Sustaining your Council s Mission

Transcription

1 Sustaining your Council s Mission Best Practices in Council Management Joseph Rudolph & Daniel Cerrito 51 st College Councils Conference September 30 October 2, 2016

2 Introductions Daniel Cerrito (Danny) Past-Grand Knight, University of Arizona Council Senior; B.S. Neurochemistry, B.A. Law Joseph Rudolph (Rudy) Lecturer, Notre Dame Council 1477 Captain, John Cardinal O Hara Assembly 3600 Senior; BBA Accountancy jrudolph@nd.edu

3 Agenda Record Organization & Institutional Memory Knights after College Utilization and Mentorship Running Successful Events Running Effective Meetings

4 Record Organization High Turnover from year to year Standardized Processes Digital Records Leg work up front-benefits in the long term Transparency

5 Record Organization: Common Processes Budgeting Financial Records Membership Data Communications Scheduling

6 Budgeting Know what s going to happen throughout the year Increase transparency Authorization to spend funds Planning Compare to last year; adjust to plans Don t be frugal, be prudent

7 Revenues Dues $1, Expenses Degree Expenses $ Donation $ Supreme Assessments $ School Support $1, State Assessments $ Fundraising $1, Charitable Disbursements $ Total $4, Council Programming $ Revenues Church Programming $ Net $ Culture of Life Programming $ Youth Programming $ Family Programming $ Community Programming $ Total Expenses $3,900.0

8 Financial Records Present at least yearly Profit & Loss Statement Balance Sheet Transparency Inform the membership what s happening

9 Assets Liabilities Bank Account $5, Prepaid Dues $ Student Club Account $1, Undeposited Checks $ Supplies & Materials $ Due to Suppliers $ Total Assets $7, Due to State/Supreme $ Pledged Contributions $2, Net Assets $3, Total Liabilities $3,550.00

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11 Membership Data Don t get behind Keep records along with Supreme s records Utilize technology

12 Communications Keep both current members and alumni up to date Free! Formal and Informal communication Personal Communication Google Hangouts, GroupMe, Social Media Mail Chimp Assign to an officer

13 Scheduling Schedule early Frame schedule and budget at the same time Planning should happen before or at the beginning of the academic year Plan events a month ahead at an Officer s meeting College Councils Activity Guide

14 Knights After College Proper Management Start preparing for graduation with 1st years Importance of 1st Degree Junior Session Talk to local Councils 4th Degree

15 Senior Year Transition Proper Senior Transition Where are they going? Celebrate each senior Council Transfer End of year Party

16 Utilization & Mentorship How to utilize surrounding KofC Councils: Communication! Events Finances State Representatives

17 Running Successful Events Event Types Fundraiser Social Community/Faith General Best practices

18 Fundraiser Events Donations Boxes What events best raise funds? What event makes you unique? What is a fundraiser you could explore?

19 Social Events Designed to have fun What social events do you host? Greatest success of social event? Combined Fundraiser/Social Events

20 Community/Faith Events Rally community together promote sense of unity Favorite parish community memory? Event your council promotes? Event your council could do?

21 General Best Practices Stay organized Due Diligence Don t plan last minute Appoint chairs Have fun!

22 Running Effective Meetings Meetings can be a huge waste of time Effective meetings Healthy Conflict, Mutual Respect, Timely Three Major Types of Meetings Officer Meetings, General Business Meetings, WIG/WAG Sessions (Brainstorming Meetings) Other Meetings Committee/Small Group Meetings Impromptu meetings

23 Working as a Team Officer Corps as a Team Focus on Relationships; fraternity within officer corps C-Suite Avoid the five dysfunctions of a team Common Difficulties Disunity Lack of Focus Adapted from Patrick Lencioni

24 Logistics Purpose: Discuss and share ideas, set a schedule, and create an agenda Frequency: Once a week Time: Less than an hour Agenda highly recommended Officer Meetings

25 Officer Meetings Suggestions Clear objective Consistent Schedule Take no hostages No technology Keep Membership in the loop

26 General Business Meetings Logistics Purpose: Disseminate information throughout the council, pass bills and resolutions Frequency: Once a month or once every two weeks Time: ~1hour Agenda highly recommended Common Difficulties Meetings run long Meetings are off-topic Disinterest Suggestions Offer food or drink Schedule a social event around the meetings Listen to the membership

27 Brainstorming Meetings Logistics Frequency: Once or twice a semester Time: ~1 hour Agenda not necessary WIG/WAG Wildly Important Goals Wildly Audacious Goals Purpose Excite People Let members have their voices or ideas heard Followup Commit to action after the meeting Debrief with the officer corps

28 Other Meetings Committee Meetings Real work is accomplished Impromptu Meetings Over a meal or a cup of Coffee

29 Recap Council Organization & Institutional Memory Knights after College Utilization & Mentorship Running Successful Events Running Effective Meetings

30 Questions? Thank you for attending this session on Best Practices in Council Management. Feel free to ask any questions. As a reminder, our contact information is as follows: Danny: dcerrito@ .arizona.edu Rudy: jrudolph@nd.edu