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 by-laws and according to parliamentary procedure. The standard reference on this subject is Robert’s Rules of Order.
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 addresses his officers by their proper titles. 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 effects of the pending motion?”
Dignitaries at meetings
State officers, District Deputies, Priests, or special guests should be accorded due recognition for the office or position they hold. They should always be seated in a place of honor in front of the room.
If a State officer, District Deputy, priest, Supreme Insurance Representative, or special guest should arrive while a meeting is in progress, the Grand Knight should rap the gavel three times and should instruct the warden to escort the special guest to the rostrum. The guest will occupy a seat of honor in front of the room facing the membership.
However, a State Officer or District Deputy, when present at his own council, need not be recognized unless he has been invited or request to be 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.
Relationship of the District Deputy and the Grand Knight
District Deputies are the personal representatives of the Supreme Knight and the State Deputy. As such the Grand Knight and council officers should familiarize
themselves with the respect due 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.
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 and when he finishes speaking. The District Deputy should be seated at the head table at any council function, even if not on the speaking program.