Program Manual

Message From the Council Growth Director

Boyd Burris, Council Growth Director


COUNCIL GROWTH COMMITTEE
I’d like to begin by thanking many of you for your efforts on Council Growth activity during the 2015-2016 fraternal year. We had a successful year in the New Council and Reactivation arenas and are looking forward to another great year. With your assistance, we are also anticipating a great year in our Round Table arena, a key opportunity to expand our presence throughout the state.
Our founder, Fr. Michael J. McGivney had an enduring vision that resulted in the creation of the Knights of Columbus. As brother Knights, we surely embrace Fr. McGivney’s dream, namely the care of widows and families of Brother Knights, and the innumerable acts of charity and service that have occurred since our founding. This noble vision has been bolstered by our Supreme Knight Carl Anderson, who has stated on numerous occasions that we have a moral obligation to invite all practical Catholic gentlemen to join us as Knights. The Council Growth Team embraces Fr. McGivney’s vision. Our mandate is partnering to extend the presence and reach of the Knights of Columbus in parishes or Catholic communities by supporting the establishment of New Councils or Round Tables, as well as the reactivation of Councils that have been suspended by Supreme. Our team is also structured to offer support to Hispanic and College communities, which are essential to the future of the Catholic Church, and the Knights. Accomplishing Fr. McGivney’s vision compels all of us to reach out to our brother practical Catholic gentlemen across the societal and economic spectrum. If you need help pursuing the establishment of a New Council or Round Table anywhere in Texas, please contact one of our team members. Every Knight in Texas is a member of the Council Growth Team. You are our eyes and ears. If you run across an opportunity to establish a New Council, reactivate a suspended Council or establish a Round Table, we stand ready to help you! Give us a call or drop us an email – our contact information is in the appendix of this booklet.

A note on forms. We have not placed any copies of forms in this document but have provided links to all of the forms in this document. If you are viewing online, click on the link and you should be directed to the form. If any of the links below do not operate by clicking on them, just “copy” the link and “paste” it in your browser, hit enter and it should bring up the information. Generally, any new Council related form should not be submitted directly to Supreme, but rather to one of our Council Growth Team members. This is a request of the Worthy State Deputy and is intended to afford us an opportunity to ensure all forms are properly completed prior for forwarding to Supreme. This includes NCD related form 100’s. 
When submitting through us, be sure and email yourself a copy, your District Deputy and forms@tkofc.org (near the bottom of the form submittal). Copies of forms may be requested by emailing any team member or downloading them from the state KofC website at http://www.tkofc.org and then navigating to the Council Growth page.
Link to Supreme site for Council Growth Forms http://www.kofc.org/un/en/membership/ncd/guideline.htm (English)
http://www.kofc.org/un/es/membership/ncd/guideline.html#ncd (Spanish)

New Council Development – Jack Harvey, Chairman
The development of new councils is primarily the responsibility of the District Deputy, with the assistance of his New Council Development Chairman and the Field Agent. To assist him, the following procedures have been developed.

Hold monthly meetings with new members and transfers with updates on the progress and things that still need to be done.

DO NOT park new members in an existing Council.  Keep new members active at business and planning meetings.  

REMEMBER:  Get as much done as you can before Advent and Lent.  Not much happens during these two seasons.

For additional or more detailed information, please refer to the New Council Development Guidelines as published by the Supreme Office and the checklist found on Page 42 of this Star Guide.
Spanish-speaking councils of the Knights of Columbus can be found in the United States, Mexico, Puerto Rico, the Dominican Republic, Canada, Cuba, Panama, and Guatemala. The Order is making every effort to bring the benefits of membership to every eligible Spanish-speaking Catholic gentleman through our Operation Hispanic Outreach and New Council Development programs. Our Hispanic Council Development Chairman is ready to assist in forming either a New Council or a Reactivation. 

The following is a checklist to be used by Diocesan and District Deputies. It is a quick guide to be used to monitor the progress of a new council and/or a reactivation. Please refer to this checklist whenever you are contacted by a State Officer, Major Director or Committee Chairman.

For additional or more detailed information, please refer to the New Council Development Guidelines as published by the Supreme Office and the checklist found in this publication of this Star Guide.
Hold monthly meetings with new members and transfers with updates on the progress and things that still need to be done.
DO NOT place new members in an existing Council (mark their form 100 with NCD in the council number space).
REMEMBER: Get as much done as you can before Advent and Lent. Not much happens during these two seasons.
The following is a checklist to be used by Diocesan and District Deputies. It is a quick guide to be used to monitor the progress of a new council or a reactivation. Please refer to this checklist whenever you are contacted by a State Officer, Major Director or Committee Chairman.

New Council Development Checklist    Reactivations Checklist
1. Survey the Area    1. Survey the Area
2. Contact the Pastor    2. Contact the Pastor
3. Submit Form 133    3. Submit Notice of Intent to Reactivate
4. Forward Copy of Form 133 to Council Growth Director and New Council Development Chairman
    4. Forward Copy of Notice of Intent to Reactivate to Council
        Growth Director and Reactivation Chairman
5. Ask for Primary Language    5. Ask for Primary Language
6. Contact General Agent    6. Contact General Agent
    7. Review Current Membership Roster
        a. Identify potential members
        b. Identify potential drops
7. Have an Organizational Meeting    8. Have an Organizational Meeting
8. Conduct Initial Recruitment Drive    9. Conduct Initial Recruitment Drive
9. Conduct First Degrees (Must have minimum of 20 members in new council)
    Submit Form 136    10. Conduct First Degrees (Must have minimum of 20 members 
    in council and 5-10 new members)
10. Conduct Elections    11. Conduct Elections
11. Submit Form 185    12. Submit Form 185
12. Submit Form 365    13. Submit Form 365
13. Appoint Financial Secretary, submit forms FS 101 and FS 103    14. Appoint Financial Secretary, submit forms FS 101 and FS 103
14. Apply for Charter
       Submit Form 137    15. Submit letter for State and Supreme Per-Capita forgiveness to State Deputy
15. Follow up    16. Follow up
Link to Supreme site for Council Growth Forms http://www.kofc.org/un/en/membership/ncd/guideline.html

EMPLOYER IDENTIFICATION NUMBER (EIN)

Every council needs an Employer Identification Number (EIN) to establish a bank account. Follow the steps below.
1.     Get a Council number from Supreme and official name.
2.    Go to IRS website (irs.gov) and find Form SS-4 Application for Employer Identification Number.
a.     Print a paper copy and fill out in pencil then go online and submit.  Should get a number immediately.
b.    Fill out printed form and send to IRS.  Could take a couple of weeks to get a number.
3.    DO NOT PUT DOWN ANY EMPLOYMENT OF EMPLOYEES.
4.    When the online screen asks if you want to print a copy write down the number before you print.  This printed page is needed to 
    open a bank account.

PARISH ROUND TABLES – Kenneth Braziel, Chairman
When the Venerable Fr. Michael J. McGivney founded the Knights of Columbus in 1882, he envisioned that every Catholic gentleman age 18 and older would be offered the opportunity to enjoy the benefits offered by the Knights of Columbus. To take this charge one step further our Supreme Knight Carl Anderson expects to have a Knights of Columbus presence in every parish as we are considered to be the right arm of the church. We have approximately 1300 parishes and missions in the State of Texas. There are 793 chartered Knights of Columbus councils in the State of Texas. As you can see we do not have a Knights of Columbus council in each parish or mission. However, we can provide a Knights of Columbus presence in each parish and mission through the implementation of Round Tables. ‘Living in service to all’ is one of the most dynamic qualities of being a Knight of Columbus. A unique way for Knights to serve is by offering their assistance in parishes that do not have a Knights of Columbus Council. Not only does this demonstrate to the parish priest that we are ‘In Solidarity with Our Priest’ but it proves to this priest that we are true to our word. If he knows about the Knights of Columbus, and even if he does not, it instills in him the difference a Knights of Columbus Council can make if he had one in his parish. This is a two way street and a ‘win - win’ situation for the Knights of Columbus. This makes the Knights of Columbus a visible talent and an asset in the parish and community and instills in that parish priest the importance in having his own Knights of Columbus Council within his parish. He in turn will instill in the men of his parish the importance of being a Knight of Columbus and as a result, our Order will grow and Texas will continue to increase its membership.

The Parish Round Table Program is an easy and effective way for Knights to better serve the individual parishes, priests and to be the visible force for good in their communities. Round Tables may also be effectively utilized to establish a presence in sub-communities of a large single parish Council, perhaps with a significant Hispanic community or other nationality. The Round Table representatives are members of the sponsoring council, and are members of that parish with one of those members serving as the Parish Round Table Coordinator. In those situations where Round Tables have been successful and membership is growing, the Host Council, District Deputy, Diocesan Deputy and Council Growth team should be evaluating the ability of the Round Table to grow into a full-fledged Council. 

The guidelines to establish a Parish Round Table are:
1.    The Grand Knight decides which area parishes or parish sub-communities (Guadalupanas, Cursillistas, etc.) will be served.
2.    The Grand Knight and his Officers make lists of council members who belong to those parishes or sub-communities.
3.    Grand Knight informs members of which parishes or sub-community will have a Round Table.
4.    Grand Knight and chosen parishioner / member set up a meeting with the Pastor or sub-community leader to offer help.
5.    During the meeting, the Grand Knight and representative will explain how the Knights of Columbus can be of assistance. 
    Also need to emphasize that this is not a “one and done” opportunity but a chance to provide on-going assistance. 
6.    If the Pastor or sub-community is not receptive to a Parish Round Table, the Pastor’s decision is accepted, but keep the offer open in 
    case things change.
7.    If the Pastor or sub-community is receptive, the Grand Knight appoints one Parish Round Table coordinator for each designated 
    Parish or sub-community.
8.    The Grand Knight completes the Report of the Parish Round Table Coordinator (Form 2629) and submits it to Supreme with copy to
    District Deputy and State Round Table Coordinator.
9.    Communicate all Parish Round Table appointments to those involved and make announcements.

The Knights of Columbus ‘Parish Round Table’ guidelines are available for review and can be downloaded at: http://www.kofc.org/un/en/resources/membership/roundtable_guidelines.pdf . Please take advantage of this booklet.
Form to establish or reestablish a Parish Round Table is available at: http://www.kofc.org/en/forms/council/roundtable_coordinators2629_p.pdf http://www.kofc.org/un/es/forms/council/2629-SOnline.pdf  (Spanish)

Round Tables must be re-established every year by filing Form 2629, Parish Round Table Coordinator.
Our goal is to have all forms re-establishing Round Tables completed and submitted by 8/31 instead of the normal due date of 9/30.
If you already have a Parish Round Table, please remember that Form 2630 must be completed and received by Supreme Council June 30 of each Fraternal Year. The form may be printed and mailed to Supreme Council but it is preferred that you complete it on line at: http://www.kofc.org/un/en/forms/council/roundtable_report2630_p.pdf
http://www.kofc.org/un/es/forms/council/2630-SOnline.pdf (Spanish)
Please be patient as it may take a couple of minutes to download the form. This is a two (2) page form. Once completed, please remember to make the proper distribution of the form to insure you receive the proper credit. It would be greatly appreciated if you would also submit a copy of Form 2630 to me (Kenneth Braziel) at braziel@ntin.net.  You can accomplish this by “forwarding” the copy you email to yourself to me at braziel@ntin.net. When emailing Form 2630 to the State Council, please email it to: forms@tkofc.org.  New Round Tables may be submitted at any time during the fraternal year. Thanks for your support.

 If any of the links above do not operate by clicking on them, just “copy” the link and “paste” if in your browser, hit enter and it should bring up the information.

COUNCIL REACTIVATIONS – Joe Torres, Chairman
The reactivation process for a dormant council is basically the same as for a new council except for some potential barriers that might arise. Many times the barriers that arise are what caused the council to go dormant to begin with. If these are not addressed and resolved early, there is a strong likelihood that the council will fail again! This is why a more cautious approach may be necessary in the reactivation process. The first step is to meet with the Pastor and some committed Knights in the area to determine the prospects for reactivating the Council. Next is to obtain a council roster and contact members of the dormant council to determine if they want to remain in the reactivated council as active members. It is essential that everyone involved in the reactivation effort work as a TEAM to help make the reactivation of the council a success.
The steps for Reactivation and procedures are as follows:
1.    Meet with Pastor
2.    Notify the State Deputy of your intent
3.    Conduct a Church membership drive
4.    Conduct an informational meeting
5.    Hold election of officers (Form 185)
6.    Appoint a Financial Secretary (Forms FS 101 and FS 103)
7.    Help select Directors (Form 365)
8.    Mail all Form 100’s to Supreme
9.    Ask for forgiveness of debt

The roster must have 20 members to complete the reactivation process. Steps 5, 6 and 7 must be completed by submitting Form 185, Form 365 and the appointment of the Financial Secretary by submitting FS 101 and FS 103. Not completing the noted forms will nullify the reactivation process.

Links to Council Reactivation Forms:
Council Reactivation Guidelines -http://www.kofc.org/un/en/resources/service/council/Reactivations.pdf
Notice of Intent to Reactivate a Suspended Council -http://www.kofc.org/un/en/resources/service/council/Notice_of_Intent_Reactivate_Council.pdf

 COUNCIL RETENTION – Roger Hovis, Chairman

The mission of our Council Retention program is to ensure that all councils in Texas are operating in good standing with the Supreme Council. This is accomplished by ensuring that all councils pay their per capita charges on time and in full. Our goal is for all Brother Knights to enjoy the fraternal benefits to which they are due as members of the Knights of Columbus. That also means that all Brothers can participate in state events such as the Annual Convention, sports tournaments (golf, bowling, softball) and the Free Throw Contest so many of our youth and their families enjoy. Our Council Retention Chairman will inform the State Officers, State Directors, Diocesan Deputies and District Deputies which councils have not paid their Supreme per-capita. This information will be used to follow-up with respective councils. District Deputies should start expecting phone calls in August following the July billing and in February following the January billing.

As DD’s and leaders on the State Council, your assistance in ensuring that all councils plan for and pay per capita bills from Supreme on time is essential. Please make sure your councils don’t wait until the last minute to submit these payments. As a reminder, payments of Supreme per capita do not require a council vote. As an FYI, additional councils were suspended for non–payment of per capita during the 2015-2016 Fraternal year.

PER CAPITA – Paul Bettge, Chairman

Per Capita is simply your Council’s dues to the Supreme Council and the Texas State Council.  You are obligated by the order’s by-laws to pay your Council’s per Capita from the money you collect from your members for your Council’s annual dues.  

EXPLANATION OF SUPREME PER CAPITA BILLING
Supreme Council bills each Council $ 4.50 per member per year.  This amount includes $ 3.50 per member for per capita charges (dues) and $ 1.00 per member for Catholic Advertising.  The invoices are sent in two separate billings as follows:
$ 1.75 per capita + $ 0.50 Catholic Advertising = $ 2.25 per member billed on July 1 each year.  Payment is due by October 10 of that year.
$ 1.75 per capita + $ 0.50 Catholic Advertising = $ 2.25 per member billed on January 1 each year.  Payment is due by April 10 of that year.
Supreme Council does NOT include Honorary Life Members in this billing.  The number of members in a Council as of July 1 of each year is used to determine the actual charges.  

EXPLANATION OF STATE PER CAPITA BILLING
Texas State Council bills each Council $ 8.00 per member per year.  Invoices are sent to the Grand Knight and Financial Secretary on record for each Council by the end of July of each year.  State per Capita must be paid by March 1 of each year.  The number of members in a Council as of July 1 of each year is used to determine the actual charges.  

EXPLANATION OF CREDITS
There is no charge for either Supreme or State per capita for Honorary Life Members.  To be an Honorary Life Member you must be at least 70 years old with 25 consecutive years of service OR 50 years of consecutive service regardless of age OR an ordained priest or religious.  Deacons are NOT included in this exception since they can work and be married.  

Inactive Insurance Members are credited $ 9.00 per member by Supreme Council and $ 3.50 per member by State Council.  The total credited is $ 12.50 per member which is the amount charged for both Supreme ($ 4.50) and State ($ 8.00) per capita.  Therefore, there is no net loss to the Council for Inactive Insurance Members.

Honorary Members are charged $ 10.00 per year for their Council dues. They are charged $4.50 per year for Supreme per Capita and $8.00 per year for State per Capita for a total of 12.50. The State issues a credit of $2.50.  Honorary members are then charged a total of $10.00 each for Supreme and State per Capita combined.  Therefore, there is no net loss to the Council for Honorary Members as long as your Council collects the $ 10.00 per year for Honorary Member dues.  

BOTTOM LINE – Your Council is charged $ 12.50 per REGULAR member per year for the combination of Supreme and State per Capita and Catholic Advertising.  
COLLEGE COUNCILS – College Councils are charged $ 4.00 per member for State per Capita.
SEMINARY COUNCILS – Seminary Councils are exempt from payment of State per Capita.
REACTIVATED COUNCILS – Upon request, Councils that are reactivated could be exempted from payment of overdue State per Capita by a vote of the Texas State Council Officers.  They may also be exempted from payment of overdue Supreme per Capita after approval by the Supreme Council.
NEW COUNCILS – are exempt from payment of State per Capita for the first year of their formation.
WHAT HAPPENS IF MY COUNCIL DOES NOT PAY THEIR PER CAPITA?
Your Council will be suspended by Supreme Council if you do not pay your Supreme per Capita bill sent on July 1 by October 10 (40 days to pay).   Your Council will be suspended by Supreme Council if you do not pay your Supreme per Capita bill sent on January 1 by April 10 (40 days to pay).  

WHAT HAPPENS IF MY COUNCIL IS SUSPENDED BY SUPREME COUNCIL?
There are several things that happen when a Council is suspended by Supreme Council for non-payment of assessed per Capita including:
1.    Your Council is not eligible for any awards including Star Council, Columbian Award, Founder’s Award or Father McGivney Award.
2.    Your Council Members lose their rights to all automatic Fraternal Benefits awarded to members in good standing such as the automatic
    accidental death benefit for members and their spouses and the automatic death benefit if a child is stillborn or dies within 75 days of
    natural birth.

WHAT HAPPENS IF MY COUNCIL DOESN’T PAY THEIR STATE PER CAPITA?
Texas State Council does not have the power to suspend a Council.  However, if you do not pay your State per Capita billed during July of each year by March 1, Texas State Council can and will do the following:
1.    Not allow a Council to seat delegates at the Texas State Convention.
2.    Not allow a representative of the Council to participate in the State Free Throw Contest.
3.    Not allow a representative of the Council to receive an Educational Grant from State Council.
4.    Not allow Council representatives to participate in State-sponsored athletic contests (golf tournament, bowling tournament, 
    softball tournament, etc.).
5.    Your Council is not eligible for any State Awards such as the Lone Star Award for Excellence or the Lone Star Award for Excellence 
    with Distinction.

 HISPANIC COUNCIL DEVELOPMENT – Cruz Hinojosa, Chairman

It is no secret to anyone living in Texas of the importance of the Hispanic community to our Church and to the Knights. We’ve learned from the Bible that the Church is one body with many parts – that recognition suggests some nuances as to effective development of fully or predominantly Hispanic Councils. Some Hispanic Priests (or Priests of other nationalities for that matter) may not be familiar with the Knights. As an ice breaker, we recommend consideration of presenting them with a picture of Fr. McGivney and the book “Parish Priest”. That may open the door for a conversation relating who the Knights are in the United States and how we can help them in their ministry. 

As with starting any new council remember that experienced leadership is a learned responsibility and special care should be given to ensure that there are mentors for the officers. Extra care in training and expectations for officer roles would be appropriate. Recognition of the special importance of family in this community and in the development of programs may also enhance the chances of developing a vibrant council. One last thought might be to consider multilingual opportunities at large gatherings of Knights. An example would be doing one of the readings in Spanish (or another language if appropriate) at a Corporate Communion. We’re hoping to secure some Diocesan Hispanic Council Development Assistants so that we have helpers near you! Our Hispanic Council Chairman also stands ready to offer advice, counsel and support. All you have to do is reach out and ask for help.

Notice of Intent to Establish a Council - http://www.kofc.org/un/es/forms/council/133.pdf
Notice of Institution of a Council - http://www.kofc.org/un/es/forms/council/136.pdf
Application for Council Charter - http://www.kofc.org/un/es/forms/council/137.pdf

COLLEGE COUNCILS – Clint Mendonca, Chairman

The mission of the Knights of Columbus College Council Program is to promote the moral, intellectual and spiritual development of the future leaders of civil society, the Order, and the Church through witness to the Gospel and dedication to the principles of Charity, Unity, Fraternity and Patriotism.  Our objective for college councils is to foster excellence and growth in established councils, and to expand our reach by establishing Round Tables or councils on college campuses where a Knights of Columbus presence does not yet exist.
What works for most parish councils is not likely to work for college councils – so for those of you working with college councils, be flexible! Our support for these councils must help these young knights become leaders in their current councils, be accepted and supported by surrounding councils and ensure they are schooled in the requirements to succeed in the Knights of Columbus.
As these young Knights graduate and transition to job market and perhaps a new city, we need to facilitate an easy transition for them to a council in their new location, and welcome them when they arrive. Their youth and vitality can be a source of welcome energy and passion for the welcoming council. If any Diocesan Deputy or District Deputy needs help with any aspect of a college council, our College Council Chairman and his colleagues stand ready to help.
A number of opportunities and resources are available exclusively to college councils.  The Supreme Council hosts an annual College Councils Conference in New Haven, CT each fall, September 30 – October 2, 2016 to provide college knights with opportunities for training and networking.  The Texas State Council hosts a College Councils Conference in-state each spring, February 17 – 19, 2017 at Stephen F. Austin University, to provide a more intimate and accessible setting for leadership development.  Councils, Chapters and Assemblies should financially support these Conferences to help offset the cost to the students and Chaplains.   In addition to these conferences, the Supreme Council also provides a number of resources for college councils on their website: 
http://www.kofc.org/un/en/college/member-resources/supply-orders.html .

Council Growth Awards
Council Growth Awards for the 2015-2016 Fraternal year are described below. 
Recipient    Activity    Award    Criteria
Assistant Diocesan Deputy    100% Round Table Goal    5,000 VIP Points    Before 12-31
Assistant Diocesan Deputy    100% Round Table Goal    2,500 VIP Points    After 12-31
Diocesan Deputy    Each New or Reactivated Council  5,000 VIP Points
District Deputy    Each New or Reactivated Council  5,000 VIP Points


 


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