Financial Secretary Training. Annual College Councils Conference 2017

Transcription

1 Financial Secretary Training Annual College Councils Conference 2017

2 Introduction Financial Secretary Position Overview website Officers Login Online Fraternal Officers Desk Reference Knights Gear (Online Supplies) Expert FS Training Link Leadership Communications District Deputy Reminder Officer Handbooks Financial Secretary responsibilities Member Management Member data Council Administration Reports Member Billing Member Ledger Billing Print center Transfers Questions and Answers Agenda

3 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. Introduction

4 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. QUALIFICATIONS

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6 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

7 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.

8 College Council FS 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.

9 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

10 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)

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12 website Supreme Website - Browsing.pptx

13 Officers Login

14 Officers Online

15 Officers Desk Reference

16 Knights Gear Send completed Requisition (#1) to

17 Officers Online - Status

18 Officers Online - Reports

19 Officers Online - Forms or... kofc.org/forms (no login)

20 Officers Online - Publications

21 Officers Online - Publications For Members/Resources/Officer Guides (no login)

22 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 bylaws 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 Financial Secretary responsibilities

23 Member Management

24 Member Management Member Management.pptx

25 Member Billing

26 Member Billing - Member Ledger

27 185 Report of Officers July Report of Program Personnel August Semiannual Audit August 15 SUPREME PER CAPITA DUE October 10 SUPREME CATHOLIC ADVERTISING October Fraternal Survey January 31 Special Olympics Partnership Profile January Semiannual Audit February 15 SUPREME PER CAPITA DUE April 10 SUPREME CATHOLIC ADVERTISING April 10 SP7 Columbian Application June Report of Roundtables September 30 Program Award Entry Form March 1 Family of the Year Entry Forms March Roundtable Annual Report June 30, 2015 Forms

28 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 Council Financial Procedure FS Receives Money FS Fills Out 2 part Receipt FS and Treasurer Sign Receipts FS Turns Cash Over To Treasurer FS and Treasurer Retains Receipt Copy Treasurer Deposits Cash

29 FS Receives Bill FS Reads Bill At Meeting Voucher Given to Treasurer FS Prepares Voucher Bill Approved By Council Treasurer Writes Check Bill Reviewed By Trustees Voucher Signed By GK & FS Paying Non-Budgeted Bills

30 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.

31 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. Proper Billing Procedures

32 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

33 Member Death Disability Waiver Failure to remain a practical Catholic Felony Conviction Withdrawal Transfer Misconduct Unable to pay dues (Military Service, Un Employed) Retention Committee - Contact outcomes

34 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 ) Follow Proper Billing Procedures

35 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.

36 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. Proper Billing Procedures

37 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 Membership Transactions

38 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). Adding New Members

39 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 liability Insurance

40 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

41 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. Form 990

42 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. COMPENSATION

43 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 Questions and Answers 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 - Opportunities