Manual of the Society of St. Vincent de Paul in the United States

Institution of a District or (Arch)Diocesan Council

Official recognition of a Council as a member of the Society of St. Vincent de Paul requires the affirmative action of the Council General, the international governing body of the Society. Application forms for the institution of Councils may be obtained from the National Office of the Council of the United States. Completed applications are transmitted through all ascending levels of the Society.

A District Council applying for “institution” (official status) sends its application to the (Arch)Diocesan Council to which it is attached. The (Arch)Diocesan Council, having approved, transmits the petition to the National Council, which conveys it to the Council General for final action. Word of the Council General’s action is conveyed to the applicant via the descending chain of communication.

If no (Arch)Diocesan Council exists, a new District Council should seek the approval of a prior-existing, instituted District Council. Until an (Arch)Diocesan Council is formed, the first instituted District Council represents the diocese to the National Council and qualifies as a National Council Member. Three or more District Councils should form an (Arch)Diocesan Council to better serve all the Conference members of the diocese.

Incorporation of Councils

Generally speaking, charitable groups may act as unincorporated associations, formally organized corporations, or charitable trusts. The corporate form is preferred for its convenience, familiarity of structure, and liability limitations.

Councils should incorporate and comply with the laws of their state. The National Office can offer advice on how to proceed. An incorporated Council should check periodically to confirm that its Articles of Incorporation and Bylaws are properly recorded and available to succeeding Council leaders (“Statements of Continued Existence” may also be required in some states). Failure to properly maintain the necessary records can jeopardize the tax deductibility of donor gifts and result in revocation of the Society’s 501c3 tax-exempt status.

Insurance guidelines for Conferences, Stores, and Councils are posted in the members section of the national website. As these guidelines recommend, Councils should contact qualified professionals for advice on coverage for all aspects of a not-for-profit organization and reevaluate their policies yearly.

Tax Laws and Financial Records

To protect the Society in the civil arena, Councils must know the federal and state tax laws that apply to them, have capable local counsel to determine what their obligations are, and assiduously meet these obligations. Under certain conditions, charitable agencies and organizations are required to file IRS Form 990. Many U.S. Councils do so. Penalties for noncompliance are cumulative and can be severe.

The American Institute of Certified Public Accountants (AICPA) has prepared statements of accounting principles and reporting practices for nonprofit organizations. Failure to adopt recommended methods could jeopardize community support, foundation grants, and eligibility for publicly-funded programs.

For the Society to maintain good standing before the law and in the eyes of the Church, our donors, and the general public, Councils must keep adequate records and reports.

Officers or leaders of voluntary organizations must conform to all procedural requirements of state corporate law, as well as their own charters and bylaws. Strict adherence to all regulations governing recordkeeping and corporate procedures (including regular audits) helps protect the public, the Society, and Vincentian members against deceit and misuse of funds.

Record Retention

Confidentiality demands that all records on individuals and families served be kept in a secure, private place. Special care should be taken to secure electronic databases and prevent unauthorized access. Confidential material should not be transferred via email or web unless its security is assured.

Because federal, state, and local statutes of limitations vary, Councils operating special works should check with their auditor or legal counsel and develop their own record retention policy. Records with historical value should be kept permanently.

Retention Schedule:
Bank Deposits…………………………..3 Years

Bank Reconciliations……………………3 Years

Bank Statements………………………...7 Years

Cancelled Checks……………………….7 Years

Invoices Received……………………….7 Years

Case Records & Cards…………………..3 Years

General Correspondence………………...3 Years

Meeting Minutes………………………..7 Years

Minute Books…………………………...7 Years

Treasurer Statements……………………7 Years

Conflict of Interest Policy

Along 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 Council 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 Council officer.

Speaking for the Society

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.

2.3 National Council of the United States
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
Instituted by the International Council General, and legally incorporated under the laws of the State of Delaware in 1946, the National Council of the United States represents the Society in this country, animating and coordinating its various activities and assisting the Councils attached to it. The National Council keeps members of the Society, the Council General, and religious and civil authorities informed of its activities through regular reports. It also keeps U.S. Councils and Conferences informed of the life of the Society throughout the world and ensures that the basic principles of the Society are respected. The Society in the United States is divided into eight regions, with chairpersons elected for each.


The Regional Structure


Eastern

Delaware

Maryland

New Jersey

Pennsylvania

Virginia

Washington DC

West Virginia

Southeastern

Alabama

Florida

Georgia

Louisiana

Mississippi

North Carolina

Puerto Rico

South Carolina

Tennessee

Northeastern

Connecticut

Maine

Massachusetts

New Hampshire

New York

Rhode Island

Vermont
Mideastern

Indiana

Kentucky

Michigan¹

Ohio
North Central

Illinois²

MI (Marquette)

Minnesota

North Dakota

South Dakota

Wisconsin

South Central

Arkansas

New Mexico

Oklahoma

Texas
Midwestern

Colorado

IL (Belleville)

Iowa

Kansas

Missouri

Nebraska

Wyoming
Western

Alaska

Arizona

California

Hawaii

Idaho

Montana

Nevada

Oregon

Utah

Washington

¹excluding Marquette Diocese

²excluding Belleville Diocese

Strategic Plan
In 2000, under the leadership of then-National President Eugene Smith,

the National Council of the United States approved a Strategic Plan for the Society of St. Vincent de Paul:

Goal 1: Promote greater spiritual growth at every level of the Society

Goal 2: Enhance the image of the Society to become a more visible sign

of Christ

Goal 3: Encourage greater unity at every level of the Society

Goal 4: Develop greater solidarity with and care for people who are poor

Goal 5: Build relationships with the Church, Vincentian Family, and

other organizations serving people in need.

Goal 6: Prepare a comprehensive development program for coordinated

fundraising.

Updated in 2006, the Strategic Plan continues to enable the Society to grow and become more effective in serving Christ’s poor. The Strategic Plan is the plan for the entire Society in the United States. It belongs to each and every Vincentian.

National Council Services

Management

National Office Administration

Meetings

International, National, Regional

Meeting Planning and Support

Professional and Staff Support for

National Committees

Maintenance/strengthening of relationships with Vincentian Family and government

Implementation of Strategic Plan

Episcopal Advisor relationships

Management and disbursement of

Disaster Funds

National President’s liaison to Council General and National Councils

Conflict resolution team for Councils and Conferences

Accountability practices

Adherence to the Rule

Bylaws of the Society

Policies, procedures, laws

Performance objectives

Evaluation

Finance, Personnel, Etc. Accounting

Payroll

Accounts Receivable/Payable

Personnel

Resources

Records

Benefits

Twinning

International

Domestic

Building/Equipment
Membership & Technology

National Council Communication

Annual Reports

Ozanam News Magazine

Email/Web Alerts

Publications

Composition

Printing

Distribution

Technology

Computerization

Database

Website

International/National Vincentian News

VincenPaul

Circular Letter

Regional/Council

Best Practices

Aggregation/Institution

Recruitment

Invitation to Serve

Recognition

Archives

Rule

Development

Annual giving

Programmatic solicitations

Online Giving

Planned and Major Gifts

Grants

Endowment Fund

Corporate Sponsorships

Donor Tracking System

Consultation and collaboration

with other SVdP Fundraisers

Development Strategic Planning

Development on Webpage

MBNA

Volunteer Resources

Public Relations

Formation

Programs

Serving in Hope

Forming the Formators

Weekly Reflections

Invitation for Renewal

Ozanam Orientation

Workshops

Leadership development

Trustees

Executive Directors

Spiritual Advisors

Spiritual Formation

Presentations

Retreats

Vincentian Family

Committee Structure
The National Council analyzes emerging or persistent human needs and explores how the Society can respond to them. When a problem has been identified, the National President may, with the approval of the National Council’s Board of Directors, establish a committee to address that problem and name a chairperson for it.
At every level, Councils activate committees corresponding to the National Strategic Plan, thus assuring national direction within the Society without affecting the autonomy of individual Society units.