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To Download and Open in PowerPoint

Click on file
Click on Download
Click Microsoft PowerPoint
Go to Download folder on your computer and open

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Please Pull Out Your Cell Phone!

Help Us Check Everyone In!

�📱 Scan the QR code with your phone

�📝 Fill out the quick attendance form�

Your participation helps us stay organized

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Train the Trainer Attendance Sheet

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V6 April 30^th 2026

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Please send any modification or corrections

No presentation is perfect
If you see and issue, please send the information to:

Joe Langhauser at

j.langhauser@mikofc.org

Note the page (lower right) and revision level on title page lower left

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God, our Father, protector of the poor and defender of the widow and orphan, you called your priest, Blessed Michael McGivney, to be an apostle of Christian family life and to lead the young to the generous service of their neighbor. Through the example of his life and virtue, may we follow your Son, Jesus Christ, more closely, fulfilling his commandment of charity and building up his Body, which is the Church.

Let the inspiration of your servant prompt us to greater confidence in your love so that we may continue his work of caring for the needy and the outcast. We humbly ask that you glorify Blessed Michael McGivney on earth according to the design of your holy will. Through his intercession, grant the favor I now present to make this meeting meaningful to the men present. Through Christ our Lord. Amen."

Blessed Michael McGivney, pray for us!

Let Us Start In Prayer

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Let Us Begin in Prayer

As we always do, let us start in prayer. We will pray for the canonization of Blessed Father Michael McGivney, asking for his intercession and guidance in our work.

"God, our Father, protector of the poor and defender of the widow and orphan, you called your priest, Blessed Michael McGivney, to be an apostle of Christian family life and to lead the young to the generous service of their neighbor. Through the example of his life and virtue, may we follow your Son, Jesus Christ, more closely, fulfilling his commandment of charity and building up his Body, which is the Church.

Let the inspiration of your servant prompt us to greater confidence in your love so that we may continue his work of caring for the needy and the outcast. We humbly ask that you glorify Blessed Michael McGivney on earth according to the design of your holy will. Through his intercession, grant the favor I now present to make this meeting meaningful to the men present. Through Christ our Lord. Amen."

Blessed Michael McGivney, pray for us!

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Pledge of Allegiance

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Presenter(s)

Ed Leichtnam

DD205 and local FS Trainer

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Presenter(s)

Name

Title

Background PGK, MD,PD, Etc

Name

Title

Background PGK, MD,PD, Etc.

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Thank You, Financial Secretary��On behalf of the Michigan State Council, I extend my sincere gratitude to each of you for accepting the call to serve as a Financial Secretary for your council. Your leadership, dedication, and commitment to supporting your councils will help strengthen the mission of the Knights of Columbus across Michigan.�Together, we build faith, family, and fraternity.��— Charlie McCuen State Deputy�

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As Grand Knight, you are more than just a leader—you are a catalyst for change, a builder of brotherhood, and a servant to your parish and community. Your vision and dedication will shape the future of your council.

Why Your Role Matters

You inspire Faith by leading spiritual programs that bring members closer to Christ.
You build Community by organizing events that strengthen parish and local bonds.
You support Family life through activities that uphold Catholic values.
You promote the dignity of Life by championing the vulnerable and voiceless.

Your Mission

Lead with Vision: Set clear goals that align with the mission of the Knights of Columbus.
Communicate Effectively: Keep your council informed and engaged.
Build a Strong Team: Empower your officers and members to lead and serve with you.
Serve Faithfully: Keep Christ at the center of all you do.

Remember

You are not alone. Surround yourself with great leaders, lean on your fellow Knights, and most importantly, trust in God’s guidance. Your leadership will inspire others to serve with faith, courage, and compassion.

May God bless you in this noble journey, and may Blessed Michael McGivney intercede for you as you fulfill your calling as Grand Knight.

Your council's success begins with you. Lead boldly. Serve humbly. Inspire greatly

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Links to Supreme Training�This is A Resource

Link to – Resources for All Councils

Officer Training
Council Financial Officer Training	Jan-25
Council Officer Training	Mar-26
Financial Secretary Overview*	Feb-25
Officer Quick Start for New Councils*	Nov-24
Administration and Operations
Completing the Columbian Award Application	Jan-26
Completing the Report of Officers Chosen for the Term and the Service Program Personnel Report Forms	Soon
Creating and Using Council Budgets	Jul-25
Financial Fast Start for New Councils*	Nov-24
Fraternal Year Transition Tips for Councils	May-25
Guidelines for Conducting Council Meetings	Book
Member Billing Basics	Aug-24
Member Management Basics	Aug-24
Membership Record Management	Soon
Navigating Council Forms	Oct-25
Officers Desk Reference (ODR)	Oct-24
Online Tools & Resources	Soon
Producing Council Assessments and Membership Cards	Soon
Public Relations and Publicity	Book
Time Management	Soon

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Links to Supreme Training

Link to – Resources for All Councils

Growth and Retention
Affiliate Member Procedures	Book
Best Practices for Council Fundraising	Mar-25
Council Membership Growth	Sep-25
Membership Retention	Dec-24
Transitioning From Online to Council Membership	Jan-26
Programs and Engagement
Engaging Your Members	Mar-25
Enhancing Member Experience	Sep-24

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Form Filling Training�Learn by Watching

Short “How-To” videos from Supreme

Step-by-step guidance for key forms
Covers:

Form 185, 365, 1728, 1295

Ideal for:

New officers
Refreshers for experienced leaders

Pause, replay, and follow along

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Link to Supreme Forms

Use the Knights of Columbus Forms Page as your central resource
Navigate to: Resources → Forms → Council
Preferred method: Submit forms online whenever available
Always verify:
Correct form number
Due date
Submission method (Online vs PDF)
Key forms to know:
Form 185 – Officers Chosen
Form 365 – Program Personnel
Form 1728 – Annual Survey
Form 1295 –Annual Audit

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1. Why this page matters

“This page is your command center for getting forms done correctly and on time.”

“If you don’t know where to start—start here.”

2. Online submission is the standard

“Supreme strongly prefers online submission.”

“It’s faster, more accurate, and immediately recorded.”

3. Avoid common mistakes

Submitting the wrong version of a form

Missing deadlines (especially 185, 365, 1728)

Sending PDFs when an online version exists

4. Reinforce accountability

“Forms are not optional—they are how the Order measures activity and success.”

“This is part of our ‘War on Forms’—not avoiding them, but mastering them.”

5. Leadership expectation

“Grand Knights, Financial Secretaries, and Directors should bookmark this page.”

“District Deputies—this is one of your first checkpoints with every council.”

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Let's Talk Programs

Overview Faith Family Community Life Forms

So Many Program Choices with Documentation
Supreme as made it easy to choose and run programs
This is a lot, however it not all inclusive

For FS This is Reference

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Please Consider Helping Fund State Leadership Installation Via an Ad Book Donation

Honors Our New Leadership: Your council’s ad is a visible sign of support for our newly installed officers, recognizing their commitment to serve Christ, the Church, and the Order.
Supports the Installation Event: Donations help cover the costs of the diocesan installation ceremony and ad book printing, ensuring a dignified celebration worthy of the office and our shared mission.
Builds Fraternal Unity: Participating in the ad book demonstrates council solidarity across the diocese — showing that we stand together as brother Knights supporting one another’s service.
Promotes Your Council’s Good Works: Each ad provides an opportunity to showcase your council’s faith in action — highlighting your local programs, parish involvement, and commitment to charity.

Advertisement for the “We are One Committee”

Thank you for your support!

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Installation Ad Book Team

⮚ Gaylord

1. Larry Herman

2. Roger Markham (DD201)

⮚ Saginaw

1. Bradley Covaleski (DD705)

2. Richard Gilles (DD702)

⮚ Detroit East

1. Wally Papciak

2. Matt Hoxie

⮚ Detroit West

1. Gary Mallia (DD112)

2. Michael King (DD106)

Michael King 106

Roger Markum 201 Gaylord

Bradley Covaleski 705

Richard Gilles 702

Wally Papciak <w.papciak@mikofc.org>

Matt Hoxsie <m.hoxsie@mikofc.org>

"William Leveque Sr." <w.leveque@mikofc.org>

Joseph Yekulis <j.yekulis@mikofc.org>

Robert Bagley <r.bagley@mikofc.org>

Robert Wassick <r.wassick@mikofc.org>

Larry Adams <l.adams@mikofc.org>

Larry Herman <l.herman@mikofc.org>

District Deputy 112 <dd112@mikofc.org>

District Deputy 106 <dd106@mikofc.org>

District Deputy 705 <dd705@mikofc.org>

District Deputy 702 <dd702@mikofc.org>

District Deputy 201 <dd201@mikofc.org>

⮚ Marquette:

1. Bob Bodine

Lansing

1. Bill Leveque

2. Joe Yekulis

⮚ Kalamazoo

1. Bob Bagley

⮚ Grand Rapids

1. Robert Wassik

2. Larry Adams

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We need after action reports!

Reports are important!

Reports are not paperwork… they are how we deliver the mission.

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Nomination and Appointment

Form #101 - Application for Appointment as Financial Secretary

Form #103 - Nomination for Appointment as Financial Secretary

Form #1938 –FS Renewal Form

To be filled out by member applying for position as new or as a 3 year renewal

To be completed by the Grand Knight and Trustee’s

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Before officially beginning your term as Financial Secretary, there are two important forms that must be completed and approved by the Supreme Council.

First, you need to complete Form 101 – Application for Appointment as Financial Secretary. This form provides Supreme with your personal and council details and ensures you meet the necessary qualifications for the position.

Second, your council must submit Form 103 – Nomination for Appointment as Financial Secretary. This form is required to confirm that your council has formally nominated you for the role. Supreme will review this submission, and once it is accepted, your appointment will be finalized.

It’s important that both of these forms are completed and submitted in a timely manner to avoid any delays in your official appointment. If you have any questions about the process, reach out to your council leadership or the Supreme Council office for guidance.

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One More Important Form GK & FS

Council Directory Form

This is a Michigan Form that updates the WEB.

Fill out the PDF and Email or Sent it to the State Office
This updates the online directory on the website

Note this year printed directories are being discontinued. You can download and save or print your own copy
This allows for continual updating as required

Michigan State Council 50561 Chesterfield Rd

Chesterfield, MI. 48051

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What is your newest Email Address?

Note: State Leaders are assigned permanent

Emails:(first initial).(last name)@mikofc.org

FSXXX@mikofc.org (Financial Secretary )

XXX is Council Number

District Deputy (ddXXX@mikofc.org)
Program Director (pdxxxx@mikofc.org)
Grand Knight (gkxxxx@mikofc.org)
Membership (mdxxxx@mikofc.org)
Financial Secretary (fsxxxx@mikofc.org)

All have email accounts that transition with the position. Ask the past Financial Secretary for the current password

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Knights of Columbus Council Communication Guidelines

Key Knights of Columbus communication will come via email. At the council level, emails will be sent to you the Financial Secretary at FS(councilnumber)@mikofc.orgthe Grand Knight at GK(councilnumber)@mikofc.org, the Program Director at PD(councilnumber)@mikofc.org, and the Membership Director at MD(councilnumber)@mikofc.org.

It is essential that each of you obtain the password for your respective email account from the current or outgoing officer. You are expected to check your email at least weekly.

Your District Deputy will follow up persistently until all three officers have responded using their official email accounts. These accounts are monitored for login activity.

This policy is critical, which is why it is one of the first items covered. Please ensure compliance to maintain smooth communication within the council.

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What is your newest Email Address?

How to Break Into The Email?

FSXXX@mikofc.org

XXX is Council Number

Program Director, Grand Knight, Membership, and Financial Secretary all have email accounts that transition with the position. Ask the past Financial Secretary for the current password

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Example of Email Report

Mark A. Elias To Provide Report

Res: 586.776.8364

Cell: 586.241.3939 19070

Computer usage is no longer a nice to have it is a requirement for the Grand Knight and Financial Secretary
The State Leadership monitors system usage
Your District Deputy are there to help if you need it

* Data based on Feb 1^st report 2025

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Roles & Responsibilities

Follow the Knights of Columbus Charter & Laws:

Financial Secretary

Maintain accurate membership and financial records.
Collect and record council dues and payments.
Ensure proper filing of necessary reports to Supreme and State Councils.
Issue membership cards to dues-paying members.
Safeguard the integrity and confidentiality of council financial records.

Relationship with Grand Knight, Treasurer, and Trustees:

Grand Knight: Provides financial updates, assists in executing council programs, and supports council leadership.
Treasurer: Works closely to ensure proper handling and deposit of funds, tracks receipts, and reconciles financial records.
Trustees: Provides financial reports for semi-annual audits and ensures transparency in financial matters.

Key Deadlines and Expectations:

Submission of officer reports at the beginning of the fraternal year.
Timely collection and reporting of member dues.
Compliance with Supreme Council financial reporting deadlines.
Regular updates on council financial health and membership status.

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As a Financial Secretary, you play a critical role in the success and accountability of your council. Your responsibilities include:

Following the Knights of Columbus Charter & Laws by maintaining accurate membership and financial records.
Collecting and recording council dues while ensuring timely submission of financial reports to Supreme and State Councils.
Issuing membership cards and safeguarding the integrity of council financial data.

You work closely with:

The Grand Knight to provide financial updates and support council programs.
The Treasurer to ensure proper handling and deposit of funds.
The Trustees by preparing reports for audits and ensuring financial transparency.

Key deadlines include:

Timely submission of officer reports and dues collection.
Compliance with Supreme Council financial reporting deadlines.
Regular updates on council finances and membership status.

Your commitment ensures a strong and successful council. Thank you for serving

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Overview
Funds Management
Annual Audit Jan – Dec
Membership
Member Management Hints

This symbol will help provide tips and guidance..

Go in document section

Go to WEB Link

Return to home page

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Presentation Organization & Agenda Overview

This presentation is structured to make navigation easy, with hyperlinked buttons guiding you directly to key sections:

Overview – A high-level introduction to the role and responsibilities of the Financial Secretary.
Funds Management – Covers best practices for handling council finances, budgeting, and proper record-keeping.
Semi-Annual Audit – Explains the audit process, reporting requirements, and how to ensure compliance.
Membership – Focuses on member engagement, retention, and recruitment strategies.
Member Management Hints – Provides practical tips for using Member Management efficiently for tracking dues, records, and reporting.

Click on the section you need to jump directly to the relevant content. This setup ensures a streamlined learning experience, letting you quickly find the information you need.

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1. Overview

Roles and Responsibilities
Importance
Checks & Balances
Teamwork

Helpful Resources

For Financial Secretaries, Treasurers & Trustees

Primarily for Financial Secretaries

Member Management Training – Very Handy!

Form 185
Form 365

Prospect Tab – E-Member to Council Process
Candidate Tab – Candidate Tab Training Video

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To help you succeed in your role, there are several valuable resources available:

Navigating the Supreme and Michigan State KofC Websites for official guidance.
Where to go for help when questions arise.
Conducting a Council Audit using Form 1295 – Semiannual Council Audit Report.
Treasurer & Trustee Training Manuals for role-specific guidance.
Council Budget Templates to ensure financial planning.
Charter Constitution Laws – 2024 and Leadership Resources for governance and best practices.

For Financial Secretaries, additional key tools include:

Member Management Training – an essential resource!
Form 185 & Form 365 for officer and program director reporting.
Prospect & Candidate Tabs to guide new members through the e-membership process.

These tools will help you fulfill your duties effectively and strengthen your council. Use them well, and don’t hesitate to seek support!

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1a. Roles & Responsibilities

Financial Secretary – Maintains all financial and membership records.

Uses Member Management software

Treasurer – Manages council funds & bank accounts

Handles the checkbooks and all bank transactions

Trustees – Oversees all financial business of the council

Prepares form 1295 & conducts the annual audit

Duties Responsibilities Council Officers Directors

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1b – Why is Financial Management so important?

Proper control

Avoid mis-appropriation of funds

Manage council funds

Like a small business

Tax accounting

Like a small business
990 Post card
990-EZ form

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1c – Checks & Balances

Honest Mistakes

Everyone makes mistakes
Losing $$$ is a big problem

Not-so-honest Mistakes

Remove temptation
Correct problems early

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2. Funds Management

Receipts – Incoming funds
Disbursements – Outgoing funds
Monthly Reconciliation – FS & Treasurer aligned?
Budgets – Prepare & approve a council budget
Bonding

$5000 – Treasurer & FS by Supreme
Additional amounts are available @ $7/$1000

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2a. Receipts

Treasurer

Verifies &

Signs Receipt

FS Turns Cash

Over To Treasurer

And Enters in

Member

Management

FS Receives

Cash

FS Retains

Signed

Receipt

Treasurer

Retains

Receipt

Copy

Treasurer

Deposits

Cash

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2b. Disbursements

FS Enters Voucher

in Member

Management

& Signs Vouchers

Approved by

Council if

Not budgeted

FS Receives

Request & Bill

Trustees

Examine

Vouchers

Council

Approves

Paying bills

Voucher

Signed by

Grand Knight

Treasurer

Writes

Check

Treasurer

Records

Disbursement

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Proper disbursement procedures ensure that all council expenses are handled transparently and responsibly. Here’s how it works:

The Financial Secretary receives a payment request and bill.
If not in the budget, council approval is required (A well-planned budget at the start of the year makes this easier!).
Trustees review vouchers to ensure accuracy and legitimacy.
The Financial Secretary prepares and signs the vouchers.
The council votes to approve payment of the bills.
The Grand Knight signs the vouchers for authorization.
The Treasurer writes the check for the approved payment. Or approves spending on the Council Credit card.
The Treasurer records the disbursement in financial records.

By following this process, your council maintains accountability, financial integrity, and smooth operations. Thank you for your stewardship!

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2c. Monthly Reconciliation

Treasurer receives monthly bank statement
Treasurer adds any interest into checkbook and Cash Journal
Treasurer checks for any unusual charges or credits and deducts or adds to checkbook
Treasurer checks off all checks and deposits that have cleared
Treasurer writes in balance of statement in appropriate place on back of statement
Treasurer lists all open deposits and un-cashed checks in appropriate spots on statement
Balance derived on back should agree with checkbook – if not examine amounts and additions and subtractions until amounts are found

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2c. Monthly Reconciliation

FS prints summary and detailed monthly receipts and voucher reports.
FS validates entries match those reflected in the Treasurer's Checkbook.
Treasurer reports all checks that have not been cashed that are beyond the legal period (usually six months) to Trustees at time of audit. "Payees are to be contacted to see why checks have not been cashed.

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2d. Budgets

Purpose:

Forecast
Pre-approval of expenses
Approved @ 2 meetings

Detail:

Detailed enough to ensure the money is spent per the intent approved (Underlined lines should have an additional level of detail)
Generic enough to allow sufficient flexibility
Example:

$500 for a Crisis Pregnancy Center donation (listed under “Life Activities”)

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Budgeting and Expense Approval

A template is included just click the embedded link.

Budgeting at the beginning of the fraternal year is essential for financial stability and smooth operations.

Forecasting allows the council to plan for upcoming expenses.
Pre-approval of expenses ensures funds are allocated appropriately.
All expenses over $500 should be approved in two meetings for proper oversight.

A well-planned budget saves time—funds that are approved in the budget do not require an additional vote later in the year, making financial management more efficient.

When detailing expenses:

Be specific enough to ensure funds are used as intended.
Allow flexibility for practical use.

For example, instead of just listing “Donations,” specify:�✅ $500 for a Crisis Pregnancy Center donation (under “Life Activities”).

By budgeting early, your council ensures financial transparency, avoids delays, and keeps operations running smoothly all year long.

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Fraternal Survey of Activities (#1728)

Council Program Training

Left side of form:

Faith, Family, Community & Life
Consolidates information from forms #10784.

Right side of form:

Fraternal Commitment

Non-program activities
Council expense section

Submit form annually (January)

FS provides the information for the Chartable Donations section

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Nothing Better Than A Good Taxonomy

Consider using this taxonomy for Family, community, Life, and Faith to Categorize Expenses
This will you help Categorize Expenses Accurately
This will save time and provide accurate information when filling out the 1728
Set by MM and following: Member Billing > Council Ledger> Billing Information>Account List>Add Account

Example report from the 24-25 CY from a council

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Properly classifying expenses using the correct taxonomy in Member Management ensures seamless reporting for the Annual Fraternal Activity Report (Form 1728).

In member Management you can set this up by selecting Member Billing > Council Ledger> Billing Information>Account List>Add Account

Categorize Expenses Accurately – Assign each transaction to the appropriate category, such as charitable donations, council operations, or membership activities.
Ensure Compliance & Accuracy – Proper classification helps maintain transparent financial records and ensures your council’s activities are fully recognized.
Save Time – By organizing expenses upfront, filling out Form 1728 becomes quick and hassle-free, making year-end reporting effortless.

Suggestion for the FS: Consider using the presented taxonomy to streamline financial tracking and ensure all funds are properly allocated. This will simplify reporting and enhance financial clarity for the council.

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3. Annual Audit

Overview
Preparation
Audit – 3 main parts

Membership – Done via Member Management
Income & Expenses
Assets & Liabilities

Post-audit tasks

How to Conduct a Council Audit (Word)
Semi-Annual Audit form

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3a. Overview form 1295

When?

Due by 8/15 – for July 1 ^st to June 31 ^st Fraternal Year Who
Trustees should do the audit using the records and documents supplied by the Financial Secretary and the Treasurer.
Financial Secretary provides documentation and answers questions.
Treasurer provides documentation and answers questions
Grand Knight attends the audit and signs the audit form
Other potential people to invite to the audit include the DGK, DD & Recorder

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3b. Preparation

FS – Don’t hold money on 6/30
FS – Provide documentation to the Trustees

Report of receipts (From Member Billing)
Report of vouchers (From Member Billing)

Treasurer – Provide documentation to the Trustees

Checkbook (and register)
Vouchers
Bank statements

Trustees – Fill out form 1295

Due by 8/15 – for July – June 1295
Using documentation from FS & Treasurer as input
FS & Treasurer should be available to answer questions as they arise

Trustees – Schedule the Audit meeting

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Knights of Columbus Semi-Annual Audit Overview

The Form 1295 Audit must be completed twice a year:

Due by August 15 for January – June
Due by February 15 for July – December

Who’s involved?�Trustees conduct the audit using records provided by the Financial Secretary and Treasurer, who must be available to answer questions. The Grand Knight attends and signs the audit. Other invitees may include the Deputy Grand Knight, District Deputy, and Recorder.

Key Responsibilities:

The Financial Secretary: Provides documentation, including receipts and vouchers, and ensures no funds are held on June 30 or December 31.
The Treasurer: Supplies checkbooks, vouchers, and bank statements.
Trustees: Complete Form 1295 (preferably online) using the provided documentation.

Next Step: Trustees schedule the audit meeting and ensure Form 1295 is submitted on time.

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Preparation for the Audit

Financial Secretary

Don’t hold any money on June 30^th
Provide Documentation to the Trustees

Report of Receipts
Report of transactions
Paper copies of transactions

Treasurer

Provide documentation to the trustees

Ledger and/or register
Receipt Books
Bank Statements

Trustees

Schedule the Audit Meeting
Do the Audit

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3c. Audit - Schedule A�Membership

Member Management

Skip Schedule A
Minimizes work
Preferred method

Manually fill this out

Follow instructions shown
Much more documentation needed (Council rosters, form 100s, etc.)

Due 2/15 – For July - December

Skip to 29:00 for Council Audit

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3c. Audit Schedule B - FS Cash Transactions

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Knights of Columbus Form 1295 – Cash Transactions

The Cash Transactions section covers all financial activity, not just physical cash. Checks and credit card payments are also considered cash for reporting purposes.

It is critical that no cash is on hand as of December 31 or June 30. If there is, you must balance it properly and ensure it carries over accurately into the next audit period.

To ensure an accurate audit:

Work closely with your Treasurer to deposit all funds promptly.
Double-check that all vouchers, bank statements, and council records align.
Reconcile accounts regularly, so there are no surprises when completing Form 1295.

Using Member Management can also simplify tracking receipts and disbursements, minimizing errors.

A well-documented, timely, and organized process makes Form 1295 easier to complete and ensures financial integrity for the council.

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3c. Audit Schedule B – Treasurer Transactions

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3c. Audit Schedule C – Assets

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3c. Audit Schedule C - Liabilities

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3d. Post Audit Tasks

Signatures – GK + Trustees (at least 2 of 3 Trustees)

DGK can sign for either the GK or a Trustee (if required)

Council Copies – Everyone who attended (everyone invited)

GK, DGK, Treasurer, Trustees & Recorder

Other Copies

Supreme – council.accounts@kofc.org
State – forms@mikofc.org (*)
District Deputy – DDXXX@mikofc.org (where XXX is District #)

(*) In 2020, roughly 5% of councils sent their audits to stateoffice@mikofc.org. The State Office doesn’t need (or want) copies of your audit.

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Yearly Completion of Tax Form 990-EZ

Form 990, 990-EZ, or 990-PF must be filed by the 15th day of the 5th month after the end of your organization's accounting period (This is June 30^th). Thus, for a calendar year taxpayer, Form 990, 990-EZ, or 990-PF is due November 15th of the following year.

(Note: This will be due on March 15^th for councils with accounting that runs on the calendar year January to December)

This is critical to maintain your tax-exempt status

Note if receipts for the year are over 50k you must use form 990

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Section 4 Membership

Join us QR code

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4a. Online Member Transfers – Prospect Tab

Step 0: Member joins online
Step 1: View Online Member Reports
Step 2: Contact the Online Members (*)
Step 3: Ask them to join (*)
Step 4: Exemplification (*)
Step 5: Update the Prospect Tab
Step 6: Update Member Management
Step 7: Welcome the new members (*)

(*) These steps should be performed by the Grand Knight and/or Membership Director.

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4a1 - View Online Member Reports

Reports are sent to Councils 3 ways:

Prospect Tab – Officers Online (See next page) (District Deputies, Grand Knights & Financial Secretaries)
Monthly Online Member Reports sent to DDs from SDDRs
E-mail communication from State E-Member Director for each Online Member

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4a2 – Prospect Tab – Common Issues

Only 90% of new e-members show up in your Prospect Tab. Here are a list of exceptions: If the e-member…

Accidentally put in your council but lives in another state.
Was already an e-member
Is ineligible to join
It may take 3-4 days to show up in your prospect tab.

What should you do???

Contact the candidate & do your normal vetting
If/when you’re ready to transfer him into your council…

If he’s in your Prospect Tab, transfer him into your council
If he is still missing from your Prospect Tab, just use the Candidate tab instead.

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Officers Online Reports

Go to Supreme Website (www.kofc.org)
Click on Sign In – Login to Officers Online

Only District Deputies, Grand Knights and Financial Secretaries have access

Enter User Name & Password and Sign In
Click on the Prospect Tab
Online Membership Prospect Tab

Watch the first 2 minutes of this 7 minute YouTube video to see how to login to Officers Online

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Step 1: View Online Member Report�(Prospect Tab)

Assigned List

Includes members that have said they want to join your council.
It may also include members assigned to your council by our State E-Member Director.

List of Prospects

Click on the prospect name to see detailed information for a specific Prospect. (See next page)

Action

FS should pass the Prospect information along to the Membership Director so the Prospect can be contacted.

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Member Detailed contact information

Click on Member Name
Member Details

FS will need to pass this information on to the GK and/or MD for them to contact the prospect.

George

Washington

1234 Knights Dr.

(248)

123-4567

G.Washington@lovetheUS.com

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Step 5: Update the Prospect Tab

Action / Transfer – If you are transferring this member into your council…

Ceremonial Date – Enter the date of his Exemplification.
Transfer – Click transfer to complete the process.

Action / Reject – If you do NOT want this member transferred to your council…

Reject – Clicking Reject will remove this member from your list. He will be unassigned.
Select the Reason – From the drop down box, select the reason this member is being rejected.

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Step 6 - Update Member Management

Prospect Tab updates members as 1^st Degree members

The new Exemplification makes them 3^rd Degree members

FS needs to update Member Management to make them 3^rd Degree members.

Login to Member Management & pull up the record for the new “1^st Degree” member
Click on “Fraternal Information” & copy the 1^st Degree date into the fields for 2^nd & 3^rd Degrees
Click

Send a notice to your Field Agent (Either fill out a Form 100 or print the Member Info Report)

Click on Member Info Report
Save the PDF
Email it to your Field Agent

Council 12345

1234567

Roosevelt, Franklin D.

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4b. Candidate Tab�New, Transfer or Reactive Members

Step 1: FS receives info for transfer or

new member

Step 2: FS Adds candidate
Step 3: Council approves member (*)
Step 4: FS Updates the Candidate Tab
Step 5: Update Member Management
Step 6: Welcome the new members (*)

(*) These steps should be performed by the Grand Knight and/or Membership Director.

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Financial Secretary Adds the Candidate

Get Form 100(s) from Council

Make sure all information is filled out
Email address is critical

Go to the Candidate Tab

Login to Officers’ Online
Click on the Candidate Tab

Click on

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Key in all information from the Form 100

Name, Address, DOB, Marital Status
1-3 Phone #s – Cell Phone is key
Email is key
Occupation, last 4 of SSN, Parish
Transfer/Reactivate information
Click

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Process / Delete the Candidate

Council approves (or denies)

Council Approves the candidate
Council decides NOT to allow the candidate to join your council.

Process (if approved)

Ceremonial Date:

Add = Date of Exemplification
Transfer or Reactivation = Date council approved the candidate

Click

Delete (if NOT approved)

Click This will remove the candidate from your list.

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Officers’ Online Notification

Member is transferred
No need to send Form 100 to Supreme
Person is removed from the Candidate Tab
You’ll get a +1 toward your quota
Member will receive an automated email
Retain form 100 for Council Record
Forward a copy of the Form 100 to your Field Agent (or send the Member Info Report from MM)

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Removing Members

Do not remove if:

Life or Honorary Life Member (or close)
Clergy
Disabled (You can fill out form 1831m Application for Per Capita Disability Exemption)

Remove using Form 100 if:

No Longer a catholic
Due to Felony conviction
Or with a written letter of resignation (Send copy of the (Fillable) form 100 with the letter to… Membership@kofc.org

Move to affiliate program if:

Lack of payment over multiple years and does not respond phone calls or emails.
This will only be accepted in Excel Format and must be sent to supreme by the District Deputy and can only be used if you have used the process prior
If this the first time the District Deputy needs the State Deputy to Submit.
FAQ’s Link

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Removing a Member – Important Guidelines

Before removing a member, DO NOT remove them if they are:

Life or Honorary Life Members (or close to eligibility).
Clergy – Priests and deacons should always remain on the roles.
Disabled Members – Instead, submit Form 1831M for a Per Capita Disability Exemption.

Removal using Form 100 is only allowed if:

The member is no longer Catholic.
The member has been convicted of a felony.
The member submits a written resignation – Send Form 100 along with the resignation letter to Membership@kofc.org.

Affiliate Program Transfer (Not Removal) applies when:

A member hasn’t paid dues for multiple years and doesn’t respond to calls or emails.
Must be submitted in Excel format by the District Deputy.
If it’s a first-time submission, the State Deputy must submit it.

Always follow the proper process to ensure records are handled correctly!

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Other Resources

Use the Supreme website for more information

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Using Member Management

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Using Member Management

Note: Tabs across the top:

Member Management
Council Administration
Print Center

Left hand side lists actions that can be taken

Note I am training mode. All changes will not be live. It gives you a chance to test items before making them live. Remember changes happen every where when live.

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Welcome to the Member Management System, a powerful tool for maintaining and updating council records. Here’s what you can do on the Member Management Tab:

Find a Member – Quickly locate a member by searching their name or membership number.
Search Results – View and select the correct member from the list of matches.
General Information – Access essential member details, including name, address, and contact information.
Fraternal Information – Review membership status, degree level, and council roles.
Personal Information – Maintain details like birthdate, spouse’s name, and emergency contacts.
Member Interests – Track a member’s involvement and areas of interest within the council.
Contact Notes – Record interactions and important notes for future reference.
Change History – Review past updates to ensure accurate record-keeping.

Remember, use Training Mode to practice and Live Mode for real updates. This system helps streamline communication and keeps member records organized.

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Using Member Management

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The Council Administration tab in the Member Management system is essential for managing council leadership and activities. Here’s what you can do:

Council Information – View key details about your council, including location, jurisdiction, and institution date.
Council Officers (Current & Next) – Review and update officer positions for the current term and plan for future leadership. (This is the 185 form)
Service Program Personnel (Current & Next) – Manage leaders responsible for service programs, ensuring roles are filled and up-to-date. (This is the 365 form)
Additional Positions – Track and assign other important roles within the council beyond elected officers.
Member Interests – Identify and document members’ interests to match them with service opportunities.
Parish List – Maintain a list of affiliated parishes for outreach and event coordination.
Title List – View all council role titles and their descriptions.
Download Tools – Export reports and rosters for record-keeping and planning.

By using these features, you can ensure smooth council operations and effective leadership transitions.

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Using Member Management/ Council Administration

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The Council Administration tab in the Member Management system is essential for managing council leadership and activities. Here’s what you can do:

Council Information – View key details about your council, including location, jurisdiction, and institution date.
Council Officers (Current & Next) – Review and update officer positions for the current term and plan for future leadership.
Service Program Personnel (Current & Next) – Manage leaders responsible for service programs, ensuring roles are filled and up-to-date.
Additional Positions – Track and assign other important roles within the council beyond elected officers.
Member Interests – Identify and document members’ interests to match them with service opportunities.
Parish List – Maintain a list of affiliated parishes for outreach and event coordination.
Title List – View all council role titles and their descriptions.
Download Tools – Export reports and rosters for record-keeping and planning.

By using these features, you can ensure smooth council operations and effective leadership transitions.

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Using Member Management 185 to Report of Officers Chosen for the Term

✅ Complete 185 on line

✅ Complete 365 on line (Add Cor Role)

✅ Select Council Administration Tab

✅ Select the Fraternal year you need

✅ Select the chosen officers

✅ Hit the submit button

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The Council Administration tab in the Member Management system is essential for managing council leadership and activities. Here’s what you can do:

Council Information – View key details about your council, including location, jurisdiction, and institution date.
Council Officers (Current & Next) – Review and update officer positions for the current term and plan for future leadership.
Service Program Personnel (Current & Next) – Manage leaders responsible for service programs, ensuring roles are filled and up-to-date.
Additional Positions – Track and assign other important roles within the council beyond elected officers.
Member Interests – Identify and document members’ interests to match them with service opportunities.
Parish List – Maintain a list of affiliated parishes for outreach and event coordination.
Title List – View all council role titles and their descriptions.
Download Tools – Export reports and rosters for record-keeping and planning.

By using these features, you can ensure smooth council operations and effective leadership transitions.

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Using Member Management/ Print Center

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The Print Center tab in Member Management is a powerful resource for generating reports, labels, and communications essential to council administration. Here’s what you can do:

Reports – Generate various council reports, including membership rosters, officer lists, and financial summaries.
Labels – Create mailing labels for sending physical correspondence to members.
Billing Reports – Access and print detailed financial reports related to member dues and council transactions.
Data Extract Tool – Export membership and financial data for further analysis or integration with other systems.
Email – Send email communications directly from the platform to members, officers, or specific groups.

Using the Print Center ensures efficient record-keeping, communication, and financial transparency within the council.

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Email Facility

The Email Feature in the Member Management system allows you to efficiently communicate with members by sending messages to selected groups. Here’s how it works:

Select Recipients – Choose individual members or predefined groups within the system.
Compose Your Message – Draft an email with important updates, reminders, or announcements.
Click to Send – Once you’ve selected the groups and reviewed your message, send the email directly from the platform.

This feature ensures effective and organized communication with council members, officers, and program leaders—all within the system.
Note: capitalized email address have been kicked backed by Supreme as undeliverable

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Data Extract Tool

Navigate to the Data Extraction Tool – Found under the Print Center tab.
Select Your Data Fields – Choose what member details you want to include (e.g., contact info, membership status, financials).
Generate & Export – Download the report in Excel format for further analysis or record-keeping.

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Self Service Help is One Click Away!

General Information:

Search Tips
Can Data be converted from FSPC to Member Management?
Is a Form 100 still required?
Can a death of member be reported online?
Why are Former Members displaying?
Why are Degree Dates not accurate?
What are the various Member Types & Classes?

Reporting Officers & Service Program Personnel:

Reporting Officers & Service Program Personnel
Adding Council Positions
What if the Chaplain is not a member of the Council?
Notifying State and District Deputy

Printing issues:

What if the labels are not printing correctly?
What if the reports don’t print correctly?

Email Functionality:

How do I email a group of members?
How do I email an individual member?

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The Expertise Feature in the Member Management system provides guidance on key tasks under four main headings:

General Information – Get help updating member records, modifying personal details, and managing fraternal data.
Report Officers & Service Personnel – Learn how to assign, update, and track council officers and program personnel for both current and future terms.
Printing Issues – Troubleshoot problems related to generating reports, labels, and billing statements, ensuring proper document formatting.
Email Functionality – Understand how to send individual and group emails, manage recipient selections, and troubleshoot email delivery issues.

By using the Expertise Feature, you can quickly find answers to common questions and improve your efficiency in managing council operations.

The example shown: When selecting General Information and using the Search Tip, the system displays a results box with relevant member details, such as name, contact info, and membership status, helping you quickly locate and update records.

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Using Member Management/ Print Center

✅ While you are here

✅ Generate a birthday list

✅ Recognize members at your

meeting or with a card

✅ This is a great practice assignment!

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The Print Center tab in Member Management is a powerful resource for generating reports, labels, and communications essential to council administration. Here’s what you can do:

Reports – Generate various council reports, including membership rosters, officer lists, and financial summaries.
Labels – Create mailing labels for sending physical correspondence to members.
Billing Reports – Access and print detailed financial reports related to member dues and council transactions.
Data Extract Tool – Export membership and financial data for further analysis or integration with other systems.
Email – Send email communications directly from the platform to members, officers, or specific groups.

Using the Print Center ensures efficient record-keeping, communication, and financial transparency within the council.

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Member Billing

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Note I am training mode.

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Find dates an easy way…

Click on one carat-go back one month, click on two carats-go back one year. Hold on box &

slide down for

previous years

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Set-up billing information for members and vendors.

Note: Remittance name now changeable

US Dollar

Member Billing

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Expense report showing accounts and events information.

Dues statement now shows the optional dues remittance name.

O’NEILL KNIGHTS OF COLUMBUS #701

Member Billing

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Establish the class list and amounts to assess

Determine regular and honorary assessment amounts

Sub classes and amounts

Add classes here

Seminarian

$5.00

Member Billing

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Creating Special� Assessments

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Dues Collection �Tool Entry (Option #1)

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Entering Dues and �Special Assessment Receipts (Option #2)

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Process Pending�Receipts

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Making Adjusting Entries

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Process Pending Adjustments

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Forgiving Unpaid �Special Assessments

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Forgiving Unpaid Special Assessments

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Resources

You don’t have to “know” everything.�You just need to “know” where to find the answers

Faith In Action Manual (#10590)
Leadership Guide (Found at MIKOFC.org)
Supreme website (www.kofc.org)
State website (www.mikofc.org)
Council Officers and Past Grand Knights
District Deputy
State personnel

Council Program Training

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Brothers, at this point, you have a strong understanding of your role, your responsibilities, and the resources available to support you. But remember—being an effective leader in your council isn’t about knowing everything. It’s about knowing where to find the answers and who to reach out to when you need help.

Your Faith in Action Manual (#10590), the Leadership Guide, and the resources on the Supreme and Michigan Knights of Columbus websites are all at your fingertips. More importantly, you have a network of support—your fellow officers, Past Grand Knights, District Deputies, and State Personnel—all here to help you succeed.

The key takeaway? You are not alone. Lean on your brother Knights, communicate openly, and take proactive steps to ensure your council thrives. Stay organized, plan ahead, and use the tools we’ve discussed today.

Most importantly, never lose sight of why we do this work—to serve Christ, strengthen our families and parishes, and build a brotherhood that makes a real difference.

Let’s go forward with purpose, with faith, and with a commitment to excellence. Vivat Jesus!

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Insurance

Work with Field Agent – Build a relationship with your assigned insurance agent. Promote at least two Fraternal Benefit Nights and submit Form 11077 to report each one.
Now you can play pre-recorded versions (Try this prior to your council meetings)
Give Smarter: A Catholic Approach to Generosity - Donor-Advised Fund (Gives councils a way to accept tax deductible donations from anyone)

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Fraternal Benefit Event on Demand

�

• Video Presentation Link:

Knights of Columbus Asset Advisors 2025 Economic Outlook

Knights of Columbus Donor –Advised Fund (Good for Councils to donate)

• Form 11077 link: #11077 Fraternal Benefits Event Council Report

Fill out a Form 11077 in Officers Online within 7 days of the event!

Fraternal Benefit Presentations General Information

Helpful Resources and Hot Links:

1. Read the New Guidebook – review best practices to hosting successful Fraternal Benefit Events

2. Share the posts on their social media accounts - templates located in the Supply Store - FBE Social Media 1-4

3. Print Posters and place them in parish vestibules. Find events in your region listed below

4. Email out event details to members – Prepared email templates available

5. Do a pulpit announcement – use the suggested language for promoting events at Mass

�

Bill LeVeque SDSA

Weekday # 517-323-6278

Evenings and Weekends 517-749-2011

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Use Find An Agent

If you are not sure who your agent is use Supremes find and agent webpage

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Ask the Expert

For more information check out member billing website that can help you answer questions not covered in the presentation

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Pre-View –Officers Reference Desk

When you have questions

Check out the Officers Reference Desk

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Supreme Provides additional training

Subscribe to the Fraternal Leader Advisory monthly update
Delivered to your in box
Click Here or https://www.kofc.org/en/news-room/fraternal-leader-advisory/index.html

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# 1 Resource Dan Remeika Talking Points

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Sunday Afternoon Constant Contact

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Financial Secretaries�Treasurers�Trustees

Questions???

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