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  • Jill Pioter

12-21-23 Questions & Answers
12-21-23 Questions & Answers 1200 628 Jill Pioter

Q: What is our Rule on attending other organizations’ annual benefit events using SVdP resources? Is it a violation?

A:  This falls into the category of attending meetings that are meaningful to the Society. It is not considered a donation being made; the cost of attendance is for collaboration, partnership, and growth with like groups.

Q: Do you recommend that Conferences provide an annual accounting of their activity/service to their parishes? I seem to recall that pre-Covid.

A: Each Conference, as part of their obligation to good stewardship, will provide the parish with at least an annual summary of its collections and expenditures. Because of our emphasis on confidentiality, no personal details should be provided.

ESPAÑOL

P: ¿Cuál es nuestro criterio sobre la asistencia a los eventos anuales de otras organizaciones utilizando los recursos de SVdP? ¿Es una violación?

R: Esto entra en la categoría de asistir a reuniones que son significativas para la Sociedad. No se considera una donación que se hace, sino como el costo de asistencia para colaborar para la asociación y el crecimiento con grupos similares.

 

P: ¿Recomienda usted que las Conferencias proporcionen un informe contable anual de su actividad/servicio a sus parroquias? “Recuerdo que esto era cierto antes del COVID”.

R: Cada Conferencia, como parte de su obligación y de su responsabilidad, proporcionará a la parroquia al menos un resumen anual de sus colectas y gastos.  No se deben proporcionar datos personales debido a nuestro énfasis en la confidencialidad.

  • Jill Pioter

12-14-23 Questions & Answers
12-14-23 Questions & Answers 1200 628 Jill Pioter

Q: A parishioner is requesting someone to pick up her husband from an adult day care and take him home on occasion when she can’t do it. Would this be ok from an insurance/legal standpoint?

A: Just as in all works of the Society, the pickup and drive home must include two Vincentians. From an accident standpoint, the car insurance of the Vincentian covers it. From a liability standpoint under group insurance, it would likely be covered if everything is done in a Vincentian way, including person-to-person by two Vincentians. Check with your carrier.

Q: Considering the Church’s stance on gay marriages and lifestyle, does the Society have a right to refuse service to a gay couple, specifically providing them with a double bed?

A:  There are a lot of moral issues that present themselves to our members over time. The Rule of the Society, both in Part I (Article 1.4) and Part III (Statute 8), states that we do not discriminate. “The Society serves those in need regardless…” Our faith also insists that we are not to judge — God is the sole judge and we are not to discriminate.

ESPANOL

P: Un feligrés está solicitando que alguien recoja a su esposo del centro de cuidado para adultos y lo lleve a su asa en ocasiones cuando ella no puede hacerlo. ¿Estaría bien desde el punto de vista legal o de los seguros?

R: Al igual que en todos los trabajos de la Sociedad, el recoger y el regreso a casa deben incluir a dos Vicentinos.  Desde el punto de vista de los accidentes, el seguro del automóvil de los Vicentinos lo cubre. Desde el punto de vista de la responsabilidad civil en el seguro de grupo, es probable que esté cubierto si todo se hace de manera Vicentina, incluyendo el servicio de persona a persona por dos Vicentinos. Consulte con su compañía de seguro.

P: Teniendo en cuenta la postura de la Iglesia sobre los matrimonios homosexuales y el estilo de vida llevan, ¿tiene la Sociedad derecho a negarse a prestar un servicio a una pareja homosexual, específicamente proporcionándoles una cama doble?

R: Hay muchos problemas morales que se presentan a nuestros miembros a lo largo del tiempo. La Regla de la Sociedad, tanto en la Parte I (Artículo 1.4) como en la Parte III (Estatuto 8), establece que no se nos permite discriminar. “La Sociedad sirve a los necesitados a pesar de…” Nuestra fe también insiste en que no debemos juzgar: Dios es el único juez y no debemos discriminar.

  • Jill Pioter

12-07-23 Questions & Answers
12-07-23 Questions & Answers 1200 628 Jill Pioter

Q: Our Council is under the “District Council with Separate Boards” Bylaws and my tenure as Council/Board President is ending. I was asked if it is allowed for the Board President and Council President be 2 different people? The Board President could have the business acumen and the Council President could have the Vincentian Spirit. What are your thoughts?

A: The President and other Council board officers are one in the same. There cannot be two sets of officers within a Council. We hope that as many members as possible have the Vincentian spirit, and this can be led/organized by the Spiritual Adviser.

ESPANOL

P: Nuestro Consejo tiene los Estatutos del “Consejo Distrital con Mesa Directiva Separada” y mi mandato como Presidente del Concejo/Mesa Directiva está terminando. Me preguntaron si está permitido que el Presidente de la Mesa Directiva Separada y el Presidente del Consejo sean 2 personas diferentes. El Presidente de la Mesa Directiva Separada podría tener la perspicacia para los negocios y el Presidente del Consejo podría tener el Espíritu Vicentino. ¿Qué piensa usted?

A: El Presidente del Consejo y los demás funcionarios de la de la mesa Directiva separada del Consejo son lo mismo. No puede haber dos grupos de funcionarios dentro de un Consejo. Esperamos que el mayor número posible de miembros tengan el espíritu Vicentino, y esto pueda ser dirigido/organizado por el Consejero Espiritual.

  • Jill Pioter

11-29-23 Questions & Answers
11-29-23 Questions & Answers 1200 628 Jill Pioter

Q: Should Conferences pay tuition for Catholic school education since elementary and high-school education is free? 

A:  The National Governance Committee has recently reviewed and agreed to the following:

  1. Helping a family make a tuition payment under the right circumstances can be justified.
  2. Making a contribution from Conference funds to the parish or school to support the tuition-assistance program is prohibited by the Rule as a donation to an outside organization. Tuition payments are directed to benefit specific families.
  3. There are a couple of appropriate conditions that the Committee identified: the case of a student needing to be removed from public school as a way to ensure his/her health and safety; and a case in which a student is already attending Catholic school, but the parents are having financial problems and it would be improper to force the child to attend a new school. These are not the only possible special conditions.
  4. The Committee confirms this is actually a decision to be made by the Conference.
  5. The Committee recommends that a possible alternative is to pay other bills for the family allowing them to pay the tuition.
  6. The Committee also believes that Conferences need to have good advice related to this available to them.

Q: Can members use personal funds for payment of neighbor’s utilities if the treasurer is not available to write a check to the utility company?

A: Vincentians should refrain from providing help using their own personal resources, especially since those we serve will view the assistance as being provided by SVdP.  We are not a personal ministry for individuals; we are a group ministry, and members should treat the Conference as such. In extenuating circumstances, if no one from the Conference is available to issue the check, the member may do so from their funds if they are available. But the member must be reimbursed by the Conference as soon as possible. Remember, this is not a personal ministry. This is the work of the Conference.

ESPANOL

P: ¿Deberían las Conferencias pagar la matrícula de la educación en las escuelas católicas ya que la educación primaria y secundaria es gratuita? 

R: El Comité Nacional de Gobernanza ha revisado y acordado recientemente lo siguiente:

  1. Puede estar justificado ayudar a una familia a hacer el pago de la matrícula en las circunstancias adecuadas.
  2. La Regla prohíbe hacer una contribución de los fondos de la Conferencia a la parroquia o escuela para apoyar el programa de asistencia para la matrícula como una donación a una organización externa. Los pagos de matrícula están dirigidos a beneficiar a familias específicas.
  3. Hay un par de condiciones apropiadas que el Comité identificó: el caso de un estudiante que necesita ser retirado de la escuela pública como una forma de garantizar su salud y seguridad; y un caso en el que un estudiante ya asiste a una escuela católica, pero los padres tienen problemas económicos y sería impropio obligar al niño a estar en una nueva escuela. Estas no son las únicas condiciones especiales posibles.
  4. El Comité confirma que en realidad se trata de una decisión que debe tomar la Conferencia.
  5. El Comité recomienda que una posible alternativa es pagar otras facturas para la familia que les permitan pagar la matrícula.
  6. El Comité también cree que las Conferencias deben tener a su disposición buenos consejos relacionados con esto.

P: ¿Pueden los miembros usar fondos personales para pagar los servicios públicos de un vecino si el tesorero no está disponible para escribir un cheque a nombre de la compañía de servicios públicos?

R: Los Vicentinos deben abstenerse de brindar ayuda utilizando sus propios recursos personales, especialmente porque aquellos a quienes servimos verán la asistencia como proporcionada por SVdP. No somos un ministerio personal para individuos; somos un ministerio grupal, y los miembros deben tratar a la Conferencia como tal. En circunstancias atenuantes, si no hay nadie disponible de la Conferencia para emitir el cheque, el miembro puede hacerlo de sus fondos si están disponibles. Pero el miembro debe ser reembolsado por la Conferencia lo antes posible. Recuerde, este no es un ministerio personal. Este es el trabajo de la Conferencia.

  • Jill Pioter

11-22-23 Questions & Answers
11-22-23 Questions & Answers 1200 628 Jill Pioter

Q:  If a Conference receives a large donation to be distributed to the poor and needy in the area where the Conference is located, and members decide to distribute the funds in increments of 25% per year over a 4 year period, would this be in keeping with the use of money as stated in Rule, Part I –3.14 and in Rule, Part III –Statute 24 and in Rule, Manual –Chapter 2.1 Funds of the Conference?

A:  When Conferences receive significant amounts of funds it is appropriate that they make a formal plan to spend it down. A Conference’s decision to distribute 25% a year over a 4-year period is acceptable. However, if the 25% is spent before the year is up the Conference should allocate additional funds from the balance to help those in need.

ESPANOL

P: Si una Conferencia recibe una gran donación para ser distribuida a las personas que viven en la pobreza y necesitados en el área donde se encuentra la Conferencia, y los miembros deciden distribuir los fondos en incrementos del 25% por año durante un período de 4 años, ¿estaría esto de acuerdo con el uso del dinero como se establece en la Regla?  Parte I – 3.14 y en los Estatutos, Parte III – Estatuto 24 y en el Artículo, Manual – Capítulo 2.1 Fondos de la Conferencia

A:  Cuando las Conferencias reciben cantidades significativas de fondos, es adecuado que hagan un plan formal para gastarlos.  La decisión de una Conferencia de distribuir el 25% anual durante un período de 4 años es aceptable.  Sin embargo, si el 25% se gasta antes de que termine el año, la Conferencia debería asignar fondos adicionales del saldo para ayudar a las personas en necesidad.

  • Jill Pioter

How to Run a Good Meeting
How to Run a Good Meeting 1200 628 Jill Pioter

Among the group leadership skills that come into play for Conference and Council Presidents is knowing how to run a good meeting.  Here are a few tips for use whether you are a new or veteran President:

  1. Never hold a meeting without an agenda; send a tentative agenda in advance to everyone who is expected to attend.
  2. Make sure that copies of all reports to be discussed are sent out in advance of the meeting.
  3. It does not hurt to have a consent agenda for matters like prior meeting minutes and financial reports with discussion or reporting needed only if there is a question or correction.
  4. Begin every meeting with prayer, a spiritual reflection and brief discussion on the reflection. Business can wait for prayer and spiritual reflection.
  5. At the beginning of your meeting have those in attendance approve the tentative agenda so that it then becomes theirs.
  6. Stick to the agenda and politely keep those who are present on topic. Remember to treat everyone with dignity and respect, and remind them that we discuss matters, not argue about them.
  7. Provide an opportunity at the end of a meeting for new business to be brought up for discussion at that time or at a subsequent meeting.

We hope these basic suggestions help your meeting run smoothly.

  • Jill Pioter

11-16-23 Questions & Answers
11-16-23 Questions & Answers 1200 628 Jill Pioter

Q: Some Conference members give their personal phone numbers to our neighbors and purchase Christmas gifts with their personal funds and deliver with a member of their family ,unbeknownst to the Conference. Is this practice okay? 

A: The National Council does not encourage nor endorse the practice of members giving out their personal phone number. Phones can be abused, and those whom we serve should only call a designated SVdP contact number for assistance.

Vincentians should refrain from providing help using their own personal resources, especially since those we serve will view the assistance as being provided by SVdP. We are not a personal ministry for individuals; we are a group ministry, and members should treat the Conference as such. If individual members want, they can donate resources directly to the Conference to assist others.

Q: I have a store committee that wants to fundraise in the community, to host a Christmas party for employees and volunteers. It does not sound right to me, but I want to make sure that I am not being too conservative, and I say no to something that is not against any Rule or standards. I need guidance. 

A: As long as the community knows that the fundraising is for a Christmas party for employees and volunteers, it is okay to do so. Funds cannot be collected for another purpose and then used for a Christmas party. We must be very careful with this because then it looks like SVdP is collecting money to serve ourselves (employees & volunteers). No fundraising is acceptable under false pretenses.

Spanish Translation

P: Algunos miembros de la Conferencia dan sus números de teléfono personales a nuestros prójimos y compran regalos de Navidad con sus fondos personales y los entregan con un miembro de su familia sin que la Conferencia lo sepa. ¿Es esta práctica correcta?

R: El Consejo Nacional no alienta ni respalda la práctica de que los miembros proporcionen su número de teléfono personal. Se pudiera abusar de esta práctica, y aquellos a quienes servimos solo deben llamar a un número de contacto designado de SVdP para obtener ayuda.

Los Vicentinos deben abstenerse de brindar ayuda utilizando sus propios recursos personales, especialmente porque, aquellos a quienes servimos verán la asistencia como proporcionada por SVdP. No somos un ministerio personal para individuos; somos un ministerio de grupo, y los miembros deben tratar a la Conferencia como tal. Si los miembros individuales lo desean, pueden donar recursos directamente a la Conferencia para ayudar a otros.

P: Tengo a un comité de una tienda que quiere recaudar fondos en la comunidad, para organizar una fiesta de Navidad para empleados y voluntarios. Creo que no está bien. Por favor, deme orientación.

R: Siempre y cuando la comunidad sepa que la recaudación de fondos es para una fiesta de Navidad para empleados y voluntarios, está bien hacerlo. Los fondos no se pueden recolectar para otro propósito y luego usarse para una fiesta de Navidad. Debemos tener mucho cuidado con esto porque entonces parece que SVdP está recaudando dinero para servirnos a nosotros mismos (empleados y voluntarios). No se acepta la recaudación de fondos bajo falsas obras. Como alternativa, es una práctica común incluir eventos/reconocimientos de voluntarios y personal en el presupuesto de la tienda como un gasto legítimo.

  • Jill Pioter

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

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

 To Prevent Conference Meeting Conflicts

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

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

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

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

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

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

  • Jill Pioter

11-09-23 Questions & Answers
11-09-23 Questions & Answers 1200 628 Jill Pioter

Q: We purchased two tires and a vehicle tow for a recently homeless family. Should the value of these items be listed under “other” under “in kind” services and goods?

A: If Conference funds were spent to purchase tires and vehicle tow, report the amount spent under “Those We Serve.” “In Kind” services (legal, medical, dental, other) and Goods (food, furniture, clothing, other) are resources provided to neighbors with no financial cost to the Conference. In-Kind is either donated goods or pro bono services.

Q: One of our Conference members is an attorney who does pro bono volunteer work. How should he report the number of times and value of his “in-kind” legal services, with our Conference, District, and Diocesan Councils?

A: When reporting “in kind” services, the number of times services/goods were provided to a person/family unit should be counted, as well as the value of the services/goods. The value is based on the reasonable cost if a person with financial means would have to pay for the same goods or services. The amount is an estimate at our best judgement.

Spanish Translation

P: Compramos dos llantas y un remolque para vehículo para una familia que se quedó sin hogar recientemente. ¿Debería incluirse el valor de estos artículos en la sección “otros” y en la sección “en especie” de servicios y bienes?

R: Si los fondos de la Conferencia se gastaron para comprar llantas y remolque para vehículos, informe la cantidad gastada en “Aquellos a quienes servimos”. Los servicios “en especie” (legales, médicos, dentales, otros) y los bienes (alimentos, muebles, ropa, otros) son recursos proporcionados a los prójimos sin costo financiero para la Conferencia. Los bienes en especie son bienes donados o servicios pro-bono.

P: Uno de los miembros de nuestra Conferencia es un abogado que hace trabajo voluntario pro-bono. ¿Cómo se debe informar el número de veces y el valor de sus servicios legales “en especie”, con nuestros Consejos de Distrito y Diocesano?

R: Para informar sobre los servicios “en especie”, se debe contar el número de veces que se proporcionaron servicios o bienes a una persona o a una unidad familiar, así como el valor de los servicios o bienes. El valor se basa en el costo razonable si usted, yo, o una persona con medios financieros tuviera que pagar por los mismos bienes o servicios. La cantidad es una estimación a nuestro mejor juicio.

  • Jill Pioter

11-2-2023 Questions and Answers
11-2-2023 Questions and Answers 1200 628 Jill Pioter

Q: I know that Conferences are expected to follow federal, state, and local laws but I can’t find in the Rule where it states that.

A: It is not stated in the Rule. It is located in the Nationally Approved Bylaws for Conferences in Article 2. You will also find this in the Manual on Page 30 under two sections: “Legal and Financial Realities” and “Tax Laws and Financial Records.”

Q: What is the difference in bylaws between a Conference with an integrated board and a Conference with a separate board?

A: Conferences that are not incorporated are to use Document 1. They do not have a Board of Directors.

Conferences that are incorporated have two choices:

  1. Document 2 is Bylaws for a Conference with a Separate Board of Directors. This option provides for the President selecting/appointing the members of the Board. In this case, the Board has the authority to define policy. However, the Conference as a whole has the authority to override decisions made by the Board.
  2. Document 10 is Bylaws for a Conference with an Integrated Board of Directors. This option provides for all Conference members to be on the Board of Directors plus some appointees by the President. All members of the Conference are already on the Board, so there is no overriding authority.

Spanish Translation

P: Sé que se espera que las Conferencias sigan las leyes federales, estatales y locales, pero no puedo encontrar en la Regla dónde se establece eso.

R: Está en la Regla, Parte I, 5.2. También se encuentra en los Estatutos Aprobados a Nivel Nacional para Conferencias en el Artículo 2 y en el Manual en la página 30 en dos secciones: “Realidades Legales y Financieras” y “Leyes Tributarias y Registros Financieros”. A menudo hay una referencia a seguir las leyes estatales en sus Artículos de Incorporación.

P: ¿Cuál es la diferencia entre una Conferencia con una Mesa Directiva integrada y una Conferencia con una Mesa Directiva separada?

R: Las Conferencias que no se incorporen deben utilizar el Documento 1.  No tienen Mesa Directiva Separada.

Las Conferencias que se incorporan tienen dos opciones:

  1. El Documento 2 son los Estatutos para una Conferencia con una Mesa Directiva Separada.  Esta opción prevé que el Presidente seleccione/designe a los miembros de la Mesa Directiva.  En este caso, la Mesa Directiva tiene la autoridad para definir la política.  Sin embargo, la Conferencia en su conjunto está facultada para anular las decisiones adoptadas por la Mesa Directiva.
  2. El Documento 10 son los Estatutos para una Conferencia con una Mesa Directiva Integrada.  Esta opción prevé que todos los miembros de la Conferencia formen parte de la Mesa Directiva, además de algunas personas designadas por el Presidente. Todos los miembros de la Conferencia ya forman parte de la Mesa, por lo que no existe una autoridad superior.

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