare and distribute the “Notice of Intent to Suspend” (Form 1845) to the following:
• Delinquent Member (original)(No TX1845A)
• Supreme Membership Department (No TX1845A)
• State Deputy copy to State Retention Chairman at State Office (must include a copy of the Membership Conservation Form TX1845A)
• District Deputy (must include a copy of the Membership Conservation Form)
• Council File (include a copy of the Membership Conservation Form )
• Upon receipt of Form 1845 in the Membership Records Dept.
• Membership record is “flagged.”
• Supreme Knight’s retention letter is forwarded to the delinquent member.
• A listing of 1845’s received and processed is sent to the state deputy and district deputy.
• The “Notice of Intent to Suspend” (Form 1845) becomes null and void 90 days after official receipt by the Supreme Council Membership Department.
Proper Billing Procedures
• File a “Form 100” indicating suspension following 60 days of processing the “Notice of Intent to Suspend (Form 1845) (Apr 1st).
• A suspension is not complete until a “Form 100” is submitted to the Supreme Council membership Department.
• Be sure to include a stated reason for the suspension.
• Be sure all documentation is available to support the stated reason for the suspension.
Membership Transactions
• New Member
• Juvenile to Adult – Under 18 year old with K of C Ins Joins for $5
• Reinstatement – out less than 3 months, no break in service
• Reactivation – With Insurance out more than 3 months, Break in service, $5 fee
• Readmission – Without Insurance out more than 3 months and less than 7 years,
Break in service, $7.50 fee
• Reapplication – Without Insurance out > 7 years , Break in service, $7.50 fee
(admissions and Degree work)
• Transfer - Check members card
• Withdrawal
• Data Change – Use MM
• Death – Use MM and Call Agent even if member has no Insurance
• Suspension – Non-payment of dues or Misconduct
Adding New Members
• Prospective member identified (blitz, drive or referral).
• Prospect completes admissions committee questionnaire (form 391) and form 100.
• Admissions committee meets with prospect. Completes admissions committee report.
• Form 100 is read at Council meeting with Admission Committees recommendation.
• Secret ballet is held.
• Prospect pays Initiation fee and prorated dues to FS.
• Prospect is taken to a 1st Degree.
• The Form 100 is sent to Supreme ASAP (no later than 24 hours).
liability Insurance
• Councils are responsible for providing their own liability Insurance
• Churches normally do not Cover Council Meetings or Activities on their premises or off site.
• You need Council liability Insurance and an umbrella Policy to cover the Officers
• See Officers Desk Reference - Council and Assembly Issues
Form 990
• If your Council or Assembly has income of $50,000 or less you can file the 990-N. (Used to be under $25,000)
• If your gross receipts are $200,000 or less and your assets are l $500,000 or less you can file the 990-EZ form OR the full 990.
• If your gross income is over $200,000 and you have assets over $500,000 you have to file the full 990 form.
• See the Supreme May 2010 Memorandum for more details on the completion of these forms
Form 990
• Keep copies of 990-N Conformation
• Make sure your bank accounts use your EIN
• If you get a letter from the IRS – Talk to a CPA or Tax professional before your respond
• Respond to an IRS letter, It won't go away, it won't get better with time.
COMPENSATION
• The Financial Secretary may receive an amount equal to and not less than 8% and not more than 10% of the monies collected on account of dues from both insurance and associate members of the council. (Per the by-laws, the council may determine the exact percentage).
• - The Financial Secretary may receive $0.40 for each life insurance
certificate registered through the Council and in good standing at
the end of the calendar year.
Questions and Answers
• Council By-Laws• Forms Library• Monthly Reports Received
from Supreme• Retention Committee Training• Retention Procedure Flow
Chart• Search Sites• Supreme Website - Browsing• Council Audit Reports
• Add a Parish to MM• MM- Entering Fraternal
Information• MM- Entering General
Information• MM- Entering Personal
Information• Procedure to Establish Disability
Status• Reporting the Death of a
Member• MB -Vouchers• MB-Set up Class List• Member Billing - Accounting• MM&MB - Email Opportunities
