Knights of Columbus Fourth Degree Calvert Province Virginia District. Assembly Handbook Fraternal Year

Transcription

1 Knights of Columbus Fourth Degree Calvert Province Virginia District Assembly Handbook Fraternal Year Stephen P. Raschke, Sr. State Deputy of Virginia Thomas A. Trudeau District Master This book is for the use of the Officers of Knights of Columbus Fourth Degree Assemblies in the Virginia District. Any other use is prohibited.

2 This manual is not intended to replace the Charter Constitution Laws of the Order, nor the laws and rules governing the Fourth Degree of the Knights of Columbus. Rather, it is intended to supplement them by providing specific details about various relationships, functions, and duties as they pertain to the Virginia District. In the absence of any specific guidance for Faithful Navigators from the Supreme Council, it is hoped that this manual will explain the relationship of the Master to the Assemblies and enhance the understanding and performance of the Faithful Navigator and other Assembly officers within the Virginia District.

3 Table of Contents Section 1 - District Master 1 Appointment and Term Duties and Responsibilities Section 2 - District Staff 1 Appointment and Term Duties and Responsibilities Section 3 - Assemblies 2 How Established Meetings By-Laws and Dues Order of Business Assembly Officers Term of Office Duties and Responsibilities Elections Section 4 - Color Corps 6 Assembly Color Corps Color Corps Commander Color Corps Procedures Section 5 - Exemplification 8 Membership Recruitment Submission of Applications Waiver requests Navigator s Duties and Responsibilities Comptroller s Duties and Responsibilities Section 6 - Reports and Forms 10 Due Dates Addresses for Reports and Forms Appendices Appendix A Veterans Affairs Voluntary Service Program (VAVS) Appendix B Chalice Ceremony Appendix C Motions and Resolutions Appendix D Forms and Reports Appendix E Useful References Appendix F Virginia Forms Appendix G Liturgical Services Guidelines

4 Appendix H Pins, Jewels and Medals Appendix I Supreme Guidance on Colors Appearance

5 SECTION 1 - DISTRICT MASTER Appointment and Term The Supreme Master shall appoint the District Master of each District. The Master shall reside in the District. The District Master shall be appointed for a term that expires on September 1 st in evennumbered years. He shall hold office until a successor has been appointed, but at all times at the pleasure of the Supreme Master and the Board of Directors. Duties and Responsibilities The District Master has general control and supervision of the Assemblies within his District and is responsible for enforcing the Charter Constitution and Laws of the Order and the Laws and Rules Governing the Fourth Degree of the Knights of Columbus. The District Master shall preside over the installation ceremony of all Assemblies within his District. Upon special occasions, the Master may appoint a Former Master, a District Marshal, or a Past State Deputy who is also a Past Faithful Navigator to preside. The District Master shall assign each council within his District to an Assembly of the Fourth Degree, subject to the approval of the Vice Supreme Master. The District Master shall keep a permanent record of all exemplifications, financial transactions, other property and effects of the Degree and shall transmit same to his successor. The District Master may declare any office in an Assembly vacant where the officer fails or refuses to perform the duties of that office. The vacancy shall be filled after notice to the members by election at the meeting next succeeding the creation of the vacancy. The District Master shall have full control and supervision of all arrangements and preparations for the exemplification of the Fourth Degree. The District Master shall perform such duties as set forth in the Laws and Rules Governing the Fourth Degree of the Knight of Columbus and as directed by the Supreme Council and the Board of Directors. SECTION 2 - DISTRICT STAFF Appointment and Term The District Master may appoint a staff necessary to carry out the business of the District. By rules, such staff shall consist of at least one District Marshal. The Virginia District has also appointed a District Secretary, Administrative Assistants, and Associate Marshals. The District Staff serves at the pleasure of the District Master. Duties and Responsibilities The District Marshal(s) shall: o Assist the District Master during the Installation of Assembly officers o Assist the District Master during Renewal of Obligations Ceremony o Be responsible for certifying District Color Corps members o Command the Color Corps during District functions o Assist the District Master at the Exemplification of the Fourth Degree o Direct the Associate Marshals to perform such duties as required o Perform such other duties as assigned by the District Master Page 1

6 The District Secretary shall: o Keep an accurate record of the proceedings of the Biennial District Meeting as well as other meetings as directed by the District Master o Maintain and provide to the District Master a current list of active certified Color Corps members o Perform such other duties as assigned by the District Master The Administrative Assistant shall: o Provide assistance to the District Master at the District Biennial Meeting and the exemplification of the Fourth Degree o Perform such other duties as assigned by the District Master The Associate Marshal(s) shall: o Be under the direct supervision of the District Marshal(s) and be responsible to the District Marshal(s) and the District Master o Certify Assembly Color Corps within his assigned jurisdiction o Record and forward to the District Secretary through the District Marshal(s) a current list of active certified Color Corps members within their assigned jurisdiction o In the absence of the District Marshal(s), command combined Assembly Color Corps performing within their assigned jurisdiction o Perform such other duties as assigned by the District Marshal(s) and approved by the District Master o Visit each assembly once a quarter as the District Master s representative and make a report to the District Master, as needed. SECTION 3 ASSEMBLIES How Established The Fourth Degree members in an area may form an Assembly by requesting the Master of the District to petition the Vice Supreme Master to recommend to the Supreme Master and the Board of Directors the creation of the same. Thirty (30) members, as a minimum, are required to begin a new Assembly. Meetings Assemblies shall hold a regular meeting once each month. A special meeting may be called by the Faithful Navigator after he has published a notice (5) days in advance of it. The Faithful Captain must call a meeting if petitioned by (10) ten members and given like notice. By-Laws and Dues Each Assembly shall adopt such by-laws as it deems necessary, provided they do not conflict with the Laws and Rules of the Order, or with the Laws and Rules for the Government of the Fourth Degree. All by-laws or amendments adopted by an Assembly must be approved by the Supreme Advocate before they can become effective. Assemblies shall determine the amount of dues and they shall be the same for all members. Dues shall be levied against a new Sir Knight as of the date of the Exemplification. Page 2

7 No special assessment by an Assembly shall be valid until approved by the Supreme Master, both as to purpose and amount. Order of Business The order of business for each Assembly within the Virginia District shall be in accordance with Section 22, Laws and Rules Governing the Fourth Degree of the Knights of Columbus. Assembly Officers Each Assembly shall elect their officers annually during the month of May. The following are the elected officers of the Assembly - Faithful Navigator, Faithful Captain, Faithful Pilot, Faithful Comptroller, Faithful Scribe, Faithful Purser, Faithful Inner and Outer Sentinels, Faithful Admiral, and a three year Faithful Trustee. o The Faithful Navigator, Faithful Captain, Faithful Admiral, and Faithful Pilot shall appoint a Priest to act as Faithful Friar. Such appointment must be approved by the Bishop of the Diocese in which the Assembly is located. This means that a letter must be written to the Bishop requesting his approval. The Faithful Admiral shall be chosen from the Past Faithful Navigators of the Assembly, if there be any. Term of Office Officers shall hold their office for a term of one year from the first day of July to the last day of June, or until their successors are elected and qualified. Officers assume their office on July 1 whether or not they have been officially installed. Officers completing an unexpired term shall leave office as prescribed above. Faithful Navigators completing an unexpired term must have served more than six (6) full months in that office and retired from that office on June 30 of that year to be entitled to the title and privileges thereof with the prefix "Past." Duties and Responsibilities Faithful Navigator The Faithful Navigator is the Chief Executive Officer of the Assembly, and shall preside at all meetings of his Assembly. He is responsible for observing the rules and regulations of the Assembly and the Laws and Rules Governing the Fourth Degree of the Knights of Columbus and the Charter Constitution and Laws of the Order. In addition to those permanent committees required by laws of the Assembly, District and Supreme Council, the Faithful Navigator may appoint whatever committees deemed proper and necessary by the Assembly. The Faithful Navigator shall be an ex-officio member of all committees. He should appoint an Assembly member from each of the affiliated Councils to act as a liaison between the Council and the Assembly. The purpose of this position is both for membership recruitment and for sharing information on Council and Assembly functions between the two organizations. He shall countersign orders drawn and signed by the Faithful Comptroller for the payment of money when the same has been approved by the Assembly or approved by the Board of Trustees. He shall sign checks drawn and signed by the Faithful Purser. He is directly responsible for cooperation with other Assemblies, Councils, and Squire groups as well as their leaders. Page 3

8 He is responsible for educating his Assembly officers in the workings of the Fourth Degree. He should ensure that they are prepared for all meetings, participate fully in those meetings and committees of the Assembly. He shall interact with the Faithful Comptroller and Purser on a regular basis to ensure that the Assembly is meeting its financial responsibilities. He shall consult with the Faithful Comptroller regarding the status of membership. He should ensure that those about to be suspended are contacted and their circumstances evaluated. He can waive dues as the situation warrants. During roll call only the Faithful Navigator may excuse an officer. He should establish a viable program to assist our veterans. This program should be structured in accordance with the VAVS Operating Plan (Appendix A). He is responsible for the successful operation of the Assembly and, therefore, shall perform such duties that are required, whether those duties are found elsewhere in the booklet or are assigned. Faithful Captain The Faithful Captain is the second in command of the Assembly. He assists and is in full cooperation with the Faithful Navigator in the operation of the Assembly. He is responsible for the social and entertainment activities of the Assembly. He should coordinate the committee chairmen and is responsible for presenting the committee chairmen to the Assembly for their reports during the meeting. He shall preside at meetings in the absence of the Faithful Navigator. He shall perform such other duties as assigned. Faithful Pilot He shall have charge of all properties of the Assembly except money, accounts, and record books of the officers, but including ceremonials. He is responsible for the proper arrangement of the Assembly chamber. He directs and is responsible for the activities of the Inner and Outer Sentinels. He shall instruct all new Sir Knights in the proper procedures of the Assembly, in particular, how to seek recognition from the Faithful Navigator, saluting the flag, and the opening and closing ceremony of the Assembly. During roll call of the Assembly officers, the Faithful Pilot may answer present or absent for an Assembly officer. An excused absence must come from the Faithful Navigator. He shall perform such other duties as assigned. Faithful Comptroller He shall maintain membership rolls that include name, age and residence with date of initiation in the Fourth Degree. Such records should also contain previous Assembly, positions held, telephone number, membership number, and other initiation date, if available. Study the Faithful Comptroller Handbook and the Laws and Rules Governing the Fourth Degree of the Knights of Columbus. Each is provided by the Supreme Council. Collect and receive all money due the Assembly and all funds obtained from any source and transfer same to the Purser and obtain a receipt from that officer. Keep account of the charges and receipts of each member in accordance with the standard accounting system provided by the Supreme Council. Make available all records and accounts to the Faithful Navigator and Trustees for the annual audit. This report is due by August 1st of each year. Page 4

9 Draw orders on the Faithful Purser when so ordered by the Assembly for payment of all claims of demand against his Assembly. Such orders shall be signed by him and countersigned by the Faithful Navigator. Issue each member who is not indebted to the Assembly a Fourth Degree Membership Card. Such card shall only be issued to members who produce a valid Third Degree Membership Card showing his good standing in his council. Each Fourth Degree Membership Card must be signed by both the Faithful Comptroller and the Faithful Navigator. Provide the District Master a written list of candidates awaiting the exemplification of the Fourth Degree from his Assembly. Give written notice to the Financial Secretaries of the Councils that a member of their Council has been accepted as a Fourth Degree Member. The notification to the Financial Secretaries is that portion of the Form 4 so marked and indicated. Notify promptly the Supreme Secretary, Master, and Financial Secretary of the Council concerning the death, withdrawal, expulsion, reinstatement, readmission, or transfer of members on the forms provided by the Supreme Council. (Form 4) He shall have in his custody the seal of the Assembly, provided by the Supreme Council, and affix same to all proper papers. He shall perform all other acts required by the Laws of the Fourth Degree, the Order and rules of the Board of Directors. He shall also perform and comply with all lawful orders of his Assembly officers, District Master and Vice Supreme Master and shall perform such other duties as assigned. Additional duties may be found elsewhere in this booklet. Each year he will receive from the Supreme Council an Assembly Reports Form Booklet. This book contains all required report forms for the Assembly for the next year. It is recommended that copies of these forms be made and used in lieu of using the originals. Faithful Scribe Keep and maintain a true and accurate record of the doings of his Assembly in books approved by the Board of Directors and furnished by the Supreme Secretary at the expense of the Assembly. Conduct all correspondence of the Assembly as required by the Faithful Navigator. Perform such other duties as required. Faithful Purser Be the custodian of all funds of the Assembly obtained from any source by or through any person or persons, acting for or in the name of the Assembly or under its direction or authority. Receive from the Faithful Comptroller at each meeting all money received by him at that meeting and in between meetings, and shall give to the Faithful Comptroller written receipt of such money, specifying the fund to which the same shall be credited. The money received by the Purser shall be forthwith deposited by said Purser to the credit of the Assembly in an approved bank or other secure institution approved by the Assembly. He shall obtain receipt, certificate or voucher of said deposit, and report same at the next meeting of the Assembly. Pay all orders drawn upon him which are signed by the Faithful Comptroller and countersigned by the Faithful Navigator which have been approved by the Trustees, except demands of the Supreme Council, initiation fees due the District Master, the Page 5

10 regular and usual stated payments of the Assembly, and payment authorized by the Assembly. Keep and maintain separate accounts of the money placed in his hands by his Assembly or the officers thereof and be ready at all times to plainly show the amount of money in the funds of the Assembly. The records shall show dates that money is received, disbursed, and current balances. These records shall be kept and maintained in books furnished by the Supreme Council to said Purser at the expense of the Assembly. He shall make records available to the Trustees for the purpose of preparing the annual audit. Faithful Sentinels Verify membership cards of all attending the meeting and report same to Faithful Pilot Assist the Faithful Pilot with arranging the chamber and breaking down and stowing the equipment at the conclusion of the meeting. Perform such other duties as assigned. Faithful Admiral He shall preside at the meeting in the absence of the Faith Navigator and Faithful Captain. He shall preside in the absence of the Faithful Friar. Perform such other duties as assigned. Trustees The Trustees are the three members elected by the Assembly. Enough stress cannot be placed on the importance of this position. Each of the Trustees should read and familiarize himself with the Laws and Rules Governing the Fourth Degree of the Knights of Columbus, Charter Constitution Laws of the Order, and the Comptroller's Handbook. The Trustees are responsible for the preparation of the Assembly's annual audit. This audit should be done by those Trustees who take office on July 1 of each year and should be submitted to Supreme and the District Master by August 1 of each year. Elections The election of Assembly officers shall take place at the regular business meeting of the Assembly in May of each year. Such elected officers shall be installed not later than the first regular business meeting in October, provided an acceptable date and time can be arranged with the District Master. Special elections to fill vacancies may be held on one week s notice. (This does not apply to those vacancies created by actions in Section 2 of this handbook.) The Faithful Navigator shall, within ten (10) days after the election, file a report of the same, together with the names, addresses of all officers elected, with the District Master, and shall send a duplicates of such report to the District Secretary and the Supreme Secretary. Section 4 - COLOR CORPS Assembly Color Corps Assemblies should establish a uniformed drill corps with the approval of the District Master. Page 6

11 A Color Corps may participate in Exemplifications, Assembly and Council functions (i.e., Installations), and religious functions without seeking permission or approval of the District Master as long as all Color Corps procedures are followed. The Assembly Color Corps may only participate in public functions with the prior consent of the District Master. The District Master shall have full control of the Color Corps in his District. Each Assembly in the District shall coordinate with the District Marshal for proper certification for members of their Color Corps every two years. The list of members certified will be maintained by the District Master s staff. Color Corps Commander The Faithful Navigator shall appoint a Color Corps Commander for the Assembly and he shall serve at the pleasure of the Faithful Navigator. The Commander must be fully knowledgeable of, and proficient in, the procedures in the Fourth Degree Color Corps Drill Manual. He should be a certified Color Corps Commander. The Assembly shall provide the appropriate purple cape and chapeau required to be worn by the Color Corps Commander during his time in the position of Commander. The duties of the Color Corps Commander are as follows, but not limited to: o Recruit and train Color Corps members. o Identify functions and events for the Color Corps to participate. o Obtain the approval of the Navigator for the Assembly Color Corps to participate in the function. o Make the necessary arrangements, communications, inform the membership and obtain the necessary Color Corps members to participate in said function or event. o Be in command of the Assembly Color Corps for the function or event, except where multi-assemblies are involved and then assist the District Marshal or Associate Marshal as they request. o Ensure that all members of his Color Corps conform to the standard of dress as set forth by the Board of Directors of the Knights of Columbus and the Supreme Master. Any variation from these standards will result in the District Master revoking permission for your Color Corps to perform. The Faithful Navigator may also appoint an Assistant or Associate Commander. However, the Assistant or Associate Commander may only wear the purple cape and chapeau in the absence of the Commander. There should never be two members of the Color Corps from the same Assembly wearing purple regalia at the same time. Where permission of the District Master is required for use of the Color Corps, it is the responsibility of the Navigator to obtain said permission either orally or in writing from the District Master prior to the event taking place. Color Corps Procedures All requirements for the Color Corps including general information, required attire and drill procedures can be found in the Color Corps Drill Manual -- KofC publication # dated June It is strongly recommended that the Navigator, Commander, and all Color Corps members have a copy of this manual available to them. All prior drill manuals are out of date and should no longer be referred to by members of the Color Corps. Page 7

12 SECTION 5 EXEMPLIFICATION Membership Recruitment It is the responsibility of the Navigator to foster a pro-active atmosphere in membership and to continually seek out qualified Third Degree members to join the Fourth Degree. Navigators should seek opportunities to address the Councils affiliated with the Assembly. The Navigator should also have the Council liaison work at recruiting members of his Council as a year round project. Recruitment should be an ongoing process throughout your term of office. Appoint an Assembly officer (usually the Admiral) as your membership director. Submission of Applications Each new member application (Form 4) submitted to an Assembly for approval of admission must also be accompanied with the appropriate exemplification fee and other fees for functions pertaining to the candidate s spouse and guests (if applicable). Applications should be submitted to the District Master with the appropriate required paperwork in accordance with the schedules published prior to the Exemplification. Additions and deletions can be made at any time after the first submission and as often as necessary to maintain a correct list of actual candidates. However, all applications and appropriate exemplification paperwork should be finalized and submitted to the Master fifteen (15) days prior to the date of the Exemplification. Applications for special case candidates may be submitted up to 10:00 A.M. of the day of the Exemplification, but will not be seated with their Assembly. o Updates pertaining to existing applications can be made up to seven (7) days prior to the exemplification. o Deletions can be made up to five (5) days prior to the exemplification date. DO NOT WAIT UNTIL THE DAY BEFORE THE EXEMPLIFICATION TO DELETE A CANDIDATE. ALL CANCELLATIONS MUST BE AT LEAST 5 WORKING DAYS IN ADVANCE. Once the contracts with the Hotel have been completed there can be no refunds. Your Assembly will have to absorb the cost for "no shows" and cancellations within that 5 working day period. o A final count is provided to the hotel 5 working days in advance for their preparations. The Master is charged for this figure regardless of how many are present. The hotel does not provide a refund after this date. Therefore, there is no refund available to the Assembly or the Candidate. NOTE: Changes may be made to this timetable to accommodate contractual requirements with the hotels and the candidate and Assembly Information sheets that are distributed prior to the Exemplification will supersede this information. Waivers Waivers are required for certain non-u.s. citizens taking the Exemplification in the U.S. Requests for waivers must be submitted to the Master at least 10 prior to the date of the Exemplification. Page 8

13 Duties and Responsibilities Faithful Navigator: Ensure that each application is completely and properly filled out. o The candidate s First Degree Date is filled in by the affiliated Council's Financial Secretary and that the same has validated the candidate s membership status as a member of the Third Degree in good standing If the First Degree date is missing, he should contact the appropriate Financial Secretary to obtain the candidate s exact First-Degree Date Ensure the timely submission of applications, necessary paperwork (tally sheets), and checks to the District Master. Identify deletions no later than five (5) days prior to the exemplification date. Inform candidates and their spouses or guests when they are not able to participate in functions, such as the ladies function. Remember that reservations are on first come, first serve basis. At initial check-in with the Master obtain your paperwork and ensure that your package contains the correct items and in the correct quantity. Pay particular attention to the numbered list of candidates. Each candidate prior to the Exemplification must receive his ticket with his name and his number that corresponds to the numbered list. The Navigator will return any tickets for No Shows to the District Master, Administrative Assistant, or District Secretary. The Faithful Navigator will pick up the Candidate Exemplification Certificates from the District Master s staff immediately after the Exemplification. Navigators are expected to attend all Exemplifications, even if they have no candidates. The Exemplification requires a huge number of Escorts (two for every six candidates) and we look to the Navigators to be the primary source of Escorts. Comptroller: He shall ensure that all exemplification fees for the candidates and guests are deposited in the Assembly account as required. He shall cause a check to be drawn by the Faithful Purser, made payable to the "Thomas Trudeau, Master of the Fourth Degree" in the complete amount for the submission and with the appropriate paperwork. Only checks from the Assembly will be accepted. Individual checks from candidates will not be accepted. Required Exemplification report forms distributed prior to the Exemplification should be completed by the Comptroller and forwarded to the District Master or his designee as indicated on the forms. Page 9

14 SECTION 6 - REPORTS AND FORMS Form # Due Date Virginia 1 June 1 Form 186 June 1 Form 1315 July 20 Form 1728 January 10 Virginia 4 February 1 Form 2321 June 10 Form TBP-1 April 30 Virginia 2 July 31 Virginia 3 July A June 30 Description State Directory Information Supreme Council Form listing all elected officers Audit for the period July through June Annual Survey of Fraternal Activity for calendar year Delegates to the Biennial Meeting (even years only) Civic Award To Be A Patriot Award Sir Knight of the Year Assembly of the Year RSVP - Refund Support Vocations Program Please read all forms carefully to determine who gets the original and who gets copies. Mailing Address Address Charles E. Maurer, Jr., Supreme Secretary Dennis J. Stoddard, Supreme Master Department of Fraternal Services All three of these use the same address: Knights of Columbus One Columbus Plaza New Haven, CT Richard G. Richie Head, PSD, Vice Supreme Master Tipple Point Rd. Midlothian, VA rghpsd@verizon.net Stephen P. Raschke Sr., State Deputy 5210Aberdeen Creek Road Gloucester, VA StateDeputy@vakofc.org Thomas A. Trudeau, District Master 5786 Kings Ridge Road Gloucester, VA Master@vakofc.org Page 10

15 APPENDIX A Veterans Affairs Voluntary Services (VAVS) Operating Plan Appendix A

16 Veterans Affairs Voluntary Services (VAVS) Program Calvert Province; Virginia District Operating Plan Revision # 1 (8/26/2007) Theme We, the Knights of Columbus, have long been known as a service organization. The principle of the Fourth Degree is Patriotism. Let us, as Knights and families of Knights, band together to join these two concepts into a program that offers support and recognition for our veterans. Let us thank them for protecting us and making our freedom possible. Major Elements of the Operating Plan The District Master will appoint an overall VAVS District Chairman. The District should be divided into regions that will best support the hospitals and the care givers. Obviously, the Assemblies should be divided as equally as possible and as close to the hospitals as possible. In Virginia, we plan to divide the District into five areas to support the hospitals in Virginia, eastern West Virginia and the District of Columbia. Each area will have an Regional Coordinator. Those Assemblies that are not close enough to provide hands-on support should provide support through other means and coordinate their activities with the Regional Coordinator. Roles and Responsibilities District Master The District Master shall oversee the VAVS program and ensure that it is operating effectively and efficiently and shall report to the Vice Supreme Master on a regular basis on the program being conducted in the District. District Chairman The District Chairman will be responsible for the overall successful operation of the VAVS Program He shall see that all Regional Coordinators, Navigators and Assembly VAVS Chairmen are aware of their responsibilities. He shall provide reports as necessary to the District Master on the current activities in each Region. Regional Coordinator The Regional Coordinator will be the KofC certified VAVS representative for the hospital that is being supported in that respective area and will coordinate with the VAVS Chief to Appendix A

17 determine program support needs, volunteer training, and volunteer assignments (e.g., veteran transportation, HBPC, information desk, etc.) The Regional Coordinator will communicate VAVS program needs for the hospital to the Assembly VAVS Chairmen for possible support by individual assemblies He shall update the needs list and provide to each Assembly in his area on a quarterly basis. He shall coordinate all Assembly sponsored activities with the VAVS Chief He shall provide updates to the District Chairman of what the Knights in his area are doing. Navigator He will appoint a VAVS Chairman for the Assembly. He will support and promote the VAVS activities at meetings and in newsletters. He will provide activity reports to the Regional Coordinator on the activities of his Assembly Assembly VAVS Chairman He will recommend ways for the Assembly to support the veterans based on information provided by the regional coordinator He will coordinate all activities with the Regional Coordinator. He will present the VAVS Program to the Assembly and provide status reports to the members and the Navigator. He shall provide newsletter articles regarding the activities of the Assembly. Virginia s Regional Proposal The Virginia District of the Calvert Province will be divided into five (5) regions: Region 1 in the central and eastern portions of Northern Virginia will support the District of Columbia VAMC Region 2 in the western portion of Northern Virginia will support the VAMC in eastern West Virginia Appendix A

18 Region 3 in Central Virginia will support the Richmond VAMC Region 4 in Southeast Virginia will support the Hampton VAMC Region 5 in Southwest Virginia will support the Salem VAMC Each Region will have Assemblies assigned to it based on location and size of the membership. Appendix A

19 APPENDIX B Chalice Ceremony Appendix B

20 Fourth Degree Chalice Ceremony for Deceased Members The Fourth Degree Chalice Ceremony is the primary ceremony performed for deceased Sir Knights. In addition to a chalice, other memorial items, such as liturgical vestments or a set of service regalia, may be donated on behalf of the deceased. The ceremony may be conducted immediately upon the death of the Sir Knight, either during the wake or prior to the Mass; at a convenient time after the burial when family members may be less stressed; or annually. The chalice, or other item, may be donated for each individual, or donated on behalf of a number of deceased Sir Knights. If the ceremony is not conducted for each individual Sir Knight, it should be conducted at least annually. The ceremony may be conducted in various venues. The guidelines listed here are basic in nature, and should be adapted to individual circumstances. Depending on the wishes of the family, the guidance of the Priest, or the ability of the assembly, the ceremony may be conducted during the wake at the funeral home or funeral chapel, prior to the Mass in a Church setting, or in a social or meeting hall. If a casket or remains are not available, then an appropriate table of honor with a memorial display should be used. Regardless of the memorial item used or the venue, the wishes of the family must be respected to the greatest extent possible. Pastoral and assembly considerations must also be taken into account. Unlike the provision of an honor guard for all deceased Knights and their immediate families, this memorial ceremony should be provided to Sir Knights only. The Officer in charge of the Chalice Ceremony is the Commander. He is assisted by Sir Knights who will perform the following functions during the ceremony: 1. Chief Lector 2. Poet 3. Chalice Bearer 4. Honor Guard 5. Guards of Honor (sentinels at each end of the casket or table of honor) The Chief Lector and Poet are attired in Social Regalia. The Commander and Sir Knights of the Honor Guard, will be attired in Service Regalia. The Chalice Bearer will be attired in Service Regalia but will not carry the sword/scabbard. The Navigator will come forward and address the assembled: Welcome Friar/other priests, family of the deceased, friends. On behalf of the Sir Knights of Assembly, I offer sincere condolences to [wife] and your family for your loss. Now it is our privilege to conduct this {chalice/memorial} service in honor of your beloved, Sir Knight, who exemplified the principles of our Order of the Fourth Degree and will be missed by his Brother Knights. Before you are items that are symbolic of the Fourth Degree. The regalia, consisting of the chapeaux, cape, sword, and gloves. The rosary of our Blessed Mother and a rose representing our respect to the sanctity of life. Posted is the flag of the United States. Worthy Commander, you may proceed with the ceremony. (Navigator returns to his place.) Appendix B

21 At the appointed hour, the Commander (with right shoulder of cape unfurled and sword at carry) and the Honor Guard with capes with right shoulder unfurled and swords in scabbards, will slowly march down the aisle followed by the Chief Lector, the Poet, carrying the Bible, and the Chalice Bearer, carrying the Chalice and Paten. The same procedure would be followed if another memorial/gift will be presented. Upon the Commander reaching the casket/table of honor, the procession will halt and the Commander will Present sword in salute to the deceased and return sword to scabbard. After the Commander completes an about face, the Honor Guard will execute a right and left face, turning simultaneously without an audible command. The Commander shall remain in place until the Chief Lector, Poet, and Chalice Bearer arrive at the draped stand at the head of the casket/table of honor. At this time, the Commander will position the Honor Guard in such a way so as not to block the view of the family and friends. In most circumstances, the Honor Guard may retire to the rear of the chamber. The Chief Lector and Poet will proceed to seats provided for them and the Chalice Bearer will place the Chalice on a stand draped with a black cloth with the Emblem of the Fourth Degree at the head of casket or table of honor. The Chalice Bearer will then station himself at the foot of the casket, while the Commander stations himself at the head of the casket. Their positions will be at an oblique angle to the deceased and the people, and must ensure a clear view of the deceased and the chalice. Here proper positioning of the members of the team is dependent on the venue for the ceremony and the arrangement of the casket/table of honor, and seating for the guests. The Faithful Friar, Priest, or Deacon should be seated with the family. After the honor guard is positioned and all members of the team are positioned, the Faithful Friar will come forward and recite the Rosary or other prayers for the occasion. The Commander and the Chalice Bearer will remain standing during the prayers, while the Chief Lector and Poet will remain seated. At the conclusion of the prayers, the Faithful Friar or Priest will return to their seat. After an appropriate interlude, the Chief Lector steps forward to the podium, makes a slight bow of respect to the deceased and speaks clearly and solemnly the following: Friends: The Assembly of the Fourth Degree of the Knights of Columbus is once more called upon to bid a last farewell to one of its loyal members, and to pay a small tribute of respect to him who Almighty God, in His infinite wisdom and mercy, has seen fit to call to his eternal reward. The occasion that brings us here this evening is not altogether a sad one; though, it is sad, indeed, to realize that death has cut short another life - the life of one of our respected and cherished members. It is also sad to realize that the ties of friendship and fraternal affection which bound him to our Assembly have been severed, and his hallowed remains now await the final Day of Judgment. But in our sadness, we are consoled by the thought that although his days have come to an end Appendix B

22 and that he, whom we knew and loved, is now forever at rest with his creator; his labors are finished and a faithful servant has been called to meet his heavenly Father. As we ponder the uncertainty of life and the debt we owe to our departed brother, it is an occasion such as this that compels us to dwell in serious thought on that time when we, too, shall join that endless caravan ever winding its solemn way to that undiscovered country from whose shore no traveler ever returns. What a note of gladness, power, and confidence rings out in the words of St. Paul For this corruptible body must put on incorruption and this mortal body must put on immortality... but when this mortal body hath put on immortality, then shall come to pass the word that is written... death is swallowed up in victory... Oh death, where is thy sting?" Truly the resurrection of Christ as described by St. Paul and the sure hope of our own resurrection robs death of its victory, robs the grave of its sting. Tonight our hearts go out in deep sympathy to those who remain to mourn. Their loss is a heavy one. Their bereavement is great, but we ask Almighty God, in His goodness and kindness, to console them. For those who knew Sir Knight, may I borrow an exhortation from St. Ambrose, "We loved him in life; let us not forget him in death. With our minds reverting in tenderness and sorrow to that voice now stilled, once mingled with ours in our Assembly meetings, may I ask you one and all to hearken to the voice of the Poet. The Chief Lector retires to his seat and the Poet approaches the podium and solemnly recites the following: Wild the sea clamors from its echoing caves, But other voices rise above the waves; As now you are, O friends, so once were we. As now we are, so one day you shall be. And still they rise and plead and hurry by, Sobbing and breaking in that long sad cry - PRAY FOR US. Father of all, be merciful to all. Hold not this faithful servant long in thrall, Open to him Thy blessed dwelling place, Hide not too long the glory of Thy face. Mother of Pity, hearken to that cry, Cleaving the clouds and quivering to the sky. PRAY FOR US. The Poet retires to his seat and the Chalice Bearer approaches the casket/table of honor, facing the deceased, he recites the following: Worthy Sir Knight, in the presence of your loved ones and your assembled Brothers gathered here on this solemn occasion to pay our last respects to your earthly remains, we honor you not as a pagan with bronze plaque or sculptured stone, but as a Appendix B

23 Christian we honor you with this Chalice upon which your name is (will be) engraved. [Or description of other memorial gift.] In due time, it will be sent to some needy mission outpost of Christianity, newly ordained priest, or other worthy vocation or recipient. It matters whether or not it shall serve in some Igloo chapel of the Frigid Zone or a thatch-roofed hut in a tropical jungle, or busy parish church, wherever it may be, it will be used in the Holy Sacrifice of the Mass and there you will be remembered. May its daily use resound to your eternal glory. [This portion may be modified to fit the appropriate memorial gift being donated.] At this point in the ceremony, the Chalice Bearer will retrieve the chalice and hold it in his hands while extending the Assembly's condolences to the family. The Chalice Bearer will then display the Chalice to the members of the family. The Commander will ensure he remains at least one pace behind and to the right of the Chalice Bearer during this most solemn moment. At this time, the Chief Lector and Poet will silently depart. During this showing of the chalice, the Navigator may read a short biography of the deceased Sir Knight. OPTIONAL: Where the ceremony is performed as part of the Mass and the condolences have been offered by the Chalice Bearer, he takes the Chalice and places it on the altar where the Celebrant will use it during the conduct of the Mass. Upon completion of the condolences to the family by the Chalice Bearer, the Commander will return to his position in front of the casket/table of honor, face it, and come to the position of carry sword at which time the Chalice Bearer will depart. With a slight nod of the Commander's head, the Honor Guard will draw swords, and with swords at the carry and capes still right shoulder unfurled, will, in single file approach the casket/table of honor, and pay their last respects with a present sword and depart. After the retirement of the Honor Guard, the Guards of Honor will join the Commander in front of the casket/table of honor. All three will then execute a present sword, followed by carry sword, and then depart. Appendix B

24 Appendix B

25 Appendix B

26 APPENDIX C Motions and Resolutions Appendix C

27 MOTIONS AND RESOLUTIONS Motion A motion is a proposal that the council/assembly take certain action or that it express itself as holding certain views. It is made by a member's obtaining the floor and saying I moved that and then stating the action he proposes. Thus, a member Moves that action is taken. (e.g.: a resolution adopted, a resolution or motion amended, referred to a committee, etc.) When a motion is of such importance or length as to be in writing, it is usually written in the form of a resolution. Resolution Every resolution should be in writing. If it is desired to give reasons for the resolution, they are usually stated in a preamble, each clause of the preamble constitutes a Paragraph beginning with WHEREAS, NOTE: The preamble is always amended last, as changes in the resolution may require changes in the preamble. The word WHEREAS, being printed in italics, underscored, or in bold, and followed by a comma, then proceed with the preamble, giving the reasons, explanations, or justifications for the resolution. Each preamble, giving reason, explanation or justification must be proceeded by a WHEREAS, and having its own paragraph. The action to be taken by a resolution should be either, RESOLVED or BE IT RESOLVED, or "THEREFORE BE IT RESOLVED, this, too, should be in italics, underscored, or in bold following by a comma, and the word That, then stating the action is to be taken by the resolution. More than one action may be taken is a single resolution if it relates to the reason, explanation or justification. If the words RESOLVED, BE IT RESOLVED or THEREFORE BE IT RESOLVED were replaced by the words I Move, the resolution becomes a motion. After obtaining the floor, a member says I move the adoption of the following resolution. Which he reads and hands a copy to the Grand Knight/Faithful Navigator and the Recorder/Scribe. (Or as prescribed by Council/Assembly By-Laws) In moving the adoption of a resolution the preamble is not usually referred to, as it is included in the resolution. The preamble should never contain a period, each paragraph should close with a comma or semicolon, followed by, and, except the last paragraph, which should close with the word therefore, or therefore be it. Within the Knights of Columbus a resolution is submitted without debate, advertised to the membership and discussion/debate occurs at the next business meeting under old business. Seconding a Motion As a general rule every motion should be seconded. Where the Chair is certain the motion meets with general favor and yet members are slow about seconding it, he may proceed without waiting for a second. However, anyone may make a "point of order" that this motion has not Appendix C

28 been seconded, and then the Chair is obliged to proceed formally and call for a second. The better way when a motion is not at once seconded is for the Chair to say, Is there a second to the motion. After a motion has been made, no other motion is in order until the Chair has stated the question on this motion or has declared after a reasonable opportunity has been given for a second that the motion has not been seconded, or has ruled it out of order. If a motion does not receive a second, it dies for a lack of a second, the Chair moves onto other business, there is no discussion, the motion is dead! A motion is seconded by a member saying "I second the motion" or "I second it, which he may do without obtaining the floor. (See Robert's Rules of Order for exceptions not requiring a second) Stating the Question When a motion has been made and seconded, it is the duty of the Chair, unless he rules the question Out of Order, to immediately state the question - that is - state the exact question that is before the body for its consideration and action. Stating the question may be done in various ways; e.g., It is moved and seconded that (action so taken), It is moved and seconded to adopt the following, (read resolution), or It is moved and seconded to amend the motion (read motion or resolution) by (state proposed action). Only after stating the question may the question be discussed or debated on the floor. Such discussions will be addressed to the question. All other discussion is out of order. When a motion/resolution has been amended - discussion or debate will be directed only to the question as amended - all other discussion is out of order. Putting the Question and Announcing the Vote When discussion or debate appears to have closed, the Chair asks Are you ready for the question? If no one rises to object, he proceeds to put the question - that is, to take a vote on the question, first calling for the affirmative and then the negative vote; e.g., It is moved and seconded that (action of motion/resolution on the floor), those in favor of the (motion/resolution) say aye, those opposed say no. The (ayes/nos) have it the (motion/resolution) is (approved/defeated). Discussions and/or Debates During the discussion or debate of a motion/resolution, all conversation is addressed to the Chair, not to other members who may or may not have spoken to the question. The Chair may set limits on discussions/debates of a motion/resolution as to; a time limit of each members speech, number of times a member may speak, total time for debate, etc. However, all restriction s place on a discussion/debate should be announced prior to beginning of any and all discussions/debates. The Chair may cut off a member if his discussions are not germane to the discussion/debate on the floor or the member proceeds to interrupt another member who has the floor. What is germane is the prerogative of the Chair. Appendix C

29 APPENDIX D Forms and Reports Appendix D

30 Completion Checklist for Fourth Degree Membership Document (Form 4) Please make sure you are using the correct version of the Form 4. The most recent version is of a purple color and has the following in the upper right hand corner: 12/14 This document is pressure sensitive, so please PRINT with a ballpoint pen and press hard enough to reach the last page. Please note that ALL copies of the form should be submitted as instructed. Do not separate any copies. That said, it is highly recommended that you make a copy of the form before submitting it as you will not get your copy of the form back until after the Exemplification. We cannot accept copies of the forms without the originals. Please note that: All information in sections 1, 2, 3 and 4 MUST be completed. Note that BOTH the applicant and the proposer must sign and date the form in section 4. Section 5 and 6 MUST be completed by the Assembly. This includes: o Both the Navigator and the Comptroller need to sign and date the form in Section 5 o Number and location of Assembly is included (on the line that says new or present ) o Ensure that the candidates membership number is included at the top of Section 6 Section 7 needs to be completed by the Financial Secretary indicating that the member is in good standing in his local Council. Remind the FS to verify the First Degree date for each candidate. The FS also needs to sign and date the form in Section 7. No entries should be made in Section 8. Please ensure that all information, other than signatures, is printed and is legible. If the name is not completely legible, please reprint it near the top of the form. Appendix D

31 It is the responsibility of each candidate, Proposer, Navigator, Comptroller, and Financial Secretary to complete their portion of the form and sign and date the form. By signing the form, each individual indicates that he has reviewed the form and that it is complete and ready for processing. MOST IMPORTANTLY, THANK YOU FOR YOUR HELP AND COOPERATION Virginia Forms There are several Virginia District forms that must be filled out throughout the coming year. They are listed below. Virginia 1 Directory Information form (June 1) Virginia 2 Sir Knight of the Year form (July 31) Virginia 3 Assembly of the Year form (July 31) Virginia 4 Delegates and Alternate Delegates to the Biennial Meeting (required this fraternal year) Supreme Council Forms All Supreme Council forms can be accessed from the Navigator CD that you will receive and from the Supreme Council website at The forms that you will be required to file during the fraternal year are as follows: Report Title Form Number Due Date Annual Assembly Audit 1315 July 20 ** Annual Survey of Fraternal 1728 January 10 ** Activity To Be A Patriot Award TBP-1 April 30 *** Report of Officers Elected 186 June 15 ** Civic Award 2321 June 15 ** RSVP 2863A June 30 ** Early deadline stipulated by the Master *** Submitted to the Master, not to Supreme Appendix D

32 APPENDIX E Useful References Appendix E

33 Useful References Please note that many of these publications will be received by you in the Navigator s package (CD) that will be mailed from Supreme. Additional copies may be ordered from Supreme using the item numbers shown below. Item # Title 1 Requisition forms (7/12) 4 Fourth Degree Membership Document (7/11) 30 Constitution Laws and Rules (11/12) 325 Assembly Report Forms Booklet (3/12) Sample of Assembly by-laws 808 * Color Corps Drill Manual (6/08) 1264 Supply Catalog (1/12) 1350 * Fourth Degree Laws and Rules (9/12) 1355 Installation of Assembly Officers Ceremonial (11/12) 1612 * Protocol Handbook (12/11) 1953 * Fourth Degree Program Manual (10/06) 2066 * Ceremonial for Conducting an Assembly meeting (11/99) 2066 RO Ceremonial for Renewal of Obligations (1/93) 2543 * Fourth Degree Certificates book (3/12) 4135 Message for Knights Who Want More 4155 * A Guide to Fourth Degree Membership Recruitment 4544 An introduction to the Fourth Degree 4582 * Serving Those Who Served * United States Flag Manual * These items can also be found on the Navigators CD from Supreme Appendix E

34 APPENDIX F Virginia District Forms Appendix F

35 Knights of Columbus Virginia District Fourth Degree Report of Election of Officers for the Fraternal Year This form must be submitted to the District Master immediately following Assembly elections, but no later than June 1 st. The information provided will be published in the Virginia State Council Directory. Assembly Name and Number Meeting Location and Day of Month Please type all information. Faithful Navigator Name of Spouse Address City, State, Zip Telephone Address Faithful Friar Parish Address City, State, Zip Telephone Address Faithful Comptroller Name of Spouse Address City, State, Zip Telephone Address Faithful Commander Name of Spouse Address City, State, Zip Telephone Address Web site address Virginia Form 1 Knights of Columbus Appendix F

36 Fourth Degree Virginia District Sir Knight of the Year Virginia Form 2 General Instructions: This form should be completed by the Faithful Navigator or a committee duly appointed by him. The form must be submitted to the District Master no later than July 31 st. All required information should be typed or clearly printed. Eligibility: Any member of your Assembly is eligible provided he is a member in good standing in his Council and the Assembly. Method of Selection: The method that each Assembly utilizes to select their Sir Knight of the Year is at the discretion of each Assembly. Factors to consider are the nominee s involvement and accomplishments with his family, his Assembly, his Church, and his community Begin by making a list of the Nominee's contributions in the above areas. When you are satisfied that you have completed the Nominee's contributions, make as readable as possible. Present the contributions under each item using as much space as is required. Use short concise statements. Many times shorter is better. Long-winded complex and rambling sentences tend to confuse your point and the scorer. The reader will score the entry on substance not the writing skills of the committee. Appendix F

37 VIRGINIA DISTRICT SIR KNIGHT OF THE YEAR NOMINATION Assembly Name and Number: Faithful Navigator: Part One: Nominee Information Name of nominee: Spouse s name (if applicable): Year he joined the Fourth Degree: Name of his home Council: Name of his home parish: Part Two: Basis for Nomination Devotion to and Involvement with his Family: (Describe the extent of the Sir Knight's devotion to, and active involvement with, his family. Give specific examples of his devotion and involvement in the last fraternal year. If he has no immediate family, describe his involvement in his Parish family.) Active Involvement in his Assembly: (Describe in detail the extent of the Sir Knight's active personal involvement, including offices held, directorships, committee chaired or served on, projects undertaken or involved in as a leader or individual worker.) Active Involvement and Commitment to his Church and his Community. (Describe in detail the Sir Knight's active involvement in, and commitment to, his Church, his local schools and civic groups.) Appendix F

38 This completes all of the information required for consideration as the Sir Knight of the Year. Submitted by: Date: Submit this form and any attachments no later than July 31 st to: Thomas A. Trudeau, District Master 5786 Kings Ridge Road Gloucester, VA Or via to Appendix F

39 Knights of Columbus Fourth Degree Virginia District Assembly of the Year Virginia Form 3 The Virginia District "Assembly of the Year Program" is a comprehensive series of requirements which, if completed, will enhance your Assembly's ability to recruit new members, communicate better with your current members, and increase the visibility of the Knights of Columbus in the Church and the community. It will also increase the efficiency of the administrative process of your Assembly by requiring all Assembly reports to be submitted to the District Master and the Supreme Council on time. The time period for consideration is the fraternal year from July 1 to June 30, and the Assembly's achievements during this time period. Criteria for Assembly of the Year The first requirement for consideration to receive the Assembly of the Year award is that all reports required during the fraternal year were submitted on a timely basis. This includes the following: Report of Officers Chosen Civic Award Application Annual Assembly Audit Report Annual Survey of Fraternal Activities Assembly of the Year form *** Sir Knight of the Year Nomination *** State Directory Information Report *** *** denotes a Virginia District Form. All other forms are Supreme Council forms Submission of the optional To Be a Patriot Entry Form (Form TBP-1) by June 30 will earn additional credit. Additional consideration will be given based on the activities of the Assembly during the fraternal year. Areas of specific interest are as follows: Patriotic activities Color Corps activities Church activities Social activities Membership and Recruitment activities Memorial activities Assembly communication (i.e., newsletters, web site) There is no need to attach copies of the required reports provided that a copy has previously been provided to the District Master. Appendix F

40 The following application is submitted for consideration in the selection of "Assembly of the Year" for the Virginia District, Calvert Province, Fourth Degree Knights of Columbus. Assembly Name and Number: Faithful Navigator: Part One: Assembly Reports Please indicate if each of the following mandatory reports were submitted on time: Form Name Form # Due Date Yes/No? Annual Assembly Audit Report Form 1315 July 20 Annual Survey of Fraternal Activities Form 1728 January 10 Report of Officers Chosen Form 186 June 1 State Directory Information Report VA Form 1 June 1 Civic Award Application Form 2321 June 10 Sir Knight of the Year Nomination VA Form 2 June 30 Assembly of the Year VA Form 3 June 30 Did the Assembly submit an optional To Be a Patriot Entry Form (Form TBP-1) by the due date of April 30 th for a specific significant activity conducted by the Assembly? Yes/No: Part Two: Assembly Activities: In this section, please provide information for each category. Activity descriptions should include a brief description of the activity, the date it was conducted, how many people participated and any other information you want to include. You should provide information for every activity you conducted in each category. You should include all of the activities you conducted in each category and use as much room as you want. If you did not have any activities in a specific category, just leave that section blank. Patriotic activities Color Corps activities (in this section, you should advise how many Color Corps members have been certified) Church activities Social activities Appendix F

41 New member recruitment (include number of new Sir Knights this fraternal year) Membership and Recruitment activities (Renewal of Obligations ceremony, membership drives including Council visits, etc). Memorial Activities (include memorial services, Chalice ceremony, etc) Assembly communication (i.e., newsletters, web site) Other categories not already considered This completes all of the information required for consideration as the Assembly of the Year. Submitted by: Date: Submit this form and any attachments no later than July 31 st to: Thomas A. Trudeau, District Master 5786 Kings Ridge Road Gloucester, VA Or via to Appendix F

42 Fourth Degree Knights of Columbus Virginia District Virginia Form 4 Delegates and Alternate Delegates to the Biennial Meeting This form must be submitted to the District Master immediately following Assembly elections for Delegates and Alternate Delegates to the Biennial Meeting. The Supreme By-Laws concerning the Fourth Degree define the number of delegates as the Faithful Navigator and one delegate for every major fraction of 100 members. The membership is based upon Supreme Council Membership records as of January 1, If you have 150 members you will have the Faithful Navigator and 1 delegate. If you have 151 members you will have the Faithful Navigator and 2 delegates, etc. See the attached chart. Note: Elections should be held in February, 2016 and this form immediately completed and forwarded to the District Master. Please note that you should elect the same number of Alternate Delegates as you have regular Delegates. The Biennial meeting has been scheduled for DATE at LOCATION, starting at 9:00 AM. Assembly # Assembly Name Please type or print all information. Delegate Allowance equals Navigator plus for a total of Navigator Membership # Additional Delegates: Name Membership # Name Membership # Name Membership # Name Membership # Alternate Delegates (one for the Navigator and each elected Delegate): Name Membership # Name Membership # Name Membership # Name Membership # Name Membership # Appendix F

43 This form should be completed and ed to Thomas Trudeau at and to the District Secretary Mike Lazzuri at or snail mailed to 5786 Kings Ridge Road, Gloucester, VA no later than March 1, Biennial Delegate Chart Assembly Membership Navigator Additional Delegates Total Delegates Examples Appendix F

44 APPENDIX G Liturgical Services Guidelines Appendix G

45 Honor Guard Guidelines for Liturgical Services The main function of the Honor Guard at liturgical services is to add dignity and honor by escorting the Celebrant to the altar at the beginning of the service and to escort the Celebrant from the altar at the end of the service. The focus of the procession is the celebrant. The focus of the Mass is the Eucharist. All actions of the Honor Guard support the Celebrant and not call attention to the Honor Guard itself. The actions of the Honor Guard should never distract the Faithful from the focus of the celebration. The role and position of the Honor Guard must be pre-arranged with the Bishop s staff or the local Pastor. Specifics as to the location for forming the Honor Guard, seating during the service, and where to dismiss after the service must be arranged in advanced. The actions of the Honor Guard must not detract from the dignity of the service. Silent commands and cues will be used throughout the ceremony. Members must cue on the Honor Guard Commander. Honor Guard members must maintain full control of their swords and scabbards throughout the service. No sound should be heard when returning the sword to its scabbard. Remember: A silent Honor Guard is a good Honor Guard. Honor Guard members must maintain control of their scabbards throughout the ceremony. The left hand must control the scabbard at all times, whether standing, sitting, or kneeling. When standing, Honor Guard members will be at attention. When sitting, the sword will be placed diagonally across the knees and held with at least one hand at all times. When kneeling, the sword will be placed across the calves. Once the entire Honor Guard has returned in place in the pews, the Honor Guard Commander will issue a silent command to remove the chapeau. The chapeau will be gripped by the right hand, lifted straight up off the head and placed over the left shoulder. When standing or kneeling, the chapeau will be held with the right hand and the chapeau over the left shoulder. When seated, the chapeau will be placed on the lap. The chapeau will remain off until after the final prayer. After the Great Amen, the Honor Guard Commander will give the silent command for the Honor Guard to remove gloves. The gloves will be placed with the chapeau on the pew, until after the reception of the Holy Eucharist. Members will process to communion without gloves and chapeau. However, scabbard control must be maintained. The Honor Guard should be the last to receive the Holy Eucharist. When all members of the Honor Guard have returned from communion, they will re-glove their hands and carry their chapeau, if kneeling or standing, over their left breast; if seated, on their lap.. In order to maintain unity, members must cue on the Honor Guard Commander. The exact actions of the Honor Guard will be determined by the route of the procession and the design of the church. Depending on the wishes of the Bishop or the local Pastor, the Honor Guard may be seated some-where other than the rear of the church. These guidelines are general in nature and may be adapted to the local conditions. The Honor Guard will form at the rear of the church. All members will be at the carry sword and at attention. The Honor Guard processes at the head of the liturgical procession, directly in front of the Crucifix and candle bearers. At the foot of the altar, the Honor Guard, in unison, reverences the altar. This is done by a slight bow. Do not substitute a present swords for the Appendix G

46 bow. After reverencing the altar, the Honor Guard will divide into two files, with the left file executing a file left and the right file executing a file right along the front pew. When the first person in each column reaches an appropriate spot, the files will execute a left and right face toward the altar. When the Celebrant reaches the first pew, the Honor Guard will present swords. The Honor Guard will hold the present until the Celebrant reverences the altar and then takes his first step toward the altar. At this first step, the Honor Guard will carry sword, do a left and right face towards the sides of the church, and proceed to the appropriate side aisle to the rear of the church. The Honor Guard will then take their seat and participate in the ceremony. When practical, the Honor Guard should receive the Eucharist from the main Celebrant. The Honor Guard processes to the Celebrant in a single file, left hand grasping and controlling the sword and scabbard, the right hand held along the side of the body. After the receipt of the Holy Eucharist, the Honor Guard will return to their seats, or in some circumstances return to a designated area to re-form the Honor Guard. In order to avoid confusion upon return to the pews, the Honor Guard members must maintain the order of the file after receiving the Holy Eucharist. At the appropriate time towards the end of the ceremony, the Honor Guard will leave their seats and re-form at the rear of the church. The Honor Guard will again divide into two files and proceed to the side aisle from which they recessed. At the appropriate time, normally after the final blessing, the two files will process down the side aisles and proceed along the front pew to the center aisle or the aisle from which they will recess. At the appropriate time, normally when the Crucifix turns from the altar, the two files will proceed out the aisle re-forming into a double column ahead of the Crucifix and the rest of the liturgical procession. The Honor Guard will be at carry sword throughout the recessional. During the recessional, the Honor Guard does not reverence the altar or present swords. During the processional, recessional, and the march to receive communion, members of the Honor Guard are to remain silent. They do not participate in the singing of hymns or other musical arrangements. Once the Honor Guard returns to the pew, they may fully participate in the Sacrifice of the Mass along with the faithful present. All members are encouraged to fully participate in singing and all verbal parts of the Mass. The consecration of the Blessed Sacrament is the center of our Faith. As such, at the time of the consecration during the Mass, all honor and praise should be given to God. The Honor Guard will make no movement or other display during the consecration of the Blessed Sacrament. Depending on the instructions from the Bishop, the Pastor, or local custom, the Honor Guard will escort the Celebrant to the rear of the church; to a specified location; or to a designated area to be dismissed. Please note: These guidelines are general in nature and may be adapted to the local conditions. These guidelines have been approved by the Bishops of both the Arlington and Richmond Dioceses. These guidelines supersede those recommend by the Supreme Master or those currently in the color corps manual for use in the Virginia District. Appendix G

47 APPENDIX H Pins, Jewels and Medals Appendix H

48 Pins, Miniature Jewels, Jewels, and Medals The Fourth Degree Color Corps, including both Color Guard and Honor Guard activities, will be uniform in the wearing of pins, miniature jewels, jewels of current office, and medals. The official lapel pin of the Fourth Degree is the Fourth Degree Lapel Pin, item # PG113. This is the only pin authorized by Supreme for wear while dressed in Fourth Degree regalia, social or service. In the Virginia District, when wearing social regalia, this is the only pin authorized for wear. Social regalia includes the standard tuxedo and social baldric. Supreme defines the dress for the Exemplification and for the Installation of Officers. Thus, only the official pin of the 4th Degree, the PG-113, will be worn for those attending these events, for both social and service regalia. The National Flag Fourth Degree Lapel Pin, item # PG-745-US, will be worn by Virginia District Color Corps members when in service regalia. Service regalia includes the standard tuxedo worn with chapeaux, cape, service baldric, sword, and white gloves. This National Flag Fourth Degree Lapel Pin combines the American flag and the Fourth Degree Lapel pin into a single pin. Note: some pastors in Virginia and in the entire Archdiocese of Washington prohibit the carrying of the sword. However, the service baldric should still be worn without the scabbard and sword. In keeping with the principles of uniformity, these are the only lapel pins authorized for use by Sir Knights in social regalia and for Color Corps Members in service regalia. In order to maintain a uniform appearance, all pins are worn in the same position on the left lapel of the tuxedo. The National Flag Fourth Degree pin will be placed on an extended line from the top of the miniature jewels to the lapel. This is approximately 3 inches from the top of the breast pocket. This will place the combined pin approximately half way between the top of the service baldric and bottom of the break of the cape, where it will be visible. When wearing the official Fourth Degree pin in social regalia, the pin is placed in the same position as the National Flag Fourth Degree pin. Third and Fourth Degree miniature jewels are authorized for wear with both the social and service regalia. All Sir Knights should wear the Third and Fourth Degree miniature jewels for which they are authorized. The miniature jewels are worn centered on the left front panel between the lapel and the left armhole seam with the bottom edge of the jewel ¼ inch above the top of the pocket. The Color Corps Drill Manual (Publication 808, pages 16 and 17) defines the precedence and location of the miniature jewels when wearing more than one. No pins or medals of any other group or organization are allowed to be worn in regalia, whether social or service. Exception: A Papal Order Medal (Knight of St. Gregory, Knight of the Holy Sepulcher, Knight of Malta, etc.) may be worn; and, in fact, would take precedence over Knights of Columbus miniature jewels. See Color Corps Manual. Sir Knights are authorized to wear their current jewel of office. The jewel of highest current office, 3 rd or 4 th Degree, should be worn. The jewel ribbon must be full length, not shortened or altered in any manner. Pins, name badges, or other ornaments will not be placed on jewel ribbons, social, or service baldrics. Appendix H

49 APPENDIX I Supreme Guidance on Color Corps Appearance Appendix I

50 Supreme Guidance on Color Corps Appearance The following guidance was initially developed for color activities at the Supreme Conventions and other Supreme events. These guidelines, developed and distributed by Charles H. Gallina, SD/FVSM, KHS, Colonel USMC/Ret, Assistant for Military and Veterans Affairs, National VAVS Representative, Liaison to the Archdiocese of the Military Services, are issued in the name of the Supreme Master. These guidelines will be followed for all Supreme, Provincial, and Virginia District color corps events. The Fourth Degree Knights of Columbus is the visible arm of the Knights. In regalia, the public recognizes our Order. Hence, uniformity in appearance, proper pace and spacing during processions and parades are critical. Uniform, Appearance, Actions Color Corps uniform shall be in accordance with uniform specification as delineated in the "Law and Rules Governing the Fourth Degree of the Knights of Columbus (2013", Article XI Section 38 (a) and Section 40 (a); the "Color Corps Drill Manual" "Official Dress -- Members" and "Official Dress- Color Corps", pages Black footwear means black DRESS SHOES (NO boots of any kind, e.g. Western, Chukka, etc.), neatly polished The pin to be worn by all members in regalia shall be the Official Fourth Degree pin PG-113 (no flag pins) and shall be worn for all Supreme events. All members for the Color Corps shall be inspected prior to each Color Corps event. No earrings, extraneous jewelry, unauthorized miniature jewels. No pony tails. Hair shall be neatly trimmed and fit under the Chapeaux. Facial Hair (beards, mustaches, sideburns, etc.) shall be neatly trimmed (NO "Fu Manchu" style mustaches, Santa Claus" type beards, lengthy or "bushy" sideburns, etc.). Tux and Capes shall be "wrinkle free", freshly pressed and/or steamed. Uniform regulations as specified will be STRICTLY enforced. Those in noncompliance will be excused from the immediate color corps event. For Liturgical processions, marches, and other processions, there shall be NO walkers, oxygen tanks, canes, etc. Each Honor Guard member participating in a march or procession must be able to maintain the pace and or spacing required. All electronic devices, including cell phones, should be turned off or placed in silent mode. Once the color corps activity commences, the use of cameras is prohibited. This includes all photographic equipment, to include cell phone cameras, and video recording devices. Miniature body or equipment mounted cameras are also prohibited. Appendix I

51 Appendix I