Western States District Conference. Office of the President and Financial Secretary. November 21, 2017

Transcription

1 November 21, 2017 DISTRICT DEPUTY Lady Lori McCoy Shuler TO: SUBJECT: All Grand Ladies, WSDC Board Members, Knights of Peter Claver - Ladies Auxiliary, Ladies Auxiliary National Board Members 65th Annual Western States District Conference PRESIDENT Lady Franz Aubry VICE PRESIDENT Lady Gloria McClaurin RECORDING SECRETARY Lady Karen Pinson FINANCIAL SECRETARY Lady Vernetta Buckner TREASURER Lady Barbara Williams MISTRESS AT ARMS Lady Mary Harvey JR. DAUGHTER DIRECTRESS Lady Lydia Price IMMEDIATE PAST DISTRICT DEPUTY Lady Renita Lloyd-Smith COURTS TO THE BOARD Lady M. Nell Bradley - Court 155 Lady Barbara Montgomery - Court 175 Lady Patricia Pitre - Court 230 Lady Tamara Bell-Murray - Court 336 info@kpcwsdc.com Fraternal Greetings, The 65th Annual Western States District Conference (WSDC) of the Knights of Peter Claver and Ladies Auxiliary will be held on April 27, 28 and 29, 2018 at the DoubleTree by Hilton located in Portland, Oregon. The DoubleTree is located in Portland's Lloyd Eco District, adjacent to MAX light rail with access to many downtown businesses. Please encourage members of your Court to attend and participate in this annual business meeting in the beautiful state of Oregon. Very appropriate and inclusive of political, social, racial and economical issues we all face today, the theme for this year s conference is: Break Every Chain in the Mighty Name of Jesus Attached you will find very important information, forms and reminders to assist you in planning for the upcoming Conference. This information can also be found on the WSD website at Please take time to read and understand all enclosed information and pay particular attention to ALL deadlines. Please take note of the Conference schedule and make your travel plans accordingly. An early arrival on Friday is encouraged in order to participate in the many activities scheduled on Friday such as, WSDC Board meetings, committee meetings, prayer service, workshops, candidates forum, and the hospitality event. Your voice has been heard! Although there were so many excellent comments regarding our 2017 Conference, it was quite clear we needed to work on providing more time for committee work. We are requesting that you be mindful of the March 15, 2018 cutoff for registration. Every effort will be made to arrange that you receive your committee assignments by April 1, 2018 so that some committees can begin committee work prior to Conference. Your committee choice cannot be guaranteed for registrations received after March 15th. Lady Nell Bradley and Lady Tamara Bell-Murray will notify you of your committee assignment and provide you an opportunity to meet via conference call prior to Conference. Effective January of 2018, you can register online at conferences. Office of the President and Financial Secretary Western States District Conference

2 Page is a voting year and most of the Conference Officers will have reached their maximum term in office. Please pray and consider running for a Western States District office. Here s a chance to make a difference. We are very blessed in the Western States District as we have many varying gifts and talents. Don t let those gifts and talents go to waste...you ARE NEEDED. The duties of Conference Officers are included herein for your serious consideration. If you have any questions or require additional information, please do not hesitate to contact us. We look forward to seeing you in Portland! Your Sisters in Christ and Claverism, Lady Franz Aubry WSDC President Lady Vernetta Buckner WSDC Financial Secretary Enclosures: Conference Information Packet Committee Descriptions Conference Dues and Assessments Form Credentials Form & Instructions Duties of Conference Officers Emerging Leader Flyer Junior Fundraiser Flyer Registration Form Souvenir Booklet Form Award Forms Award Forms Instruction Sheet Lady of the Year Court of the Year Grand Lady of the Year Counselor/Asst. Counselor of the Year Charity Award Humanitarian of the Year Conference Polo Shirt Hotel / Tourist Information Sheet

3 2018 WESTERN STATES DISTRICT CONFERENCE PACKET 65th Annual Western States District Conference April 27-29, 2018 DoubleTree by Hilton 1000 NE Multnomah Portland, Oregon 97232

4 Charity Request Form Each year during Conference, a Charity Committee is chartered to award funds to a charitable organization on behalf of a Council and/or Court as the petitioner. These funds are given to a needy cause or organization closely aligned to the unit. The Charity Request form must be filled out and will be submitted to the WSDC Charity Committee. Please send completed forms to the WSDC President, Lady Franz Aubry at 3921 W. 28 th Street, Los Angeles, CA Requests must be postmarked on or before March 15, Incomplete applications or applications postmarked after March 15 th will not be considered. The WSDC Charity Fund is available to all member Courts and Councils in the Western States District. In order to be qualified, units must be financial by paying all annual dues and assessments prior to submitting a request for Charity funds. Furthermore, the Charity Fund Guidelines state: A Council or Court that is awarded a Charitable Grant is excluded from applying for a grant for two (2) consecutive Years. Example: If you received an award 2016, you can not apply again until Committees In an attempt to be more efficient and improve our time management, we are affording committees the opportunity to meet prior to Conference to perform preliminary committee work. Please make every effort to register early so committees can be established and every Lady can receive their assignments in enough time to start the process. For your convenience, a list of committee descriptions is included herein. Your choice must be included on your registration form or selected online if you should choose to register online. Conference Annual Dues & Assessment Fees To belong to the District Conference, each unit must pay dues and assessments. The dues are $80 per unit and comprise of $30 Charity Fund, $25 Conference Dues, and $25 Junior Division Assessment. All Conference dues and assessments must be paid in full by March 15, 2018 allowing member Courts to have their delegation receive a voting card. All information will be verified prior to Conference (see enclosed form). If the Court is delinquent in its membership fees, the Court members will be unable to participate in the Conference as delegates for the Court. Credential Forms This is a mandatory form and must be submitted whether or not you attend Conference. February 2018 is the time to elect the Court s delegates to represent the Court at the WSD Conference. The credentials form is the Court s official document to register the delegates for the purpose of voting and addressing the Conference in meetings. This form should be completed and sent to the WSDC Recording Secretary, Lady Karen Pinson and the WSDC President, Lady Franz Aubry. The deadline to submit this form is March 15, 2018; forms received after March 15 th will not be accepted without prior authorization. The Grand Lady or Court delegate must present this original document on-site at the Conference at the Credentials desk in order to receive a voting card and be properly credentialed. Only one Credential form per Court, properly signed by the Grand Lady and Financial Secretary, will be accepted. Members must be financial to be a delegate to the Conference. Emerging Leaders Project The Emerging Leaders Project is a charity project conducted by the Emerging Leader Chairpersons of the Western States District: Lady Barbara King and Brother William King. A flyer announcing the 2018 service project will be distributed at a date closer to the Conference. Page 1 of 6

5 Junior Fundraisers The Junior Fundraiser in 2018 will be an exciting raffle. All proceeds will benefit our Juniors and will be used to assist them in executing their 2018 Junior Conference. Please show your love and concern by providing your support and participation. Let s allow them every opportunity to tend to the business, grow in knowledge, and fellowship with other Juniors across the District. This will be a small price to pay as we will reap the benefits in the future based on the investment we make today!!! Raffle Fundraisers - $5.00 per ticket or 6 for $ st Place - 40 Curved TV 2. 2 nd Place 1 night stay at DoubleTree by Hilton Portland (can be used any day at Conference), plus a gift basket 3. 3 rd Place - $50.00 Gift Card Fundraiser Breakfast Buffet - $ Enjoy a delicious breakfast buffet anytime during the Conference weekend. Tickets can be purchased on your registration form or online. Remember this is a fundraiser and your participation is much appreciated. If you are unable to participate in the fundraisers, please consider making a donation. Make your check payable to WSDC Joint Junior Account. Conference Registration 1. The Conference Registration fees are: Registration Guide Cost Deadline Early Registration-Members $ Postmarked by 3/15/2018 Banquet Only Meal $ Postmarked by 3/15/2018 Late Registration- Members $ Postmarked by 4/15/2018 Late Banquet Only Meal $ Postmarked by 4/15/2018 *There will be no registration after 4/15/2018 and no on-site registration. 2. The member registration fee includes: Conference Badge with Badge Holder Conference Bag Participation in Business Meetings Delegate Voting Card (credentialed delegates only) Awards Banquet Ticket Participation in District Deputy workshops 3. Payment Options: a. Payments can be made by Personal or Court Check, Money Order, Cashier s Check or Credit Card. Make checks payable to WSDC Senior Joint Account. A fee in the amount of $35 including the original check amount and any other fees that may apply will be assessed for all returned checks. b. Online registration will be available as of January 2018 at This is the preferred method as it saves time, money and helps the environment. Page 2 of 6

6 4. Please submit registration forms with appropriate payment to: Lady Vernetta Buckner, WSDC Financial Secretary 5203 Fallon Avenue Richmond, CA or via fax at (323) Note: Faxed forms will not be processed until payment is received. 5. Cancellations: A refund of 50% of the Conference Registration fee will be given by the WSDC in the event of cancellation. All requests must be cancelled in writing and postmarked by April 15, If cancellations are not received by the cancellation deadline, there will be no refunds. 6. When registering, whether online or via US mail, please make sure to include a meal selection. Choices are Beef, Chicken, or Vegetarian. Please indicate any special dietary needs. KPC Store The KPC Store will be back with many items for everyone. If you have a particular item you would like to see sold at Conference, please don t hesitate to contact the KPC Store Manager, Lady Clarise Bronson at cjbronson@hotmail.com or (909) National Baby Shower We are requesting that you plan far ahead and bring your donation of gift cards, cash or checks in any amount for the National Baby Shower that is held annually at the National Convention. Items will be purchased on behalf of the Western States District and displayed at Convention. Let s show that we may be small but we are mighty! If you have any questions regarding your donation for the National Baby Shower, please contact Lady Sharon Agnew at sharkris_81@yahoo.com or by telephone at (323) Resolutions/Amendment to the By-Laws-Not a Resolution Year Since 2018 is a voting year, resolutions will not be on the agenda. If your Court submits a resolution in 2018, it will not be considered until the 2019 Western States District Conference. Future submissions: Our revised By-Laws (in the approval process) state that amendments to the By-laws must be submitted in the form of a resolution that should be received by the Conference Recording Secretary or Conference President at least 90 days prior to the annual Conference in order to be presented and voted upon at the annual Conference meeting. All resolutions are sent to all Grand Ladies and are to be shared with the membership. It is strongly recommended to send in these resolutions 90 days prior to the conference, to allow Courts the opportunity to review and direct their delegates how to vote. Souvenir Booklet Ads We are asking each Court, Inter-Council, Coordinating Councils and Courts, Assemblies and Chapters, individually and/or jointly to purchase an ad in the Conference Souvenir Book. Also, we are requesting KPC members to solicit outside vendors and/or businesses to purchase an advertisement in the Souvenir Book. All ads must be submitted to the Western States District Conference along with a check, money order, cashier s check or credit card on or before April 1, All advertisements must be camera ready in pdf or jpeg format. Pertinent information can be found on the Ad form (included) or online at Page 3 of 6

7 Hotel Information DoubleTree by Hilton Portland 1000 NE Multnomah Street Portland, Oregon (503) or (800) th Annual Knights of Peter Claver and Ladies Auxiliary Western States District Conference (WSDC) April 27, 28 & 29, 2018 The 65 th Western States District Conference will be held on April 27 29, 2018 at the DoubleTree by Hilton Portland. The DoubleTree is a full-service, environmentally friendly hotel. You will begin your stay at the newly renovated hotel, with a warm welcome and a delicious freshly baked cookie upon arrival. Portland accommodations will offer delightful views of either downtown or the beautiful Cascade Mountain Range, and modern amenities. For a spot of luxury, upgrade to a suite and enjoy extra space and a private balcony overlooking the outdoor pool. Guest Rooms - The rates for hotel rooms are $ per night and are subject to applicable state and local taxes and assessments. The DoubleTree by Hilton Portland is pleased to provide 100% smoke free environment throughout the hotel. There are designated smoking areas to accommodate your needs. Make your reservations now. All reservations will be guaranteed with an individual credit card; no deposit is required. In the event of a no show, one night s room and tax will be posted to that credit card. Reservations must be made on or before the reservation cutoff of Wednesday, April 4, 2018 to be eligible for the group rate. Use the following to make hotel reservations: Group Code: KP4 Group Name: Knights of Peter Claver Western District Reservation phone number: (800) Online Reservations: Hotel Parking The daily rate for parking is $7.00 per day and $10.00 per day for overnight parking. Conference Attire ACTIVITY Friday - Welcome Friday - WSDC Board Meetings Friday - District Deputies Workshop Friday - Worship Service Saturday Morning - Mass Saturday - Knights/Ladies Business Meeting Saturday - Banquet Sunday - Conference Liturgy Mass Sunday - Post Conference Meeting SUGGESTED ATTIRE Casual Business Attire Casual/WSDC Oxford Shirt Casual/WSDC Oxford Shirt Business Attire Purple Jacket Business Attire Purple Jacket Formal/After 5 Attire Regalia (White Uniform) Casual Business Attire Page 4 of 6

8 TENTATIVE SCHEDULE FRIDAY, APRIL 27, 2018 Time Item Room 8:00am Technology Opens Hamilton 8:00am Registration and Credentials Opens Cascade Foyer 8:00am KPC Store Hotel Lobby 9:00am WSDC Ladies Board Meeting Mt. Bachelor 9:00am WSDC Knights Board Meeting Three Sisters 11:00am WSDC Joint Board Meeting Hood/Helens 12:00pm Lunch On your own 1:00pm Committee Meetings Hood/Helens 3:30pm District Deputies Workshop PNW Ballroom 5:00pm Evening Prayer Service PNW Ballroom 6:00pm Ladies Candidates Forum PNW Ballroom 6:00pm Knights Candidates Forum Hood/Helens 7:00pm Hospitality Meadowlark Presidential Suite Room 1555 SATURDAY, APRIL 28, 2018 Time Item Room 7:00am Mass of the Day PNW Ballroom 8:00am Registration, Credential Meeting Chambers 8:00am KPC Store/Vendors Hotel Lobby 8:00am Technology Opens Hamilton 9:00am Ladies Business Session PNW Ballroom 9:00am Knights Business Session Sisters/Bachelor 11:30am Lunch/Voting/Committee Meetings Voting-Portland C-Meetings-Hood/Helens 2:00pm Joint Opening Session & Committee Reports PNW Ballroom 3:30pm Ladies Business Session PNW Ballroom 3:30pm Knights Business Session Sisters/Bachelor 4:30pm Knights President Report to the Ladies PNW Ballroom 5:30pm 2017 Conference Adjourns 7:00pm Banquet Cascade Ballroom SUNDAY, APRIL 29, 2018 Time Item Room 8:00am Clergy Meeting Room Mt. Helens 8:30am Mass Line Up-Conference & National Officers Sisters/Bachelor/Hood 9:00am Mass - Full Regalia Sisters/Bachelor/Hood 1:00pm Post Conference Joint Board Meeting Oregon 3:00pm Adjournment Page 5 of 6

9 WSDC Key Contacts Lady Deputy Lori McCoy Shuler, District Deputy 916 E. 65 th Street Unit $ Inglewood, CA (213) wsdistrictdeputy@gmail.com Lady Franz Aubry, President 3921 W. 28 th Street Los Angeles, CA (805) franzaubry@hotmail.com Lady Vernetta Buckner, Financial Secretary 5203 Fallon Ave Richmond, CA (510) vernetta74@aol.com Lady Karen Pinson, Recording Secretary 809 W. 169 th Place Gardena, CA (213) kpinson670@aol.com Page 6 of 6

10 WSDC Committee Descriptions Audit Committee (Ladies & Joint) The Audit Committee is responsible for giving a report on the findings of the financial papers and books of the Conference Treasurer and Conference Financial Secretary. The committee will receive the financial records of the Conference Treasurer and Conference Financial Secretary to conduct this review/audit of the WSD Conference and determine its financial standing. The committee will present a report annually to the WSDC body on their findings and recommendations. This committee operates before and during Conference. Charity Joint Committee The Charity Committee will review all requests for Western States District Conference Charity funds that have been submitted according to the guidelines for the Charity committee. Charity committee guidelines include submission of a charity fund request on the charity fund request form. Charity fund request form must be signed by the Grand Lady or Grand Knight and Financial Secretaries of the Court or Council and have the seal (or words NO SEAL if there is no seal) on the form. The charity committee will review and make a determination based on the amount of funds available for charity fund distribution as the respective conference, which requests are funded. The Charity Committee will report to the conference body on their recommendation for charity fund awards. Conference Committee Coordination (Ladies) The objective/goal of this committee is to inform all attendees of their committee assignments prior to the Conference and to assist them in coordinating committee meetings prior to the WSDC whenever possible. This provides for adequate time to review committee objectives, discuss options and make sound unrushed decisions. 1. All membership should be notified of their committee assignments regardless if they re designated to meet prior to the Conference. 2. Being proactive helps with time management before and during Conference. 3. It may also allow for more free time to enjoy the Conference experience. 4. It is anticipated that the process will help to gain efficiencies with time management. 5. For all committees, a meeting should take place prior to the Conference to ensure everyone is aware of the expectations of the committee and the responsibility of committee members. 6. Lady President will make committee assignments based on registration information, registrant s request, past committee assignments, and availability. 7. The Conference Co-Chairpersons will be responsible to contact all committee chairpersons, advisors and members to inform them of their responsibility. It would be ideal if this could be done via but not all members have . However, the Financial Secretary will be required to provide phone numbers, addresses as well as home addresses, as indicated on the registration form. 8. The Conference Co-Chairpersons will also provide all the necessary materials from the President and/or Recording Secretary to the committee chairpersons so that committee work can commence prior to Conference. 9. If needed, the Conference Co-Chairpersons will assist the committee chairpersons in obtaining a free conference call number for use by the committee and schedule the time so that there are no conflicts with other committee meetings via conference call.

11 Page 2 Credentials Committee The Credentials Committee assists the Conference Recording Secretary by making sure all delegates to the conference are duly elected representatives of their respective Court. This committee properly records all delegates for the Conference and distributes voting cards. They are responsible for reporting several times during the Ladies business sessions on the number of voting delegates present for the purposes of obtaining the voting strength. Emerging Leaders Joint Committee The Emerging Leaders Committee is a group charged with assisting the Emerging Leader Chairpersons to execute the planned service project for the Conference. The 2016 Conference project will support the US Vets Inc Organization. The committee is asked to collect gift cards and/or cash donations as well as spend time volunteering at the Vet facility Friday morning April 22, 2016 at approximately 10am. The committee is expected to develop plans to encourage the aged-out members of the Junior Division to join the Senior division. You do not have to be an Emerging Leader to join this committee. It is open to everyone. Evaluation Joint Committee The Evaluation Committee is responsible for conducting an evaluation to all conference attendees on the planning and execution of the WSDC meeting. Responsibilities include distribution and collections of the evaluation forms during Conference and prepare preliminary reports if time permits. Good of the Order Committee The Good of the Order Committee will provide recommendations and commendations that are for the Good of the Order and will report to the Conference body their recommendations on items that will facilitate the better operations of the conference, conference proceedings, individual conduct and the like. They will present a report on their recommendations to the Conference body. Junior Counselors/Junior Commanders Joint Committee This is a joint committee with the Ladies and Knights Division of the Western States District Conference. This committee reviews and develops activity in regards to the Junior Division of the conference. They should make recommendations to the WSDC body that will serve to enhance and increase the Junior Division in the Western States District. They will report to the WSDC body annually in regards to their committee recommendations. KPC Store The KPC Store Committee serves during the conference by assisting the KPC Store Manager. Committee members will staff a vendor table to sell and promote KPC merchandise including clothing, accessories, publications and marketing products. This committee operates during Conference.

12 Page 3 Nominations & Elections The Nominations and Elections Committee will conduct all nomination and elections proceedings during a designated time during Conference. This committee is charged with the nomination process which includes soliciting members of the WSD to run for office. Work on this committee begins before the conference and ends at the post- Board meeting. This committee operates only on voting years (even or special elections). Members of this committee cannot seek election for any District Conference office. Officers Reports The Officers Report Committee shall review the annually submitted reports of all WSDC Officers. WSDC Officers must submit a written report of their activity and expenditures to the conference body for review and approval to get reimbursed for funds expended. The Officers Report Committee will make a report to the conference body on the annual reports submitted by each conference officer of their findings and recommendations. Raffle Joint Committee The Raffle Committee is responsible for the recording and collection of all raffle stubs and balance of money due. They will dismantle all stubs and enter them in the raffle drum in preparation of the raffle drawing. The Raffle Chairs will be responsible for the actual drawing. Registration Committee The Registration Committee will open registration on Friday morning of Conference and will remain open until adjournment on Saturday evening. They will be responsible for greeting all attendees of the Ladies Division and their guests and properly register them. They will distribute the conference bag and conference materials under the direction of the Financial Secretary. Committee members must be available to report on the number of registered attendees when called upon to do so during the business sessions. Resolutions Committee The Resolutions Committee will review all resolutions that have been submitted in triplicate form to the conference secretary at least 30 days in advance of the meeting, that bear the signature of the Grand Lady, Financial Secretary and bearing the Court seal. Upon review of the resolutions, the Resolutions Committee will make recommendations in the form of a written and oral report to the Conference body, as to whether or not the resolution should be accepted by the conference. Social Justice Joint Committee This newly formed committee structure and vision should be relevant in today s society and focus on the events and needs of our communities. In the spirit of St. Peter Claver, the recommendations and action items from this committee should set forth actions in our units that are meant to improve the lives of those who are suffering because of poverty, injustice, lack of healthcare services and poor educational opportunities.

13 Page 4 Steering Committee The Steering Committee will establish all rules of conduct for the annual conference meeting. They will present the recommended rules at the beginning of each WSDC annual meeting. Technology and Communications Joint Committee The Technology Committee is a standing committee operating year-round to ensure Conference communication is included on the District website, the website is updated, online registration is provided, etc. A further charge of this committee is to make recommendations on how best practices to communicate to our membership using electronic products and updated technology. During Conference, a small team will be formed to staff the Technology Room in order to assist members with committee reports, printing, computer issues, etc. During an election year, the technology committee will assist with Electronic Voting. Time and Place Joint Committee The Time and Place Committee will review all submissions to the WSDC of locations that are viable for hosting future Western States District conference meetings including Junior conferences. They will review bids submitted by hotels and other conference/meeting establishments and recommend future sites for the WSDC annual meeting. The information to be reviewed will be provided by the WSDC Presidents. This is a joint committee. The committee will present a report to the WSDC body on their recommendations for locations for future WSDC annual meetings and Junior conferences.

14 2018 Conference Dues and Assessment All Courts are obligated to pay $80.00 for Conference Dues and Assessment. $ Charity Fund Assessment $ Conference Dues $ Junior Division Assessment $ Total Any Court not paying their membership fees will be ineligible to receive a voting card. Court Name: Court Number: Please update your contact information: Grand Lady: Address: City: State: Zip: Home Number: Cell Number: Address: Financial Secretary: Address: City: State: Zip: Home Number: Cell Number: Address: Please complete and return this form along with your Court check payable to WSDC Ladies Division for ALL dues and assessments no later than March 15, 2018 to: Lady Vernetta Buckner, WSDC Financial Secretary WSDC Ladies Division 5203 Fallon Avenue Richmond, CA (510)

15 Western States District Conference Knights of Peter Claver Ladies Auxiliary Established July 31, 1955 CREDENTIAL FORM - Deadline March 15, 2018 To participate in the Early Bird Contest, Credential Form must NOT be postmarked prior to Feb. 1, PLEASE TYPE OR PRINT ALL INFORMATION ON ALL COPIES OF THIS FORM This is to certify that Court # (NAME OF COURT) of (CITY, STATE) is entitled to a maximum delegation of five (5) representatives at the Annual Western States District Conference (WSDC) which convenes April 27 th, 28 th, and 29 th, 2018, in Portland, Oregon. At our February 2018 court meeting, the following Delegates were elected to represent our Court: Name PLEASE PRINT Grand Lady Title Vice Grand Lady Jr. Daughter Counselor Attending Conference (Yes/No) *You must fill out this form whether or not you are attending the Conference. **If the Grand Lady and/or Counselor are attending, the Vice Grand Lady and Asst. Counselor can act as a Delegate. However, include them in both sections (i.e.: put name in the VGL and Del box) Asst. Jr. Dgtr. Counselor Alternate Delegates Delegate Delegate Delegate TOTAL DELEGATION PRESENT (to be completed by Conference Credentials Committee) Signature, Grand Lady Signature, Financial Secretary Copy disbursement: White copy mail to WSDC Recording Secretary, Karen Pinson 809 W. 169 th Place, Gardena, CA (kpinson670@aol.com) Yellow copy mail to WSDC President, Franz Aubry 3921 W. 28 th Street, Los Angeles, CA (franzaubry@hotmail.com) AFFIX COURT SEAL HERE) or write No Seal below Pink copy retained by the Grand Lady

16 Credential Form Instructions 1. Vote for the Court delegation (delegates and alternate delegates) during the February Court meeting. 2. Include the Court name, Court number, and Court mailing address. 3. Grand Ladies and Junior Daughter Counselors are automatic delegates and must be listed on the appropriate line. Please do not list them in the Delegate or Alternates column unless (see #6). 4. Mandatory Fields: List the Court s Grand Lady, Vice Grand Lady, Junior Daughter Counselor and Assistant Junior Daughter Counselor. If the Court does not have a Junior Division, enter N/A on the line designated for Junior Daughter Counselor and Assistant. 5. List the delegates and alternate delegates voted on at the February Court meeting. 6. There may be instances where the Vice Grand Lady and/or Assistant Junior Daughter Counselor are also listed in the delegates section. The only way this is acceptable is if the Grand Lady and Junior Daughter Counselor are attending the Conference and there is a need for a delegate. This will require them to be listed in two areas on the form only if the Grand Lady and/or Junior Daughter Counselor are attending. 7. If you do not have enough delegation to fill out the entire form (delegates and alternates), always fill in the 3 delegates first before including the alternates (no duplicates). 8. The Grand Lady and Financial Secretary must sign the form and the Court Seal must be affixed in the designated area on the form (write No Seal if no seal is available). 9. Mail the white copy to the Lady Karen Pinson- WSDC Recording Secretary, yellow copy to Lady Franz Aubry- WSDC President, and the pink copy is retained by the Grand Lady. The Grand Lady (or Vice Grand Lady) must bring the copy to the Credentials registration desk at the Conference. Credential Forms must be received by March 15 of the current year; forms received after this date will not be accepted. Mail to: Lady Karen Pinson, WSDC Recording Secretary 809 W. 169 th Place Gardena, CA (213) Lady Franz Aubry, WSDC President 3921 W. 28 th Street Los Angeles, CA (805)

17 FAQ Sheet 1. What if no one will be attending the conference this year from the court? Is the Credential form still required? Yes. The Credential form is a verification of the Court s status. Fill out the form in its entirety only omitting the delegates and alternates. Make a notation on the form or send a note indicating no one will be representing the Court. 2. In the February meeting, the Court did not vote for delegates. In the March meeting there is a member attending. How are the credentials amended? If the Credentials have already been submitted, make the correction on the Grand Lady s copy preferably using red ink or highlighting the changes. Resign above the original signature, and send copies to the Recording Secretary and President. Bring the Court s updated copy to the Conference. It must match the copy at the Credentials registration desk, so please verify with the Recording Secretary that it has been received. If you did not send in your Credentials, simply fill out the form and send it in as soon as possible if time permits. Communicate any issues to the Recording Secretary and/or President. 3. What if a delegate and alternate change between the times the credentials are submitted and the Conference? Submit the corrections as indicated in #2. If there are extenuating circumstances or time constraints, notify the Recording Secretary and/or President to make other arrangements. Remember: Communication is Key! 4. If the Grand Lady or Vice Grand Lady is not attending the Conference, who presents the pink copy of the credentials at the Conference? One of the Court Officers or Delegates must present the pink copy of the credentials at the Conference in the absence of the Grand Lady or Vice Grand Lady.

18 ARTICLE III DUTIES OF CONFERENCE OFFICERS DISTRICT DEPUTY Section 1. Section 2. Section 3. The District Deputy shall represent the Ladies Division of the Order in her assigned District. She shall be ever watchful for an opportunity to advance the cause of the Order. She shall seek to establish a subordinate Court wherever possible. The District Deputy shall prepare for publication in the Official Organ, an Annual Report of her activities and the general condition of the Ladies Division in her District. She shall submit a copy of her Annual Report to the Conference. The District Deputy shall plan and conduct workshops for the District throughout the year, with the approval of the Supreme Lady, and shall send notices to all Executive Board Members, Area Deputies and all Grand Ladies. She, by virtue of her office, shall be an ex-officio member of the District Conference and shall be the presiding officer over all Conference Board Meetings. All Courts are required to furnish the District Deputy with information concerning a Court s problems, such as being inactive or delinquent so that she can have this information to report before Conference (information is due to the District Deputy by April 1 st annually). She shall receive the individual unit By-Laws for presenting to the National Board for approval through the office of the Vice Supreme Lady or other individual designated by the Supreme Lady. She shall send notices to all Executive Board Members for the Board meetings. PRESIDENT Section 4. Section 5. Section 6. Section 7. Section 8. The President shall be the Administrative officer of the Conference, and shall enforce all laws and regulations, and shall require the faithful performance of the duties of all Conference officers. The President shall appoint all committees and be an ex-officio member of same, except for the nominating and election committees. The President shall also appoint the Parliamentarian, Assistant Recording Secretary, and/or Assistant Financial Secretary. The President shall sign all orders for the payments of money when same has been authorized by the Conference. The President shall submit a report annually of activities performed and expenses incurred to the Recording Secretary at the annual Pre- Conference Board Meeting, for review by the Conference at its annual meeting. The President shall appoint a Finance Committee to give a report of the financial papers and books of the treasury. The President shall give notice to the Supreme Lady of all special and annual meetings, list of Conference Officers, and Member-Courts. The President may instruct any entity charged with identifying annual Conference meeting locations and hotels to enter into an agreement with hotels to collect $10 per room night during the Senior Conference to be refunded to the Conference for the purpose of financing the Junior Conference.

19 VICE PRESIDENT Section 9. The Vice-President shall perform the duties of the president during her absence of disability. The Vice President shall assist the President in the official duties upon request. The Vice President shall submit a report annually, of activities performed and expenses incurred to the Recording Secretary at the annual Pre-Conference Board Meeting, for review by the Conference at its annual meeting. RECORDING SECRETARY Section 10. The Recording Secretary shall keep a true and faithful record of all proceedings of the Conference and Executive Board. The Recording Secretary shall be custodian of all records, where custody is not otherwise provided for. The Recording Secretary shall be in charge of the Conference seal and affix same to all documents emanating from the Conference. The Recording Secretary shall be compensated for reasonable and necessary operational expenses. The Recording Secretary shall submit a report annually of activities performed and expenses incurred to the President at the annual Pre-Conference Board Meeting, for review by the Conference at its annual meeting. Section 11. The Recording Secretary shall conduct the business correspondence and keep a roll of all Conference Members including their addresses. The Recording Secretary shall give notice of all annual or special meetings to the Officers and Member Courts. The Recording Secretary shall send credential forms in triplicate to each Court for Delegates in January, one (1) copy to be returned to the President, one (1) to be returned to the Recording Secretary, and one (1) copy to be presented at the Conference by the Grand Lady or Delegate of the Court. The Recording Secretary will verify with the Financial Secretary that Conference delegates are duly registered for the Conference and also that the Conference delegate s court has paid their annual Conference dues, fees, and assessments, before issuing the delegate a voting card for the annual Conference meeting. Section 12. The Recording Secretary shall prepare the minutes and submit them to the President for review, not later than sixty (60) days after the close of the Conference. The President shall review, sign and return the minutes to the Recording Secretary within (30) days of receipt. The Recording Secretary shall make any noted corrections from the President and mail the minutes to all Courts and Conference Officers within thirty (30) days of receipt from the President. Section 13. The minutes shall be completely typewritten, including Officers and Committee reports. If the Recording Secretary needs assistance in preparing the minutes as a typewritten document, she may obtain the services of a professional typist, at a cost to be mutually agreed upon by the President and the Recording Secretary. Section 14. The Recording Secretary shall prepare a special packet of all resolutions passed at each Conference and send a copy to each Grand Lady and Conference Officer. FINANCIAL SECRETARY Section 15. The Financial Secretary shall keep a true and faithful account of all financial transactions of the Conference.

20 Section 16. The Financial Secretary shall keep a roster of all Courts, listing of officers of each court- --name, address, phone numbers, domicile location/address for each court, name of pastor for each court, establishment date for each court, and the KPC financial status of each officer serving on the Conference Executive Board. The Treasurer shall track and maintain the financial status of the Financial Secretary. Section 17. The Financial Secretary shall receive and keep a record of all dues, assessments, fees, donations, fundraiser accounts, charity accounts, fines collected at or between meetings, and all other financial transactions and accounts held by the Conference. Section 18. The Financial Secretary shall, at the proper time, turn over to the Treasurer all monies received and shall exact a receipt thereof in the official receipt book for the Conference. All monies for deposit into any of the Western States District Financial institution account(s) shall be given first to the Financial Secretary for proper recording and the Financial Secretary will then turn over all funds for deposit to the Treasurer. The Treasurer shall not receive monies for deposit from anyone other than the Financial Secretary, unless there are extenuating circumstances that prevent the Financial Secretary from receiving the funds first. Extenuating circumstances must be approved by the President or District Deputy. Section 19. The Financial Secretary shall be responsible for issuing a voucher to the Treasurer before any check against any of the Conference accounts can be written or before any monies can be disbursed from the Conference account(s). Section 20. The annual report of the Financial Secretary shall cover from the first day of April of the preceding year to the last day of March of the current year. The Financial Secretary shall submit her annual report to the Recording Secretary at the annual Pre-Conference Board Meeting, for review by the Conference at its annual meeting. Section 21. The Financial Secretary shall prepare and distribute a financial report at the Conference Mid-Year Executive Board Meeting to the Executive Board members. Section 22. The Financial Secretary shall correspond with all KPCLA units of the Conference and/or individuals of the Conference for the collection of dues, fees, or any other monies owed to the Conference. The Financial Secretary shall, on or about the last day of January of each year, send to each member Court a statement of annual dues. Section 23. The Financial Secretary may appoint an Assistant Financial Secretary to assist her with her duties, upon approval of the President. The appointment of an Assistant Financial Secretary, does not in any way release fiduciary responsibility on the part of the duly elected Financial Secretary. The duly elected Financial Secretary maintains responsibility for all action/activity concerning Conference Ladies Division funds. Section 24. The Financial Secretary may have other duties as directed by the President of the Conference. Section 25. The Financial Secretary shall be given supplies and funds required to fulfill the duties of the office. Section 26. The Financial Secretary may be added as an authorized signer for the purposes of

21 issuing checks and other disbursements from the Conference Ladies Auxiliary Division financial account(s). Section 27. The Financial Secretary shall at the expiration of her term of office or in the case of resignation or disqualification, deliver to her successor, all monies, books, papers, and other property of the Conference. She may be compensated for her work. No money shall be paid unless by voucher issued by the Financial Secretary and signed by the President and Treasurer. TREASURER Section 28. The Treasurer shall receive all monies for deposit into the Conference account(s) from the Financial Secretary. All monies received for any purpose can be in the form of cash, court check, money order or draft, made payable to the Western States District Conference, Knights of Peter Claver Ladies Auxiliary. The Treasurer shall deposit all monies received in such a depository location most convenient for her and with the approval of the Conference. The Treasurer shall sign for all monies disbursed from the Treasury. Section 29. The Treasurer shall give a report at the Annual Meetings, itemizing the receipts, disbursements and general condition of the Conference. The report shall be from the first day of April of the preceding year to the last day of March of the current year. The Treasurer shall track and maintain the KPC Financial status of the Financial Secretary. BONDS Section 30. The Treasurer shall, at the expiration of her term of office or in case of resignation or disqualification, deliver to her successor, all monies, books, papers, and other property of the Conference. She may be compensated for her work. She shall be bonded for surety by the Conference. The purpose of every check shall be indicated on checks; such as travel expense, telephone calls, lodging, food, postage stamps, registration fees, secretarial supplies, etc., for Conference only. No money shall be paid unless by voucher issued by the Financial Secretary and signed by the President and Treasurer. MISTRESS-AT-ARMS Section 31. The Mistress-At-Arms shall be present at the opening of the Conference Meetings. The Mistress-At-Arms shall see that order and decorum are maintained in the meetings. She may impose fines or other duties/taxes for improper decorum or conduct during Conference or Board Meetings with the approval of said meeting body. The Mistress- At-Arms shall have charge of the guards appointed to guard the entrance to the meeting room with permission of the presiding officer. The Mistress-at-Arms may also assist with the set up of the meeting chamber and perform other duties designated by the President or Conference body. The Mistress-At-Arms shall submit a report annually of activities performed and expenses incurred to the Recording Secretary at the annual Pre-Conference Board Meeting, for review by the Conference at its annual meeting. OUTER-GUARD Section 32. The Outer-Guard, shall be appointed by the President, and shall attend the outer entrance of the meeting and receive the permanent password and let the member

22 proceed to the Inner Guard. She may perform such other duties as may designated by the Mistress-at-Arms or President. Inner and Outer Guards shall wear labels to distinguish between the two. INNER-GUARD Section 33. The Inner Guard, shall be appointed by the President, and will receive her password and allow the member to proceed into the conference meeting room. Inner and Outer Guards shall wear labels to distinguish between the two. She may perform such other duties as may designated by the Mistress-at-Arms or President. JUNIOR DAUGHTER DIRECTRESS Section 34. The Junior Daughter Directress shall be responsible for working with the Conference Executive Board to plan all phases of the Junior Conference. The Junior Daughter Directress will be responsible for reporting all aspects of the Junior Conference to the Western States District Conference Senior President. The Junior Daughter Directress shall submit a report annually of activities performed and expenses incurred to the Recording Secretary at the annual Pre-Conference Board Meeting, for review by the Conference at its annual meeting. Section 35. The Junior Daughter Directress shall, along with the Financial Secretary, submit a written report to the Senior Division President, within thirty (30) days of the close of the Junior Conference. Selection of a guest speaker shall be at the option of the Junior Daughter Directress and/or the Conference Executive Board. Activities connected with the Junior Conference shall be at the discretion of the Conference Executive Board, approved by the Junior Daughter Directress and the Senior Presidents. Section 36. The Junior Daughter Directress shall serve as a member of the Jr. Conference steering committee along with the Jr. Knight Director and the Senior Conference Presidents. THE FOUR (4) COURTS TO THE BOARD Section 37. The Four (4) Courts to the Board are elected to the Conference Executive Board. Grand Ladies or their Vice Grand Ladies representing the four (4) Courts elected to the Board shall perform assigned duties, which may include, but are not limited to, Assistant Recording/Financial Secretary, Inner and Outer Guard, and Assistant to the Credentials Committee Chairperson. Court to the Board Members shall submit a report annually of activities performed and expenses incurred to the Recording Secretary at the annual Pre-Conference Board Meeting, for review by the Conference at its annual meeting. Section 38. Grand Ladies representing the Conference as an elected Court to the Board member cannot, at the same time, represent their respective Court, as Grand Lady, at the annual Conference meeting. The Vice Grand Lady of a Court that has a Grand Lady who is serving either as an elected Court to the Board Member or in any other conference office position, will be issued a voting card in the place of the Grand Lady for their respective Court at the annual Conference meeting.

23 IMMEDIATE PAST DISTRICT DEPUTY AND IMMEDIATE PAST CONFERENCE PRESIDENT Section 39. The Immediate Past District Deputy shall submit a report annually of activities performed and expenses incurred to the Recording Secretary at the annual Pre- Conference Board Meeting, for review by the Conference at its annual meeting. Section 40. The Immediate Past Conference President shall submit a report annually of activities performed and expenses incurred to the Recording Secretary at the annual Pre- Conference Board Meeting for review by the Conference at its annual meeting.

24 WESTERN STATES DISTRICT EMERGING LEADER S SERVICE PROJECT WSDC CARE PACKAGES APRIL 27,2018 Claver Love Packages will be created for a local homeless shelter in the Portland, Oregon area. Please donate toiletries, blankets, sweatshirts/jackets, socks, gift cards(food), or cash. You can donate online at or bring it with you to Portland! For More Information Contact: WSD Emerging Leader Chairs Brother William King Williamking235@gmail.com (323) Lady Barbara King Barbaraking9@yahoo.com (323) Items to donate but not limited to: Soap, Tissue, Chapstick, Shampoo, Conditioner, Toothpaste, Toothbrush, Comb/Brush, Mouthwash, Deodorant, Handwipes/Sanitizer, Socks, Band-aids, Jackets, Scarf, Beanie, Lotion, Snacks, Crackers, Trail mix, Washcloths, Sanitary, Napkins, Blankets, Razors, Gum, Gloves

25 Buy a raffle ticket for only $5 or 6 for $25 for a chance to win a 1st Place 40 Curve TV 2nd Place 1 Hotel Night Stay + Gift Basket 3rd Place $50.00 Gift Card The raffle will take place at the 2018 WSD Senior Conference. Purchase your Breakfast Buffet ticket on your WSDC Registration form for $ It s for our Juniors...a small price to pay for investing in their 2018 Junior Conference. Pick-up your Breakfast Buffet Voucher at the WSDC Registration Desk. Purchases at Conference will be limited. Contacts Directress-Lady Lydia Price (310) Director-Brother Darrell Dickerson (510)

26 2018 WSD CONFERENCE REGISTRATION FORM (PER PERSON-PLEASE PRINT) Register on-line at or mail Knights Registration to Brother Brandon 335 S. 22nd Street, Richmond, CA Ladies Registration to Lady Vernetta 5203 Fallon Avenue, Richmond, CA Please type or print legibly and include one form per MEMBER registration, except for Banquet only purchases. ALL ARE STRONGLY ENCOURAGED TO REGISTER ONLINE AT ALL ONLINE REGISTRATIONS WILL BE ENTERED INTO A SPECIAL DRAWING First Name: Last Name: Street Address: City : State: Zip Code: Home Phone: ( ) Cell Phone: ( ) Address: Council/Court Name: Council/Court Number: Are you a first time Attendee? Yes No What KPC/KPCLA Office do you hold (if any)? STATUS: Knight Lady Clergy Delegate Non-delegate National Officer Guest Please select the Committee of your choice: Awards (Knights Only) Charity Credentials Nomination & Election Emerging Leaders Good of the Order Jr. Commanders/Counselors na WSDC Guidelines Officer s Reports Raffle Conference Registration Social Justice na Resolutions/By-laws Steering Technology & Communications Time & Place KPC Store Jr s Silent Auction NO ON-SITE REGISTRATION Western States District Conference April 27-29, 2018 KPC Member-Early Registration (postmarked by 3/15/2018) $ KPC Member-Late Registration (postmarked by 4/15/2018) $ Guest/Member Banquet Only Ticket - Name(s) $ WSDC Junior Fundraiser Breakfast $28.00 WSDC Junior Fund Donation Conference Polo Shirt (circle) S M L XL XXL XXXL XXXXL $30.00 WSDC Emerging Leader Donation TOTAL: $ Refunds/Cancellations: A refund of 50% of the registration fee will be given by WSDC in the event of cancellation. Notification must be postmarked by April 15, Refunds after this date are not possible. (Please note: No On-site Registration) Method of Payment: Please print legibly. Total Included Check (payable to WSDC Senior Account) MC AMEX Visa Discover $ Total amount authorized Card # - - CVN# Expires / (3 or 4 digit number from the back /front of the card) Name on Card Signature Your credit card statement will show a charge from KPC WSDC. Attention: If you are paying for multiple registrants with one payment, please register each participant separately with their individual form along with the check that will pay for ALL registrants. Meal Selection (Chicken, Beef, Vegetarian)

27 Please Check One: Unit Name/Company: Western States District Conference 65th Annual Conference April 27-29, 2018 ~ Portland, Oregon Place an Advertisement in the 2018 ANNUAL Western States District Conference SOUVENIR BOOKLET April 27-29, 2018 Portland, Oregon Advertisement Deadlines: I would like the advertisement to be designed for me and I will provide advertisement input by MARCH 1, 2018 (Please provide pictures and/or a message to be included) I will provide my own advertisement as a PDF by MARCH 15, 2018 Contact name: Contact Phone: ( ) Address: City: State: Zip: Advertising Sizes: Advertising Rates Check one: Outside Back Cover Full Page Front Inside Cover Full Page Back Inside Cover Full Page Full Page Half Page Quarter Page Eighth Page Patron Line $300 $250 $250 $130 $ 70 $ 50 $25 $15 NEW! - ALL ADS WILL APPEAR IN BLACK & WHITE Send your PDF ad to with the subject line 2018 Souvenir Booklet (Your Organization/ Unit s name). If you would like us to design the advertisement for you, please contact Lady Renita Lloyd-Smith at (310) Authorizing Signature: Date: Thank you for supporting the th Annual WSD Conference! Reservation/Artwork/Payment Questions: Submit Ads and Online Payments: Ads: wsdcjournal@kpcwsdc.com wsdcjournal@kpcwsdc.com Forms and Checks by Mail: Checks Payable to: WSDC Joint Senior Account Lady Vernetta Buckner Brother Brandon Evans 5203 Fallon Avenue 335 S. 22 nd Street Richmond, CA Richmond, CA 94804

28 2018 AWARD FORM INSTRUCTIONS Knights of Peter Claver Western States District Conference National Award Forms Description Due Date 1. Lady of the Year Award 3/15/18 2. Court of the Year Award 3/15/18 3. Grand Lady of the Year Award 3/15/18 The forms listed below can be found on the District website for online submissions. We strongly encourage you to apply online. Required supporting documents must be uploaded to the portal in order for the award submission to be considered complete. As an alternative, you can submit these awards directly to the District Deputy. Please follow these instructions and adhere to the due dates: Use the form sent to you via US Mail or print out the form from the WSD website at Fill out the form in its entirety Sign the form Compile the award packet including all supporting documents Mail to your District Deputy or Scan the files and to your District Deputy Western States District Award Forms Description Submit To Due Date 1. Charity Award Form WSDC President 3/15/18 2. Humanitarian Award Form WS District Deputy 3/15/18 3. Counselor/Asst. Counselor of the Year WS District Deputy 3/15/18 These award forms must be submitted directly to the WSDC President or WS District Deputy. Please follow these instructions (REVIEW ALL INSTRUCTIONS BEFORE YOU BEGIN): Use the form sent to you via US Mail or print out the form from the WSD website at Fill out the form in its entirety Sign the form Compile the award packet including all supporting documents Mail to the WSDC President / District Deputy or Scan the files and to your WSDC President / District Deputy Contact Information Lady Franz Aubry Lady Deputy Lori McCoy Shuler WSDC President District Deputy 3921 W. 28 th Street 916 E. 65 th Street Unit 4 Los Angeles, CA Inglewood, CA (805) (213)

29 2018 Claver Lady of the Year Knights of Peter Claver Nominee Information First Name: Last Name: Years of Claver Membership: No less than five (5) continuous years for eligibility. Character Limit: 2 Court Number: Character Limit: 3 Court Name: Character Limit: 100 District or State: Select your District or State. Central States Gulf Coast States Louisiana Northern States Texas Western States Noteworthy Contributions Outstanding or Noteworthy contribution to Claverism Character Limit: 100 1

30 Outstanding or Noteworthy contribution to Church Character Limit: 100 Outstanding or Noteworthy contribution to Community Character Limit: 100 Outstanding or Noteworthy contribution to Mankind Character Limit: 100 Noteworthy Contributions Please type a narrative (5000 character limit) or attach a document (2 page maximum) responding to the above mentioned criteria. Character Limit: 5000 / File Size Limit: 2 MB 2

31 Signature Please Note: By signing below you are agreeing the information set forth in this nomination is true and correct and that you are the authorized officer signing this form. Nominated By: Enter name of Grand Lady or Financial Secretary Character Limit: 100 Date of Submission Character Limit: 10 3

32 2018 Council / Court of the Year Knights of Peter Claver Unit Information Award Selection Select the Award for which your unit is applying. Choices Knights Fr. John N. LaBauve, S.V.D. Council of the Year Ladies Ladies Auxiliary Court of the Year Unit Number: Character Limit: 3 Unit Name: Character Limit: 100 District or State: Select your District or State. Central States Gulf Coast States Louisiana Northern States Texas Western States Qualifications Provide a brief statement supporting this nomination. Character Limit: 1200 Membership Growth Provide required membership/initiation data for the calendar year

33 Unit Membership Increase Enter the total number of members who were initiated or transferred into your Unit during the previous calendar year. Character Limit: 4 Unit Membership Decrease Enter the total number of members who are deceased, dropped, or who transferred into a different unit during the previous calendar year. Character Limit: 3 Junior Division Membership Increase Enter the total number of Junior Knights or Junior Daughters who were initiated or transferred into your Junior Division during the previous calendar year. Character Limit: 3 Junior Division Membership Decrease Enter the total number of Junior Knights or Junior Daughters who are deceased, dropped, or who transferred into another Junior Division during the previous calendar year. Character Limit: 3 Unit Activities Encouraging Membership Growth List 3 unit activities/programs that were done to maintain and encourage membership growth over the previous calendar year (Jan 1 Dec 31). (1) Membership Growth Activity (2) Membership Growth Activity 2

34 (3) Membership Growth Activity Activities Supporting Church, Community, Unit, and National Organization Church Activities List 3 activities that your unit did to support your church during the previous calendar year (Jan 1 Dec 31) (1) Church Activity (2) Church Activity (3) Church Activity 3

35 Community Activities List 3 activities that your unit did to support your community during the previous calendar year (Jan 1 Dec 31) (1) Community Activity (2) Community Activity (3) Community Activity Charitable Contributions Made in Your City/State List 3 charitable contributions your unit made in your city or state during the previous calendar year (Jan 1 Dec 31). (1) Charitable Contribution City-State 4

36 (2) Charitable Contribution City-State (3) Charitable Contribution City-State National Program Participation During the Previous Calendar Year (Jan 1 Dec 31) Human Development Financial Contribution Subject to verification by the National Office Character Limit: 20 Soaring High Financial Contribution Subject to verification by the National Office Character Limit: 20 Sickle Cell Financial Contribution Subject to verification by the National Office Character Limit: 20 Scholarship Raffle Book Sales Subject to verification by the National Office Character Limit: 20 5

37 Endorsements Calendar Include or attach a list of events that the Council or Court has participated during the previous calendar year (Jan 1 Dec 31). Character Limit: 1500 / File Size Limit: 2 MB Pastor s Endorsement Letter Letter must be signed by Parish Priest and on Church Letterhead PLEASE NOTE: The same letter may be used to attest for multiple award nominations as long as the content of the letter covers each award nominee s accomplishments, service, and activity. File Size Limit: 2 MG Supporting Documents Include or attach a file containing letters, certificates, and pictures to help attest to the accomplishments, service, and activities listed in this application. (2 single sided page max) File Size Limit: 8 MG Signature Please Note: By signing below you are agreeing the information set forth for this nomination is true and correct and that you are the authorized officer signing this form. I have been authorized by my Council or Court to submit this award nomination Enter Name Character Limit: 100 Date of Submission Character Limit: 10 6

38 2018 Grand Knight / Grand Lady of the Year Knights of Peter Claver Nominee Information Award Selection Select the Award for which you are applying. Choices Knights Grand Knight of the Year Ladies Grand Lady of the Year First Name: Last Name: Council or Court Number: Character Limit: 3 Council or Court Name: Character Limit: 100 District or State: Select your District or State. Central States Gulf Coast States Louisiana Northern States Texas Western States Qualifications Provide a brief statement supporting this nomination. Character Limit:

39 Membership Growth Provide required membership/initiation data for the calendar year Senior Unit Membership Increase Enter the number of members who were initiated or transferred into your Council or Court during the previous calendar year. Character Limit: 3 Senior Unit Membership Decrease Enter the number of members who are deceased, dropped, or who transferred into a different Council or Court during the previous calendar year. Character Limit: 3 Junior Division Membership Increase Enter the number of Junior Knights or Junior Daughters who were initiated or transferred into your Junior Division during the previous calendar year. Character Limit: 3 Junior Division Membership Decrease Enter the total number of Junior Knights or Junior Daughters who are deceased, dropped, or who transferred into a different Junior division during the previous calendar year. Character Limit: 3 Council or Court Activities Encouraging Membership Growth List unit activities/programs that were done to maintain and encourage membership growth during the previous calendar year (Jan 1 Dec 31). (1) Membership Growth Activity (2) Membership Growth Activity 2

40 (3) Membership Growth Activity Activities Supporting Claverism, the Church, Community, and the Order Church Activities List 3 activities that you did to support your church during the previous calendar year (Jan 1 Dec 31) (1) Church Activity (2) Church Activity (3) Church Activity Community Activities List 3 activities that you did to support your community during the previous calendar year (Jan 1 Dec 31) 3

41 (1) Community Activity (2) Community Activity (3) Community Activity Social/Fellowship Activities List 3 social or fellowship activities that you have participated in with your unit during the previous calendar year (Jan 1 Dec 31). (i.e: Carnival Balls, Bazaars, Socials, etc.) (1) Social/Fellowship Activity (2) Social/Fellowship Activity 4

42 (3) Social/Fellowship Activity State/District and National Activities List 3 Activities that you did to support your State/District or the National Organization over the previous calendar year (Jan 1 Dec 31) (For example: Conference/Convention participation, Fundraisers and volunteering of time.) (1) Local / National Contribution (2) Local / National Contribution (3) Local / National Contribution 5

43 National Program Participation Human Development Financial Contribution Subject to verification by the National Office Character Limit: 20 Soaring High Financial Contribution Subject to verification by the National Office Character Limit: 20 Sickle Cell Financial Contribution Subject to verification by the National Office Character Limit: 20 Scholarship Raffle Book Sales Subject to verification by the National Office Character Limit: 20 Leadership List 3 Leadership roles you have served in Claver or other organizations and descriptions of each. (1) Organization, position, and brief description (2) Organization, position, and brief description 6

44 (3) Organization, position, and brief description Endorsements Pastor s Endorsement Letter Letter must be signed by Parish Priest and on Church Letterhead PLEASE NOTE: The same letter may be used to attest for multiple award nominations as long as the content of the letter covers each award nominee s accomplishments, service, and activity. File Size Limit: 2 MG Supporting Documents Include a file containing letters, certificates, and pictures to help attest to the accomplishments, service, and activities listed in this application. (2 single sided page max) File Size Limit: 8 MG Signature Please Note: By signing below you are agreeing the information set forth for this nomination is true and correct and that you are the authorized officer signing this form. I have been authorized by my Council or Court to submit this award nomination Enter Name Character Limit: 100 Date of Submission Character Limit: 10 7

45 KNIGHTS OF PETER CLAVER and LADIES AUXILIARY WESTERN STATES DISTRICT CONFERENCE Charity Request Form Date Instructions: Submit only completed form, INCOMPLETE FORMS WILL BE RETURNED. Form must be submitted in triplicate. Original and one copy go to the WSDC Charity Committee. Retain one copy for your files. Form must be TYPE WRITTEN or PRINTED CLEARLY. NOTE: A Council or a Court that was awarded a Charitable Grant is excluded from applying for a Grant for two (2) consecutive years. (i.e.: If awarded in 2016, can apply again in 2019.) I. PETITIONER INFORMATION: Council or Court Number: Council or Court Name: Name of Grand Knight or Grand Lady: Mailing Address: City, State & Zip Code: Telephone Number (include area code): Reason Requested: (Please use reverse side if more space is needed) II. RECIPIENT INFORMATION: (Information below is referring to Charity Awardee) Name (Payee): Mailing Address: City, State & Zip Code: Telephone Number (include area code): Amount Requested: $ Council/Court Seal Signature Grand Knight/Grand Lady Signature Financial Secretary For Charity Committee Use Only: Approved Amount Approved $ Disapproved Disapproved Reason(s): Committee Chairman Signature & Date Date mailed: Check Enclosed: Yes No President Signature & Date and Secretary/Treasurer Initials & Date

46 WESTERN STATES DISTRICT KNIGHTS OF PETER CLAVER KNIGHTS OF PETER CLAVER LADIES AUXILIARY HUMANITARIAN OF THE YEAR AWARD NOMINEE FORM SUBMISSION DEADLINE: MARCH 15TH ANNUALLY (ENVELOPE MUST BE POSTMARKED BY THIS DATE) Please type or print clearly Using the definition listed below, submit the candidate of your Unit s choice who best exemplifies the characteristics as described. The candidate must be a member of the Knights of Peter Claver or Knights of Peter Claver Ladies Auxiliary, but need not be a member of your Unit. This form is to be used in submitting the HUMANITARIAN OF THE YEAR AWARD NOMINEE. Please attach a separate sheet of paper if more space is needed. The signatures of the Grand Knight/Grand Lady and Financial Secretary along with the Council/Court Seal must be affixed to the reverse side of this application. Print NO SEAL in the space provided if the Council/Court does not have a seal. If the Grand Knight/Grand Lady is being nominated then Deputy Grand Knight/Vice-Grand Lady should sign this form. If the Financial Secretary is being nominated then the Treasurer should sign this form. HUMANITARIAN HAVING CONCERN FOR OR HELPING TO IMPROVE THE WELFARE AND HAPPINESS OF PEOPLE. CONCERNED WITH THE NEED OF MANKIND AND THE ALLEVIATION OF HUMAN SUFFERING. CONCERNED WITH HUMAN WELFARE AND THE REDUCTION OF SUFFERING. A PERSON ACTIVELY ENGAGED IN PROMOTING HUMAN WELFARE AND SOCIAL REFORM, AS A PHILANTHROPIST. REFERENCES: The American Heritage Dictionary of the English Language The Random House Dictionary of the English Language Second Edition Unabridged Oxford American Dictionary Unit Name: Unit Number: Name of Nominee: Nominee s number of years of Claver membership: years

47 Page Two HUMANITARIAN OF THE YEAR AWARD DESCRIBE THE NOTEWORTHY SERVICE TO MANKIND THAT YOUR NOMINEE HAS PERFORMED. (Should include activities performed, programs created, any group/organizational efforts lead, results of efforts/programs created, and any results from the effort this is in relation to improving the general and/or spiritual welfare and happiness of people, alleviation of suffering for human beings, social reform/activism for human welfare, philanthropic endeavors, e.g. one time, periodic, or continuous donations of monetary funds or fundraisers related to humankind.) Use additional one page if needed. Please print neatly or type. The name of the nominee submitted herewith was approved by vote of the Council/Court at our regularly scheduled monthly meeting held (Date of Council/Court meeting) Signature of Grand Knight/Grand Lady Signature of Financial Secretary AFFIX COURT SEAL HERE OR WRITE THE WORDS NO SEAL BELOW PLEASE RETURN COMPLETED FORM TO THE APPROPRIATE WSD DEPUTY BY THE DATE SPECIFIED. KNIGHTS LADIES District Deputy Bruce Sampson District Deputy Lori McCoy Shuler 6588 Black Star Point Court 916 E. 65 th Street, Unit 4 Las Vegas, NV Inglewood, CA Bsampson89031@aol.com wsdistrictdeputy@gmail.com

48 2018 Commander / Counselor or Chris Pichon Jr. / Asst. Counselor Awards Knights of Peter Claver Commander/Counselor Information Award Nomination Select the Award for which you are applying. Choices Commander of the Year Counselor of the Year Chris Pichon, Jr. Service Award Assistant Counselor of the Year Number of years providing service to youth. Enter the number of years the Commander/Counselor has promoted and aided youth in providing service to Church, Community and the Order Character Limit: 2 Nominee First Name: Nominee Last Name: Unit Number: Character Limit: 3 Unit Name: Character Limit: 100 District or State: Select your District or State. Central States Gulf Coast States Louisiana Northern States Texas Western States 1

49 Number of Years as a Commander, Counselor, or Asst. Commander/Counselor As of Dec 31 of previous calendar year (1 year minimum) Character Limit: 2 Qualifications Write a brief statement supporting this nomination. Character Limit: 1200 Junior Branch/Court Data Provide membership/initiation data for the calendar year 2017 Junior Membership Increase Enter the total number of Juniors who were initiated or transferred into your unit during the previous calendar year. Character Limit: 4 Junior Membership Decrease Enter the total number of Juniors who are deceased, dropped, or who transferred into a different unit. Character Limit: 2 Initiation Participation How many Junior initiations did you participate in during the previous calendar year (Jan 1 Dec 31) Character Limit: 2 Turnout Participation Enter the number of turnouts that Juniors participated in with the Senior Division in Character Limit: 3 2

50 Membership Growth Activities List 3 Membership Growth Activities you have participated in with your Junior Knights or Junior Daughters during the previous year (January through December 2017) (1) Membership Activity (2) Membership Activity (3) Membership Activity Activities Supporting Church, Community, Junior Unit, and National Organization Church and Vocation Activities List 3 Church related or religious activities that the Commander/Counselor/Asst. has participated in with Junior Knights/Daughters during the previous calendar year (Jan 1 Dec 31). 3

51 (1) Church Activity (2) Church Activity (3) Church Activity Community Activities List Community activities that the Commander/Counselor/Asst. has participated in with Junior Knights/ Daughters over the previous calendar year (Jan 1 Dec 31) (1) Community Activity 4

52 (2) Community Activity (3) Community Activity Educational Programs/Activity Participation List 3 educational programs/activities the Commander/Counselor/Asst.has participated in with Junior Knights/Daughters during the previous calendar year (Jan 1 Dec 31). (1) Educational Activity Participation (2) Educational Activity Participation 5

53 (3) Educational Activity Participation Social/Fellowship Activities List 3 social or fellowship activities the Commander/Counselor/Asst. has participated in with Junior Knights/Daughters during the previous calendar year (Jan 1 Dec 31) (1) Social/Fellowship Activity Participation (2) Social/Fellowship Activity Participation (3) Social/Fellowship Activity Participation 6

54 National Program Participation Select the projects that the Commander/Counselor/Asst. has participated in with their Juniors Choices Brown Bag National Scholarship Raffle Million Hours Reporting Pennies for Hope (Sickle Cell) Hope for a Cure (Cancer) Adopt a Lady Mentoring Local Community Service Projects Attended State/District Workshops Attended State/District Junior National Convention Attended State/District Senior National Convention Endorsements Pastor s Endorsement Letter Letter must be signed by Parish Priest and on Church Letterhead File Size Limit: 2 MG Grand Knight/Lady Endorsement Letter Letter must be signed by the Grand Knight/Lady File Size Limit: 2 MG Additional Supporting Documents Provide additional documents attesting to accomplishments, activities and contributions (letters, certificates, and/or pictures, 2 single sided pages max.) File Size Limit: 8 MG Signature Please Note: By signing below you are agreeing the information set forth for this nomination is true and correct and that you are the authorized officer signing this form. I have been authorized by my Council or Court to submit this award nomination Enter Name Character Limit: 100 Date of Submission Character Limit: 10 7

55 Knights of Peter Claver & Ladies Auxiliary Western States District Conference April 27 th 29 th, 2018 Deadline to Place Order to pick up your Polo Shirt at Conference is April 6 th, 2018 Theme: Break Every Chain in the Mighty Name of Jesus Polo Shirt Order Form Place your order by April 6 th to pick up your polo shirt at conference to avoid shipping cost. If you have any questions, please contact Bro. Floyd Davis at (310) fdee@sbcglobal.net or Lady Rachel Warner at (323) ladyrachelkpc@gmail.com MAKE CHECKS PAYABLE TO: WSDC Joint Senior Account LADIES: Mail to Lady Buckner 5203 Fallon Avenue Richmond, CA KNIGHTS: Mail to Bro. Bandon Evans 335 S. 22nd St. Richmond, CA Place your order for all your members today and pick them up and conference. Name: Date: Cncl/Crt # Cncl/Crt Name Address: City, State, Zip: Phone/Cell: Size(s): Qty: (respectively) Price if Picked Up at Conference Price if SHIPPED ($8.00 per shirt) $30.00 (S-XL) $ Qty:S=, M=, L=, XL= $38.00 (S-XL) $ Qty:S=, M=, L=, XL= $35.00 (2x-4x) $ Qty:S=, M=, L=, XL= $43.00 (2x-4x) $ Qty:S=, M=, L=, XL= TOTAL: $ TOTAL: $