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Governance Update: Councils And Their Conferences
Governance Update: Councils And Their Conferences 1198 1198 Kristen Blacksher

Councils And Their Conferences

(Excerpted From Vincentian Life: Council)

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 people.

• … 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 States.

• Councils encourage initiatives and strive to bring about the establishment of Conferences, Councils and new works, and the revival of dormant or defunct Conferences.

• 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 Society.

• The Council represents its constituent units in contacts with religious and public authorities.
• 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 it.

• Special works of the Society conducted by the Councils must rely on the Conferences for support, personnel and funds.

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 needed.

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

MONITOR SPECIAL CONDITIONS

The following special conditions should be monitored regularly and addressed as necessary:

1. Conference President’s term of office is limited to two consecutive three-year terms. After the two terms, the President must be out of office for at least three years before being elected once again. Technically, as soon as the six years expires, the President is no longer in office and the Conference operates under the leadership of the first Vice President until the election of a new President. In the case of violation of this rule, the Council must ensure that an election is held to replace the outgoing President as soon as possible.

2. Each Conference is to have at least four officers: President, Vice President, Secretary and Treasurer. Each office must be held by a separate person. No one person may hold multiple officer positions. In addition, Statute 12 of Part III of the Rule indicates that a President must not appoint his/her spouse or other closely related individual to an officer position.

3. Service area comes into conflict often within the Society. The District Council should ensure that Conferences provide service only to those people living within the boundaries established for the Conference. These boundaries should be established as a formal agreement between the Conferences in the Council. In some cases, the boundaries will simply be the parish boundaries. In other cases the boundaries may be more extensive, as long as they are agreed upon by the Council. This way, people seeking service cannot simply go from Conference to Conference seeking help. The Conference covering the area where that person or family lives is the one that makes the decision as to help or not help.

A second excerpt from the “Conferences” section of Vincentian Life: Council will appear next week.

  • Kristen Blacksher

Good governance: What does it mean anyway?
Good governance: What does it mean anyway? 909 565 Kristen Blacksher

By Joe Riley 

Governance means:
• Responsible use of assets and funds.
• Ensuring the group/organization is fulfilling its mission.
• Openly communicating with others and listening to others at all levels of the organization.
• Accurate recordkeeping for the benefit of the organization and those we serve.
• Maintaining good legal standing through compliance with IRS section 501(c)(3) requirements.
• Serving as a good role model: In the Vincentian world this also includes embracing servant leadership.

Governance does NOT mean:
• Leaders cannot share responsibilities. Leadership is inherently a collaborative effort.
• Micromanaging.
• Numbers are more important than people.
• Opinions of others do not matter.
• Turning the organization/group into something distant from its mission.

Basically, good governance means good leadership. It means taking good care of the Society; it means taking good care of those we serve. It means taking care of each other, encouraging the spiritual growth of all members and friendship among members, and person-to-person service. It means serving with integrity, accountability and in a trustworthy manner. Taking advantage of ongoing learning opportunities and identifying helpful collaborations can help Vincentian leaders govern and lead with great effectiveness and joy.

St. Vincent de Paul once said, “There is great charity – but it is badly organized.” Let us be inspired by St. Vincent’s good governance and leadership and allow the generosity of others to be put to good use.

  • Kristen Blacksher

04-11-2024 Questions & Answers
04-11-2024 Questions & Answers 1200 628 Kristen Blacksher

Q: I am bothered by something that happens at our Conference meetings fairly regularly. We have a lot of parishioners who have shown interest in the Society, and it is pretty common to find one or two new faces at most of our meetings. During the meeting, they are allowed to vote on issues just like everyone else. Our President says he wants them to feel welcome and part of the group. Is this a good practice?

A: The answer is “no.” We welcome new people to be part of the Society, but there is a process to follow. In the current version of the Rule/Manual of the Society, there is a promoted procedure for bringing new members into the Society. This procedure includes introduction, training, active participation in works, discernment by the candidate and ultimate approval by the Conference. This process works and should not be short cut in order to bring more people into the Society. The decisions of Conferences are to be made by Active (Full) Members only, usually by consensus.

Q: Our Conference has just approved a set of bylaws. Now that they are approved, what is the next step?

A: The bylaws you approved must (should) correspond to the newly revised bylaws for Conferences approved by the National Council. Be sure that you have a record of the approval and copy of the bylaws in your Conference minutes. Next, send a copy of the bylaws through the organization chart to District and Diocesan Councils for their approval, recording and filing. The District and Diocesan Councils should also record their approvals in their minutes.

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P: Me molesta algo que sucede en nuestras reuniones de la Conferencia con bastante regularidad. Tenemos muchos feligreses que han mostrado interés en la Sociedad, y es bastante común encontrar una o dos caras nuevas en la mayoría de nuestras reuniones. Durante la reunión, se les permite votar sobre temas como todos los demás. Nuestro Presidente dice que quiere que se sientan bienvenidos y parte del grupo. ¿Es esto una buena práctica?

R: La respuesta es “no”. Damos la bienvenida a nuevas personas para que formen parte de la Sociedad, pero hay un proceso a seguir. En la versión actual de la Regla/Manual de la Sociedad, existe un procedimiento que se utiliza para invitar a nuevos miembros a la Sociedad. Este procedimiento incluye la presentación, la formación, la participación en los trabajos, el discernimiento por parte del candidato y la aprobación final por parte de la Conferencia. Este proceso funciona y no debe de haber un atajo para atraer a más personas a la Sociedad. Las decisiones de las Conferencias deben ser hechas únicamente por los Miembros Activos (en Pleno Derecho), generalmente por consenso.

P: Nuestra Conferencia acaba de aprobar un conjunto de Estatutos. Ahora que están aprobados, ¿cuál es el siguiente paso?

R: Los Estatutos que ustedes aprobaron deben corresponder a los Estatutos para Conferencias recientemente revisados y aprobados por el Consejo Nacional. Asegúrese de tener un registro de la aprobación y una copia de los Estatutos en las actas de la Conferencia. A continuación, envíe una copia de los Estatutos a través del organigrama a los Consejos Distritales y Diocesanos para su aprobación, registro y archivo. Los Consejos de Distrito y Diocesanos también deben registrar la aprobación de sus Estatutos en sus actas.

 

  • Kristen Blacksher

Am I A Vincentian?
Am I A Vincentian? 152 152 Kristen Blacksher

In June 2008, I attended the Western Region Meeting in Boise, Idaho. I was not alone. There were 225 other Vincentians along with me. During the time I spent there, I met with many Vincentians and discussed a wide variety of topics. I also put on a workshop and facilitated two open forums where anything and everything could be discussed. One theme came up over and over again in those discussions. This is also a theme which is continually asked today as well. How do you get the Conferences and the members to adhere to or comply with the Rule?

This is a tough question. And it requires a tough answer. People, in general, have mixed feelings when it comes to rules and regulations. They usually will admit to the value of them. They usually will admit to the need for them. And they normally agree that compliance is necessary; that is, until they want to do something that does not really correspond to the rules. Then it becomes harsh and too restrictive. They did not join the Society to follow the rules. They joined the Society to do some good and do not want to be bogged down with meaningless do’s and don’ts. We hear this stuff all the time! I can go into a long, drawn-out dissertation on why rules and regulations are important, but that will get us nowhere. I can take a military point of view and say that if one soldier steps out of line the war will be lost. Nobody is going to buy that. I can talk about unity of thought and action, but that cup only holds a limited amount of water.

It truly boils down to one thing. Ask yourself one question: Am I a Vincentian? To be a Vincentian you have to make a commitment. Here is where the rub comes in. Commitment! Being a Vincentian calls for a number of things to be accepted and come into play. Being a Vincentian means accepting who we are, what we are about, what we do, and how we do it. Being a Vincentian means more than helping people in need. It means growing in holiness, striving to grow closer to God. It means growing closer to our fellow Vincentians. It means serving God through serving those in need. It means a blend of all of the above.

A number of years ago, when searching for the answer to a question, I was referred to John Simmons, former National President of the Society, the guru. If you wanted to know anything about the Society he was the man to go to. John said that if you call yourself a Vincentian, you want to meet as often as possible with your fellow Vincentians, you want to learn about the Society, you want to understand what this is all about, and you want to help it grow. It is that simple.

If I want to do my own thing, follow my own rules or no rules at all, I can start my own special work or organization. Then all I have to do is get other people who want to join me to follow my rules. I am a Vincentian. I am committed to who we are, what we do and the way we do it. Complying with the Rule not only makes sense, it is something I want to do.

Mike Syslo
Member and Past Chair
National Governance Committee

  • Kristen Blacksher

04-04-24 Questions and Answers
04-04-24 Questions and Answers 1200 628 Kristen Blacksher

Q: Do all new programs of a Conference have to be approved by the Council, or can a Conference Board approve new programs, without the approval of Council? I ask this question because in the Governance: Council and Board handbook it reads, “No program should be allowed to start without Board approval. This includes both those started by Vincentians and those started by employees.”

A: For most Conferences (those using Bylaws document 1), the Board of Directors of the Council (if no formal Board of Directors exists, then the Council itself) is the governing body and should give formal approval of new programs within the Council. The term “Board” is sometimes used informally among Conference members to refer to the slate of officers. Conferences generally do not have Boards. The handbook does not use the word that way. The handbook refers formally to the Board of Directors.

For some Conferences that are separately incorporated (those using Bylaws document 2 or document 10), the Conference is the governing body and does not require Council approval for its programs. The bylaws define the governance responsibilities.

Q: Are employees of St. Vincent Thrift Stores allowed to be voting members at the local Conference?

A: Thrift store employees are not allowed to vote at Conference meetings unless the store employee is also an active member of the Conference. They are not to vote on issues that may affect their jobs.

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P: ¿Todos los programas nuevos de una Conferencia tienen que ser aprobados por el Consejo o puede la Mesa Directiva de la Conferencia aprobar nuevos programas, sin la aprobación del Consejo?
Hago esta pregunta porque en el Manual de Gobernanza: Mesa Directiva del Consejo se lee: “No se debe permitir que ningún programa comience sin la aprobación de la Mesa Directiva. Esto incluye tanto a los iniciados por los Vicentinos como a los iniciados por los empleados”.

R: Para la mayoría de las Conferencias (aquellas que utilizan el documento 1 de los Estatutos), la Mesa Directiva del Consejo (si no existe una Mesa Directiva formal, entonces el Consejo mismo) es el órgano de gobierno y debe dar la aprobación formal de los nuevos programas dentro del Consejo. El término “Mesa Directiva” se utiliza a veces de manera informal entre los miembros de la Conferencia para referirse a la lista de funcionarios. Por lo general, las Conferencias no tienen Mesas Directivas formales. El Manual no usa la palabra de esa manera. El Manual se refiere a la Mesa Directiva Formal.

Para algunas Conferencias que se incorporan por separado (aquellas que utilizan el documento 2 o el documento 10 de los Estatutos), la Conferencia es el órgano rector y no requiere la aprobación del Consejo para sus programas. Los Estatutos definen las responsabilidades de gobernanza.

P: ¿Se les permite a los empleados de las tiendas de segunda mano de San Vicente ser miembros con derecho a voto en la Conferencia local?

R: Los empleados de las tiendas de segunda mano no pueden votar en las reuniones de la Conferencia a menos que el empleado de la tienda también sea un miembro activo de la Conferencia. No deben votar sobre temas que puedan afectar sus trabajos.

  • Jill Pioter

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

03-07-24 Questions & Answers
03-07-24 Questions & Answers 1200 628 Jill Pioter

Q: I was told that our National Council has about 128 voting members. Do you know approximately how many votes can be cast at our General Council in Paris? 

A: In the U.S., there are 128 National Council Members eligible to vote at Midyear and National Assembly business meetings. According to The Rule, Part II, the Presidents of all instituted Superior (National) Councils or Assimilated Councils are voting members of the International Confederation. Assimilated Councils are lower-level Councils or Conferences that have been officially designated as representing the country where they are located. The Society is located in more than 150 countries and territories, so potentially there are more than 150 voting members.

Q: Is it proper for a Conference to take some funds from a bequest and place them into Certificates of Deposit (CDs) with different maturity dates?

A: It is okay to put money in CDs as long as there is a specific plan for reducing those funds to zero, such as building a new program or facility. Our purpose is not to build bank accounts or earn interest. The issue of hoarding comes into play when decisions are made to keep money in the bank instead of helping someone in need. Will the Conference readily cash in the CDs in order to help those in need, rather than allow the CDs to go to maturity? Conference funds are not to be used for “endowments” unless the funds were specifically collected for that purpose with the donor’s direction.

ESPAÑOL

P: Me dijeron que en nuestro Consejo Nacional hay alrededor de 128 votos que se pueden emitir. ¿Sabe usted aproximadamente cuántos votos se pueden emitir en nuestro Consejo General en París?

R: En los EE. UU. hay 128 miembros del Consejo Nacional elegibles para votar en las reuniones de negocios de mitad de año y de la Asamblea Nacional.

De acuerdo con la Regla, Parte II, los Presidentes de todos los Consejos Superiores (Nacionales) o Consejos Asimilados instituidos son miembros con derecho a voto de la Confederación Internacional. Los Consejos Asimilados son Consejos o Conferencias de nivel inferior que han sido designados oficialmente como representantes del país en el que se encuentran. Estamos ubicados en más de 150 países y territorios, por lo que potencialmente hay más de 150 miembros con derecho a voto.

 P: ¿Es apropiado que una Conferencia tome algunos fondos de un legado y los coloque en Certificados de Depósito (CD) con diferentes fechas de vencimiento?

R: Está bien poner dinero en certificados de depósito siempre y cuando haya un plan específico para reducir esos fondos a cero, como la construcción de un nuevo programa o instalación. Nuestro propósito no es crear cuentas bancarias ni ganar intereses.  El problema del acaparamiento entra en juego cuando se toman decisiones para mantener el dinero en el banco en lugar de ayudar a alguien que lo necesita. ¿Aceptará la Conferencia cobrar fácilmente los certificados de depósito para ayudar a los necesitados en lugar de permitir que los certificados de depósito lleguen a su vencimiento?  Los fondos de la conferencia no deben utilizarse para un “fondo dotacional” a menos que los fondos se hayan recaudado específicamente para ese propósito con la aprobación del donante.

  • Jill Pioter

02-22-24 Questions & Answers
02-22-24 Questions & Answers 150 150 Jill Pioter

Q: Is there a particular protocol to follow when a friend in need threatens to harm him/herself?

A: For members of the Society, there is no legal obligation to report such findings. There is a moral obligation when there is strong suspicion or if the behavior is witnessed. This question should be presented to your diocese, who can give helpful contact numbers for referral.

Q: A member of my Conference said our region’s National Vice President does not have a vote at the National level. Can you verify this?

A: According to National Council Bylaws, each of the nine Regional Vice Presidents is a voting member of the National Board of Directors. However, the Regional Vice Presidents do not have a vote on the National Council. The voting members of the National Council are the National President and the duly elected National Council Members (each representing a Catholic Diocese where the Society is present).

ESPAÑOL

P: ¿Hay algún protocolo particular a seguir cuando un prójimo en necesidad amenaza con hacerse daño a sí mismo?

R: Para los miembros de la Sociedad, no existe ninguna obligación legal de informar sobre tales hallazgos. Existe una obligación moral cuando hay una fuerte sospecha o si el comportamiento es presenciado. Esta pregunta debe ser presentada a su Consejo Diocesano, quien puede proporcionar números de contacto útiles para la referencia.

P: Un miembro de mi Conferencia dijo que el Vicepresidente Nacional de nuestra región no tiene voto a nivel Nacional. ¿Puede usted verificarlo?

R: De acuerdo con los Estatutos del Consejo Nacional, cada uno de los nueve Vicepresidentes Regionales es un miembro con derecho a voto de la Mesa Directiva Nacional. Sin embargo, los Vicepresidentes Regionales no tienen voto en el Consejo Nacional. Los miembros con derecho a voto del Consejo Nacional son el Presidente Nacional y los miembros del Consejo Nacional debidamente elegidos (cada uno representando a una Diócesis Católica donde la Sociedad está presente).

  • Jill Pioter

Society of St. Vincent de Paul Bylaws: What They Are and Why They Matter
Society of St. Vincent de Paul Bylaws: What They Are and Why They Matter 1200 628 Jill Pioter

The original Bylaws presentation was developed and presented by John Berry.
This article was written by Mike Syslo.

The Boring Stuff

What are Bylaws? Bylaws are a nonprofit’s operating manual. Bylaws (or Bylaws and Articles of Organization) are the main governing document for a nonprofit organization. They are the main official documents of an organization, nonprofit or for-profit. One of the important things to remember about Bylaws is that the operations of your organization must be in line with what you say they are in the Bylaws and Articles.

The purpose of the Bylaws is to guide the nonprofit Board’s actions and decisions. They are helpful in preventing or resolving conflicts and disagreements. They can protect the organization from potential problems by clearly outlining rules on authority levels, rights and expectations.

If the Board of Directors fails to follow the Bylaws, it can be held liable for breaching its duty to the organization. Breach of duty can cause a significant liability for the Board of Directors. Breach of duty can also result in the organization losing its nonprofit, tax-exempt status. The loss of nonprofit status would mean a loss of tax deductibility for donors and the need for the organization to pay taxes on their income.

“Bylaws determine how an organization is structured. For example, most Bylaws specify whether an organization has members, define the duties of officers and Board members, and identify standing Board committees. An important function of Bylaws (if this matter is not covered in the Articles) is to specify how Board members are selected.” (BoardSource)

What About the Rule?

All groups require rules for effective operation. Our Rule is drawn from the lives and experience of all Vincentians throughout the world. It describes the elements that are needed to maintain the unity of the Society. There is no group or organization that exists without some set of rules.

In 1835, two years after its founding, the Society formulated its Rule, a series of Articles based upon the practical experiences of the first Vincentians. The Rule of the Society has continued as the guide and blueprint for the Society for the past 191 years. This, alone, is a tribute to its efficacy and to the Holy Spirit who inspired it. The Rule has gone through a few modifications over those many years, but the essential spirit of the Society that is reflected in the Articles and Statutes is the same as in the first Rule.

Bylaws and the Rule: The Relationship

Bylaws are significant written rules by which an organization is governed. They determine how the Society of St. Vincent de Paul is structured and, along with state law, determine the rights of participants in the structure.

Membership in the National Council of the United States, Society of St. Vincent de Paul, Inc. requires that every organizational unit (Conference and Council) have Bylaws. Prior to 2003, the Rule included both the philosophy of the Society and its structure and responsibilities. Since 2003, philosophy has been in the Rule and the structure and responsibilities have been in the Bylaws. Having the original format of the Rule split into two separate documents has caused the need for all Conferences and Councils to adopt a set of Bylaws and operate in accord with both Rule and Bylaws.

Conferences and Councils must maintain their Bylaws (including any and all amended Articles) in updated and amended form. The Conference or Council must keep a copy of their Bylaws together with the Rule document (The Manual 1.3). In addition, the next higher Council should have a copy of the Bylaws. For example, a District Council should have a copy of the Bylaws of each of its Conferences. The Diocesan Council should have a copy of the Bylaws of each of its District Councils.

The Rule is the paramount authority of the Society of St. Vincent de Paul. Should any bylaw, rule or regulation adopted by a Conference or Council conflict with the Rule and statutes of the Society of St. Vincent de Paul as now promulgated or hereafter adopted by the Council General International or the National Council of the United States, such bylaw, rule or regulation shall be void and of no effect (The Manual 1.3). This needs to be very clear in everybody’s mind. You cannot put anything into the Bylaws that in any way conflicts with the Rule or Nationally Approved Bylaws. If a conflict exists, the Bylaws will be rejected by the next higher Council and you may not proceed with them.

BUT – Bylaws have been created to be used by SVdP entities across the country and as such do not include language that may be required by your state and local law (see listing of multiple versions of Bylaws on page three). It is strongly advised that legal advice be sought from a local attorney concerning matters such as the following: non-discrimination policy language, tax-exemption requirements, and any other areas of the Bylaws in which modification of the language is necessary in order to be in alignment with applicable state and local law. As of this date, we have not found anything of substance in the Nationally Approved Bylaws that conflict with state and local law.

Since the Bylaws have been developed to be in conformity with the Rule of the Society, Bylaws should be modified only to address alignment to state and local law (Bylaws Introduction, SVdP USA).

Where Did Our Bylaws Come From?

 In 2003, the Council General International approved an updated version of the Rule of the Society. Each separate Superior/National Council was invited to draft their own Part III of the Rule to define the items of the Rule that are unique to each country. This new version of Part III of the Rule for the United States was different from the former Rule in that details of structure and governance were removed. Those details were then placed in Bylaws which varied with each type of SVdP structure within the United States. Placing the structure and governance concerns of the Society into a separate document has forced Conferences and Councils to adopt an appropriate set of Bylaws for their use.

The Bylaws documents were approved by the National Council Members at the Society of St. Vincent de Paul’s 2005 Annual Meeting and have been revised as needed (last in 2021) so that good governance policies are in place and are in compliance with:

  • The Rule of the Society,
  • The Charter of the Society (a.k.a. Articles of Incorporation),
  • Bylaws of the National Council while leaving flexibility for compliance with national and state laws that govern charities.

 How Many Kinds of Bylaws Are There for Councils and Conferences?

 Because of the possible structures that exist for unincorporated and incorporated Conferences and Councils, multiple versions had to be created. There is one set of Bylaws for the National Council and three sets of Bylaws to choose from for each Conference, District Council and Diocesan Council.

  • BYLAWS for Conferences without a Board of Directors
  • BYLAWS for Conferences with a Separate Board of Directors
  • BYLAWS for District Councils with a Separate Board of Directors
  • BYLAWS for Archdiocesan/Diocesan Councils with a Separate Board of Directors
  • BYLAWS for the National Council
  • BYLAWS for District Councils with an Integrated Board of Directors
  • BYLAWS for Archdiocesan/Diocesan Councils with an Integrated Board of Directors
  • BYLAWS for District Councils without a Board of Directors
  • BYLAWS for Archdiocesan/Diocesan Councils without a Board of Directors
  • BYLAWS for Conferences with an Integrated Board of Directors

 Why Do We Need These? Let’s Just Follow the Rule.

Because Bylaws may be cumbersome, they are frequently neglected or even disregarded as a tool for governance. They are, however, essential to maintaining order and propriety within the organization.

SVdP governing entities must pay careful attention to Bylaws. They can take on added importance during governance disputes centering on the way an organization is carrying out its mission. These disputes can take many forms:

  • A non-conforming entity needs dissolution.
  • A Board member who is voted out of office seeks reinstatement.
  • A dissident group within the organization attempts to gain control or a faction mounts a legal challenge to a Board decision.

In these difficult situations, carefully-crafted Bylaws, and adherence to them, can help ensure the fairness of governance decisions and provide protection against legal challenges.

Bylaws determine how SVdP is structured. Bylaws specify whether an organization has members, define the duties of officers and Board members, and identify standing Board committees.

An important function of Bylaws (if this matter is not covered in the Articles of Incorporation) is to specify how Board members are selected. This, along with the specification of the maximum number of Board members, determines how workable as a team the governing body is.

Bylaws, along with state law, determine the rights of participants in the structure, such as the rights of members to be notified of meetings, the rights of Board members or officers whom others may want to remove from office and the rights of Board members to indemnification.

Bylaws determine many procedures by which rights can be exercised. For example, Bylaws may require a certain form of notice for meetings, or they may specify whether Board meetings can be held by telephone or whether elections can be conducted by mail. Other procedures defined in Bylaws pertain to the election/selection of officers.

 The Fun Stuff – Some Real Situations

1. The Board of the Diocesan Council, in putting together its slate of officers for the next year has asked Christi to serve as Vice President. Christi has been on the Board for the last three years and they all think she’d be a good fit for the VP job. Christi started volunteering with SVdP when her Church, United Methodist, partnered with the Council on their Food Pantry.

Bylaws issue or Rule issue?

This is both a Bylaws issue and a Rule issue. Christi is non-Catholic and cannot serve as an officer. The President of the Diocesan Council appoints the officers after consultation with the District Presidents – not the Board.

2. Christopher was just elected as President of the Council. He has never gotten along with Gracie, the ED; so right after he is installed as President, he fires her and puts Jake in the job.

Bylaws issue or Rule issue?

This is a Bylaws issue. It is the responsibility of the Board of Directors (not the President) to hire and fire the ED/CEO.

3. The new President of the St. Frederic Ozanam Conference presents his new officers to the Conference at his first meeting. Tom raises an objection to the new Treasurer and Secretary and says he will not support them. Others in the room agree.

Bylaws issue or Rule issue?
Bonus issue!

This is a Bylaws issue, a Rule issue and an Aggregation issue. The President appoints the officers after consultation with the Conference. “Consultation with” does not mean “approval by.” The President may decide that the objections are not sufficient for a change in choice. The Conference must work as a team and refusing to support the officers is not an option. Also, it may have been overlooked, but Frederic Ozanam has not yet been canonized — he is Blessed Frederic. In addition, unless the parish in which the Conference resides is named for Frederic Ozanam, Conferences are prohibited from having his name. The same holds true for “St. Vincent de Paul.”

4. At the regular second meeting of the month, Katie, a member of the St. Mary’s Conference and a member of the parish staff, tells the Conference members that the Church’s A/C system has broken and it’s going to cost the parish $60,000 for a replacement system. The Conference President suggests that the Conference use $10,000 from its bank account to “help the parish defray the cost.”

Bylaws issue or Rule issue?

This is a Rule issue. Conferences and Councils are prohibited from giving donations to (and this includes raising funds for) outside organizations no matter how worthy the cause may be. The parish is an outside organization. The funds of the Society must be used for the purposes of the Society.

In Summary

 Because your Conference or Council uses the National Council’s trademarked name “Society of St. Vincent de Paul” with the express permission of and a limited license issued by the National Council, the Bylaws adopted by your Conference or Council must be formally approved.

Conferences must have their Bylaws approved by their District Council. The District Council Bylaws must be approved by the Archdiocesan/Diocesan Council. Archdiocesan/Diocesan Council Bylaws must be approved by the National Vice President for the Region.

  • 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.

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