Enter your council’s 12 newly elected officers and download a filled Form #185. Due June 30. Until Supreme has this on file, your new slate is invisible to the Order’s mailing lists, handbooks, and award clocks.
We print these in the form header.
All 12 elected officers. Chaplain goes on Form #365. FS is appointed by Supreme per Laws & Rules §128 and is never on this form.
Required for submission: Grand Knight, Deputy Grand Knight, Trustee for One Year, Trustee for Two Years, Trustee for Three Years
Council's chief officer. Signs Form #185. Phone + newly-elected vs re-elected captured here.
Second-in-command; often serves as Program Director (and therefore appears on Form #365 too).
Recruitment liaison. Welcomes new members and is third in line to preside over meetings.
Council secretary — records minutes, maintains meeting records.
Custodian of council funds. Co-signs vouchers with the GK after FS authorizes.
Council's parliamentarian — interprets bylaws and Order L&R during meetings.
Manages meeting-room set-up, regalia, and ceremonies. Often an earlier role for future principal officers.
Assists the Warden — attends the inner door of the council chamber.
Attends the outer door. Both guard roles are typically first-time officer positions.
Year 3 of the three-year Trustee rotation. Rotates off next June 30.
Year 2 of the rotation. Moves to Trustee for One Year next year.
Newly elected or rotated in. Serves the full three-year cycle.
Do this once, not every June
Every June, elected officers change — and every downstream form needs the new slate. DuesSync tracks your officer elections, rotates Trustees automatically, and pre-fills Form #185 in seconds. Same roster then powers Form #365 (program team), Form #1295 (audit), and Form #1728 (fraternal survey) — enter once, reuse four times.
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Fellow FS here. Form #185 is how your council tells Supreme who just got elected to lead next year. Due June 30, right before the new fraternal year opens on July 1. Miss it and your new officers are officially nobody — no member directory, no mailings, no Supreme communications to the right contact. The Star Council clock, the Founders’ Award clock, and the Columbian clock all need current officer records to start.
The form is narrow: twelve elected officers. Not everyone who serves the council, just the twelve who got voted in at your May or June election. In order:
Not on #185:
Supreme uses the Form #185 roster to route every piece of official mail: the new GK’s Grand Knight Handbook, the Columbia magazine subscriber list, state deputy communications, insurance field agent introductions, and the member-directory update that goes to every Knight. When #185 is late, those go to last year’s GK — who’s no longer in the role — and the new GK is invisible to the Order’s official communications for weeks.
Downstream: Form #365 (program team) references the new GK as signatory. Per Capita invoices assume the current officer slate. The Form #1295 annual audit expects matching officer signatures. One late #185 ripples through every downstream compliance form.
The three Trustees rotate on a staggered three-year cycle. Every July, the one-year Trustee rotates off, the two-year becomes the one-year, the three-year becomes the two-year, and the newly elected Knight takes the three-year slot.
The form should reflect the post-July-1state, not the pre-July-1 state. Easy place to mess up — the new #185 goes in before July 1 but describes the slate that takes office on July 1. Write out the rotation the week before you file and double-check each Trustee’s tenure.
The GK row has a small checkbox: Newly Elected or Re-Elected. Supreme uses it to route the right onboarding packet. A new GK gets the handbook, induction materials, and welcome sequence. A re-elected GK skips all that and gets the continuity materials instead. Blank is ambiguous — pick one.
The top seven officers (GK through Warden) capture a full mailing address. Easy shortcut: most officers use the council’s meeting address for fraternal mail, not their home. If that’s true for your slate, use the “Same as council meeting address” checkbox on every row. Saves 30 lines of typing. Guards and Trustees don’t capture address at all — name and email only.
Read the complete Form #185 guide → · Also need Form #365? Your roster carries over → · See every fraternal-year deadline in context →
Baseline requirements sourced from the Knights of Columbus Form #185 page and Laws & Rules §128. Verify with your District Deputy for jurisdiction-specific guidance.
