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Governance — Recruiting New Members
Governance — Recruiting New Members 1200 628 admin

*The information in this article was provided by the Governance Committee and Vincentian Life: Conference

In the previous chapter, we focused on how to retain the members you have and how to help them to grow. Keep in mind that in order for the Conference to grow we need to be able to attract new members. New members have the ability to renew a Conference with fresh new ideas and experiences. History has shown that Conferences which do not engage or welcome new members become stagnant and often close down.

Imagine the benefits of gaining a new member is like finding a diamond in the slag at the Kimberly mines. You have no idea of its real value until you chip away the exterior to reveal its inner composition (get to know her/him), and spend time polishing its surface (provide training, motivation and direction).

In this chapter, we will focus on the techniques to use to bring new members into the Conference so that you can discover those hidden diamonds.

PERSONAL INVITATION

It has been proven that the best way to recruit new people for your organization is the personal invitation. Challenge every member of your Conference to invite one friend or family member to join the Conference. Your Conference would easily double in size. This is because people have a tendency to trust the recommendations of people close to them, people whose opinion they value.

If you have enjoyed being a Vincentian, then you probably have talked about it to family members and friends. Spreading the word about something good can prove to be contagious. If being a member of the Society has truly had a positive impact on your life, then you likely want to share that with others.

Start by encouraging them to attend a meeting. Invite them to participate in some activity of the Society. Invite them to accompany you on a home visit to observe how we serve those needing help. Exposure to who we are and what we do is one sure way to make someone want to know more. Of course, keep in mind that all you can do is invite them. It is the Holy Spirit that will move them to sign on the dotted line.

INVITATION TO SERVE

After the personal invitation, the next best recruitment method available is the Invitation to Serve. The Invitation to Serve is a proven recruitment method that is used for starting new Conferences and recruiting new members for existing Conferences. This is touched on in the chapter titled “Getting Started.” This method provides an organized approach for recruitment and has a proven track record throughout the United States and has been used for more than 30 years.

There is no need to go into detail about this recruitment program here. All of the details are described in the program documentation which is available on the National Council website under Growing New Conferences/Councils. Suffice it to say that everything you need for a successful recruitment is spelled out in the program description. All you have to do is follow the step-by-step plan.

MINISTRY FAIRS

Another recruitment method that has been in use is the parish ministry fair. Essentially, the parish picks out a particular weekend on which they invite all of the parish ministries to have a display table with information about their particular ministry and invite parishioners to join. Members of each ministry provide brochures and other information and answer questions the people have about their ministry.

This can be an effective way to get people to join many ministries. It can also be overwhelming to people who are given too much to choose from. For an individual ministry, you are faced with people being offered too many choices, a lot of competition, and the possibility that you will be overlooked depending on your location. Realistically, more time is required and much smaller numbers result from this type of recruitment. However, it does give your organization visibility and an opportunity to talk about the good works of the Society.

DIVERSITY

In any recruitment effort, we must keep in mind the ethnic and cultural differences of the community in which we live. The membership in a Conference ideally should reflect ethnic and cultural diversity. An example would be if a community has a large populace of Hispanic/Latino people, that membership should be reflected within the Conference. The same holds true with Black Americans, Native Americans, and other ethnic or racial groups. Conferences should be aware of and exposed to the cultural competencies needed to service those in need regardless of ethnic, racial or cultural background.

Did you know the Society was founded by a group of college students?  Young adults were at the very center of our existence and growth as an organization. Youth and young adults represent the future of the Society. It is imperative that we make every effort to attract and welcome young people into our Conference. This very important topic is discussed in more detail in another chapter on Youth and Young Adult Involvement.

BE WELCOMING

The biggest failure that occurs in any recruitment effort is when existing members do not welcome the new recruits. In this case, we are not referring to saying “hello” and shaking their hands. “Welcoming” means to allow them to participate in the life of the Conference.

“Welcoming” includes the following:

  1. Allowing new members an opportunity to attend meetings on a regular basis. Sometimes our existing members are unwilling to accommodate changes to attract new members. For example, often times Conferences will hold their meetings during the day because the majority of the existing members are retired and daytime meetings are attractive and convenient. However, this does not allow people who work during the daytime hours the flexibility to attend the meetings. The existing members could adjust their meeting schedule to accommodate the new recruits as a sign of acceptance.
  2. The same holds true with doing Home Visits. Sometimes our members again set all Home Visit schedules for daytime hours with no regard for its new member’s availability.
  3. Our existing members need to partner with the new recruits to make them feel welcome in addition to training them. Sometimes our members are so accustomed to a familiar partner they sidestep the opportunity to partner with new members.
  4. This is also true with activities other than Home Visits. For example, certain members are used to doing a particular job, such as organizing and maintaining the food pantry. They feel ownership of that work and will not allow anyone else to help.

As mentioned in the previous chapter, one of the fastest ways to lose members is to not make them feel welcome.

SUMMARY

There are proven ways to bring new people into the Conference: personal invitation, Invitation to Serve, and ministry fairs. However, no effort will prove successful if you do not welcome the new recruits and get them active.

07-14-2022 Questions and Answers
07-14-2022 Questions and Answers 1200 628 admin

Q: Our parish is giving us some generous space in the bulletin every week to get our message out. Some relatively new, but very effective, Vincentians have suggested that we publish our monthly statistics: how many individuals and families helped, etc. They also want to publish how much we spend on our assistance every month. Do we have a rule that governs this?

A: It has been a recommendation of the Society for Conferences to give a summary of their activity to the pastor and the parish at least annually. Using the bulletin to do this is appropriate. Providing such detailed assistance information more than four times a year is usually too much. The space may be better used by having regular bulletin announcements about the Society.

Here is the website link to SVdP bulletin announcements for every week of the year: https://members.ssvpusa.org/formation/formation-resources/bulletin-announcements/.

Q:  Our Conference purchases food at a good price from our local food bank. The food bank requires that we provide them a list of everyone to whom we give food. Is this a violation of confidentiality?

A:  Yes, it is a violation, unless you received authorization from those to whom you give food to share their information with other organizations. If you stay with the food bank and someone chooses not to authorize this sharing of information, you may have to refuse to give food from the food bank to them. They could be given food you purchase or get from other sources.

Some food banks accept as an alternative a list of people not by name or other specific identifiers but by demographic group and zip code. See if this would be acceptable.

Spanish Translation

P: Nuestra parroquia nos está dando un espacio generoso en el boletín todas las semanas para difundir nuestro mensaje. Algunos vicentinos relativamente nuevos, pero muy efectivos, han sugerido que publiquemos nuestras estadísticas mensuales: cuántas personas y familias ayudaron, etc. También quieren publicar cuánto gastamos en nuestra ayuda cada mes. ¿Tenemos una regla que gobierna esto?

R: Ha sido una recomendación de la Sociedad que las conferencias den un resumen de su actividad al pastor y a la parroquia por lo menos una vez al año. Usar el boletín para hacer esto es apropiado. Proporcionar información de asistencia tan detallada más de cuatro veces al año suele ser demasiado. Se puede aprovechar mejor el espacio si se publican periódicamente anuncios sobre la Sociedad en los boletines.

Aquí está el enlace del sitio web a los anuncios del boletín SVdP para cada semana del año: https://members.ssvpusa.org/formation/formation-resources/bulletin-announcements/.

P: Nuestra Conferencia compra alimentos a buen precio en dispensa local. La dispensa de alimentos requiere que les proporcionamos una lista de todas las personas a las que damos alimentos. ¿Es esto una violación de la confidencialidad?

R:  Sí, es una violación, a menos que haya recibido autorización de aquellos a quienes les da alimentos para compartir su información con otras organizaciones. Si sigue trabajando con esta dispensa y alguien recibiendo comida decide no autorizar este intercambio de información, es posible que deba negarse a darles alimentos de la dispensa. Podría dar a estas personas comida comprada u obtenida de otras fuentes.

Algunas dispensas aceptan como alternativa una lista de personas no por nombre u otros identificadores específicos, sino por grupo demográfico y código postal. Vea si esto sería aceptable.

07-07-2022 Questions and Answers
07-07-2022 Questions and Answers 1200 628 admin

Q: Our local electric company demands a deposit of $300 for two years of a new resident at one of our rental apartments. Because of the legal concerns, after two years, that deposit is sent back to the resident if they pay their bills during the two years (even if SVDP pays the deposit). It is my contention that this is a deposit that should be returned to us. Some of our conference members feel that we should not ask for a return of these monies. What is the position of National?

A: Two things to keep in mind: first, the utility company may not keep track of a third party to whom the refund should be given.  Second, when we give assistance to people, it is given as a gift – not a loan; so, we should not look for a return.  One of the things we have always promoted within the Society is that “once given, the gift belongs to the recipient.” They can do with it as they please. That goes for food, clothing, furniture, rent, utilities, gift cards, vouchers, etc.

Q:  Does the Rule allow two members to serve as Conference Co-Treasurers?

A: The Rule requires a designated treasurer. The treasurer can have assistants who do various aspects of what is required. One person must be the responsible person for the position.

P: La empresa de luz local exige un depósito de $300 por dos años de un nuevo residente en uno de nuestros apartamentos de alquiler. Debido a las preocupaciones legales, después de dos años, ese depósito se devuelve al residente si paga sus facturas durante los dos años (incluso si SVDP paga el depósito). Es mi opinión que este es un depósito que debe ser devuelto a nosotros. Algunos de nuestros miembros de la conferencia sienten que no debemos pedir la devolución de estos dineros. ¿Cuál es la posición de Nacional?

R: Dos cosas para tener en cuenta: primero, la empresa de servicios públicos no puede realizar un seguimiento de un tercero a quien se le debe dar el reembolso. En segundo lugar, cuando brindamos asistencia a las personas, lo hacemos como un regalo, no como un préstamo; por lo tanto, no debemos buscar un retorno. Una de las cosas que siempre hemos promovido dentro de la Sociedad es que “una vez dado, el regalo pertenece a quien lo recibe.” Pueden hacer lo que quieran con el regalo. Eso se aplica a alimentos, ropa, muebles, alquiler, servicios públicos, tarjetas de regalo, cupones, etc.

P: ¿La regla permite que dos miembros sirvan como co-tesoreros de la conferencia?

R: La Regla requiere un tesorero designado. El tesorero puede tener asistentes que hagan varios aspectos de lo que se requiere. Una persona debe ser la persona responsable del puesto.

Governance — Retaining Your Members: Part Two
Governance — Retaining Your Members: Part Two 1200 628 admin

This week we offer more insightful and actionable information from the “Retaining Your Members” section of Vincentian Life: Conference.

  • Provide recognition. In the business workplace, when someone asks the question, “what do you want from your boss in your job,” the two top answers are always security and recognition.
    • Recognize long-time members (at 5, 10, 15, 20, 25 year, and other anniver­saries), those who continue to be active past the age of 80, and all retiring members.
    • Recognize your pastor, priests, deacons, and nuns who provide help and support for your programs and/or your Conference. We sometimes forget who pays the electric bill for our pantry.
    • Conduct a “graduation ceremony” when a member completes the Ozanam Orientation. Recognize them in front of the entire Conference at your next meeting.
    • Use a star or other special character on your Conference membership list to indicate members who have completed the Ozanam Orientation.
    • Prepare and publish a list of Conference officers over past years. List all Vincentians who made the Quarter Century Club.
    • Put up a plaque in your pantry with the names of Vincentians who passed to their eternal reward while serving the poor. Add a new name plate each time a member dies, conducting a short prayer service.
  • Recognize the need for recovery and recuperation. Occasionally a member may become dissatisfied or bored with their present assignment. Others may get tired (especially your oldest members), and a few may experience burnout. Remember that a person’s family and job come first according to the Society’s own Rule.
    • Recognize these folks and thank them for the work they have accomplished, and show them how their involvement has helped the people the Conference served and our Society. Ask them for input on the manner in which you conduct your meetings and make assignments. They may have a different perspective, and help you to improve Conference operations. After positively dealing with the situation they find themselves in, discuss other positions which may be more attractive to them.
    • Everyone in your Conference will get tired of the “same old thing,” so keep trying new projects and changing (improving) old programs. The attitude, “but we’ve always done it that way” will only insure that your Conference remains a handful of old men and women, as you drive away new and younger people and burn out older ones.
    • A perception that an organization is dying is the number one reason why people leave or fail to join an organization. The vibrant Conference will keep existing members and attract new members.
  • Work on (and pray over) personality conflicts. Personality conflicts are inevitable in any group of humans. Yet, if these are not managed, they will cause you to lose at least one of the two protagonists. The President and Spiritual Advisor should try to help resolve any issues between the warring partners. It may be necessary to separate these people until, over time, they get to better know (and respect) each other in new ways. Change Home Visit teams, schedule the Hatfields in at times when the McCoys aren’t there. Time heals all wounds; give it a chance. And pray that the Peace of Christ descends on both of them.
  • Equip your people to do their job. 
    • Information. Your Conference does more than pass out food and money; you provide information which is often essential for guests to get back on their feet. Your members must have that information to do their job.
    • Publish a year’s calendar so Active Members, Associate Members, and regular donors, as well as your clergy, Parish Council, and other church ministries, know what the Conference is planning and when. This helps prevent conflicts, helps people reserve dates when you need their participation, and helps communicate the breadth of your Conference work.
    • Adopt and communicate Conference policies and guidelines. Home Visit teams especially must know what latitude they have when working with a family in trouble. Nothing is more frustrating than having the responsibility for a case without the authority required to act. Home Visit teams should know one of three conditions exist when they visit:
      1. That they cannot help a family financially with rent due to lack of funds, and must help in other ways — referrals, information, counseling, extra food, etc.;
      2. That they cannot help a family with rent without the approval of the Conference which meets sometime down the road;
      3. That they can help a family with rent up to “X” dollars without further approval — beyond that amount, Conference approval is requireNecessary referral forms and vouchers (for clothing, gasoline, groceries, furniture) should be available and members instructed on how to properly complete them. The Conference pays its bills faithfully and promptly so vouchers given to guests are honored by thrift stores and other vendors.
    • Necessary referral forms and vouchers (for clothing, gasoline, groceries, furniture) should be available and members instructed on how to properly complete them. The Conference pays its bills faithfully and promptly so vouchers given to guests are honored by thrift stores and other vendors.
  • Recognize the value of fellowship and friendship. Don’t forget to schedule social events. The Society’s second objective requires a friendship relationship among members. People are social beings, and personal relationships help cement one’s commitment to the common work. Sometimes this can be combined with retraining (below).
  • Retraining. Retraining should occur periodically. We all need to be reminded of basic job duties, of things that have become more important in recent years, and of how to handle new forms, procedures and program changes. Older members not kept up to date can feel “lost” and out of touch. Get all your folks together for refresher training at least every six months. A good way of handling this is to schedule a social activity and combine the two. A summer barbecue can involve socializing and eating, followed by a 90-minute refresher course, or vice versa.
  • Never forget spirituality. People joined the Society of St. Vincent de Paul — not the American Cancer Society, or the United Way, or the Red Cross. What separates the Society from these very worthwhile organizations is the fact that we are a faith-based organization; we bring spiritual values to the people we serve.
    Burnout is common after a relatively short time in most other volunteer agencies because the members don’t have a belief system to sustain them. We can always fall back on our faith. That is the reason we have members well into their 80’s and even 90’s who have been serving in the dining rooms, stores and other special works for more than 50 years.
    Whether old or new, your members have a “thirst” for spirituality. They need to be reminded of the spiritual aspects of their work. If you only talk about the “numbers” — boxes delivered, money raised, families visited, hours worked — you will find members losing focus.
    Even in the very best Conferences, teams experience discouraging cases. They “get taken” by fraudulent couples. And, after a series of thankless guests, greedy applicants, lazy individuals and indifferent bureaucrats, those without a spiritual foundation will be “lost” to despair and discouragement.
    Our spirituality is our anchor. Keep it present at all times. First things first. Never become a Conference of just “numbers.”

Governance — Retaining Your Members: Part I
Governance — Retaining Your Members: Part I 1200 628 admin

We have noted several times in this Manual that progress takes time and patience. Gaining new members, increasing contributions, attaining spiritual maturity, and developing a network of relationships happen only slowly, over time. Once you have made that commitment in effort and prayer, would it not be a shame to lose what you worked so hard to build?

You retain people by helping them do things that warm their hearts and enrich their souls. Then they will make the personal commitment to continue.

An important point to remember is that a happy, dedicated member is one who knows what is expected and also knows how and why what he/she does is important to the Society and those in need. The heart of retention is the long-range feeling that the Society and its works are individually fulfilling.

NEW MEMBERS

Gaining a new member is like finding a diamond in the slag at the Kimberly mines. You have no idea of its real value until you chip away the exterior to reveal its inner composition (get to know her/him), and spend time polishing its surface (provide training, motivation and direction). A hesitant retired accountant could become your most dynamic home visit team member, engaging even the most cynical of guests in fervent prayer. A quiet young parishioner may have the potential to be your successor as Conference president.

How do you retain these diamonds in the rough?

  1. Assign them a mentor. Assign them someone who will work with them for a while — at least four to six months. Preferably an experienced Vincentian of the same sex. To be considered for the role of mentor, a member should be well experienced in the Society (it would be wrong here to define a number of years of experience), have participated in sufficient number of home visits to have experienced a wide variety of circumstances, and has attended the Ozanam Orientation.
  2. Assign them something to do right away, even if it appears trivial, like organizing the shelves in your pantry. Explain how it is important to your overall work (you must meet the health code or risk the loss of your pantry) and that you will be moving them to other, more important work soon.
  3. Assign them a meaningful responsibility quickly. Don’t break your promise from the above item. Give them something important to do, preferably Home Visits with an experienced Vincentian.
  4. Provide them with training (local) as soon as possible for specialized positions (answering the phone, packing food boxes, picking up bread). Team them up with an experienced Vincentian for home visits or food delivery. People learn best from observing others.
  5. Get them into Ozanam Orientation training within three months. Never send them alone; send them with someone they know. Anxiety and confusion runs high among new members; having a friend with you helps clear away those bottlenecks to participation and development.
  6. Help them feel they are members of a big family Invite, but don’t force, them to interesting District Council and/or Diocesan Council. Offer to pick them up and drive them to the first couple functions; encourage the creation of car pools to take groups of members to functions. Mix new members with old-timers whenever possible. It gives confidence to the newcomers and new vitality to older Vincentians.
  7. Don’t exclude non-Catholics. We are an organization which is “Catholic in character.” Anyone who shares the objectives of the Society is eligible to join. A real measure of your effectiveness is when non-Catholics join, perceiving that SVdP is not only an effective organization serving the poor, but a means of living out the tenets of their Christian (or monotheistic) faith. Recent Popes have all stressed our obligation to practice ecumenism; let’s not drop the ball in the field.

Next, consider the suggestions, below, for existing members.

EXISTING MEMBERS

Yes, new members are essential for growth, vitality and the future. But existing members are your backbone, source of experience, the people who will guide and mentor the newcomers. They need your attention too.

  • Keep your members busy. More members drop out because they don’t think they’re needed than because they’re overworked. Keep them busy. Get them involved in the whole picture. Let them know what’s going on, locally, at the District Council/Diocesan Council level, even nationally. Get someone to handle the “telephone tree” and make sure everyone gets a call when help is needed. Even if someone says “sorry” again and again, don’t give up on getting them involved – keep calling.
  • Form committees and ask everyone to serve on at least one and, hopefully, two. Good ones are:
    • Information and Referral — Keep the material in your Information and Referral Manual (Sources of Assistance) complete and up-to-date.
    • Food Procurement — Track what food is available at food bank and at alternate food sources; how and when your monthly allotment and other food supplies will be picked up, unloaded, and shelved.
    • Food Processing — Arrange for vouchers for milk, bread, fresh fruits, and produce; repackage laundry detergent, and odd items the Conference receives in bulk.
    • Furniture Registry — Establish and maintain a list of donated, used furniture available from parishioners for guests when needed. Try to arrange for temporary storage. Match up with requests from guests.
    • Food Pantry — Keep the pantry clean and the shelves stocked. Some Conferences pre-pack food boxes by size of family.
    • Social events — Arrange pot luck dinners, outings, parties, etc., for all members spaced throughout the year.
    • Spirituality — Make a calendar for the year with plans for the religious days related to our Society. Coordinate activities with neighboring Conferences.
    • Communications— make sure the parish bulletin has an item about SVdP every week, or the bulletin board has a display, or the newsletter is properly prepared for bulk-rate mailing.
    • Correspondence — handle the correspondence of the Conference, communicating with other parish groups, sending get well and condolence cards, thank you notes to contributors, etc.
    • Projects or Events committees — Back to School, Postal Food Drive, Roses for Life, Boy Scout Food Drive, Christmas Gift and Food Basket, etc.
  • Encourage continuing education. A person never stops learning. The Diocesan Council can provide you with many ideas and resources for spiritual growth and Vincentian development for your members. Included are:
    • The Ozanam Orientation provides basic orientation and essential background and is obligatory for new members and those serving as officers. This one day workshop includes SVdP history, spirituality, philosophy, organization, activities, Home Visits, etc. Even experienced members have found this program very beneficial.
    • Serving in Hope has seven modules with multiple lessons in each. Modules include: Our Vincentian Vocation, Our Vincentian Spirituality, Our Vincentian Heritage, Our Vincentian Mission, Our Vincentian Rule, Our Vincentian Conference and the Home Visit. Each lesson contains study, reflection, and small group discussion. The formation guides and videos can be ordered from the National Council office.
    • Voice of the Poor. This educational guide on advocacy is available through the National Council office.
    • Diversity. “A Vincentian Guide to Diversity/Multicultural Issues” is available through the National Council office.
    • Attend Home Visit Training, Spiritual Advisor Training
    • Attend Retreats, Region Meetings

Be cautious about discouraging members from moving away from being actively involved. People’s lives change, sometimes often and at inconvenient times. Women get pregnant and have babies and their lives take difficult turns. Adults find a parent has Alzheimer’s or a child has ALS. Members who are actively involved who must ‘withdraw’ or ‘take time off’ should never be made to feel ‘guilty’ about the change.

Vincentians who leave active service on a positive note are more likely to return when their lives change again and/or to continue to help out in other ways (financially, volunteering for special projects, etc.).

Build the role of Associate Membership. Continued participation of the Vincentian, in any role, is the key to eventually getting the person back into an active role.

  • Involve your regular donors. Regular donors are equal partners in the Society. We are a union of willing hands (Active Members), caring hearts and helping hands (Associate Members) and generous almsgivers (regular donors). Each is separate but equal.

Many people are afraid to participate, afraid to meet the poor. They choose to discharge their responsibility to help the poor by writing you a check. While you may need their check to help the poor, your objective should be to tactfully get them involved in person-to-person contact with those in need. Let them find out it’s not stressful when working with another, experienced parishioner. Help them find how it gives them a warm and fuzzy feeling.

Get them into Home Visits the easy way — with the Back to School program, Thanksgiving or Christmas food box distributions that some Conferences put together.

Include regular donors in as many activities as you can, especially Masses on feast days of St. Vincent and Blessed Frederic, food and clothing drives, etc. Send all major communications and newsletters to them. This can sometimes convert them to Associate and then Active Full Membership.

06-30-2022 Questions and Answers
06-30-2022 Questions and Answers 1200 628 admin

Q: How much information on those we serve are we permitted to share with other organizations? Can we share our Home Visit reports?

A:  Confidentiality is extremely important in the Society. It is a violation to share information of those whom we serve with other organizations unless a written and signed waiver authorization is received from those served.

Q:  Is it against the Rule to give someone in need a ride? If not, are Conference members who do so liable if an injury occurs?

A:  It is not against the Rule; however, two Vincentians must be present and the Vincentian (driver) giving the ride should be licensed and insured. This needs to be written into your Council/Conference Safeguarding policy. If this service is an official SVDP program, it needs to be addressed one way or another in the Society’s insurance coverage. Don’t wait for an incident to ask about it!

Spanish Translation

P: ¿Cuánta información sobre aquellos a quienes servimos se nos permite compartir con otras organizaciones? ¿Podemos compartir nuestros informes de visitas domiciliarias?

R: La confidencialidad es extremadamente importante en la Sociedad. Es una violación compartir información de aquellos a quienes servimos con otras organizaciones a menos que se reciba una autorización de renuncia por escrito y firmada de aquellos a quienes servimos. Haga clic aquí para ver el formulario de liberación de confidencialidad de SVdP.

P: ¿Va en contra de la Regla llevar a alguien que lo necesita? Si no, ¿los miembros de la Conferencia que lo hacen son responsables si se produce una herida?

R:  No va en contra de la Regla; sin embargo, dos vicentinos deben estar presentes y el vicentino (conductor) que realiza el viaje debe tener licencia y seguro. Esto debe estar escrito en la política de salvaguardia de su Consejo/Conferencia. Si este servicio es un programa oficial de SVDP, debe abordarse de una forma u otra en la cobertura de seguro de la Sociedad. ¡No esperes a que ocurra un incidente para preguntar por ello!

Conference Guidelines
Conference Guidelines 1200 628 admin

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

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

WRITTEN GUIDELINES

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

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

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

ORGANIZING THE GUIDELINES

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

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

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

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

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

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

REVIEW/UPDATE/APPROVE

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

SUMMARY

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

06-23-2022 Questions and Answers
06-23-2022 Questions and Answers 1200 628 admin

Q: Are volunteers allowed to take food from the pantry where they serve?

A: Volunteers should not take food from the pantry! Volunteers are not entitled to Conference resources unless specifically approved by the Conference in the same manner as providing assistance to a neighbor in need. Give more instead to those in need.

Q: Resolution 169 states that if there are three or more Conferences located within a reasonable geographic distance of each other those Conferences shall join together to form a District Council. Can you tell me what is a reasonable geographic distance to require an isolated Conference to join a District Council? 

A: In the past, the gauge for this used to be about two hours of driving time since it was to gather for District meetings. But since the pandemic, District meetings can be held in-person or virtual or a combination. So, this limitation is no longer a concern. If there are at least three Conferences, Isolated or not, within a Diocese we strongly encourage all Isolated Conferences to create and/or join a Council.

Spanish Translation

P: ¿Se les permite a los voluntarios tomar alimentos de la despensa donde sirven?

R: ¡Los voluntarios no deben tomar comida de la despensa! Los voluntarios no tienen derecho a los recursos de la Conferencia a menos que la Conferencia lo apruebe específicamente de la misma manera que se brinda asistencia a un vecino con necesidades. En lugar de eso, da más a los necesitados.

P: La Resolución 169 establece que, si hay tres o más Conferencias ubicadas dentro de una distancia geográfica razonable entre sí, esas Conferencias se unirán para formar un Consejo de Distrito. ¿Puede decirme cuál es una distancia geográfica razonable para requerir una Conferencia aislada a unirse a un Consejo de Distrito? 

R: En el pasado, el indicador para esto solía ser de unas dos horas de tiempo de conducción, ya que era para reunirse para las reuniones del Distrito. Pero desde la pandemia, las reuniones del distrito se pueden realizar en persona, de manera virtual o en una combinación. Entonces, esta limitación ya no es una preocupación. Si hay al menos tres Conferencias, Aisladas o no, dentro de una Diócesis, animamos enfáticamente a todas las Conferencias Aisladas a crear y/o unirse a un Consejo.

Governance Resources
Governance Resources 1200 628 admin

*Information in this article was provided by the National Governance Committee

Good leadership is one of the keys to every successful organization. With this in mind, the following are among the projects and materials the National Governance Committee has developed. It is our hope that these will help everyone become a better servant leader whether as a Conference or Council President, Officer, member of the Board of Directors, or Committee member.

GOVERNANCE TRAINING – We’ve put together a Governance Training program.  Although we have presented this live in a few locations, we know this may not be practical for everyone and so we recorded a presentation (click here for the video link). Click here to download the training guidebook, then click on “If You Have A Board” to locate.

GOVERNANCE WEBPAGE – We’ve grouped much governance-related material into one convenient location. Search this site for information you need. Click here to go directly to the governance web page. When you open this site you’ll find a summary of each of the posted categories and a guide suggesting what documents you should review based on whether you are or are not in leadership and if you are in leadership, based on the position you hold.

MENTORING – We continue to place mentors for new Council Presidents and new CEOs/Executive Directors through our National Mentoring Program.

PARTNERSHIPS BETWEEN CEOs/EXECUTIVE DIRECTORS AND COUNCIL PRESIDENTS – We prepared a paper that explores how to develop and maintain an effective relationship for the good of the Society.

SUCCESSION PLANNING – We also produced a paper titled “Who Me? Why In The World Should I Become A Vincentian Leader?” along with talking points and a list of resource materials.  There are significant personal benefits to being a Vincentian leader and the Society needs leaders. Another paper titled “Succession Planning – A Brief Primer” offers guidance on this important subject.

RECOMMENDED SAMPLE POLICIES FOR NONPROFITS – All policies that appear here are meant to be examples of how such policies could read. They are not meant to be adopted as is but rather to serve as examples only.

QUESTION & ANSWER MASTER INDEX – If you have a question ranging from the Rule to how best to operate a Conference or Council or the correct way to go about the day-to-day activities of a Vincentian, there’s a pretty good chance it’s been answered in Frederic’s e-Gazette. For this reason we have a Master Index of questions previously asked and answered posted on the national website Governance page.

We suggest you take a look at the variety of leadership materials on the national website.  Take advantage of Leadership Training materials and Leadership Mentoring. Promote these materials among your fellow members.

We all belong to the Society because of a desire to help people, to live the Gospel message, and to grow in our faith. It should follow then that as we provide assistance it be done in the best possible way, using best practices of our time, following the Society’s Rule, and complying with federal and state laws. In this way we will ensure the good reputation of and the public’s confidence in the Society.

06-16-2022 Questions and Answers
06-16-2022 Questions and Answers 1200 628 admin

Q: Our newly elected president has resigned. I was the former president. Since I was elected to the diocesan president position before I completed my term, can I assume the position again? We do not have anyone interested in being president at this time. Our vice president is willing to take over until we find another person to be president. Can I take over as president or do we have to have a formal election?

A: The vice president assumes the office until a formal election for president of the Conference is held. You can be a candidate only if you are eligible to be elected again, depending on how long since you last served. If you have already served two terms as Conference president, you will have to wait until you’ve been out of office for three years; otherwise, you can be elected again. Serious consideration should also be given about holding two president positions at the same time. It is better for voting matters and to develop others as leaders if they are held by different members.

Q:  Can a husband and wife belong to the same Conference?

A: Husbands and wives can indeed belong to the same Conference. This is not against the Rule. As Vincentians, we are encouraged to increase membership by extending an invitation to our family members to join. It is against the Rule, however, for a husband and wife to both serve as officers together.

Spanish Translation

P: Nuestro nuevo presidente electo ha renunciado. Yo era el presidente anterior. Dado que fui elegido para el cargo de presidente diocesano antes de completar mi mandato, ¿puedo asumir el cargo nuevamente? No tenemos a nadie interesado en ser presidente en este momento. Nuestro vicepresidente está dispuesto a hacerse cargo hasta que encontremos a otra persona para ser presidente. ¿Puedo asumir el cargo de presidente o debemos tener una elección formal?

R: El vicepresidente asume el cargo hasta que se lleve a cabo una elección formal para presidente de la Conferencia. Puede ser candidato solo si es elegible para ser elegido nuevamente, dependiendo de cuánto tiempo haya pasado desde la última vez que sirvió. Si ya ha servido 2 términos como presidente de la Conferencia, tendrá que esperar hasta que haya estado fuera del cargo por 3 años; si no ha servido los 2 términos, puede ser elegido nuevamente. También se debe considerar seriamente la posibilidad de ocupar dos cargos de presidente al mismo tiempo. Es mejor para cuestiones de votación y para desarrollar a otros como líderes si están en manos de diferentes miembros.

P: ¿Pueden un esposo y una esposa pertenecer a la misma Conferencia?

R: Los esposos y las esposas sí pueden pertenecer a la misma Conferencia. Esto no va en contra de la Regla. Como vicentinos, se nos alienta a aumentar la membresía extendiendo una invitación a los miembros de nuestra familia para que se unan. Sin embargo, es contra la regla que un esposo y una esposa sirvan juntos como oficiales.

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