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How Do District Deputies Plan for Successful Councils?

Bobb Mahrer, Membership Director

As a District Deputy and Diocesan Deputy, it is important to teach Grand Knights how to plan and perhaps help them with what should be in a plan. The elements of a good plan should include the following.

Be membership growth oriented 365 days a year. Every activity a council undertakes should be geared towards the growth of membership.

Encourage some short-term and long-term goals. As in business, there should be some short-term and long-term goals. The short-term goals should cover the immediate fraternal year … the current 12 months. The long-term goals should cover the next five years. Where does the council want to be in five years.

Encourage team-oriented council officers and members. A council works best towards achieving its common goals, whether it be a service project or a recruitment BLITZ, when the officers and members work together as a team.

Maintain a positive attitude and communicate it. If the District and Diocesan Deputies project a negative attitude, then the councils will take on the same attitude. It is self defeating. Project a positive attitude. As our Supreme Director, State Deputy, and Past State Deputies are so fond of saying, “… the best is yet to come.” That’s true. Together, we prove it every year.

Focus on youth and youthful leadership. Encourage councils to conduct activities that will attract younger members and their families such as the “Free Throw” program. Even better, put some thought into what it would take to sponsor a Squires Circle.

Take advantage of leadership training programs. The Supreme Council provides leadership training on a DVD for District Deputies and for Grand Knights which is also available on the Supreme Council website under the menu heading “For Officers”. In addition, the State Education and Training team provides Leadership and Financial Secretary classes.
Establish accountability. Remember, council officers and members are looking to their District and Diocesan Deputy for recognition, expectation, attention, and direction (READ). Give it to them, and often.

Communicate clear priorities. Provide clear priorities and provide them often at meetings, through newsletters, emails, and other forms of correspondence.

Encourage councils to think outside the box. Encourage council officers to be creative and open to new ideas and to change. The mindset of … “That’s the way we’ve always done it” may no longer be working, particularly with the younger members.

Use available resources. Don’t be afraid to consult with other District Deputies, Diocesan Deputies, State Chairman, State Directors, State Officers, State Office personnel, and various available supreme council staff members. There is a lot of experience and knowledge available for the asking.

Promote Charity. Explain the State Charities program to each of the Grand Knights and their respective council membership in the district. Provide information about the local Bishop’s designated use for the funds received from the councils in the diocese.  Although this information may be very familiar to some, it is always new to others since there is always an annual succession of leaders within a council.

Schedule Financial Secretary Classes. With new changes and requirements being flowed down from the Supreme Council and the Internal Revenue Service, it is more important than ever for Financial Secretaries (and Grand Knights) to understand these new requirements. From the Supreme Council, there is currently a migration in progress to move away from the current and locally used Financial Secretary PC (FSPC) software and towards a centralized Supreme Council database known as “Member Management” that provides controlled access to Financial Secretaries for management of council membership, and to Faithful Comptrollers for management of assembly membership. From the IRS, there is a new requirement for councils and assemblies with gross receipts of less than $25,000 to file an electronic report no later than five and a half months after the close of their financial year. Since the financial year for councils and assemblies is defined by the IRS as January 1 through December 31, councils and assemblies have until May 15, 2010 to file. This year is the third consecutive year that this new IRS requirement has been in effect, and the IRS has noted that any council that fails to comply with this requirement for three consecutive years will lose their non-profit status.

Have Fun. The bottom line is to have fun. District Deputies should not be strangers to their councils, but rather should be a familiar and friendly face. If a council is having a meeting, be there. If a council is having a corporate communion and breakfast, be there. If a council is having a BLITZ membership drive, be there. If a council is having a First Degree, be there. If a council is having a major charity fundraiser, be there. And if a council is having a special picnic, dinner, or other special event, be there … and have some fun.


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