Financial Secretary Handbook - Knights of Columbus, Supreme ...
Financial Secretary Handbook - Knights of Columbus, Supreme ...
Financial Secretary Handbook - Knights of Columbus, Supreme ...
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GENERAL<br />
Do I have to submit a Form 100 for an address<br />
change, or can I report it online?<br />
The preferred method is to enter this information<br />
online through the Member Management program.<br />
Please include apartment or building numbers, where<br />
applicable.<br />
I am a new financial secretary and am not able<br />
to access the Officers Online program on the K <strong>of</strong><br />
C website. How do I get access to this program?<br />
Contact Customer Service at (800) 524-3611. They<br />
will set you up with a user ID and temporary password.<br />
A member contacted me saying that he has not<br />
been receiving Columbia magazine. What should<br />
I do?<br />
Previous issues <strong>of</strong> Columbia may have been “undeliverable,”<br />
resulting in a restriction on future mailings.<br />
If not, it may be a local postal issue. If restricted, verify<br />
the address and notify the Membership Records<br />
Department <strong>of</strong> any changes so that the restriction can<br />
be removed. Then request back issues <strong>of</strong> Columbia by<br />
contacting either Membership Records or Columbia<br />
magazine.<br />
On my roster, there is an asterisk preceding the<br />
member’s address, and he has not been receiving<br />
his mail. What is the problem and what does this<br />
asterisk mean?<br />
The asterisk means that the member’s mail has been<br />
restricted due to previous mailings being returned as<br />
“undeliverable.” If the address is verified by either the<br />
member or his council, this restriction will be<br />
removed.<br />
A member contacted me to say that his address<br />
has been changed to his son’s address. Why?<br />
We receive a listing monthly from the Postal Service<br />
<strong>of</strong> those members who have reported an address<br />
change. Under certain conditions, family members<br />
with the same prior address are changed as well. If you<br />
notice that an address has been changed in error,<br />
please report it to us as soon as possible.<br />
What must a council do to get a new financial<br />
secretary appointed?<br />
If the financial secretary <strong>of</strong> record is resigning, he<br />
should submit a letter <strong>of</strong> resignation addressed to the<br />
<strong>Supreme</strong> Knight. If the grand knight and trustees do<br />
not wish the financial secretary to be reappointed, they<br />
should so indicate on the Evaluation Form #1938.<br />
Upon receipt <strong>of</strong> the resignation letter or the evaluation<br />
form not recommending reappointment, the<br />
<strong>Supreme</strong> Council <strong>of</strong>fice will provide the grand knight<br />
with a Nomination Form #103 (to be completed by the<br />
grand knight and trustees) and Application Forms<br />
#101 (to be completed by the prospective candidates).<br />
Why does an Evaluation Form need to be completed?<br />
The Evaluation Form #1938 advises the <strong>Supreme</strong><br />
Knight <strong>of</strong> how effectively the financial secretary is performing<br />
his duties. Completed near the end <strong>of</strong> the<br />
financial secretary’s three-year term, this form allows<br />
for the grand knight and trustees to recommend/not<br />
recommend reappointment.<br />
Will a financial secretary be automatically<br />
reappointed if he wishes to remain in the position?<br />
Not necessarily. The Evaluation Form #1938 gives<br />
the grand knight and trustees the opportunity to either<br />
recommend or not recommend reappointment. If<br />
reappointment is recommended, a letter <strong>of</strong> reappointment<br />
will be forwarded to the financial secretary. If<br />
the form is not received within 120 days following completion<br />
<strong>of</strong> the financial secretary’s term <strong>of</strong> <strong>of</strong>fice, he<br />
will be reappointed automatically.<br />
Why does a financial secretary have to send a<br />
letter <strong>of</strong> resignation if he is at the end <strong>of</strong> his<br />
term?<br />
To confirm that he is leaving <strong>of</strong>fice <strong>of</strong> his own<br />
accord. If, after 120 days from the conclusion <strong>of</strong> his<br />
term, a (1) letter <strong>of</strong> resignation or (2) an evaluation<br />
form not recommending reappointment has not been<br />
received, the financial secretary will be reappointed<br />
automatically.<br />
Is there a special form for resignation?<br />
No. A letter <strong>of</strong> resignation from the financial secretary<br />
addressed to the <strong>Supreme</strong> Knight should be forwarded<br />
to the <strong>Financial</strong> <strong>Secretary</strong> Appointments<br />
Division.<br />
What is the bonding for financial secretaries<br />
and treasurers? How does a council secure it?<br />
Bonding in the amount <strong>of</strong> $5,000 is provided for<br />
financial secretaries upon appointment. Treasurers are<br />
covered upon receipt <strong>of</strong> an Officer Report. Bonding is<br />
on the position, not the person.<br />
Can a council purchase additional bonding?<br />
If so, how much does it cost?<br />
Yes. The charge for additional bonding is $7.00 per<br />
thousand <strong>of</strong> additional insurance. A written request for<br />
additional coverage must be made to the <strong>Supreme</strong><br />
<strong>Secretary</strong>’s <strong>of</strong>fice. The charge for the additional insurance<br />
will appear on the next council billing statement<br />
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