Manual of the Society of St. Vincent de Paul in the United States
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- Speaking for the Society
Conflict of Interest PolicyAlong with their families, anyone serving the Society in any capacity – member, employee, board member, etc. – should be careful to avoid real, apparent, and potential conflicts of interest. If a conflict is suspected or anticipated, the Conference President should be consulted immediately. The Society’s official Conflict of Interest policy is intended to supplement applicable state and federal laws. A copy of this policy is available in the members section of the national website or from the National Office. Any questions concerning this policy should be addressed to the appropriate Conference officer. Speaking for the SocietyIn recent years, the Society has become more active in social justice work, helping the poor and disadvantaged speak for themselves and, when necessary, providing a “voice for the voiceless.” Only the National President may “speak for the Society” on national issues. Presidents of (Arch)Diocesan Councils, District Councils, and Conferences may “speak for the Society” at their own levels. Individual members are welcome to engage in advocacy on their own, but should not present themselves as spokesmen for the Society. 2.2 Councils The Mission and Governance of the Society of St. Vincent de Paul are found in the Rule, Council and Conference Bylaws, and appropriate policies. Introduction The Society has a simple and effective structure to support its work at all levels. The Councils provide opportunities for developing community, sharing expertise, and keeping Conferences and members in touch with the Society as a whole. They also help maintain the original spirit of spirituality and friendship.
The geographical coverage of a Council depends upon such factors as the population of a community, the number of Catholic parishes, and the number of Conferences in the areas served. These elements, as well as future plans and prospects for the Society’s expansion, usually influence decisions about the geographical control to be exercised by any newly created Council grouping. District Council size varies by practice and geography. District Councils represent a minimum of three and ideally a maximum of twelve Conferences. Uniting Conferences within a more extended circumscription than that of a District Council requires an (Arch)Diocesan Council. Normally, three or more District Councils are to be found in every (Arch)Diocesan Council structure. For fewer than three such groupings in a given diocese, informal contacts usually suffice. Council Functions Councils are at the service of all Conferences under their jurisdiction. In the United States, District and (Arch)Diocesan Councils have similar responsibilities. Substantial differences between the two are usually limited to geographical coverage and membership constituency. To illustrate: District and (Arch)Diocesan Councils are both involved in extending the Society. The District will have as its first task the job of extension within its immediate jurisdiction. The (Arch)Diocesan Council, on the other hand, will want to push for organization in non-organized areas of the diocese; it will be only indirectly involved, by encouragement and evaluation, with the extension work for which its District Councils have immediate responsibility. The distinction between (Arch)Diocesan and District Council responsibilities may not always be obvious, or precise. In keeping with the principle of subsidiarity, the Society’s work should be organized and conducted at the least complex and most proximate level of organization. The Conference, for example, is closest to the people served and serving in a parish. It would be inappropriate, therefore, to transfer the Conference work of home visitation to the Society’s central administration. The same principle applies to the roles of (Arch)Diocesan and District Councils. If a District Council can perform a needed neighborhood or community task, the District Council, being closer to its constituent Conferences than is the (Arch)Diocesan Council, shall be the priority instrument for that particular work. In most cities, for example, the District Council is so situated geographically as to be the logical instrument for thrift store operations. Council Responsibilities Councils provide for the spiritual and Vincentian formation of the members, the celebration of festival meetings, and the promotion of friendship among members. Attentive to the needs of those who are poor, they strive to intensify and diversify the services offered. Councils help in the following areas, as needed: internal communication; formation and education; spirituality; reports; collaboration; outreach; advocacy; and external communication. Councils help Conferences in their ministry to the needy. For instance, when an individual Conference faces heavy demands for person-to-person financial aid, the Council offers what support it can from the common fund. Helping is a word that defines the Vincentian spirit, describing not only the day-to-day services of the Society but also the relationship among members, between Conferences and their District Council, between District Councils and their (Arch)Diocesan Council, and between (Arch)Diocesan Councils and their Regional Chairs and National Council. Attending Society meetings at all levels promotes the key Vincentian values of mutuality and friendship.To their District Council, Conferences give their ideas, the benefit of their experiences, and the willingness to share responsibility for special works and to assist other Conferences in need. From their District Council, Conferences receive the knowledge and inspiration of fellow members, expanding their Vincentian horizons and developing a sense of worldwide responsibility. Council Leadership The founders of the Society, Blessed Frederic Ozanam and his companions, were first and foremost friends. Following Christ’s example in the spirit of Vincent and Frederic, today’s Council leaders are called to be servant leaders. They base meaningful decisions on the consensus of their members, who respect and care for each other as well as the needy. The President is first their friend, and only then the implementer of the Council’s responsibilities. In the Society, moreover, the office seeks the person, not vice versa. Presidents must understand “the big picture” and take the initiative, coaching and encouraging members to understand, shape, and embrace their Council’s objectives. They must be committed to the values and goals of the Society overall, and enthusiastic about them. They must study the Rule and Bylaws to understand the essential structure, operations, and functions of all levels of the Society. Most important, they must cultivate a solid familiarity with the lives and spiritual legacies of the Society’s patron, St. Vincent de Paul, and its founder, Blessed Frederic Ozanam. Presidents must then help all members develop this same understanding of our ministry. Effective Presidents engender friendships among members of the Council and Conferences and take a team approach to decision-making. Rather than give answers, they ask the right questions. They harmonize discord, heal injuries, protect rights, foster talents, and delegate wisely. They are open to new ideas and collaborate with others to accomplish the goals of the local, national, and international Councils, maintaining communication with all levels. A District Council President visits Conferences both to teach and to learn, going as a friend rather than a superior, observing the agenda, waiting for an invitation to speak, and offering suggestions prudently. Council Relationships The President ensures that the Council has strong working relationships with the local Church and its agencies (e.g., Catholic Charities and Social Concerns), the wider Vincentian Family, and local agencies serving the poor. Though a Catholic lay organization with its own identity, mission, and voice, the Society is very much a part of the Church and its mission. From the beginning of the Society, Vincentians were called to be public witnesses of and for the Church. Blessed Frederic Ozanam loved the Church and worked closely with the clergy and bishops in Vincentian efforts to serve and evangelize the poor. Likewise, Blessed Frederic and his companions worked with the Daughters of Charity of St. Vincent de Paul and Vincentian priests and brothers (Congregation of the Mission). Today, the wider Vincentian Family includes other followers of the charism of St. Vincent de Paul. Escalating needs and limited resources call for greater collaboration among them all. Special Works of Councils Councils undertake charitable works and special projects that exceed the jurisdiction or capacity of an individual Conference. The particular nature of a Council’s special works is influenced by the community’s socio-economic needs, the Council’s resources, and the zeal, enterprise, talents, and influence of local Vincentians. Special works include thrift stores, dining rooms, food pantries, meals on wheels, free pharmacies, homeless shelters, transitional housing, summer camps for kids, indigent burial, budget and tax counseling, employment services, job training, assistance for the disabled, crime victim support, jail/prison ministry and post-release services, medical and dental clinics, eldercare, and family resource centers. Council Meetings To enliven and enrich those who attend, meetings must have meaningful content and spirituality. They should be interesting, informative, and decisive. Especially important is the cultivation of friendship. The President sets the tone, showing the same solicitude for the members that they do for the poor they visit. Rather than conduct business by mail, phone, or web, Vincentians hold meetings to take advantage of the creative interaction and synergy that can occur in a group. Meetings harness the collective knowledge, experience, and wisdom of the members to create solutions that might elude the individual. When members have taken ownership of them, Council decisions can be implemented more effectively. Meetings are the Society’s most effective form of communication. Careful attention to detail and thorough preparation assure their success. The typical agenda for Council meetings can be found in the Rule, Part III, Statute 7. Well- planned meetings have these three components: Formation. Time for prayer, faith-sharing, and spiritual formation in Vincentian ministry and service. Work. The chance for everyone to be heard on discussion and decision items within a guided, timed, focused setting. Standard reports are usually mailed to members ahead of time. Follow-up. A summation of the meeting and what was accomplished, and the preparation of an agenda for the next one. Minutes should be brief, listing the discussion/decision items with their main points, the outcomes, and next steps. General or Special Meetings Councils should gather their general Conference membership together several times a year on traditional Vincentian occasions. Attendance at these meetings is an essential part of our Vincentian life, and an ideal time for the following:
Council/Board Membership The Bylaws of the Society state that a District Council is composed of a duly elected President and the Presidents of affiliated Conferences; (Arch)Diocesan Council membership is composed of the Presidents of affiliated District Councils. Qualifications for membership on either Council’s Board of Directors are spelled out in their bylaws. Incorporated Councils have a board of directors, whose members should understand their responsibilities and obligations, keeping the Society on a sound legal and financial basis. Information on Council bylaws and governance is available from the National Office and on the website: www.svdpusa.org. Council Funds To protect their members, the Society, and the public, Councils should have annual audits conducted according to accepted accounting practices. They should also prepare annual budgets and present them to their board of directors for approval. Sources of Council funds may include contributions from Conferences, donations, bequests, special works, and grants. Like Conferences, Councils act as custodians of funds given to the Society, understanding that they belong, ultimately, to the poor. While some Councils prefer not to accumulate funds, others make a point of setting something aside for exigencies. Operating an active Council with a reasonable bank balance is good business practice, not hoarding. A bank balance equal to the operational cost of the Council for six months may be reasonable. A balance of less than three months’ operational cost may be unhealthy. Councils with inadequate balances should review the budget for ways to increase their income or reduce their expenditures. Councils with overly large balances should find ways to expend their excess funds on behalf of the poor, such as subsidizing active Conferences in poorer areas or planning needed special works. Fundraising is conducted within the Conference or Council, and at the National Council level. If a Council or other entity wishes to participate in a fund development project on an inter-Council basis, it should present its proposal in a business plan format to the National Finance and Governance Committee. The Council of the United States has a national development plan to augment funding for its services and to assist Councils in their own fundraising efforts. The National Development Director is available to help Councils enhance their fundraising effectiveness. Councils may receive funding requests from charitable organizations outside the Society. Funds donated to the Society, however, must be used only for works that involve the personal service of Society members. The Society does not raise or contribute money for activities, no matter how praiseworthy, in which its members are not personally and substantially involved. We must honor the intentions of our donors, who have chosen to give to the Society, rather than other organizations, with the expectation that their gifts will be used for our work and no other purpose. Acknowledging Charitable Contributions In accordance with the Omnibus Budget Reconciliation Act of 1993 (in effect at the date of this publication), federal income tax deductions for every contribution of $250 or more require a written receipt from the designated charity. Responsibility for obtaining receipts rests with contributors, but charities must inform them if their contributions may not be fully deductible because of goods or services received in connection with a fundraising event. Though no particular form is required, a receipt must:
Confirm, if appropriate, that the contributor received only “intangible religious benefits” in return for the contribution. Society Employees In the beginning, the Society relied solely on volunteers to help the poor, but its rapid growth revealed a need for assistance administering and coordinating that volunteer ministry with clerical work, mailings, recordkeeping, etc. Later, to serve the poor better, members, in the larger Councils especially, established Special Works that required paid staff. Volunteer members and Society employees work together as partners in their ministry to the poor. Paid staff do not supplant the volunteer members; they help those members provide more effective services to people in need. Employees are welcome to participate in Vincentian works and become members of a Conference, but they cannot hold elected office at any level of the Society. One of the most important responsibilities of larger Councils is the selection of an Executive Director, whose knowledge, skill, and leadership will, to a significant extent, determine a Council’s effectiveness in carrying out its mission. Executive Directors help Council Presidents fulfill their responsibilities. They cultivate the talents of Presidents, board members, and Conference members. And they strive to keep the Councils faithful to the Society’s mission and its predominantly volunteer character. With Council Presidents being term-limited, Executive Directors also provide continuity and stability. Councils must establish expectations for the position of Executive Director (qualifications, salary, benefits, etc.) and spell them out in a position description. Sample position descriptions are available from the National Office. A special committee should be formed, composed of officers and chairpersons of other significant committees, to screen, interview, and recommend candidates to the board. Councils must comply with all state and federal regulations for paid staff and should maintain employment practices consistent with the guidance of the Catholic Bishops and Catholic social teaching. Legal and Financial Realities The Society of St. Vincent de Paul must meet the legal, reporting, and financial obligations required of all nonprofit, tax-exempt organizations. Since these obligations are subject to change and may vary widely from the federal to the state level, from state to state, and even from state to locality, Councils should consult the National Office for the latest federal requirements and a local attorney for the state and local requirements. Yüklə 434,63 Kb. Dostları ilə paylaş:
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