Council leaders must conduct meetings effectively and typically limit their duration to an hour. Discussions and reports can easily go astray, so rein them in. Time is precious to your members, do not waste it! Create a Roundtable to better engage the demographics of your council. Refer to the Council Development & Retention Guidelines (#10506) for establishing and operating a Roundtable.

Continually remind the membership to report a change in their email, mailing address, or phone number. During dues season, Financial Secretaries should confirm every Brother’s contact information. Replace any ‘.edu’ addresses with personal email addresses.

Follow-up on members who are moving. Soon after their departure, send a letter to their last-known address and the postal system will kick back the letter with their new/forwarding address. Stay in frequent contact with military members (especially those overseas) to know where they are headed next. A sponsor who closely monitors his assignee will know of such changes which helps prevent a loss of continuity. Ask the State Membership Engagement and Development Committee (engageanddevelop@vakofc.org) for help finding nonresponsive associate Brothers. Solicit the field agent’s assistance in locating nonresponsive insurance members.

Never miss an opportunity to thank someone for their service. Present various lapel pins or recognition certificates, such as the following, at various meetings, events, or Mass if the pastor will allow:

• Knight of the Month #1476
• Knight of the Year #1545
• Family of the Month #1843
• Family of the Year #1843A
• Ceremony Honoree Certificate #11195
• Past Grand Knight Certificate #1453
• Certificate of Appreciation #1579
• Certificate of Merit #1454
• Years of Service #1419
• Honorary Member #1457
• Honorary Life Member #1458

Note: All certificates are available via the Supplies Online app in Supreme’s Officers Online.

No, our members did not join to receive awards, but an “atta-boy” demonstrates appreciation for their efforts and can produce extra mileage from the recipient. Hearing the accomplishments may inspire non-members at Mass to learn more about us.

Spice up meetings periodically! Invite a guest speaker, and the subject matter can pertain to the K of C or something of general interest to the members such as wills and trusts, community issues, Social Security, current news topics, or retirement planning. Show a free video from the Knights of Columbus Video Library. Any of these quality productions will be entertaining, but more importantly, they will reinforce why we became Knights. When was the last time you held a meeting at a Brother’s home or in the “back room” of a popular local restaurant?

Use a cross-section of the membership (and spouses) when developing the yearly calendar.  The more feedback you get on what people enjoy, the greater the turnout should be.  The Faith in Action Guidebook (#10907) is also a good source of ideas.  Do not be too quick to simply perpetuate what was done in the past because those activities MAY NOT ENGAGE THE PASSION OF THE NEWER MEMBERS!  Attendance at historically staple events may no longer be what it once was.  You may also realize the council has a growing demographic that has been overlooked.  It is critical to determine what enhances participation, and oftentimes it is by conducting activities that cater to a variety of interests.  Encourage feedback from members (and spouses) via a Member Interest Survey (#1842) during dues season/spring.  Be open to change and fresh ideas!  Remember, every Knight is looking for value from his council.  A positive experience keeps him committed and builds a sustainable relationship.

Ensure sponsors are monitoring their assignee’s progress toward the Shining Armor Award (#4297). The flyer lists what must be accomplished during the member’s first year to qualify. The concept of the program is to get new members active as early as possible in the many facets of the Order and provide incentive to maintain their involvement. When the requirements have been met, the Grand Knight should present the member a Shining Armor Award certificate (#4293) and lapel pin (#1700).

Regularly inform the council of scheduled activities through the following:

• Distribute a newsletter or other communication means that highlights the council’s goings-on each month. Consider using a program to translate the information into other languages.
• Keep your website current with adequate details on upcoming events. Remember a website not only keeps members updated, but it advertises to those thinking of joining.
• Explore group text options and social media platforms since not everyone uses email nowadays!
• Send a reminder notice just prior to each activity.
• Call or use postal mail to notify those needing more of a personal touch.
• Do not forget your seldom seen Knights! The council’s Retention Committee should periodically contact them, especially around birthdays and anniversaries, to see how they are doing. Committee members should remind them of upcoming events, and mention that we would love to see them of their family.

Frequently talk up the Fourth Degree! It furthers a member’s knowledge of the Order and enhances their commitment.

Keep accurate records of inactive, withdrawn, and affiliate members. Periodically contact them and ascertain their current situation to see if you can reclaim them. Upon their return, welcome them back and let them know that whatever time they can afford – no matter how much – will be appreciated. Depending on how long a member has been away, consider providing him with a Member Interest Survey (#1842) to refresh the council on his passions and get him current on what the council does.