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What Is Meant by “Hoarding” in a St. Vincent de Paul Context?
What Is Meant by “Hoarding” in a St. Vincent de Paul Context? 1200 628 Jill Pioter

Within the documents of the Society of St. Vincent de Paul, there are found a number of instances where hoarding is prohibited. Please look at the Appendix to this document to see those specific references. Unfortunately, there is no specific place in the SVdP documents where the word hoarding is actually defined. There have been many times over the years that the National Office has been called to give a definition so our members can have a better understanding of the prohibition. The explanation was given a number of times in the Q&A section of the National Council’s Frederic’s e-Gazette.  However, it has been deemed appropriate by the National Governance Committee to give a formal definition.

Webster’s New Collegiate Dictionary defines hoarding as “to collect and lay-up, amass and conceal.” The considerations related to hoarding within the Society of St. Vincent de Paul, however, are slightly different when looking at this from a Conference perspective and a Council perspective. We have treated each separately.

Conference Considerations

A. Types of Funding Held by Conferences

The first consideration before answering the question “What is Hoarding” is to understand the different types of funds that Conferences may hold.

  1. General Donations: These funds are received from the parishes, members, benefactors, other SVdP entities, bequests made to a Conference that do not designate a specific purpose, other organizations, and fundraising efforts. There is no specific intent associated with these funds other than the assumption that the funds will be used for the purposes of the Society to better serve those in need. These funds should generally be held in the Conference checking account or other liquid financial accounts.
    These funds are susceptible to hoarding.
  2. Donor-Designated Funds: These funds are received from a donor (individual or organization) that identifies a specific purpose for the use of those funds. For example, an individual gives a check to a Conference and on the line preceded by the word “for” the donor has specified “utility payments.” Another example is a check from a donor that is accompanied by a note or letter that designates the donation for a particular purpose. If a Conference accepts the check, it accepts the responsibility to track those funds and only use those funds for utility payments. A Conference has a legal obligation to ensure the funds are not used for any other purpose.
    These funds must be used for the purpose given.  When not used for the purpose intended, these funds may also be considered as hoarding.
  3. Funds from Grants: These funds, for the most part, are similar to Donor-designated Funds. They are usually given for a specific purpose and that purpose must be honored.
    These funds must be used for the purpose given.  When not used for the purpose intended, these funds may also be considered as hoarding.
    However, sometimes, but rarely, grant funds are issued for general use by a Conference.  In this case the funds are treated the same as general donations.
    These funds are susceptible to hoarding.
  4. Capital Campaigns/Endowments/Disaster Relief: Capital campaigns are normally established to purchase land, buildings, special equipment, or fund special programs. Endowments may be established to provide special programs or services with ongoing income. Disaster relief funds are normally established to provide relief to people suffering from a recent disaster in the area. The key thing about these funds is that donors contribute to them for their specific purpose. These funds are collected for a specific purpose and can only be used for that purpose. These are treated the same as Donor-designated Funds.
    These funds must be used for the purpose given. When not used for the purpose intended, these funds may also be considered as hoarding.
  5. Interest Earned: Sometimes Conferences place their funds in financial instruments that gain interest.
    1. If the donor requires it, the interest earned on his/her donation must be used for the purpose of the fund for which it was originally designated.
    2. Otherwise, if the allocation of interest creates an unnecessary burden there is no legal requirement for the interest to be restricted for any purpose and may be used as the Conference determines. It may create an unnecessary burden to try to allocate the interest to specific funds.

                 All interest that is for general use is susceptible to hoarding. All interest designated and used for a specific purpose is not susceptible to hoarding.

  1.  Conference-Designated Funds: There are times when the Conference takes a certain amount out of the general fund and sets it aside for a particular purpose. Those funds will remain in the designated area until the Conference decides to use them for another purpose. These Conference-designated funds may be changed from one purpose to another as often as the Conference decides. An example of this is a Conference budget which designates a specific amount of funds to be spent on maintenance of equipment. The budget designations may be realigned at any time by the Conference. These funds, if originated in the general fund, are susceptible to hoarding.
  2. Conference Reserve Accounts: A consideration for Conference reserve accounts must be included with the above. There is only one mention in the Manual related to reserves for Conferences and it does not use the word “reserves.” Donations to Conferences — whether they come from church collections, from the members themselves, from benefactors or from fundraising efforts — are meant to address today’s needs. It is wrong for a Conference to seek financial security by building up a large balance for the needs of the future. Conference balances should not exceed what they expect to spend during an average quarter. Surplus funds should be shared generously with more needy Conferences or the Special Works of the District Council.
    It addresses the fact that donations are “meant to address today’s needs” and that “surplus funds should be shared generously.”  This applies to most Conferences.  So, unless a Conference has some fixed expenses, there is no need for a reserve account.  The “balance for the future” and/or the reserve account, if originated in the general fund, are susceptible to hoarding.
  3. Special Works Reserve Accounts: Stores and other Special Works that may be operated by a Conference may legitimately have fixed expenses. Although the Manual attributes Stores and Special Works to Councils, the recommendation is to maintain a balance for the future of up to six months of expenses. This balance for the future or Special Works reserve account should be maintained at such a reasonable and necessary level as the Conference or the Board of Directors determines is needed to assure the financial stability of the Special Work.  Surplus funds should be shared generously with more needy Conferences or Special Works of the Councils. The “balance for the future” and/or the Special Works reserve account may be susceptible to hoarding.

So, it boils down to two types of funds that are held by the Conference: those that are susceptible to hoarding and those that are not. Those funds that are designated for a particular purpose by the donor must be honored (by law) for that purpose. Our concern in this document is to define hoarding, so let us recap which funds of a Conference are susceptible to hoarding:

  1. All funds held for general use, typically these are in the checking account, but they may be in other financial instruments;
  2. Grant funds that are designated for general use;
  3. Interest earned on funds designated for general use; and
  4. Conference-designated Funds.
B. Reflections on Hoarding Related to Conferences

Members must accept the fact that our donors have given the Conference resources to use to help those in need. The reality is that the funds we have belong to the suffering, the deprived, the forgotten, the poor and those in need. We are stewards of these resources and are accountable for how they are used. There are two primary considerations about the funds our Conferences receive:

  • Are the funds we received designated by the donors for a particular purpose? If so, then it is our obligation both legally and morally as stewards of those resources to ensure they are used for the purposes for which they were given.
  • Where there is no specific donor designation, then the funds are to be used to relieve the needs of those who come to us for help (with a reasonable amount dedicated to Society approved Conference expenses).

Hoarding occurs when a Conference decides to keep funds in its financial instrument rather than helping an individual or family that it is capable of helping.

The fact is that once the Conference decides that the request is legitimate and it has the resources to fulfill the request, then deciding to keep the money in the bank is the wrong decision and constitutes hoarding.

As Vincentians, we are asked to love those in need in the best way we can. The only way to do that is to treat each case on its own merit. While establishing general guidelines for assistance has some benefit, Vincentians are called upon to assess each Home Visit as a unique encounter and should not set predefined limitations on the amount of help to be given or the type of help to be given or the number of times to help someone.  To love someone in the best way possible is the keep all of our resources available for our Lord’s use.  All of our resources include our hearts, our time, our funds and other things we use to help people.

C. Steps to Be Taken Where a Conference Has Accumulated Excess Funds

Conferences are encouraged to seriously read the Manual, Section 2.1 Conference, Funds of the Conference: “It is wrong for a Conference to seek financial security by building up a large balance for the needs of the future. Conference balances generally should not exceed what they expect to spend during an average quarter. Surplus funds should be shared generously with more needy Conferences or the Special Works of the District Council.”

A review of fund balances should occur towards the end of each fiscal year with Conference members entering into a discussion and consideration of “twinning” to more needy Conferences within their District and/or Council, to SVdP National programs providing direct assistance, to Disaster Services Corporation, or to some SVdP International Conferences.

 Council Considerations

 A. Types of Funding Held by Councils

The first thing to keep in mind is that Councils do not do direct assistance. The primary purpose of the Council is to support the work of the Conferences. On the Council annual report, there is no designation for direct assistance. So, typically, the funds raised by the Council are for something other than direct assistance. The primary concern for hoarding is the decision to bank funds rather than give assistance to those in need.

Not all Councils have Special Works that provide direct assistance. Usually when they do, they have designated fundraising to support those Special Works. If a Council receives donations intended for direct assistance and they have no Special Works, then they should be distributing those funds in one fashion or another to the Conferences; if they do not, then that is hoarding.

The next consideration before answering the question “What is Hoarding?” is to understand the different types of funds that Councils may hold.

  1. General Donations: These funds are received from the Conferences, the public, other SVdP entities, general fundraising efforts of the Council, benefactors, general bequests, memorials, and organizations. There is no specific intent associated with these funds other than the assumption that the funds will be used for the purposes of the Society to support the work of the Conferences and better serve those in need. These funds are held in checking accounts, savings accounts, money market accounts, CDs, and other financial instruments that are essentially considered to be liquid (easily accessible). A few comments must be made related to the fundraising efforts by Councils. Special care must be given to the way fundraising appeals are made. Sometimes, a Council will create an appeal that looks to the donor as if the donation will be used for direct assistance to those in need when the actual intent of the Council was for the funds collected to be used for other purposes. If the implication from the appeal is different from the actual intent of the Council, then the appeal must be clarified.
    These funds can be susceptible to hoarding.           
  2. Donor-Designated Funds: These funds are received from a donor (individual or organization) that identifies a specific purpose for the use of those funds. For example, an individual gives a check to a Council and on the line preceded by the word “for” the donor has specified “utility payments.” Another example is a check from a donor that is accompanied by a note or letter that designates the donation for a particular purpose. If the Council accepts the check, it accepts the responsibility to track those funds and only use those funds for utility payments.  The funds cannot be used for any other purpose.  In this case, if the Council has a Special Work that provides utility payments for those in need, then the Council must use the funds in that Special Work.  If it does not, the funds can also be distributed to the Conferences to help make utility payments.  Another example would be a Council receiving a check from ABC Organization for $10,000 to be used for rental assistance. If the check is accepted, the Council must hold those funds in reserve and only use those funds for rental assistance. The Council would do so in a similar way to that described for utility payments. The Council can also distribute the funds to the Conferences and the Conferences have a legal obligation to ensure the funds are not used for any other purpose.
    These funds must be used for the purpose given.  When not used for the purpose intended, these funds may also be considered as hoarding.
  3. Funds from Grants: These funds, for the most part, are similar to Donor-designated Funds. They are usually given for a specific purpose and that purpose must be honored.
    These funds must be used for the purpose given and are not susceptible to hoarding.
    However, sometimes, but rarely, grant funds are issued for general use by the Council.  In this case the funds are treated the same as general donations.
    These funds must be used for the purpose given.  When not used for the purpose intended, these funds may also be considered as hoarding.
  4. Capital Campaigns/Endowments/Disaster Relief: Capital campaigns are normally established to purchase land, buildings, special equipment, or fund special programs. Endowments may be established to provide special programs or services with ongoing income. Disaster relief funds are normally established to provide relief to people suffering from a recent disaster in the area. The key thing about these funds is that donors contribute to them for their specific purpose.  These funds are collected for a specific purpose and can only be used for that purpose. These are treated the same as Donor-designated Funds.
    These funds must be used for the purpose given. When not used for the purpose intended, these funds may also be considered as hoarding.
  5. Interest Earned/Investment Income: If funds are placed in financial instruments that gain interest or in an investment account that generates income, there are two options available:
    1. If the donor requires it, the interest earned/investment income on his/her donation must be used for the purpose of the fund for which it was originally designated.
    2. Otherwise, if the allocation of interest creates an unnecessary burden there is no legal requirement for the interest earned/investment income to be restricted for any purpose and may be used as the Council determines. It may create an unnecessary burden to try to allocate the interest to specific funds.
      All interest earned/investment income that is for general use is not susceptible to hoarding (see #1 – General Donations, under Council Considerations). All interest earned/investment income designated for direct assistance to those in need is susceptible to hoarding, if not used for the purpose intended. 
  6. Council-Designated Funds: There are times when the Council takes a certain amount out of the general fund and sets it aside for a particular purpose. Those funds will remain in the designated area until the Council decides to use them for another purpose. These Council-designated funds may be changed from one purpose to another as often as the Council decides.  An example of this is a Council budget, where funds are designated to be spent for a fundraising dinner. The budget designations may be realigned at any time by the Council.
    These funds, having originated in the general fund, are not susceptible to hoarding.
  7.  Council Reserve Accounts: Councils sometimes have fixed expenses. For these, the Manual’s recommendation is to maintain a balance for the future of up to six months of expenses.  Councils, like Conferences should not seek financial security by building up excessive balances for future needs. There may be needs for capital campaigns, endowments, and disaster relief, but those are addressed in number 4 above. So, unless a Council has some fixed expenses, there is no need for a reserve account. Surplus funds should be shared generously with needy Conferences or Special Works of other Councils. The “balance for the future” and/or the reserve account may be susceptible to hoarding.
  8. Special Works Reserve Accounts: Stores and other Special Works that may be operated by a Council may legitimately have fixed expenses. The recommendation from the Manual is to maintain a balance for the future of up to six months of expenses. This balance for the future or reserve account should be maintained at such a reasonable and necessary level as the Council or the Board of Directors determines is needed to assure the financial stability of the Special Work. Surplus funds should be shared generously with more needy Conferences or Special Works of the Councils.  There may be needs for capital campaigns and endowments but those are addressed in number 4 above. The “balance for the future” and/or the reserve account may be susceptible to hoarding.

So, it boils down to two types of funds that are held by the Council: those that are susceptible to hoarding and those that are not. Those funds that are designated for a particular purpose must be honored (by law) for that purpose. Our concern in this document is to define hoarding, so let us recap which funds are susceptible to hoarding:

  1. All funds designated for direct assistance to those in need (normally in Special Works);
  2. Grant funds designated for general use for direct assistance to those in need;
  3. Council Funds designated for direct assistance to those in need.
B. Reflections on Hoarding Related to Councils

Regardless of the source of its income, a Council needs to start by asking if and why it is amassing funds. The following are guidelines and principles that should govern the use and accumulation of funds by Councils:

  • If the Council operates a Special Work, then it should consider having a reserve to operate that Special Work based on the expenses normally incurred over a period of time designated by the Council Board.
  • If the Council has employees or fixed expenses such as rent and utilities, then it should consider having a reserve to cover the expenses normally incurred over a period of time designated by the Council Board.
  • The Council should, as part of its annual budgeting process, set aside funds to share with those Conferences that have inadequate funds to meet the needs which they face to help people in need.

Hoarding occurs when a Council decides to keep funds in its financial instrument instead of using the funds
as they were originally defined or to advance the purposes of the Society.

The fact is that once the Council in its Special Works decides that the request for direct assistance is legitimate and it has the resources to fulfill the request, then deciding to keep the money in the bank is the wrong decision.

There are Councils that do not have Special Works who use their funds to support the Conferences: training materials, running Ozanam Orientations or other workshops, holding days of recollection for spiritual growth, sending members to regional and national meetings, etc. This spending fulfills the purpose of the Council and is not susceptible to hoarding unless the Council simply sits on the money.

It is wrong for a Council to decide to NOT use funds for the purpose for which they were donated. There are certain circumstances that may occur that would prevent a Council from using funds accumulated for a specific purpose. An example of this is the case of a Council collecting funds for a particular disaster in its area. If, after a period of time, funds are no longer needed to address the effects of the disaster, but the Council still has funds on hand, there are three ways to resolve the unused designated funds:

  1. The remaining funds may be returned to donors;
  2. The donors may be contacted to redesignate the use of those funds; or
  3. If it is not practical to contact donors, State laws vary and local legal counsel should be sought before taking action; but generally, UPMIFA (Uniform Prudent Management of Institutional Funds Act) requires the nonprofit to provide written notice to the Attorney General of the State and wait 60-90 days, and then only if the restriction is deemed:
    1. Unlawful, impractical, impossible to achieve, wasteful,
    2. The amount is less than the amount defined by the State,
    3. The fund is more than 20 years old, and
    4. The charity uses the fund in a way that is consistent with the charitable purpose of the donor restriction.

Other releases of restrictions will require a Court Petition.

C. Steps to be Taken Where a Council Has Accumulated Excess Funds

Here are some examples of things Councils may do if they have accumulated excess funds:

  • The Council should set aside funds to share with those Conferences that have inadequate funds to meet the needs which they face to help people in need.
  • A Council can reflect and discern on whether they ought to direct additional funding, towards achieving various goals set forth in “Standards of Excellence Questions for Diocesan Councils.”
  • If a Council has additional funds, then it should look for ways to help the Society and its members through the Disaster Services Corporation, international twinning, domestic twinning with Councils in need of financial help.
  • Reviewing its programs and considering the need for starting new non-income producing Special Works such as through an evening or lunch meal program, a Coming Together to Getting Ahead program, or the like.

 Appendix: Hoarding in SVdP Documents

In the Rule, Part I, Article 3.14:

Nevertheless, the Society uses money and property to help relieve the suffering of those in need. The Society’s funds must be handled with the utmost care, prudence, and generosity. Money must not be hoarded. Decisions regarding the use of money and property are to be made after reflection in the light of the Gospel and Vincentian principles. Accurate records must be kept of all money received or spent. The Society may not allot funds to other organisations, except occasionally for other branches of the Vincentian Family, save under exceptional circumstances.

In the Rule, Part III, Statute 24:

Councils and Conferences zealously manage and maintain the Society’s assets.  The authority to manage the Society’s assets remains exclusively with Councils that may delegate this authority in accordance with the Rule of the Society and the Bylaws and Resolutions of the National Council.

Faithful to the spirit of non-accumulation of wealth, the next higher Council may determine annually the percentage of the funds of each Council or Conference within their area that may be made available to them. The next higher Council will work with the Council or Conference to determine an appropriate reserve for unanticipated events and direct the allocation of funds which exceed the anticipated demands, which may not be hoarded as a capital sum, to the service of the poor in their own area or abroad in the poorest areas of the world.

In Manual, under Council funds:

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.

In Manual, under Funds of the Conference:

It is wrong for a Conference to seek financial security by building up a large balance for the needs of the future. Conference balances generally should not exceed what they expect to                     spend during an average quarter. Surplus funds should be shared generously with more needy Conferences or the Special Works of the District Council.

In Bylaws, Document 1 for Conferences Without a Board of Directors, Article 16:

Conferences and Councils zealously manage and maintain the Society’s assets. The authority to manage the Society’s assets remains exclusively with Councils that may delegate this authority in accordance with the Rule of the Society.  Faithful to the spirit of non-accumulation of wealth the Upper Councils may determine annually the percentage of the funds of each Conference within their area that may be made available to them. The Upper Councils will work with the Conference to determine an appropriate reserve for unanticipated events and direct the allocation of funds which exceed the anticipated demands, which may not be hoarded as a capital sum, to the service of the poor in their own area or abroad in the poorest areas of the world.

In the Conference Audit Manual, under Bank Account:

Every Conference is required to maintain its bank account(s) separate from the parish and separate from the personal accounts of any of the members.  There shall be no co-mingled funds.  The funds of the Conference must be in standalone accounts not tied to the parish or any of the members.  The only exception to this is when a Conference has an approved reserve account. To avoid any perception of hoarding, the reserve accounts should be approved by the next upper Council.  The funds in the reserve may be combined into a shared investment account as long as the Conference has sole access to its funds.

In Resolution 114:

Be it resolved that legal issues which involve one Council or one Conference have the potential for affecting the whole Society and therefore if not addressed will lead to the suspension and removal from the Society of the offending Vincentian, Conference or Council if not corrected in a timely fashion.  Such legal issues include but are not limited to the following:

  • Violation of any state statute, local ordinance, or federal law or any regulations adopted by any state, local government, or federal agency which violation relates to the operation of not-for-profit organizations.
  • Failing to conduct an annual audit.
  • Failing to file a Federal Form 990 or any required state form.
  • Adopting Bylaws that have not been updated to comply with federal requirements
  • Giving funds to non-Vincentian organizations or for non-Vincentian activity.
  • Failing to submit required annual reports
  • Failing to allow women or minorities as Conference members
  • Maintaining large balances that do not constitute a legitimate reserve for future operations and which constitute hoarding.
  • Failing to enact Bylaws that are in compliance with those approved by the National Council.
  • Failing to make home or similar visits in pairs – i.e., allowing only one Vincentian to make such visits.
  • Having officers who are not active members of the Society.
  • Limiting assistance to certain groups to the exclusion of others.
  • Acting in an autonomous manner and as though not answerable to the Society.
  • Changing Bylaws to permit activity contrary to the Rule of the Society.
  • Removing members without complying with the Rule of the Society.
  • Violating confidentiality of those being served.
  • The failure of National Council Members to attend National meetings.
  • Raising funds across Council boundaries without permission and without adequate disclosure to the public.
  • Any other issues having legal implications.
  • Jill Pioter

 Helping Others Serve the Poor
 Helping Others Serve the Poor 1200 628 Jill Pioter

(Excerpted from Vincentian Life: Conference)

When someone considers reaching out to help the poor and calls the parish office for a contact person or organization, the name given is usually someone involved in the St. Vincent de Paul Conference. Why? It is because they are active, visible, and available. They are the ones to contact who will channel the desire to serve or volunteer in the right direction. For it is by our visibility within the parish community, not our anonymity, that we help others come to serve the poor.

At the Conference Level

Being Active

Active Members of the Society are actively involved in the works of the Conference, and at least knowledgeable if not involved in the work of the District and Diocesan Councils. We’ve all heard the phrase, “If you want something done, ask a busy person.” That busy person may not be able to help, but he or she usually will know where to send someone to get help.

Being Visible

Each of us, regardless of the talents God has given us, can be a leader. We lead by example. Even the most introverted among us can lead by doing — doing the Conference food and clothing drives, bundle Sundays, Christmas programs, and all the other activities that the parish Conference is involved with.

Through the parish bulletin let your fellow parishioners know what you are doing and how you are serving the poor. This gives others ideas on how they can help. Monthly news items in the parish bulletin about Conference activities are recommended. Monthly news items, consistently appearing over several years, begin to make a lasting impression.

Give the people in your parish a name (a person to contact) or a telephone number (office or Conference number – not a member’s personal number) and repeat that often. If you have a good thing going (and we do), tell the world. People like to join an organization that is active, with lots of things happening.

You also need to make known the needs of the Society as well as the Conference, along with the opportunity to help the poor. We have a message of hope for the poor. We also have a way to help, for those who aren’t poor.

Being Available

To be available is to make a great gift — the gift of your time. The work of the Society is, according to the Rule, subordinate to your commitments within your family and job. So your “available” time comes out of your recreation or “fun” time, and that’s the sacrifice.

Many Conference members are available to the poor but aren’t willing to talk about what they do for others. Some of us aren’t instinctively saleswomen and salesmen, but we must all become communicators. There are people in the parish and outside world who want to know the what, why, where and how of what we do. We need to tell them. Everything we do requires volunteers to make it work and enthusiasm to make it happen. Once others hear about these things, they too can be a part of it.

At the Upper Council Level

The work of the Society often meshes with the objectives of other groups, even commercial organizations. Mutually-beneficial activities can be scheduled that serve the needs of these groups and the poor at the same time. Even activities which appear self-serving (e.g., the professional athlete showing up to serve in a charity dining room) can have many beneficial effects. The poor can thrill to see the star, and the athlete can have his heart touched by what he sees and begin to take a deeper interest in the poor and the work of the Society.

Other community groups, such as those dealing with domestic violence, can find their efforts flower when they join with the Society to serve those who are suffering. In a synergistic effect, Vincentians are able to do their work better and more productively while the other groups can extend their assistance into more troubled homes.

Contacts with CEOs or large business interests are probably out of the reach of the average Conference. However, if that CEO or business executive is a member of your parish community or a personal friend, who knows what can be achieved?

Who knows what initial contact got Eddie Basha (owner of a food store chain), Bill Keane (popular cartoonist), Joe Garagiola (baseball player and commentator) or Mohammed Ali (champion boxer) involved with the Society? Perhaps it was simply a Vincentian enthusiastically talking about our work with someone they knew only as a friend or neighbor.

Leadership by example. Active. Visible. Available. You can do all four.

  • Jill Pioter

Communications – Part Two
Communications – Part Two 1200 628 Jill Pioter

(Excerpted from Vincentian Life: Conference)

B. Person-to-Person Activities

  • Schedule Conference meetings on different days and at different hours to ensure that everyone, regardless of their work schedule, has an opportunity to attend Conference functions (for example, one meeting on a Wednesday evening, Saturday morning, or another on a Sunday after Mass).
  • Mail the agenda of upcoming meetings to members who have been missing meetings. It’s a good reminder. To encourage better attendance, publish an annual calendar showing all meeting and other activity dates so people can plan in advance to attend and participate.
  • Mail the minutes after the meeting to members who did not attend. For those who missed the meeting, that’s also a good reminder not to miss the next one.
  • Parish Ministry Fairs. Almost every parish has one, so don’t pass on this opportunity to tell your story. Print simple sign-up forms (get new folks to sign up and come to a meeting; worry about getting detailed personal data later). Also print a short list of the work your Conference does and where it needs help.
  • Parish Festival (are you a part of your parish?). Take part in the festival as a Conference. Distribute information on the work of the Society and your Conference. Provide sign-up forms.
  • Personal Talks. This gives you the opportunity to recruit by letting the workers in other parish ministries understand what the Conference really does. Talk to the Sodality, Knights of Columbus, peace and justice council, Catholic Daughters of America, Right-to-Life Committee, etc. Cooperate with these groups on joint projects – distributing Rosaries, scheduling people for Exposition of the Blessed Sacrament, helping build a Habitat for Humanity home.
    You don’t have to be a great speaker. Just tell them what you and your fellow Vincentians do. How many parishioners want to answer Christ’s call to serve the poor, but have never been asked? They may be embarrassed to come forward or maybe they just don’t know where to go to become involved. You can be their gateway to the Society.
  • Recruit, recruit, recruit! The strength of a Conference is in its members, so it must constantly be recruiting new members. Recruitment can usually be accomplished in four ways:
    1) An Invitation to Serve This is a very successful program first introduced in Phoenix in the 1990’s and supported by the bishop and most pastors. After many successful recruitment campaigns, it was promoted and distributed as a nationwide program through the National Council.
    2) Word of mouth – friend asking friend
    3) Written material – passing out brochures, mailing newsletters
    4) Presentations to groups of non-members
    Ask people to join: If you don’t ask, you can’t get. The best recruiting is done by people who are currently active and enthusiastic. They give the best testimony of the benefits they receive from serving the poor.
    Ask people again and again. Many will eventually join. Some may simply change their mind. Others’ lives and interests may change and they are finally ‘ready.’ A few may just be impressed by your sincerity and persistence.
  • Address the Congregation. Many Conference presidents have been addressing the congregation at the end of all Masses once a year with their pastor’s permission. An Invitation To Serve utilizes this arrangement and your bishop may be an active supporter of this approach. It gets your message to those who won’t read what you print and distribute, and satisfies those who want to “put a face” on an organization.
  •  Use sign-up tables on special Sundays, placed outside the church doors. Have literature, photographs, newsletters, sign-up forms, and a card preprinted with the day, time and place of your next two meetings. Good days for this technique include:
    … the Sunday with the ‘Widow’s Mite’ Gospel
    … the last Sunday in April (Ozanam Sunday) – Blessed Frederic Ozanam’s birthday and the anniversary of the founding of the Society is April 23
    … the Sunday closest to Sept. 9 – Blessed Frederic Ozanam’s feast day
    … the Sunday closest to Sept. 27 – St. Vincent de Paul’s feast day
  • Have a special Mass to celebrate these feast days. If there are Conferences in neighboring parishes consider joining together for the Mass. Schedule it at a time convenient for Father, and follow the Mass with coffee and refreshments or a simple pot luck supper afterwards. Invite all the clergy from the parishes involved to join the Conferences members for a short time afterwards.

C. Communicating Through Attitude
(Making people feel welcome)

We have all heard that “actions speak louder than words.” Truer words were never said. If you want your Conference to grow, your actions must match your words.

  • Be a totally open organization. Exclude no one. Invite everyone. There are no closed meetings. There are no subcommittees that make all the decisions; however, only Active Members participate in the decision-making. We are totally democratic.
  • Tell the parish what you want. The parish must know that you want new members. Say it verbally and in posters, fliers, newsletters and brochures. Too many groups (including church groups) are viewed as cliques or closed societies.
  • Publicize your meetings well in advance. People live busy lives and have full calendars. Then provide last-minute reminder calls.
  • Make it easy to join. Don’t make it complex – no applications, no forms – just a willingness to serve.
  • Make people feel welcome at any meeting. When someone new shows up, welcome the person. Introduce all new people at each meeting and continue to introduce them for two or three meetings thereafter.

D. Focus Your Communications
(Protecting the future of your Conference)

Often your communications will focus on a specific target audience. You must modify your language, tactics and even media to appeal to different groups. One example is communicating with youth groups.                                                                                                                             

  • The Society has no future if you do not bring in young people. Problem Conferences are usually those which have made no effort to bring in new members. Old members resist change. They don’t trust the judgment of newcomers, claiming they have no experience. Yet without a continuing flow of new blood, a Conference will become stagnant and die (or become ineffective).
  • Expand your efforts through contacts with:
    * Boy and Girl Scouts and similar youth organizations. Talk with their adult leaders about talking to the troops and packs. Devise activities where young people can be involved and make a contribution. One Conference even offers the St. Vincent Youth Service medal, borrowed from the New Orleans Diocesan Council.
    * Teen, college, young adult and RCIA groups in the parish. Again, talk to the heads of these parish ministries. Talk to the groups separately, adjusting your talk to the interests, resources and age of each group.
    * Teachers, nurses and counselors at your parish grammar school and regional Catholic high school. Ask to visit the classroom to give a 15-minute talk about St. Vincent or Blessed Frederic. Get the kids to take on a project, designing posters and fliers in their own graphics showing how Jesus expects us to treat the poor. Publicize the best in each age group. When the project is over, write thank you letters to the kids (not the teacher) in their own language. Consider, for example, sending first graders a letter from a poor child written with crayon.         

E. Adapt to Changing Circumstances

  • Prospects for membership are always changing. People die or move out of your parish while others move in; kids grow up and become adult members of the parish; parents finally get their kids out of the house or retire and now have time to volunteer; after a period of grieving, widows and widowers have time on their hands, a need for social interaction, and a desire to contribute and be involved.
    This requires constant repetition of your message, often to people you might feel have heard it before. But at earlier times in their lives, their minds weren’t receptive and they failed to hear. For many, it’s a new message: working in the Conference provides an outlet for one’s energy, stability in one’s life, new friendships, and involvement with people who share their values and faith.
  • Recognize that lifestyles have changed. You can no longer expect to find members who fit the membership mold of 50 years ago. People’s lives and jobs have changed, their time and family are more fragmented. You must accept what people can contribute, even if it is less than what the Conference used to request or expect. There are no longer any “minimums” attached to membership.
    If you want young mothers as members, you must accept less from them (in terms of time commitments) than from the retired individuals the Society traditionally recruited. Many people can’t give you two hours a week; they are lucky to give you two hours a month.
  • Don’t give up on former members. Send out a “come home” letter to every past member. You don’t know why they left, what or who offended them, what has changed in their lives. Now may be the moment when they are ready to come back. They may be just waiting to be asked.

F. Understand Efficacy
(Accomplishing your objective)

Efficacy is neither efficiency nor economy. Efficacy is attaining a desired result. Money is only a minor consideration in our ministry. You want people to do what’s right, not what’s the most economic or efficient. People are happier when they can ‘feel’ the result of their work – relate to the poor and their condition. Then you are more likely to accomplish your objective – gaining and keeping new members.

A mother who spends $3.79 to buy and donate a 32-oz. jar of peanut butter knows kids like peanut butter. She knows it’s a healthy, high-protein food. She knows that jar will make 17 sandwiches for hungry kids. She can now relate to how the mother of several poor children will feel when she receives it – even though she will never meet that poor mother or see her children. Even though you may be able to get a whole case of peanut butter from a food bank for just $3.50, don’t even think about asking her to give you the $3.79 instead. It would take the joy out of her gift. It would “de-personalize” her act. It would steal away her connection with that poor mother. Her gift of peanut butter enables her to “identify” with the needs of another woman. That’s efficacy.

Substituting the writing of a check for the personal service shown above would be efficient, cold and impersonal. The Society leans toward efficacious service.

BE TOLERANT AND UNDERSTANDING

Our church, our Society and undoubtedly our own Conferences are full of liberals, conservatives, radicals and Neanderthals. If we are to successfully work together to serve the poor, we must focus on what unites us rather than on what divides us.

You don’t have to change your party registration to join the Society, and no one can make you vote for someone or something you disagree with. You probably already have friends you disagree with on major topics, yet you go out to eat or drink together.

Love, respect, and tolerate each other. Rejoice in the fact that, despite our seeming differences, we are united in service to the poor.

Despite our own personal preferences, we must acknowledge that we never know what act or prayer or touch or liturgy helps turn a soul back to God. Bishop Fulton Sheen said there is a light bulb in every human being, waiting for the moment when Christ provides the energy, however small at first, to light the filament.

Do the work of the Society. Help light those filaments.

  • Jill Pioter

Conflict in Conference Meetings
Conflict in Conference Meetings 1200 628 Jill Pioter

Conference meetings are intended to be “mutually fulfilling” gatherings where members joyfully share their experiences, grow in faith and make plans to serve others. Sometimes, however, members do not always agree on how to go about these activities and the meetings are far from mutually fulfilling. Managing meeting conflict is almost never at the top of any Conference president’s list of favorite undertakings, but it doesn’t need to be a negative experience. In fact, sometimes it can be healthy and help your Conference grow. Here we share a few tips to better prevent and manage conflict within your Conference meetings.

 To Prevent Conference Meeting Conflicts

Send out a detailed, specific agenda ahead of time so that members know how the meeting will proceed. Make it clear that the meeting will unfold in an organized, respectful manner.

  • Know the strengths and weaknesses of the members in your Conference, and tailor the discussion style to maximize the strengths and minimize the weaknesses.
  • Encourage frequent communication among Conference members outside of meetings so that members feel informed and are not taken by surprise.
  • Ensure that minutes are kept of Conference meetings, including specifics about decisions made and timeframes. Distribute minutes in advance to all Conference members to reduce inconsistencies in memory.
During a Conference Meeting
  • Make sure all Conference members have the chance to speak and be listened to respectfully.
  • For significant topics, give members a few moments to process the question at hand and perhaps write down a few notes before starting the discussion.
  • Present things in such a way that indicates the Conference is working through issues together.
  • Try to anticipate conflict and address the issue before it happens. Be aware of members’ nonverbal communication and apparent discomfort.
  • Encourage the Conference to be specific in its decisions to avoid ambiguity about when or how something will be done (i.e., “Jesse will contact Father Mike by noon on Friday,” not “Jesse will contact Father Mike soon”).
Should a Conflict Arise

Pause briefly to allow the Conference and its members a chance to temper emotions and think of how to say things in a thoughtful, respectful fashion.

  • Repeat/summarize what you have heard Conference members say so they know you heard them.
  • Neutralize personally-directed comments by restating them in terms of objective qualities, issues or actions, not people themselves (i.e., “Maria tries to avoid us all of the time and refuses to answer our phone calls” to “You feel that Maria is not making herself available to the needs of the Conference,” or perhaps even better, “You feel that our current system of reporting home visits is not working”).
  • Redirect tangents back to the agenda item under discussion.
  • Restate and reframe the larger context of the situation to keep the topic in perspective.
  • Identify and outline the points of agreement that exist between disagreeing parties.
  • Find a “grain of truth” in an opposing viewpoint and use that to begin to build consensus.
  • Strive to arrive at group consensus; avoid voting on a divisive topic if possible.
  • Place the discussion on hold and ask the Conference spiritual advisor to lead the Conference in a prayer before continuing.
If the Conference Is Stuck
  • Reduce unknown factors and fear by assigning a subgroup to research the topic a bit more and report back at a future meeting.
  • Table the conversation until a future meeting.
  • Discern whether someone perceives a threat to themselves or to their interests. If so, address/discuss the issue in a kindly fashion that preserves their dignity.
  • If the topic is hijacking the meeting, arrange for either the whole group or those members most invested in the topic to hold a separate meeting in the future to discuss it.
  • If only one individual is upset about an issue for a prolonged period of time, ask to meet separately with him/her after the meeting.
  • Consider whether another factor(s) may be contributing to rigidity in mindset or aggression in verbal response.
  • While maintaining confidentiality, seek advice from fellow Conference/Council presidents, National Office staff, committee chairs or other Vincentian peers. Many other Vincentian leaders may have faced similar circumstances and have suggestions based on what worked for them.

Know that you are not alone in facing difficult Conference situations at times. Facing conflict may not be your favorite part of serving the poor, but your adept handling of it will allow for so much more love, respect, commitment and loyalty to grow among Conference members and toward those in need as a result.

Unoriginal material in the above list was drawn from the following articles. If you would like further information, follow the links below:

  • Jill Pioter

Conference Guidelines
Conference Guidelines 1200 628 Jill Pioter

*Information for this week’s Governance article came from Vincentian Life: Conference

New members have a real challenge before them when they join a Conference. There is a tremendous amount of “stuff” that they have to learn: who the other members are, principles and history of the Society, spirituality, how to do Home Visits, where everything is, what and when to do something, and what and when not to. It can all be very confusing. Actually, it can all be confusing to members who have been around for a while, as well. That is why it is important to have a set of Conference guidelines.

WRITTEN GUIDELINES

Have you ever heard the expressions: that’s the way we do things, we’ve always done it this way, we can’t do that, or it’s just not done that way. That is one of the most frustrating things about being a member – especially a new one. Not knowing what to do and/or being criticized for doing something the wrong way can be very humiliating. It would all be much simpler if all those ways and things were written down somewhere.

They can be.  They should be. And, the most organized and well run Conferences have a set of written guidelines that are available to all members. They are not just a set of rules that have been accumulated over the years, they are a formal set of guidelines that have been defined, organized and presented in a form that is convenient to use, easy to understand and readily accessible to all members.

Without the written guidelines, the statements above will continue to flow and new members will continue to scratch their heads – some even leaving the Conference. Without the written guidelines, people will give their own interpretation of what is the proper way because that’s the way they remember being taught.

ORGANIZING THE GUIDELINES

Before preparing a set of guidelines, the Conference members should attend an Ozanam Orientation. This is important since it gives members an understanding of what is important and what should be stressed in our ministry. Without this basic understanding, guidelines may be developed simply because they sound good or logical. The guidelines we develop for a Conference should be reflective of our call to ministry.

Preparing a set of guidelines is not that difficult. The Conference should establish a committee of about three people who will take on the task of creating the first draft of the guidelines. They will get together a few times and map out the guidelines which will be reviewed, updated and hopefully approved by the Conference for their use. Your Conference may also get a copy of the guidelines of a neighboring Conference. Do NOT simply adopt someone else’s guidelines as your own. You should make sure your guidelines fit the needs of your Conference and those in need in your parish community.

Look to the other chapters in this book and pay close attention to the topics of food, rent, utilities, Home Visits, etc. Then come to a consensus among the committee members as to what a reasonable expectation should be in dealing with those types of service. Members of the Conference may have already dealt with these issues and some unwritten guidelines or rules may already exist.

“Guidelines” should be just what the word means. These are not firm rules that have to have the I’s dotted and T’s crossed. These are possible ways to approach fulfilling the requests for help. The guidelines should provide possible solutions. One thing is extremely important to remember: guidelines are intended to define how people in need can be served, they are not intended to define how people are to be turned away.

When circumstances dictate, the members can vote to override a guideline for a particular case.

Once the draft is compiled, copies should be presented to all members for their review, correction and final approval. This process may take two or three meetings to complete. This review and approval process is a Conference process and should not be left to only a few people. Once consensus has been reached by the Conference as a whole, the document should be formally published and each member should be given a copy. The Secretary will be given the original to keep with the Conference records. All new members should receive a copy of the guidelines when they join the Conference.

REVIEW/UPDATE/APPROVE

At the beginning of the fiscal year (October or November), the Conference guidelines should be reviewed by the members of the Conference. They should be evaluated to see if they are still appropriate for the conditions that currently exist. The same process that was followed to review and approve the initial set of guidelines should also be used to review, update and approve the new guidelines. Once again, all members should be given copies of the guidelines.

SUMMARY

Conference guidelines are one of the keys to having an organized and well-run Conference. None of the guidelines should contradict the Rule, Manual or Bylaws or any local, state, or federal tax laws. None of the guidelines should in any way indicate who to serve or how not to serve someone in need. If they are properly prepared, the guidelines will help Conference members serve those in need in the best way possible.

  • Jill Pioter

Assisting and Guiding Conferences
Assisting and Guiding Conferences 1200 628 Jill Pioter

FORMATION/TRAINING

The Council should provide formation and training to all members of the Council especially new Vincentians. The National Formation and Spirituality Committee has developed formation/training programs that are available across the country. The National website (www.svdpusa.org) has many documents, power points, etc. available that should be used to form and train Vincentians.

By a resolution of the National Council, all new members of the Society have to attend an Ozanam Orientation within their first year as a member. Also, any member, who is elected to or appointed to be an officer at any level in the Society, must have attended an Ozanam Orientation or must attend one within the first year as an officer. It is highly recommended that all members of the Society attend the Ozanam Orientation at least once. Attending the Ozanam Orientation every three to four years as a refresher is recommended for all members.

This places a burden on the Council. The Council must provide the Ozanam Orientation formation program within the Council area as often as is necessary to fulfill the requirements for training prescribed by the National Council. If the District Council lacks the resources to provide the Ozanam Orientation on an as needed basis, it should seek assistance from the next higher Council to provide this training.

CONFERENCE/COUNCIL VISITATION

Conference visitation by a District Council (District Council visitation by a Diocesan Council) is an extremely important responsibility of the Council. The Officers and Chief Executive Officer/Executive Director should each attend one Conference (Council in case of Diocesan Council) meeting each month to facilitate communications and solidarity with them. That means that five meetings a month could be attended if the President, Vice President, Secretary, Treasurer, and Chief Executive Officer/Executive Director each participate. In many District Councils, this would mean that each Conference is visited at least twice a year. For Diocesan Councils, coverage depends on the frequency of District meetings. A staff person should come along on some of the visits to explain what that department or special work does and how they can assist the Conference/Council.

YOUTH INVOLVEMENT

A planned program for youth involvement is very important. Many aids are available for recruitment, involvement and understanding how we can utilize one of our greatest assets. There are so many aids now available, such as brochures, outlines of how to start a youth conference, power point recruitment, and many more. There are Regional Youth chairs you can contact that are eager to offer ideas and assistance. With no intent to overuse an old cliché, “youth are our future.”

DIVERSITY

The United States is a melting pot of race, creed, language, and culture. It is important that our Conferences reflect the diversity of our local community within its membership. Councils should emphasize awareness of community demographics and assist Conferences to build their membership based on who comprises their community. Councils should also strive to develop diverse leadership both within the Conferences and Councils themselves.

  • Jill Pioter

Councils and Their Conferences
Councils and Their Conferences 1200 628 Jill Pioter

This document is about Councils; yet, the starting point of this document is Conferences. Why is that? As you will see below, Councils don’t exist without Conferences and the Council’s primary role is to support the Conferences.

CONFERENCE PARTICIPATION IN THE COUNCIL

This is an important principle to keep in mind: Conferences that do not want to participate with the Council have not been convinced they receive anything of value from the Council and its activities. Councils should never be formed simply for the sake of forming a Council. Councils have a particular purpose and the Conferences must understand what that is.

In the Rule that was in effect prior to 2003, there was a statement that was a clear definition of the purpose of any Council. This statement was in Part II of the Rule, Article 15:

  • Councils are responsible for animating and coordinating the work of SVdP units within their respective jurisdictions.
  • They serve the Conferences. All Councils are first and foremost at the service of the Conferences with a view to furthering charitable activities. Because every Council gathers information about human needs and services from a variety of sources – the community at large, as well as the Conferences – it keeps Conferences in touch with changing social problems and new programs for helping
  • … each year, each Council obtains and compiles a consolidated annual report of all the Conferences and Councils attached to it. The Council’s report is then forwarded with any comments to the next higher Council for the preparation of the annual report of the National Council of the United
  • Councils encourage initiatives and strive to bring about the establishment of Conferences, Councils and new works, and the revival of dormant or defunct
  • A Council reviews and evaluates applications for aggregation and institution that are submitted by its affiliated SVdP groups. If approved at District and Diocesan Council levels, the application is forwarded to the National Council for transmittal to the Council General (International).
  • Councils organize, to the fullest possible extent, training and formation sessions for members and potential members on spiritual themes, the Vincentian vocation, and problems of social action and justice.
  • To coordinate Vincentian work, Councils keep in regular contact with their Conferences and Councils and inform them of the activities of the
    The Council represents its constituent units in contacts with religious and public
  • Each Council determines the expected contribution (solidarity) from attached Conferences and Councils in order to meet its necessary expenses and assist needy Conference and Council groupings attached to
  • Special works of the Society conducted by the Councils must rely on the Conferences for support, personnel and

In the current Rule, these responsibilities have not changed. They are also spelled out but not in so compact a form.

The fact of the matter is that all Conferences should be aware of what the Council is doing for them. Conferences should be receiving benefits from the Council that clearly provide value to them. It is the responsibility of the Council to ensure that Conferences understand this clearly. Ultimately, it is the Conference members themselves who make up the Councils and who make the decisions in support of the Conferences.

STRONG CONFERENCES

Strong Conferences make a strong Council!! It is the Council’s responsibility to assist and guide Conferences in fulfilling the mission of the Society. The best way to do this is to ensure that Conference leadership and members understand what the Society is all about, what the role of the Conference is and what is expected of members.

When Conferences get into trouble (begin to decline or get into some other difficulty), it is far better to be proactive rather than reactive. It is recommended that each Council form a Conference Resources and Concerns Committee to:

  1. Promote understanding and compliance with the Rule, Bylaws and Manual;
  2. Develop resources that will help Conferences to understand and fulfill their roles in the Society;
  3. Provide training materials for Conference leadership;
  4. Monitor Conference activity and act to assist Conferences who are in trouble;
  5. Promote and assist in establishing new Conferences;
  6. Assist in revitalizing existing Conferences, where needed; and
  7. Mediate Conference concerns where

A well-formed Conference Resources and Concerns Committee can monitor Conference activities and offer many aids to make a Conference more effective.

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