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  • Kristen Blacksher

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

April Advocacy Update: Child Tax Credit, Affordable Connectivity Program, and a Supreme Court Case
April Advocacy Update: Child Tax Credit, Affordable Connectivity Program, and a Supreme Court Case 1600 615 Kristen Blacksher
Please read the April Adovocacy Update below by Voice for the Poor Chair, Bobby Kinkela:

 

Fellow Vincentians,

I wanted to share what we are working on and what we are watching.

First, as a member of the Circle of Protection, a broad faith-based coalition, President John Berry signed a letter to members of the U.S. Senate urging them to pass the Child Tax Credit.  The House passed their bill with an overwhelming majority. The Senate is bogged down over politics and not on the merit of the issue.  Thank you to the 2,700+ Vincentians that have sent emails to Congress on this issue.  If you have not weighed in, you can still send your message!  Because the legislative calendar is compressed due to the November election, if the Senate does not act soon, the bill will die.

We are monitoring the Affordable Connectivity Program.  The Affordable Connectivity Program provides a $30 discount on internet bills to income qualified households.  This is one of many programs that helps to reduce the internet costs for individuals. While funding for this program is in jeopardy, several similar programs remain including programs that provide cell phones to people who meet certain requirements.

The Supreme Court is hearing a case this week regarding criminalizing homelessness – Grants Pass v. Johnson.  The city argued that the ordinances merely bar camping on public property by everyone, while the challengers contended that the laws effectively make it a crime to be homeless in the city and therefore violate the Constitution’s ban on cruel and unusual punishment. Monday’s arguments mainly focused on a 1962 Supreme Court ruling Robinson v. California which held that the 8th amendment forbids states from making laws punishing those addicted to drugs. The current challengers to the Oregon case likewise contend that the city’s ordinances, like the state law in Robinson, punish people who are involuntarily homeless.  We anticipate a decision will be made in late June.

Thank you for your advocacy and prayers.

In Christ,
Bobby Kinkela
Chair, Voice for the Poor Committee

  • Kristen Blacksher

04-25-2024 Questions & Answers
04-25-2024 Questions & Answers 1200 628 Kristen Blacksher

Q: Does the IRS care if a Conference violates the SVdP Rule and gives to another non-SVdP charity that agrees to spend the money wisely?

A: The IRS indeed cares if a nonprofit violates its own mission, organizational documents, and rules. The Society cares if an SVdP entity violates its Rule. The IRS is not aware of all of SVdP’s prohibitions, but you are. As a holder of an IRS tax-exemption and a member of the Society of St. Vincent de Paul, you must honor both. We have tax exempt status to use funds to fulfill our mission which is stated in our letter of exemption. We are not a pass-through organization. If our donors want to support another organization, they would have given the funds to that organization.

Q: Should the minutes of a conference meeting include specific details of a home visit or is it enough to note what action was decided upon to help a person/family?

A: Conference minutes are the written record of decisions made by the Conference. The details of the home visit are not necessary in the minutes; they may be in a separate case record. However, if there is something about the visit that results in a Conference decision, some details might be noted in the minutes.

En Español

P: ¿Le importa al IRS si una Conferencia viola la Regla de SVdP y dona a otra organización benéfica que no es parte de SVdP y que acepta gastar el dinero sabiamente? 

R: Al IRS le importa si una organización sin fines de lucro viola su propia misión, documentos organizacionales y reglas. A la Sociedad le importa si una entidad SVdP viola su Regla. El IRS no está al tanto de todas las prohibiciones de SVdP, pero usted sí. Como titular de una exención de impuestos del IRS y miembro de la Sociedad de San Vicente de Paúl, debe honrar a ambos. Tenemos un estado de exención de impuestos para usar fondos para cumplir con nuestra misión, que se indica en nuestra carta de exención. No somos una organización de paso. Si nuestros donantes quisieran apoyar a otra organización, le habrían dado los fondos a esa organización.

P: ¿Las actas de las minutas de una reunión de Conferencia deben incluir detalles específicos de una visita domiciliaria o es suficiente anotar qué acción se decidió para servir a una persona/familia?

R: Las actas de las minutas de la Conferencia son el registro escrito de las decisiones tomadas por la Conferencia. Los detalles de la visita domiciliaria no son necesarios en el acta; Pueden estar en un expediente de caso separado. Sin embargo, si hay algo en la visita que dé lugar a una decisión de la Conferencia, se pueden anotar algunos detalles en las minutas.

  • 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

04-18-2024 Questions & Answers
04-18-2024 Questions & Answers 1200 628 Kristen Blacksher

Q: Our Elder Care team makes visits to the elderly in our parish. They have been asked by some families to spend some extra time with the homebound individuals (and sometimes provide a respite for the family caregivers). The question has come up as to what would be our liability or exposure if something (i.e., a medical emergency) occurred while we are there? I suppose something like this could happen even during a home visit with the poor, so I’m not sure if we would treat these cases differently. However, do you think we should be concerned about getting into a situation like this, or would our status and/or insurance coverage protect us?

A: There is a difference between what we do as members of the Society and caregivers. When they are giving respite to the family caregivers, they are effectively acting as the caregivers and need to be qualified to do so (whatever minimal training that is required). Any liability insurance the Society has is based on what we normally do as Vincentians and doing so in a Vincentian manner. If we do something not in compliance with what we promote and do normally, liability coverage may not be provided.

En Español

P: Nuestro equipo de Cuidado para Ancianos hace visitas a los ancianos de nuestra parroquia. Algunas familias les han pedido a nuestros Vicentinos que pasen más tiempo con las personas confinadas en sus casas (y a veces proporcionan una ayuda personal a los familiares para que descansen). Ha surgido la pregunta de cuál sería nuestra responsabilidad o compromiso si algo (es decir, una emergencia médica) ocurriera mientras estamos allí. Supongo que algo así podría suceder incluso durante una visita domiciliaria a los pobres, así que no estoy seguro de si trataríamos estos casos de manera diferente. Sin embargo, ¿cree usted que deberíamos preocuparnos por encontrarnos en una situación como esta, o nuestro estatus y/o cobertura de seguro nos protegería?

R: Hay una diferencia entre lo que hacemos como miembros de la Sociedad y los que cuidan a personas. Cuando están dando un respiro a los que cuidan a sus familiares, están actuando efectivamente como cuidadores y deben estar capacitados para hacerlo (cualquier capacitación mínima que se requiera). Cualquier seguro de responsabilidad civil que tenga la Sociedad se basa en lo que normalmente hacemos como Vicentinos y lo hacemos de la manera Vicentina. Si hacemos algo que no cumple con lo que promovemos y hacemos normalmente, es posible que no se proporcione cobertura de responsabilidad civil.

  • 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

3 Ways to Build a Dream Team and Keep Rockstar Employees
3 Ways to Build a Dream Team and Keep Rockstar Employees 1080 1080 Kristen Blacksher
By Brooke Trick-Senior Director of Retail Operations
North Central Region – District Council of Madison

Hiring and retention are hurdles for many organizations as we navigate this modern work environment. Businesses are becoming more creative in how they hire and retain employees. Employees’ views and expectations of the work environment are shifting. Burnout and dissatisfaction at work are high. As employers, we need to change course to a more people-centric work culture.

Here are three ways to keep your employees engaged, increase morale and improve loyalty while adding to your bottom line:

1. Maintain competitive salaries and wages

  • Evaluate your local market every 2 – 3 years and adjust the pay schedule to ensure your employees feel valued and are fairly compensated.
  • Know the cost of living in your area and surrounding communities. Employees’ wages should cover their basic living expenses so that they themselves do not need to use your charitable services.
  • Factor in an employee’s experience, skills, performance, tenor, reliability and productivity in salary and wage discussions.
  • Be transparent with your salary structure. Employees should know and understand their earning potential and growth opportunities. If employees do not see attainable promotions or advancements, they will look elsewhere.

2. Keep open lines of communication

  • Provide regular performance feedback and set clear expectations.
  • Employees crave feedback! They want to do an excellent job and know that they are appreciated. Regular performance reviews allow managers to outline employees’ opportunities for growth and development.
  •  Welcome employees into discussions and decision-making processes.
  • Team building and collaboration give employees the opportunity to be heard — one of the most powerful motivational forces in human nature! When employees don’t feel like they’re being heard they may feel resentment, withdraw from work or disconnect from coworkers. Employees who are actively involved in their organization have an increased sense of belonging and a more positive view of their workplace.

3. Invest in workplace happiness and employee wellness

  • Have a supportive management team that encourages open communication and transparency. Hold weekly departmental meetings where you can update employees and hear feedback.
  • Offer opportunities for professional development and career growth within the organization.
  • Recognize and celebrate employees’ achievements in a variety of ways: in-person, individually, and in front of their peers. Some ways to celebrate an employee’s achievement are highlighting an “Employee of the Month,” acknowledging work anniversaries, or having an incentive program for when sale/production goals are met and/or exceeded.
  • Provide mental health resources and quality resources to employees. Consider hosting workshops for departments or groups that will help foster teamwork and create a positive work culture.
  • Organize events or projects that promote employee participation and camaraderie. Have a company picnic or celebration once a year where everyone involved in the organization gets the opportunity to talk with one another. Include staff in a group project like a special advertisement or other public facing information.

When you have open communication, include employees in work processes, and show that you care for employees’ well-being, you cultivate a work environment that not only attracts and retains top talent but creates a committed workforce to help drive business.

THANK YOU to those who attended the Mid-Year meeting in St. Louis, MO. We hope you are planning to join us in August when we gather for the National Meeting in Phoenix, AZ!

If you have a topic that you would like addressed in a future Stores Corner article, please e-mail our Director of Stores Support Jeff Beamguard.

  • 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

Voice For the Poor Updates
Voice For the Poor Updates 1080 1080 Jill Pioter

Fellow Vincentians,

As the new Chair of the Voice for the Poor Committee, I wanted to update you on our work. First, the new National Council Board made a small name change and we are now the Voice FOR the Poor Committee. While our committee’s name changed slightly, our mission and focus remain the same.

The National Voice for The Poor Committee is charged with advocating on behalf of people in poverty, and with education and information-sharing to strengthen and grow Council and Conference involvement with advocating for policy solutions to local, state, and national leaders and legislators.

During the Midyear Meeting, the National Council Members approved the updated Human Trafficking position paper. One of our committee’s goals is to update the National Council’s position papers, and we would like to update two or three papers each year. We will seek input of other national committees, including Formation, not only to work collaboratively, but also, to make sure that Catholic Social Teaching is incorporated into all our position papers. You can find the position papers on our website.

Also at the Midyear Meeting, we introduced the updated Voice for the Poor Manual, a digital document that can be found and downloaded or printed from the National Council website. I also presented a session on how to start a Voice For the Poor committee and recorded a short video that introduces the Voice For the Poor that will be available for upcoming SVdP Regional Meetings.

Please stay tuned for many exciting Voice For the Poor updates.  You can find more information at https://members.ssvpusa.org/voice-of-the-poor/ or email us at vop@svdpusa.org.

In Christ,
Bobby Kinkela
Voice For the Poor Chair

P.S.  Don’t forget to make advocacy part of your regular Conference and Council meetings. Make it an agenda topic. I encourage you to invite your fellow Vincentians, parishioners, and friends to become advocates for their neighbors in need. Why? Because our neighbors in need deserve it! Sign up at https://ssvpusa.org/take-action. Thank you!

 

  • Jill Pioter

03-21-24 Questions & Answers
03-21-24 Questions & Answers 1200 628 Jill Pioter

Q: I was told by my Conference that we do not help people with rent if they are on Section 8. Is this true, and if so, why not?

A: It has always been a part of the Rule that no form of charity is foreign to the Society. So, limiting the types of service we provide does not correspond with the Rule. There is no other authorization that prevents us from providing rental assistance to people living in Section 8 housing.

 Q: Is the Festival Celebration a mandatory event that the Conferences and/or Council must schedule during the calendar year?

A: The Rule, Part III, Statute 9 states: “Conferences and Councils celebrate liturgical ceremonies, particularly Vincentian ceremonies, throughout the year, endeavoring to maintain a spirit of friendship among the members. The Council of the United States has designated six days for religious observances. On these occasions, the members of Conferences and Councils demonstrate the spiritual nature of the Society by attending the Eucharist together:

  • Ozanam Sunday (the last Sunday of April)
  • The feast day of Blessed Frederic Ozanam (September 9)
  • The feast day of St. Vincent de Paul (September 27)
  • The Immaculate Conception, Patroness of the Society (December 8)
  • A Conference Mass celebrated at least once a year for all members, including spouses and children. During this Mass, it is most appropriate to commission new members into the Conference, pray for those we have visited, pray for our benefactors, pray for the poor, pray for the deceased members, and for continued good work.
  • Another feast day of local custom, e.g., December 12, the Feast of Our Lady of Guadalupe.”

The celebration of the festival days develops spirituality and fellowship among the members. It is also a sign of solidarity with all of the other members of the Society throughout the United States. It is not likely that any formal action will be taken if a festival day is not celebrated.

ESPAÑOL

P: Mi Conferencia me dijo que no ayudamos a las personas con el alquiler si están en la Sección 8. ¿Es esto cierto y, si es así, por qué no?

R: Siempre ha sido parte de la Regla que ninguna forma de caridad es ajena a la Sociedad.  Por lo tanto, limitar los tipos de servicio que brindamos no va con lo que dice la Regla.  No hay ninguna otra cláusula que nos impida proporcionar asistencia para el alquiler a las personas que viven en viviendas de la Sección 8.

P: ¿Son las Celebraciones Festivas un evento obligatorio que las Conferencias y/o el Consejo deben programar durante el año calendario?

R: La Regla, Parte III, Estatuto 9 establece: “Las Conferencias y los Consejos celebran las ceremonias litúrgicas, en particular las ceremonias Vicentinas, durante todo el año, esforzándose por mantener un espíritu de amistad entre los miembros. El Consejo de los Estados Unidos ha designado seis días para las celebraciones religiosas. En estas ocasiones, los miembros de las Conferencias y Consejos demuestran la naturaleza espiritual de la Sociedad asistiendo juntos a la Eucaristía:

  • Domingo de Ozanam (el último domingo de abril)
  • Fiesta del Beato Federico Ozanam (9 de septiembre)
  • Fiesta de San Vicente de Paúl (27 de septiembre)
  • La Inmaculada Concepción, Patrona de la Sociedad (8 de diciembre)
  • Una Misa de Conferencia celebrada al menos una vez al año para todos los miembros, incluidos los cónyuges e hijos. Durante esta Misa, es muy apropiado comisionar a nuevos miembros a la Conferencia, orar por aquellos que hemos visitado, orar por nuestros benefactores, orar por los pobres, orar por los miembros fallecidos y para que continuemos con el buen trabajo.
  • Otra fiesta de costumbre local, por ejemplo, el 12 de diciembre, la fiesta de Nuestra Señora de Guadalupe.

La celebración de los días festivos desarrolla la espiritualidad y el compañerismo entre los miembros.  También es una señal de solidaridad con todos los demás miembros de la Sociedad en todos los Estados Unidos.  No es probable que se tome ninguna medida formal si no se celebra una festividad.

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