Knights of Columbus Protocol  

Introduction
Council Meetings
Dignitaries at Meetings
Dress During Meetings
After the Meeting
Relationship of the District Deputy and the Grand Knight
Correspondence
Invitations
State Deputy Visit
Greeting Your Guests
Introductions
Speakers and Speeches
Head Table
Flags
Council Officers, Robes, and Jewels
Hierarchy
Conclusion

Introduction

By definition, protocol is the rigid code setting forth the degree of obedience, the order of precedence, the rules of official and social behavior. We can add further that it covers anything that is proper and in good taste.

It would be impossible to cite every rule governing every situation. The following suggestions are rather common and basic. Always apply common courtesy and you will never go wrong in those situations not covered in the booklet.

We should always display proper consideration for the office represented by the person. In no way should we let dislike for a person influence our respect for the office he holds.

Council Meetings

The grand knight must conduct his meetings in strict accordance with the Charter, Constitution and Laws of the Knights of Columbus, supplemented by the council's by-laws and according to parliamentary procedure. The standard reference on the subject is "Robert's Rules of Order, Newly Revised" available from a local library or bookstore. The order of business for conducting a council meeting is outlined in the "Responsibilities of the Grand Knight" (#1937) available from the Supreme Council Supply Department. In addition to learning these rules and following them scrupulously, the grand knight must control the meeting politely but firmly, so that it does not get out of hand through unnecessary arguments or unpleasant wrangling. The grand knight should prevent any discussion from wandering from the business of the day.

The grand knight is the presiding officer in the council. When a member wishes to speak, he does so by rising from his seat, addressing the chair by saying "Worthy Grand Knight" and saluting at the same time. The grand knight will return the salute and acknowledge the member.

The grand knight should at all times refer to and address his officers by their proper title. He thus sets a good example for the council members to follow.

All members who are not officers should be recognized by name as "Brother .........." All speech must be directed to the chair (the grand knight), for example: "Worthy Grand Knight, may I ask the previous speaker to explain..."

The grand knight always speaks in the third person such as "The chair rules that..." or "Your Grand Knight reports that..."

Members should speak of the chair in the third person: "Worthy Grand Knight, will the chair please explain the effect of the pending motion/"

Dignitaries at Meetings

Dignitaries, Priests or special guests should be accorded the due recognition for the office or position they hold. They should always be seated in a place of honor commensurate with their positions when attending a council meeting.

If a dignitary, Priest or special guest should arrive while a meeting is in progress, the grand knight should instruct the warden to escort him to the rostrum. Then the grand knight will rap the gavel three times for all to stand. The guest will occupy a seat of honor in the front of the room, facing the membership.

However, a state officer or district deputy, when present at his home council, need not be specifically recognized unless he has been invited or requests to be so recognized. This will allow the state officer or district deputy to engage in the regular business of his home council without involving the position he holds.

When a general agent of the Order's insurance program is present as a guest, he should be seated with and introduced with the dignitaries.

Such dignitaries may include Supreme Officers or Directors, State Deputy, State Officers, Masters, Past State Deputies, Executive Staff members, District Deputies, Supreme Council Insurance Directors, State Directors, Chapter Presidents, State Chairmen, visiting Grand Knights, and Faithful Navigators.

Dress During Meetings

The grand knight, in keeping with the dignity of his office, should be neatly and properly dressed. He should request his officers to do likewise. Thus he will have set the proper dress code for the membership to follow.

After the Meeting

All councils should avail themselves of some form of identifying tag or name plate. The grand knight and his officers should mingle with the members before and after the meeting. Every effort should be made to visit with those who have not attended meetings for some time. In addition, new members and those who seem to feel uneasy should be approached by the officers and made to feel at home and welcomed. Hopefully the membership will follow this example.

Relationship of the District Deputy and the Grand Knight

District deputies are the personal representatives of the Supreme Knight and the state deputy, and as such, the grand knights and council officers should familiarize themselves with the respect due to the important position the district deputy holds.

The district deputy should notify the grand knights of his councils in writing and in advance (one week to ten days) when making an official visit so that all officers will be present with their books and records.

District deputies should insist and advise, if necessary, on proper setup and personal conduct of the members at all council meetings. The warden of the council is responsible for setting up the chamber for meetings and degrees.

District deputies should be neatly and properly dressed when attending meetings.

When a district deputy visits a council, he should always be seated in front, near the grand knight.

The district deputy should always be called upon to speak and all members should rise when he is introduced.

The district deputy should be seated at the head table at any council function, even if not on the speaking program.

Correspondence

There are three basic types of correspondence: letters, memorandums and bulletins.

Letters should be typed, when possible, on letterhead stationery. If the council does not have stationery, the name, address, with the proper zip or postal code, and telephone number should be shown in the heading.

If the writer of the letter wishes to present several different subjects, he should deal with them in a general manner in a covering letter and provide full details on separate enclosures. The council's full name and address as well as that of the correspondent should appear on each enclosure. The topic of discussion should be stated precisely and clearly. This procedure permits the recipient of the letter to forward the enclosures to the different departments or individuals who handle details of the topics under discussion.

Memos should be typed whenever possible. If handwritten, care should be taken that they are legible to the reader. A memo should deal with only one subject. It should be short, specific and informal.

Bulletins deal with many subjects. Each subject should be separated into a paragraph. Enclosures are used when the specific matter referred to is sufficiently important to warrant additional explanation.

Correspondence should be addressed to the individual, using his full, proper name (not his nickname), followed by his proper title, whether he be a Knight of Columbus, a priest or a businessman. If an individual has more than one title, the highest ranking title is always used. Names of civic and religious individuals are prefixed by such forms as: His Excellency, The Honorable, Reverend Mother, etc. Mr., Mrs., or Miss should always be used as a prefix to the name as appropriate. When addressing an individual as an official of an organization, the name of the organization should always be shown on the next line. For example:

• His Eminence James Cardinal Hickey
• Archbishop of Washington
• Archdiocesan Pastoral Center
• 5001 Eastern Ave PO Box 29260
• Washington, D.C. 20017

The salutation in this case would be "Your Eminence."

Still another example of addressing correspondence in the proper manner is:

• Mr. John R. Albright
• State Deputy
• Maryland State Council
• 2109 Brewton Street
• District Heights, Maryland 21239

The salutation in this case would be "Worthy State Deputy."

In the event that you have a close working relationship with any officer, your letter need not be so formal. However you first must acknowledge the office he holds. The salutation would then be "Worthy Grand Knight and Dear Jack,"

The individual's full proper name and title are always shown of both the letter and the envelope.

When writing to a Past State Deputy, no matter what his present additional title is, always put P.S.D. after his name:

• Mr. Francis G. McFarland, P.S.D.
• State Ceremonial Chairman

Invitations

Guests should be sent proper invitations in writing well in advance. Invitations should be mailed at least six weeks before an event.

All invitations should be sent in the name of and signed by the grand knight, although he may request that replies be directed to a chairman or committee member. The district deputy, as the special representative of the Supreme Knight and the state deputy, should be invited to all council functions. It should be understood that his schedule may not permit him to attend every affair, in which case he would notify the grand knight in ample time.

Never give a blanket invitation to anyone. Always send each guest a personal invitation. IF tickets are being used for a function, they should be forwarded, suitably marked, along with the invitation.

Invitations should be in the form of a letter when addressed to a specific person. Printed cards or general invitation notices may be used if the occasion warrants. A bulletin may be enclosed with the invitation if it gives more detailed information. It should not be used in lieu of an invitation. Such bulletins should never show the name of the person invited unless he has agreed to be present.

When an invitation is extended to anyone it should contain all details such as dress, extent of participation, etc. It is embarrassing for a guest to appear and find that he is the only one at the head table not in a tuxedo, or the only one present wearing one.

State Deputy Visit

When the state deputy is scheduled to attend a council function, always be sure that he is advised of the date, time, place, purpose, type of affair and other individuals on the program, encluding their function and other pertinent data.

If women are to be present, the state deputy's wife should be invited. Advise her of the proper dress and arrange for a ladies' committee to greet and welcome her.

Always advise the state deputy and head table guests of the proper dress for the affair.

Determine his time of arrival and arrange to greet him. On his arrival at the site of the affair, the grand knight and his committee should greet the state deputy. He should be properly introduced to the other dignitaries in attendance. The committee should attend to all of the state deputy's needs and comforts.

In recognition of his high office, special appreciation should always be expressed to the state deputy for his visit to the council.

Arrange proper speaking facilities, including podium, podium light and microphone.

The state deputy is the highest elected official in the jurisdiction and proper attention must be given to seating arrangements.

If there is additional entertainment after the banquet, a special table for the state deputy should be arranged so that he will be with the grand knight and other dignitaries.

The toastmaster should be provided with a resumé of the state deputy and other head table guests so that he can make proper introductions. If glossy photographs are required for publicity purposes, they should be requested directly from the guest.

If some other high-ranking official, other than the state deputy, is invited to attend a council function, the sponsoring organization should extend the same courtesies as those suggested for use with the state deputy.

Greeting Your Guests

All guests should be greeted by the grand knight. The grand knight should be assisted by a committee whose function would be to care for the guests' coats, to introduce them to others in attendance and to answer any questions they may have.

Guests should not be left talking among themselves. They usually do not know many of your council members, and therefore should not be left alone for any period of time. Various persons should be alerted to converse with and keep company with guests during their visit

Introductions

Many if not most introductions involve people of unequal or different status or position. They can differ in rank, in age or in sex, but the result is the same: an introduction often consists of presenting one person of lesser importance or status to another of greater importance or status.

In introducing someone to a group, avoid running through all the names without a break. It is better to introduce two or three people at a time, so that names can register properly. This is where use of name tags is most effective.

A form of acknowledgement used chiefly when meeting a group is repeating the name of the person to whom you have just been introduced.

Before introducing dignitaries at the head table, be certain names are spelled correctly and proper titles are used. It is a good idea to check the pronunciation of any names to be announced. The order of rank should be observed scrupulously. A person who has been elected but has not yet taken office is called by the title of that office with -- "elect" after the title. A monsignor is not addressed as "Father" and a state officer is not addressed as "Brother." Remember, if you don't announce the name and title to the gathering, how can they be expected to know who the person is?

Speakers and Speeches

Whoever sets up the program should decide in advance who he wants as speakers and the length of the speech desired. He should give ample notice to those selected that they are expected to speak. He should never ask an invited guest to speak unless the person has been forewarned. Nor should he ever ask a guest at an affair if he wants to speak. So many times a grand knight or master of ceremonies will approach a guest during the program and ask if he wants to speak, giving the impression that they would prefer he did not. There should be only one main speaker -- normally the last speaker on the program. Remarks from others should be limited to two minutes each.

A state officer or district deputy should always be given an opportunity to speak whenever he appears in an official capacity at a function or meeting. When several are present it might be necessary to call on the senior ranking officer to speak. In any case, all should be recognized and accorded proper respect.

A general agent also should be accorded the opportunity to speak, particularly when he is present at official meetings of the state or a local council. If several general agents are present, one should be invited to speak for the group.

The main etiquette problem posed by councils is that of handling speakers and speeches. When the speaker is not a member of the Knights of Columbus or a personal friend, the chairman owes it to him to:

1. Give complete information about his audience so he will not produce boredom and embarrassment all around with an inappropriate speech.
2. Give him a definite time limit well ahead of the occasion so he can prepare the speech accordingly. Just before he begins to speak, arrange a mutually agreeable signal to tell him he has, for example, three minutes left to talk. Advance arrangements are necessary so that the pull on the coat tails will not appear to be related to the interest of the speech itself.
3. Provide adequate acoustical facilities and, if possible, give the speaker a choice between use or nonuse of a microphone.
4. Show interest in the speaker before and after the speech-making. Bring members to him for introductions instead of circulating the speaker around the room. Center the conversation around the guest, not around council affairs he has little interest in. Help to reassure both the best and worst speaker alike as to the effectiveness of his speech. Introduce a speaker briefly, with only enough biographical material to establish him as an authority on his subject. Elaborate introductions deny their content. Remember: it takes only one line to introduce the President of the United states.
5. If the speaker is a woman or if the main speaker's wife attends, she usually is presented with flowers.
6. Thank the speaker at least three times:
   1. In public from the rostrum.
   2. In private before his departure.
   3. in a letter from the council the following day.
7. Toastmasters should familiarize themselves with Knights of Columbus titles and protocol.
8. Appropriate salutations to those present should always be used before speaking.
9. Jokes or comments that relate to ethnic groups should be discouraged -- one never knows who is in the audience.

Head Table

At a banquet where there is a head table, the Hierarchy, Clergy, Supreme Officers and Directors, State Deputy, Master, District Deputy, Chapter President, Grand Knight, Honored Guest and Banquet Chairman should be seated there along with their wives. Past State Deputies, Former Masters, Insurance Representative, Executive Staff, State Directors and Chairmen, visiting Grand Knights and Faithful navigator should be seated prominently in the audience and be introduced at an appropriate time by the master of ceremonies.

Seating is arranged by rank from the middle out to either end -- with the highest ranking official seated at the middle of the head table. If other State Officers are present besides the State Deputy, they may be seated at the head table if there is room, otherwise they should be seated with their wives at a table directly in front of the head table. Guests are introduced from right toward the middle, then from left toward the middle, regardless of rank, and no one should be excluded, including those who will speak later. All should rise when said members enter and remain standing until they are seated.

For speaking programs, guests are introduced from lowest rank up to the main speaker of the occasion. A person of junior rank should never speak after someone with a higher office unless he has been selected specifically as the speaker for the occasion. Persons introduced from the audience should be ranked from top down as opposed to speakers who appear from the lowest up.

The Toastmaster should always be seated next to the podium and not at a seat at the end of the table. this is simply done so that he will not be running back and forth after each speaker is introduced. Toastmasters should familiarize themselves with Knights of Columbus titles and protocol. They should also know the background of speakers at the head table and should use the proper salutations for titles when he first takes over the podium.

When introducing Past State Deputies or Past Grand Knights, the Immediate Past State Deputy or Past Grand Knight is introduced first and then the others are introduced by seniority, with the most senior one being introduced first and the least senior being introduced last.

When more than one priest is present and a speaker does not wish to mention each by name, he should say: "Reverend Monsignori and Fathers." One never should use "Reverend Clergy" unless clergymen from other faiths are present. At cooperative affairs, officers of other organizations should be seated by Knights of Columbus officers of equal rank and introduced at the same time.

Flags

The U.S. Flag Code as approved by Congress and signed by President Ford on July 7, 1976, should be strictly adhered to. Your country's flag may be displayed flat, above and behind the speaker; if on a staff it should always be at the right side of the speaker as he faces the audience. Other flags should be at the speaker's left. The flag should not cover a speaker's desk nor be draped in front of a platform.

When the flag is displayed horizontally or vertically against a wall, the stars should always be at the observer's left.

Council Officers, Robes, and Jewels

All officers should wear their current jewel of office at all council meetings. At council functions and socials, it is proper and fitting that grand knights, district deputies, etc. wear their jewel of office. In all cases the remaining council officers are encouraged to wear their jewel.

When a Fourth Degree member attends an official function of the Order where Fourth Degree dress is requested, he may wear the jewel of his current office around his neck, be it an assembly or council jewel, together with the social baldric. If a council officer is not a Fourth Degree Knight, he should wear his jewel of office without the baldric. A supreme director should not wear the social baldric if he is wearing his jewel of office, since the jewel features both the emblem of the Order and the Fourth Degree emblem.

A past state deputy, past grand knight, past faithful navigator, former vice supreme master, former master or former district deputy is authorize to wear the miniature jewel of these offices on the left breast pocket of his jacket. The miniature jewels, approved by the board of directors, allow those who have served the Knights of Columbus in a position of authority to wear the jewel that acknowledges their contribution, while at the same time giving due and proper credit to the current officer. No specific order of precedence is prescribed, but the following is suggested: Past State Deputy, Former District Deputy, Past Grand Knight, Former Master and Past Faithful Navigator.

Each Council Officer has his own ceremonial robe and a metal emblem called a jewel worn on a ribbon around the neck. Officers' robes are all of the general design called the Columbus Robe. It is a flowing robe with inserted yoke, usually white. The opening is in the back with invisible clasps. There are inner or coat sleeves and outer or flowing sleeves. There is a standing collar, open in front, and a cowl or hood. Three belt straps are provided around the waist for a cincture or belt containing two tabs. The cincture is worn so that the tabs hang down along the left side of the body, but not on the hip. The tabs are ended in fringe. The mantle, as prescribed for the State Deputy, Grand Knight and Chancellor, is a sleeveless coat with large arm holes, and is worn over the Columbian Robe.

	Chaplain: As spiritual advisor of the Council, the Chaplain leads the group in prayer and thoughtful reflection. He also serves as an advisor to members as they develop and implement activities. The Grand Knight, Deputy Grand Knight, and the three Trustees on an annual basis in accordance with the rules of the Bishop of the diocese select the Chaplain. His jewel is the Isabella Cross in silver and blue suspended from a black ribbon. The Chaplain's Ceremonial Office Robe is black with black trimming and a yoke with white projecting collar. The cincture is black with silver fringe.
	Grand Knight: As chief executive officer, the Grand Knight is responsible for the overall welfare of his Council. He oversees all of the Council's activities and is elected by the members of the Council. Some of his duties include presiding over meetings, countersigning orders and checks, reading vouchers and notices relative to the Fourth Degree. As leader of the Council he is also responsible for observing the laws of the order and of his Council and to ensure that these laws are followed by all. His jewel is an Anchor, which is suspended from a purple ribbon. The Anchor is indicative of Admiral Christopher Columbus and has also been a variant form of the Cross-for centuries. The Grand Knight's ceremonial officer robe is royal purple. He wears a white cincture with silver fringe and a purple mantle with white roll collar.
	Deputy Grand Knight: The Deputy Grand Knight is second in command. He assists the Grand Knight in all Council affairs and assumes the leadership role if the Grand Knight is absent. The members of the Council elect him. He shall preside in the absence or inability of the Grand Knight. His jewel is the Compass, also known as the Compass of Virtue, suspended from a purple ribbon, with the four main points representing Charity, Unity, Fraternity and Patriotism. The 32 points around the outside of the compass represent the virtues which a man can possess. The compass is an important tool in navigation. The Deputy Grand Knight's ceremonial officer robe is royal purple. He wears a white cincture with silver fringe.
	Chancellor: As third in command, the Chancellor assumes the lead role if both the Grand Knight and Deputy Grand Knight are absent. He is also responsible for building member interest in Council activities. The members of the Council elect him. The Chancellor shall assist the Grand Knight and Deputy Grand Knight in the performance of their duties and shall take charge during the incapacity or extended absence of both. He shall exercise a special interest in new members and members who are sick or in distress. His jewel is the Skull and Crossed Bones on the Isabella Cross and is suspended from a black over white ribbon. The Skull and Crossed Bones remind us of our mortality. The Chancellor’s ceremonial officer robe is black trimmed with white. He wears a white cincture with silver fringe and a black mantel.
	The Financial Secretary: is responsible for keeping accurate financial and membership records for the Council and for ordering supplies from the Supreme Council. He is appointed by the Supreme Knight and is compensated in a manner approved by the Board of Directors. His jewel is the Quill Pen (record-keeper) and the Key (money, safe-keeping, and secrecy) crossed and is suspended from a white over yellow ribbon. This symbolizes his record keeping functions of the financial matters of the Council. The Financial Secretary's ceremonial officer robe is black, trimmed with black. He wears a white cincture with silver fringe
	The Treasurer: handles all monetary transactions for the Council including the issuance of all checks drawn on Council funds. The members of the Council elect him. His duties include such functions as maintaining bank accounts and issuing checks based on receipts turned in by the Financial Secretary. His jewel is Crossed Keys, which represents responsibility for the safe keeping of the funds, suspended from a blue ribbon. The Treasurers ceremonial officer robe is black, trimmed with black. He wears a white cincture with silver fringe.
	Warden: The Warden is responsible for supervising and maintaining Council property and for setting up Council chambers for meetings and degree ceremonies. He assures that all members at meetings possess the current membership card and is elected by the members of the Council. He is custodian of all Council property except funds and is in charge of properly setting up the Council Chamber. He directs the activities of the Inside and Outside Guards. His jewel consists of Axe bound by Fasces and is suspended from a red over black ribbon. Guards or protectors of Roman Magistrates generally carried the Axe and Fasces as a sign of Authority. The Warden's ceremonial officer robe is black, trimmed with scarlet. He wears a scarlet cincture with silver fringe.
	The Recorder: is responsible for keeping a true and accurate record of all doings of the Council and for handling all correspondence for the Council as directed by the Grand Knight. The Council members elect him. In the absence of the Grand Knight, Deputy Grand Knight, and Chancellor the Recorder will run the meeting. The Recorder's jewel is Crossed Quill pens suspended from a white over yellow ribbon. The Quill pens are symbolic of his record keeping functions of the Scribe. The Recorder's ceremonial officer robe is black, trimmed with black. He wears a white cincture with silver fringe.
	Lecturer: The Lecturer is responsible for providing suitable educational programs and entertainment programs to the Council members. The Grand Knight on an annual basis selects him. His jewel consists of the Scroll over the Lyre suspended from a white over blue ribbon The Scroll and Lyre represent Literature and Music. The Lecturer s ceremonial officer robe is slack, trimmed with national blue. He wears a blue cincture with silver fringe.
	Advocate: The Advocate is our legal representative for the Council. He is responsible for any revisions made to the by-laws of the Council. The members of the Council elect him. His jewel consists of a Scroll and Sword suspended from a yellow ribbon. The Scroll represents the legal literature and law and the Sword represents his authority to enforce those Laws. The Advocate's ceremonial officer robe is black, trimmed with golden yellow. He wears a yellow cincture with silver fringe.
	Trustees: The board of trustees consists of three Trustees who supervise all financial business for the Council, perform the annual audit of the Financial Secretary books and oversee the work of the Financial Secretary and Treasurer. They oversee the financial transactions of the Council, review all bills and financial reports and audit the Council's Financial records semi-annually. Their jewel is the Crossed Key and Sword, which represents their financial authority, is suspended from a green ribbon. The Advocate's ceremonial officer robe is black, rimmed with green. He wears a green cincture with silver fringe.
	Inside and Outside Guards: Both guards make sure that every person entering Council chambers has a current, paid-up membership card. They are also responsible for general chamber security. They are in charge of security at the meetings and are to assist the Warden as needed. The jewel for the Guards consists of Crossed Axes and Key, representing their authority as sentries at the door, is suspended from a white ribbon. The Guard's ceremonial officer robe is grey with a yoke, trimmed with black. Each guard wears a black cincture with silver fringe.

Hierarchy

At Knights of Columbus functions, dignitaries in attendance are addressed and introduced in strict order of rank from highest to lowest. The first words of any speech are usually some variation of "Reverend Father, Worthy State Deputy, ... Brother Knights, Lovely Ladies, and Beautiful Children," according to who are actually present. This is known as "The Litany" and is usually presented in its complete form only once by the toastmaster or master of ceremonies, with other speakers abbreviating it to varying extents to save time and repetition.

Parade Formation

Procession Formation

When walking in a procession formation (always two abreast) the lowest ranking person always precedes a higher ranking person, with the highest ranking person being last in line. When Past State Deputies or past Grand Knights are in procession formation, the one with the least seniority precedes the others in line, with the one exception that the Immediate Past State Deputy or Immediate Past Grand Knight will be the last in the line of Past State Deputies or Past Grand Knights, with the most senior one preceding him.

Conclusion

As has been mentioned earlier, it is impossible to cite a rule for every situation. No doubt there will be times when the grand knight will encounter some rather difficult and even unique situations. Under those circumstances the grand knight must use his judgment and simply apply common courtesy.

Mark Twain summed up the situation when he said: "Always do right. You will please some people and astonish the rest."

The above information was provided by Idaho Falls, Idaho Council 11841