Knights of Columbus Massachusetts State Council Program / Award Handbook 2005-2006 MASSACHUSETTS WILL DO IT IN 2005-2006 NOW IS THE TIME State Deputy RICHARD F. GUERRIERO Program Director LOUIS MATTUCHIO
State Program Team Program Director FDD Louis Mattuchio Church Director FDD Arthur Whitemore Community Director FDD Albert Fuller Council Director FDD James Farrell Family Director FDD Daniel Brenner Youth Director FDD Walter Symolon 3
PURPOSE KNIGHTS OF COLUMBUS MASSACHUSETTS STATE COUNCIL PROGRAM AND AWARD GUIDELINES 2005-2006 PROGRAM YEAR The purpose of these guidelines is to describe in a simple manner how to complete the annual program report and to provide the necessary information for the submission of award applications. The purpose of the program report is two-fold. The first purpose is to inform the State Officers of the active status of each council. A council that does not provide activities for its members will become stagnate and will not survive. A well functioning Service Program is vital to every Knights of Columbus Council. A council that plans activities and keeps its members involved will grow and flourish. The Grand Knight is directly responsible for the establishment and maintenance of the council's Service Program. Each council is encouraged and expected to review the Supreme booklet, Surge with Service for program activities and ideas, which will ensure the continued vitality of the council. The second purpose of the program report is to evaluate a council for potential awards at the annual State Convention. The District Deputy shares co-responsibility with the Grand Knights of his District to be certain that each council has established a Service Program and report its results to the State Council for due consideration in the State Awards Program. GENERAL INFORMATION The State Program Year extends from July 1, 2005, through April 15, 2006. Only projects completed during this period may be reported and recognized unless the State Deputy or State Program Director grants specific authorization. Program activities fall into one of the following five program activity categories. Church Church activities focus on the life of the local Catholic parish or the universal Church. Members are expected to be active as individuals in their parish life. Similarly, Councils are expected to be active as councils in the parish or parishes which they serve. Community Community activities support or benefit the local community served by the Council or the community's citizens. A Council can directly benefit the community by serving the needy, disabled or elderly. Some community activities, however, may well reach out beyond the local area to aid those in need (e.g., disaster relief). Council Council activities benefit the local Council, its members, or the order at large. Council activities encourage the members to work together in a spirit of unity and fraternity and to enjoy a common fellowship that results from this interaction. Each Council is also encouraged to publish a monthly or quarterly newsletter, to maintain a council website, to compile a council scrapbook and to organize and maintain certified degree teams. 4
Family The family is the core of our Church, community, and Order; thus, all our activities should be geared toward enhancement of family values. Our Family activities should celebrate the family and reach out to other Catholic families, encouraging them to join our ranks. Youth Our young people are God's gift to us. We should nurture this gift so that it may grow in His eyes. Also remember, Our young people are potential members of the Knights of Columbus especially if they are members of the Columbian Squires. Many times an activity may fall into more than one of the above listed categories. The easiest way to determine the category of a program is to ask, "Who benefits from the program? The Church, the Community, the Council, the Families or the Youth?" Each council should strive to be well rounded and conduct activities in all of the program areas. AWARDS Each year at the annual State Knights of Columbus Convention, numerous awards are given to councils and individuals to recognize their accomplishments over the preceding State fraternal year. A rating system has been established to grant points for activities performed and sponsored by each council. Points are awarded as follows: Mandatory Requirements - There are several required activities that must be completed in order for a council to qualify for an achievement award and the following points are awarded for these requirements. The following forms must be filed with Supreme: 1. File Form 185, Report of Council Officers Due: July 1-50 pts 2. File Form 365, Service Program Personnel Report Due: Aug. 1-50 pts 3. File Form 1295, Semi-Annual Audit Report Due: Aug. 15-50 pts 4. File Form 1295, Semi-Annual Audit Report Due: Feb. 15-50 pts 5. File Form 1728, Annual Survey of Fraternal Activity Due: Jan. 31-50 pts The following reports must be filed with the State Program Director: 1. The Semi-Annual Council Program Report Due: Nov. 1-50 pts 2. The Final Council Program Report Due: April 15-50 pts * Each council must also send at least one representative to either the Leadership Conference in June or the Mid-Winter Leadership Conference Meeting in January (50 points awarded for each representative attending - 400 points max.) Points are also awarded for activities and projects performed or sponsored by councils. 5
Basic Points - each activity sponsored by the local council will be awarded 20 basic points. An on-going project or continuing activity should be listed as one project. Each project should be listed in only one program activity area. Bonus Points - each activity is eligible to receive bonus points based on the number of man-hours involved in planning and conducting the project. 100 or more man-hours - 25 bonus points 40, but less than 100-15 bonus points 20, but less than 40-5 bonus points Activities that require less than 20 man-hours do not earn bonus points Special Projects - Special Projects are activities that are specifically designated by the Massachusetts State Council and local councils are encouraged to conduct such activities. Special Projects receive 50 basic points plus any bonus points that may apply. A list of Special Projects for each of the five program activity areas is provided on a separate sheet. Donations - Donations of money or goods only receive 10 basic points and no bonus points. Reporting Procedures The Semi-Annual Council Program Report should be completed on the forms provided by the State Council and sent to the State Program Director by November 15. This report reflects the council' s mid-year status and should help the council and the State Officers evaluate a council' s performance over the first half of the state fraternal year. This report will be reviewed by the State Program Director and returned to the council for feedback. The Final Council Program Report should be sent to the Program Director No Later Than April 15 st and should reflect the council' s activities for the full fraternal year. Councils that fail to file a Final Council Program Report will not be eligible for Achievement Awards. Special Instructions The Council name and number should appear at the top of each page of the mid-term and final program reports. The report consists of seven (7) different forms: Council Program Report - Mandatory Requirements, Council Program Report Summary Report Five (5) Activity Projects Reports - one for each of the five activity areas. Note that there may be more than one page for these activity reports, each with the same format. 6
ACHIEVEMENT AWARDS The State Council recognizes four (4) levels of achievement by local councils. The Final Council Program Report will serve as the application for the Achievement Awards. Honor Council In order to qualify for Honor Council, a council must earn a minimum of 1000 points, have at least four activities in each of the five program areas and complete at least one Special Project in each of the five program areas. Council of Excellence In order to qualify for Council of Excellence, a council must earn a minimum of 1500 points, have at least four activities in each of the five program areas and complete at least two Special Projects in each of the five program areas. Additionally, a council cannot have a net reduction in membership for the State fraternal year, (i.e., suspensions and withdrawals cannot exceed new admissions and reactivations). The membership of the council cannot be lower at the end of the Contest State fraternal year (April 15) than it was at the beginning of the State fraternal year (July 1 of the previous year). Distinguished Council In order to qualify for Distinguished Council, a council must earn a minimum of 2000 points, have at least four activities in each of the five program areas and complete at least three Special Projects in each of the five program areas. Additionally, a council must attain a 5 % net gain in membership for the State fraternal year. Superior Council In order to qualify for Superior Council, a council must earn a minimum of 2500 points, have at least five activities in each of the five program areas and complete at least four Special Projects in each of the five program areas. Additionally, a council must meet Top Gun status in membership and meet the Supreme quota for new insurance members for the State fraternal year. 7
Other Special Awards Divisions: Division 1-Greater than 300 members Division 2-Greater than 200 members Division 3-Greater than 100 members Division 4-Less than 100 members Best Council Awards - One council from each of the four membership divisions will be designated as the Best Council in the State in that division. This award will be based on a council achieving either Superior Council or Distinguished Council status and earning the highest total number of points in their division based on the Final Council Program Report. If no councils in a particular division achieve either Superior or Distinguished Council, the award will be presented to a council that achieves Council of Excellence status. Supreme Council Service Program Awards - One activity in each of the five program areas (Church, Community, Council, Family and Youth) will be chosen for the Supreme Council Service Award. Each council is encouraged to submit outstanding activities from the five program areas for consideration for these awards. A committee will serve as judges and determine the top award winners from each program area. Councils may submit as many entries at they wish, however, a council will only be eligible to receive one award from each of the five program areas. Nominated activities must be submitted to the State Program Director No Later Than April 15st. The council who sponsored the activity should submit all entries on the form giving details of the project. Best Vocations Program Award - Each council may submit a vocations project for the best vocations program award. A committee will serve as judges and determine the top award winners. Nominated activities must be submitted to the State Program Director No Later Than April 15st. The council who sponsored the activity should submit all entries on the form giving details of the project. Best Pro-Life Program Award - Each council may submit a Pro-Life project for the best pro-life program award. A committee will serve as judges and determine the top award winners. Nominated activities must be submitted to the State Program Director No Later Than April 15st. The council who sponsored the activity should submit all entries on the form giving details of the project. Best Newsletter Award - Each council may enter its monthly or quarterly newsletter for an award. Two awards will be presented, one for Division 1 and 2 councils and one for Division 3 and 4 councils. A copy of each newsletter printed during the State fraternal year should be placed in a binder in chronological order and must be submitted to the State Program Director No Later Than April 15st. The State Program Director and each of the five State Activity Directors will serve as judges. The State Deputy and State Program Director should be placed on your newsletter mailing list during the year. Best Council Web Site Award - Each council may nominate its Website for the Best Council Website Award. Websites content should cover only the current State fraternal year and will be judged on comprehensiveness, originality, artistry and content and must be submitted to the State Program Director No Later Than April 15st. The State Program Director and each of the five State Activity Directors will serve as judge Best Council Scrapbook Award - Each council may submit a Scrapbook for the Best Council Scrapbook Award. Scrapbooks may be of any size, however, they should be limited to one volume. Scrapbook content should cover only the current State fraternal year and will be judged on neatness, originality, artistry and content and must be submitted to the State Program Director No Later Than April 15st. The State Program Director and each of the five State Activity Directors will serve as judges. 8
Catholic School Teacher of Year Award - Each council is encouraged to submit an entry for the State Catholic School Teacher of The Year. Councils may submit more than one entry if desired. The entry should be on plain paper describing the activities and accomplishments of the Catholic School Teacher of The Year and giving reasons why the nominee should be considered for the award but without identifying the nominee by name or council. The nomination should be primarily based on the activities of the nominee during the preceding State fraternal year. Prior accomplishments should only be stated to enhance a current related accomplishment. A cover sheet identifying the nominated teacher should accompany the entry. The State Board and State Program Director will serve as judges and determine this award winner and must be submitted to the State Program Director No Later Than April 15th. (Catholic School Teacher is defined as a teacher in a Catholic School). Policeman / Firefighter / EMT of Year Award - Each council is encouraged to submit an entry for the State Policeman / Firefighter or EMT of The Year. Councils may submit more than one entry if desired. The entry should be on plain paper describing the activities and accomplishments of the Public Servant of The Year and giving reasons why the nominee should be considered for the award but without identifying the nominee by name or council. The nomination should be primarily based on the activities of the nominee during the preceding State fraternal year. Prior accomplishments should only be stated to enhance a current related accomplishment. A cover sheet identifying the nominated public servant should accompany the entry. The State Board and State Program Director will serve as judges and determine this award winner and must be submitted to the State Program Director No Later Than April 15th. Best Hospitality Convention Room Award - Each candidate / council / and /or District is encouraged to participate in Best Hospitality Convention Room. The State Board will serve as judges and determine this award winner based on Fraternity, Character and Fun. The State Deputy Cup Award will be presented after elections on convention Sunday. Massachusetts State Knight of the Year Award (Minihan Award)- Each council is encouraged to submit an entry for the State Knight of the Year Award-Minihan Award. Councils may submit more than one entry if desired. The entry should be on plain paper describing the activities and accomplishments of the Knight and giving reasons why the nominee should be considered for the award but without identifying the Knight by name or council. The nomination should be primarily based on the activities of the Knight during the preceding State fraternal year. Prior accomplishments should only be stated to enhance a current related accomplishment, i.e., "This Knight has served as Warden, Advocate, Deputy Grand Knight and currently serves as Grand Knight of our council." A cover sheet identifying the nominated knight should accompany the entry. The State Board will serve as judges and determine this award winner. Massachusetts State Family of the Year Award - Each council is encouraged to submit an entry for the State Family of the Year Award. Councils may submit more than one entry if desired. The entry should be on plain paper describing the activities and accomplishments of the family and giving reasons why the nominee should be considered for the award but without identifying the family by name or council. The nomination should be primarily based on the activities of the family during the preceding State fraternal year. Prior accomplishments should only be stated to enhance current related accomplishments. A cover sheet identifying the nominated family should accompany the entry. The State Board will serve as judges and determine this award winner. Charity Fundraising Drive Award - Two awards are presented based on the results of the State Charity Fundraising Drive for Persons with Disabilities (Tootsie Roll Drive). One award goes to the council with the highest total dollar amount collected and the second award goes to the council with the highest dollar amount collected per council member. Membership figures for the beginning of the State fraternal year will be used to calculate the amount collected per council member. Dollar figures will be taken from the reports submitted to the State Charity Fund Chairman, who determines the award winners. 9
MEMBERSHIP AWARDS Top Gun Awards Top Gun Awards are presented to each council that meets certain membership goals. Each council is assigned a state membership quota that is equal to 5% (rounded to the nearest whole number) of that council's membership total at the beginning of the State fraternal year as set by Supreme. To qualify for the Top Gun award a council must meet a membership goal of either a) double its quota or b) its quota plus 10 whichever is less. If a council's quota is 4, that council must have a net membership gain of 8 (double the state quota). If a council's quota is 12, that council must have a net membership gain of 22 (state quota plus 10). Top Gun awards will be determined by the State Membership Director. Top Proposer Award This award is presented to the single Knight that recruits and proposes the highest number of new members or readmissions to the Order in our State during the State fraternal year. Net Membership Gain Awards Presented to the council that registers the highest net membership gain for the State fraternal year. These awards are determined by the State Membership Director. Percentage Membership Gain Award Presented to the council which registers the highest percentage membership gain for the State fraternal year. These awards are determined by the State Membership Director. 10
MANDATORY REQUIREMENTS The following requirements must be met in order for your council to qualify for an award. Fill in the appropriate points for each requirement. File Form 185, Report of Council Officers (Due date - July 1-50 Pts) - (Supreme) File Form 365, Service Program Personnel Report (Due date - August 1-50 Pts) - (Supreme) File Form 1295, Semi-Annual Audit Report (Due date - August 15-50 Pts) - (Supreme) File Semi-Annual Council Program Report (Due date - November 1-50 Pts) - (State) File Form 1728, Annual Fraternal Activity Report (Due date - January 31-50 Pts) - (Supreme) File Form 1295, Semi-Annual Audit Report (Due date - February 15-50 Pts) - (Supreme) File Final Council Program Report (Due date - April 15-50 Pts) - (State) At least one council member attend the Grand Knight Leadership Conference (50 points awarded for each representative attending - 400 points max.) At least one council member attend the Mid-Winter Leadership Conference (50 points awarded for each representative attending - 400 points max.) TOTAL MANDATORY POINTS (PLACE ON SUMMARY SHEET) 11
Church 1. Conduct a meaningful vocations program Special Projects - 50 Points Each 2. Make a minimum donation of $100 to the Massachusetts Charitable Foundation (This donation qualifies as a Special Project and is worth 50 points) 3. Participate as a Council in life of the parish (10 points/area of involvement, maximum of 50 pts) 4. Participate as a Council in maintaining or improving parish facilities 5. Participate in Supreme's Marian Hour of Prayer 6. Sponsor a council or parish retreat 7. Assist the people of a Catholic order or a Catholic religious community (i.e., retirement center, etc.) or local Catholic clergy. 8. Sponsor a "Keep Christ in Christmas" project. 9. Sponsor a parish prayer service (i.e., Stations of the Cross, Rosary, Reconciliation Service) 10. Attend State Sponsored Mission Sunday Mass at Cathedral of The Holy Cross 11. Establish a Parish Round Table and file the Parish Round Table report. 12. Sponsor a Seminarian (RSVP Program) 13. Conduct a Pro-Life Program as a council, ie. Sponsor a Pro-Life Mass, sell roses for Mass Citizens for Life, sponsor a baby shower for the unborn, etc. 14. Sponsor the Icon Prayer Service at your council or parish. 15. Sponsor a Memorial to the Unborn 16. Submit a "Best Church Project" for the State Convention 17. Submit a "Best Vocations Project" for the State Convention 18. Other-Fully Explain TOTAL CHURCH POINTS (PLACE ON SUMMARY SHEET) Note: All Special Projects worth 50 basic points plus any applicable bonus points. Bonus Points: 100 or more man-hours - 25 bonus points 40, but less than 100-15 bonus points 20, but less than 40-5 bonus points Activities that require less than 20 man-hours do not earn bonus points. Remember to include planning and organizational time when figuring man-hours spent on the project. 12
Community 1. Sponsor or Promote a Pro-Life Project 2. Attend State Pro-Life Masses at LaSallette Shrine or Assumption College (50 Points Each) 3. Participate in the State Charity Fund Drive (Tootsie Roll Drive) and Files Form With Check 4. Attend State Diocesan Charity Dinner and present Charity Fund Drive Check 5. Participate as a council in visiting the sick or elderly shut-ins or hospital visits 6. Participate as a council in Habitat for Humanity or some other community assistance project (disaster relief, etc.) 7. Participate in a food or clothing drive to assist the needy or volunteer as a council to assist at a soup kitchen 8. Participate in community leadership roles, i.e., civic, historical societies, etc. 9. Participate in a community beautification project (adopt-a-highway, etc.) 10. Participate in some form of Prison Ministry 11. Sponsor a Blood Drive 12. Honor or Recognize local Fire and Law Enforcement Officers or Emergency Response Personnel, i.e. Blue Mass or some other program 13. Hosts or Participates in a Pro-Life Baby Shower 14. Council Hall made available for Community Affairs 15. Submit a "Best Pro-Life Project" for the State Convention 16. Submit a "Best Community" for the State Convention 17. Other-Fully Explain TOTAL COMMUNITY POINTS (PLACE ON SUMMARY SHEET) Note: All Special Projects worth 50 basic points plus any applicable bonus points. Bonus Points: 100 or more man-hours - 25 bonus points 40, but less than 100-15 bonus points 20, but less than 40-5 bonus points Activities that require less than 20 man-hours do not earn bonus points. Remember to include planning and organizational time when figuring man-hours spent on the project. 13
Council 1. Conduct a membership drive (50 Points Each Drive) 2. Publish a monthly council newsletter 3. Hold a fraternal benefits information program 4. Council has at least two certified members on a Certified Degree Team 5. Participate in State sanctioned K of C athletic event (bowling, golf, softball, cribbage, table tennis) 6. Hold on-going socials, at least quarterly 7. Conduct a Memorial Service for deceased brother knights (Supreme Booklet #2942) 8. Knights of Columbus Insurance promotion (50 points for each new insurance member as determined by Supreme's records) 9. Maintain a council website 10. Donate a Council Gift to State Convention Ladies Brunch 11. Council Members Attend Lantern Award Banquet 12. Council Members Participate In Veteran s Day or Memorial Day Ceremonies 13. Council recognizes Honorary or Life Members 14. Submit a "Best Council Project" for the State Convention 15. Submit a "Knight of the Year" entry for the State Convention 16. Enter the "Best Scrapbook" competition at State Convention 17. Other-Fully Explain TOTAL COUNCIL POINTS (PLACE ON SUMMARY SHEET) Note: All Special Projects worth 50 basic points plus any applicable bonus points. Bonus Points: 100 or more man-hours - 25 bonus points 40, but less than 100-15 bonus points 20, but less than 40-5 bonus points Activities that require less than 20 man-hours do not earn bonus points. Remember to include planning and organizational time when figuring man-hours spent on the project. 14
Family 1. Sponsor a K of C Family Corporate Communion 2. Participate in the Supreme Family of the Month program (must submit at least 6 entries to Supreme during the fraternal year) 3. Sponsor a program to assist widows and families of deceased members 4. Sponsor a family fun event, social or outing, i.e., party, picnic, canoe trip, etc., (50 points per event, maximum 200 points) 5. Hold a K of C Memorial Mass 6. Assist a needy family 7. Awareness/Promote World Youth Day or Host a Local Youth Day program 8. Establish a Youth Scholarship Program 9. Provide support to a local school, i.e., Adopt a School (preferably a Catholic school) 10. Attend Annual Squires Fundraiser 11. Sponsor Knights of Columbus Essay Contest 12. Council Invites Widows to Social Events and Sends Copies of Newsletters 13. Submit a "Best Family Project" for the State Convention 14. Submit a "Family of the Year" entry at the State Convention 15. Other-Fully Explain TOTAL FAMILY POINTS (PLACE ON SUMMARY SHEET) Note: All Special Projects worth 50 basic points plus any applicable bonus points. Bonus Points: 100 or more man-hours - 25 bonus points 40, but less than 100-15 bonus points 20, but less than 40-5 bonus points Activities that require less than 20 man-hours do not earn bonus points. Remember to include planning and organizational time when figuring man-hours spent on the project. 15
Youth 1. Support a Columbian Squires Circle, CYO, or other Catholic youth group 2. Sponsor or support Scouting (Boys or Girls Scouts or Cub Scouts, Brownies, etc.) 3. Conduct a program to recognize and/or encourage youth liturgical participation (alter servers, youth choir, youth commentators or lectors) 4. Actively participate in community youth programs (coaching athletics, 4-H club, Explorers, etc. 10 points per involvement, maximum of 50 points) 5. Sponsor a Drug Awareness Poster Contest or similar program 6. Sponsor (or co-sponsor) a local KC Free Throw Contest 7. Plan and sponsor a youth retreat 8. Participate as a council in a Special Olympics program (not just financial assistance) 9. Sponsor a "Toys for Tots" or other similar project to donate toys (or other items) to needy children 10. Sponsor a program for the youth of the parish, i.e., Easter egg hunt, Christmas party, teenage dance, etc. (50 points per event, maximum 200 points) 11. Attend or Donate A Gift for Annual Squires Fundraiser 12. Hosts a State Squires meeting or event. 13. Awards Scholarships for graduating high school seniors or currently enrolled college students. 14. Sponsors youth dances. 15. Submit a "Best Youth Project" for the State Convention 16. Other-Fully Explain TOTAL YOUTH POINTS (PLACE ON SUMMARY SHEET) Note: All Special Projects worth 50 basic points plus any applicable bonus points. Bonus Points: 100 or more man-hours - 25 bonus points 40, but less than 100-15 bonus points 20, but less than 40-5 bonus points Activities that require less than 20 man-hours do not earn bonus points. Remember to include planning and organizational time when figuring man-hours spent on the project. 16
COUNCIL PROGRAM REPORT SUMMARY REPORT COUNCIL NAME COUNCIL NO. ACTIVITY AREA Number of Special Projects Total Number of Projects Basic Points Bonus Points CHURCH COMMUNITY COUNCIL FAMILY YOUTH TOTAL Basic plus Bonus Points: Mandatory Project Points: Grand Total: Grand Knight District Deputy Report due no later than November 1st and April 15st 17