Program Manual

MEMBERSHIP RETENTION

MEMBERSHIP RETENTION – Dennis Trainor, Chairman
Last Fraternal year the Order had over 4,500 new members added to the ranks of Knights of Columbus in the State of Texas.  That’s the good news.  Unfortunately, the Order lost over 1,500 members from our Texas ranks.
Every four members we recruit, we lose one.  That is NOT a good record for retention of our brothers.  
Retention begins at the Admissions Ceremonial and continues throughout a Brother Knight’s career.  Far too long, the retention issue has focused on getting brothers to ‘pay their dues’.  Yes, that is a commitment each of us made when we joined – to keep our dues current.  But isn’t the real issue wanting to know ‘WHY’ a brother is not ‘paying his dues’? 
This year, the retention issues need to focus on keeping brother knights engaged in their councils.  To get them advancing into the Formation and Knighthood degrees.  To promote the KC Insurance Program.  And most importantly, to communicate with our members.


Every council needs to form a Retention Committee and to identify the chairman on the Service Program Personnel Report – Form 365 and to file it with Supreme and State.  What is the purpose of this committee?  To work with the Financial Secretary after he determines brothers in arrears.  The committee is to make contact and determine the reason the brother has not paid his dues.  The committee members ARE NOT BILL COLLECTORS.
What are those reasons that a brother has not paid?
Simply forgot and needed the reminder
Feels that he doesn’t have the time to be a member
The council isn’t what he thought it would be
Brother has moved to another parish or location
Brother is no longer a practicing Catholic
Doesn’t have the money for dues
With the exception of being a practicing Catholic, these issues can be resolved with the Brother being retained – and not suspended.  This team stands ready to assist in this endeavor.
THIS IS THE GOAL that I challenge every council to practice this year – RETAIN your brothers.


TEXAS PROPER BILLING PROCEDURES
INCLUDING USE OF THE NOTICE OF INTENT TO RETAIN

A vitally important plan of financial welfare for the council is the collection of dues and per capita assessments from members. The Grand Knight and Trustees should, therefore, always be certain the following retention process is followed: 
Please note that Financial Secretaries should use the Member Management and Member Billing applications, located in the Secure Officers Online area of http://www.kofc.org to perform the tasks listed in this section.  Instructions, recorded webinars, and help are available within the online application.  The State also offers real time instruction from the FS Trainers.  Check with Diocesan Deputies for specific training dates.
1. The Financial Secretary mails the First Notice 15 days before the billing period to each member.
2. If payment has not been received in 30 days, the Financial Secretary mails the membership bill Second Notice. 
3. If payment is not received within 30 days from the date of the Second Notice, the Financial Secretary will provide names, addresses, phone numbers, other pertinent information and amount due for each member in arrears to the Retention Committee for personal follow up. 
The committee should include, but is not limited to, the Retention Committee Chairman (as reported on the Service Program Personal Report-Form 365), the Trustees, the Chancellor, and the proposer, if available.  (NOTE: The Financial Secretary CANNOT be a member of the Retention Committee.) 
The Retention Chairman shall assign a member of the Retention Committee to discuss any personal situations prohibiting payment or participation.  This contact is not meant to be for Bill collection.  It is to ascertain the status of the brother.
The Retention Chairman will notify the Grand Knight of the results of the contact. If directed, the Financial Secretary forwards a Knight Alert letter to the delinquent member, signed by the Grand Knight after the Retention Committee has done their work.
NOTE: The Retention Committee should make use of various methods, including internet search engines, in its attempt to locate the member if unreachable due to non-current address and/or phone.
The Committee members provide a written report of their findings to the Retention Chairman. 
The Retention Committee Chairman then compiles a report on all members in arrears to be presented to the Grand Knight who will present the findings at the next Officers Meeting to determine if the members are to be suspended or need assistance. Personal financial difficulty is not a sufficient reason for suspension.
If the member is experiencing financial difficulty, the Retention Committee can recommend to the Grand Knight that he advise the Financial Secretary to accommodate the member for a payment plan or other financial arrangement that is acceptable to the council. 
The Form TX1845A Texas Membership Conservation Report will be prepared with all available information including details of all attempted and actual contacts with the member. The Form TX1845A is signed by the Grand Knight, Financial Secretary, Council Retention Chairman and District Deputy. The form will be prepared with copies made for distribution:
 Form TX1845A distribution list:
District Deputy
State Retention Chairman
Council Files
This form does NOT go to Supreme
4. If after 15 days of sending the Knight Alert the member still has not paid his dues or no satisfactory arrangement has been made, the Notice Of Intent to Retain (Form 1845 if not using Member Billing) is prepared by the Financial Secretary and countersigned by the Grand Knight. 
Copies are sent via electronic email or postal service to:
1. Member
2. Membership Records at Supreme (this will generate the Conservation Listing Report)
3. State Retention Chairman (forms@tkofc.org )
4. District Deputy
5. Council Records
The Supreme Knight will mail a personal letter to the delinquent member to convey the Supreme Knight’s interest in having the member retain his “good standing” status.
The State Retention Chainman, on behalf of the State Deputy will have the responsibility of monitoring the Conservation Listing Report for the State that is posted each Saturday morning on the Supreme web site in the Officers Online area 
The District Deputy has the responsibility of monitoring the Conservation Listing Report for his specific District. This report is posted each Saturday morning on the Supreme website in the Officers Online area.  The members needing to be contacted will be listed by council. The District Deputy personally contacts the delinquent member to discuss the nonpayment situation. In the course of the visit, suggestions as to possible solutions should be recommended and the District Deputy will volunteer to assist the member, if the need exists. 
The District Deputy determines whether personal contact has been made by the council. The response and reaction received from the delinquent member is recorded on the Form TX1845A Membership Conservation Report.
5. If the delinquent member does not meet his obligation or arrange a satisfactory payment schedule within 60 days following processing of the of Notice Intent to Retain, then the council may file a membership document (Form 100), indicating suspension. Both the Grand Knight and Financial Secretary SHALL sign the form prior to filing the Form 100 with the Supreme Council. The Supreme Council office will not process the suspension unless a Notice Intent to Retain has been on file for the required 60 days. 
6. The Notice of Intent to Retain becomes null and void 90 days following the date it is recorded at the Supreme Council office. After the 90-day period has elapsed, the form will be removed from the file under the assumption the council has been successful at retaining the member.
7. If, subsequently, the member on whom the council previously filed a Notice of Intent to Retain again becomes delinquent, the entire billing/retention process must be re-implemented as described herein. 
It is the duty of the District Deputy to make certain that the Financial Secretaries and Retention Committees carry out these procedures for each Council in his district.   Using Form TX1845R Review of Suspension Request, will assist in the compliance of the council with Supreme and State Requirements.
It is the State Deputy’s responsibility to ensure that the State Membership Director, the State Retention Chairmen and the District Deputy follow the retention procedures. 
Rev July 2018

MEMBERSHIP RETENTION – Dennis Trainor, Chairman
Last Fraternal year the Order had over 4,500 new members added to the ranks of Knights of Columbus in the State of Texas.  That’s the good news.  Unfortunately, the Order lost over 1,500 members from our Texas ranks.
Every four members we recruit, we lose one.  That is NOT a good record for retention of our brothers.  
Retention begins at the Admissions Ceremonial and continues throughout a Brother Knight’s career.  Far too long, the retention issue has focused on getting brothers to ‘pay their dues’.  Yes, that is a commitment each of us made when we joined – to keep our dues current.  But isn’t the real issue wanting to know ‘WHY’ a brother is not ‘paying his dues’? 
This year, the retention issues need to focus on keeping brother knights engaged in their councils.  To get them advancing into the Formation and Knighthood degrees.  To promote the KC Insurance Program.  And most importantly, to communicate with our members.
Every council needs to form a Retention Committee and to identify the chairman on the Service Program Personnel Report – Form 365 and to file it with Supreme and State.  What is the purpose of this committee?  To work with the Financial Secretary after he determines brothers in arrears.  The committee is to make contact and determine the reason the brother has not paid his dues.  The committee members ARE NOT BILL COLLECTORS.
What are those reasons that a brother has not paid?
Simply forgot and needed the reminder
Feels that he doesn’t have the time to be a member
The council isn’t what he thought it would be
Brother has moved to another parish or location
Brother is no longer a practicing Catholic
Doesn’t have the money for dues
With the exception of being a practicing Catholic, these issues can be resolved with the Brother being retained – and not suspended.  This team stands ready to assist in this endeavor.
THIS IS THE GOAL that I challenge every council to practice this year – RETAIN your brothers.
TEXAS PROPER BILLING PROCEDURES
INCLUDING USE OF THE NOTICE OF INTENT TO RETAIN
A vitally important plan of financial welfare for the council is the collection of dues and per capita assessments from members. The Grand Knight and Trustees should, therefore, always be certain the following retention process is followed: 
Please note that Financial Secretaries should use the Member Management and Member Billing applications, located in the Secure Officers Online area of http://www.kofc.org to perform the tasks listed in this section.  Instructions, recorded webinars, and help are available within the online application.  The State also offers real time instruction from the FS Trainers.  Check with Diocesan Deputies for specific training dates.
1. The Financial Secretary mails the First Notice 15 days before the billing period to each member.
2. If payment has not been received in 30 days, the Financial Secretary mails the membership bill Second Notice. 
3. If payment is not received within 30 days from the date of the Second Notice, the Financial Secretary will provide names, addresses, phone numbers, other pertinent information and amount due for each member in arrears to the Retention Committee for personal follow up. 
The committee should include, but is not limited to, the Retention Committee Chairman (as reported on the Service Program Personal Report-Form 365), the Trustees, the Chancellor, and the proposer, if available.  (NOTE: The Financial Secretary CANNOT be a member of the Retention Committee.) 
The Retention Chairman shall assign a member of the Retention Committee to discuss any personal situations prohibiting payment or participation.  This contact is not meant to be for Bill collection.  It is to ascertain the status of the brother.
The Retention Chairman will notify the Grand Knight of the results of the contact. If directed, the Financial Secretary forwards a Knight Alert letter to the delinquent member, signed by the Grand Knight after the Retention Committee has done their work.
NOTE: The Retention Committee should make use of various methods, including internet search engines, in its attempt to locate the member if unreachable due to non-current address and/or phone.
The Committee members provide a written report of their findings to the Retention Chairman. 
The Retention Committee Chairman then compiles a report on all members in arrears to be presented to the Grand Knight who will present the findings at the next Officers Meeting to determine if the members are to be suspended or need assistance. Personal financial difficulty is not a sufficient reason for suspension.
If the member is experiencing financial difficulty, the Retention Committee can recommend to the Grand Knight that he advise the Financial Secretary to accommodate the member for a payment plan or other financial arrangement that is acceptable to the council. 
The Form TX1845A Texas Membership Conservation Report will be prepared with all available information including details of all attempted and actual contacts with the member. The Form TX1845A is signed by the Grand Knight, Financial Secretary, Council Retention Chairman and District Deputy. The form will be prepared with copies made for distribution:
 Form TX1845A distribution list:
District Deputy
State Retention Chairman
Council Files
This form does NOT go to Supreme
4. If after 15 days of sending the Knight Alert the member still has not paid his dues or no satisfactory arrangement has been made, the Notice Of Intent to Retain (Form 1845 if not using Member Billing) is prepared by the Financial Secretary and countersigned by the Grand Knight. 
Copies are sent via electronic email or postal service to:
1. Member
2. Membership Records at Supreme (this will generate the Conservation Listing Report)
3. State Retention Chairman (forms@tkofc.org )
4. District Deputy
5. Council Records
The Supreme Knight will mail a personal letter to the delinquent member to convey the Supreme Knight’s interest in having the member retain his “good standing” status.
The State Retention Chainman, on behalf of the State Deputy will have the responsibility of monitoring the Conservation Listing Report for the State that is posted each Saturday morning on the Supreme web site in the Officers Online area 
The District Deputy has the responsibility of monitoring the Conservation Listing Report for his specific District. This report is posted each Saturday morning on the Supreme website in the Officers Online area.  The members needing to be contacted will be listed by council. The District Deputy personally contacts the delinquent member to discuss the nonpayment situation. In the course of the visit, suggestions as to possible solutions should be recommended and the District Deputy will volunteer to assist the member, if the need exists. 
The District Deputy determines whether personal contact has been made by the council. The response and reaction received from the delinquent member is recorded on the Form TX1845A Membership Conservation Report.
5. If the delinquent member does not meet his obligation or arrange a satisfactory payment schedule within 60 days following processing of the of Notice Intent to Retain, then the council may file a membership document (Form 100), indicating suspension. Both the Grand Knight and Financial Secretary SHALL sign the form prior to filing the Form 100 with the Supreme Council. The Supreme Council office will not process the suspension unless a Notice Intent to Retain has been on file for the required 60 days. 
6. The Notice of Intent to Retain becomes null and void 90 days following the date it is recorded at the Supreme Council office. After the 90-day period has elapsed, the form will be removed from the file under the assumption the council has been successful at retaining the member.
7. If, subsequently, the member on whom the council previously filed a Notice of Intent to Retain again becomes delinquent, the entire billing/retention process must be re-implemented as described herein. 
It is the duty of the District Deputy to make certain that the Financial Secretaries and Retention Committees carry out these procedures for each Council in his district.   Using Form TX1845R Review of Suspension Request, will assist in the compliance of the council with Supreme and State Requirements.
It is the State Deputy’s responsibility to ensure that the State Membership Director, the State Retention Chairmen and the District Deputy follow the retention procedures. 
Rev July 2018
The Goal is to RETAIN, Not Suspend

 



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