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  • Jill Pioter

05-19-2022 Questions and Answers
05-19-2022 Questions and Answers 1200 628 Jill Pioter

Q: How important is it to get a receipt for rental payments? Most landlords send receipts, but some do not. Is an electronic copy of the check from our bank a sufficient record of the transaction?

A: Every effort should be made to get a receipt. If not possible, a note from the Vincentians involved with the transaction saying that the receipt was not given should be used in place of the receipt. This should also be recorded in the case record.

Q: In the Rule and Manual it talks about receiving a plenary indulgence at festival meetings. How do you define a festival meeting, and could a Morning of Reflection be considered as such?

A: The Manual is explicit about what are considered festival meetings. According to Society’s tradition, Vincentians celebrate “Festival Meetings,” which is gathering for Mass and a meeting on one or more of the following: Ozanam Sunday (the last Sunday of April, in honor of the April 23rd birthday of Frederic Ozanam), the Feast of Blessed Frederic Ozanam (September 9th), the Feast of St. Vincent de Paul (Sept. 27), the Feast of the Immaculate Conception (Dec. 8), and the Feast of Blessed Rosalie Rendu (Feb. 7).

Members may gain a plenary indulgence on the day of their admission to the Society, and when participating in a Festival Meeting, provided they make their Confession, receive Communion, pray for the intentions of the Pope, and promise to observe faithfully the Rule of the Society.

Spanish Translation

P: ¿Qué tan importante es obtener un recibo de los pagos de alquiler? La mayoría de los propietarios envían recibos, pero algunos no lo hacen. ¿Es una copia electrónica del cheque de nuestro banco un registro suficiente de la transacción?

R: Se debe hacer todo lo posible para obtener un recibo. Si no es posible, se debe usar una nota de los Vicentinos involucrados en la transacción que diga que no se entregó el recibo en lugar del recibo. Esto también debe notarse en el registro del caso.

P: En la Regla y el Manual se habla de recibir una indulgencia plenaria en las reuniones festivas. ¿Cómo defines una reunión festiva, y podría considerarse como tal una Mañana de Reflexión?

R: El Manual es explícito sobre lo que se consideran reuniones festivas. De acuerdo con la tradición de la Sociedad, los Vicentinos celebran “Reuniones de Festival,” que consiste en reunirse para Misa y una reunión en uno o más de los siguientes: Domingo de Ozanam (el último domingo de abril, en honor al 23 de abril, cumpleaños de Frederic Ozanam), Fiesta del Beato Federico Ozanam (9 de septiembre), Fiesta de San Vicente de Paúl (27 de septiembre), Fiesta de la Inmaculada Concepción (8 de diciembre) y Fiesta de la Beata Rosalía Rendu (7 de febrero).

Los miembros pueden obtener una indulgencia plenaria el día de su admisión a la Sociedad, y cuando participen en una reunión festiva, siempre que se confiesen, reciban la comunión, oren por las intenciones del Papa y prometan observar fielmente la Regla de la Sociedad.

  • Jill Pioter

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

Many newly-elected presidents will soon take office and put their leadership skills to work. Among the group leadership skills that come into play 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

05-12-2022 Questions and Answers
05-12-2022 Questions and Answers 1200 628 Jill Pioter

Q: For transparency, should capital campaign funds being held by a thrift store for a future building project be included on the annual report and carried over each year, or only in the year that funds are collected? 

A: Only the capital campaign funds received during the year are reported. The Council or Conference that owns and operates the store reports the fund balance from the end of the prior year in its beginning balance on its report.

Q: Two Conferences pooled their funds and wrote a check to a third non-profit who then paid a motel for two weeks for a neighbor in need. Does the Rule support this transaction?

A: Yes. What you describe is not a donation to a non-profit. It is a valid co-pay, and the Conferences should record this in their case records.

Spanish Translation

P: Para mayor transparencia, ¿los fondos de una campaña capital, retenidos por una tienda de segunda mano para un futuro proyecto de construcción, deben incluirse en el informe anual y transferirse cada año, o solo en el año en que se recaudan los fondos? 

R: Solo se informan los fondos de la Campaña Capital recibidos durante el año. El Consejo o Conferencia que posee y opera la tienda informa el saldo de fondos desde el final del año anterior en su saldo inicial en su informe.

P: Dos Conferencias juntaron sus fondos y escribieron un cheque a una tercera organización sin fines de lucro que luego pagó un motel para un vecino con necesidades a quedar por dos semanas. ¿La Regla permite esta transacción?

R: Sí. Lo que describes no es una donación a una organización sin fines de lucro. Es un copago válido, y las Conferencias deben registrarlo en sus registros de casos.

  • Jill Pioter

A Duty To Delegate: Guidance For Vincentian Leaders
A Duty To Delegate: Guidance For Vincentian Leaders 1200 628 Jill Pioter

Webster defines the verb “delegate” as “to entrust to another.”  It seems simple enough but isn’t always so when human nature intrudes.

Delegating is a core principle of sound management and our Rule expects Vincentian leaders to practice it.  Yet we frequently hear stories of Conferences and Councils unable to function effectively because presidents want to do everything their way and don’t delegate even basic responsibilities.  We also hear about leaders stepping down because they were “burned out” from placing undue and unwise burdens on themselves. Sadly, fulfilling our mission is often short-circuited by such misguided ideas of how to lead and manage those who share a vocation of service to God and His beloved poor.

Strong collaborative leadership is essential to making our Society a more effective source of help to the needy.  It brings fresh ideas into the operation of Conferences and Councils and moves us forward by promoting our Rule, forming members, and advancing goals and objectives.

Our Rule (3:11) tells us that “Following Christ’s example, the presidents at all levels of the Society endeavor to be servant leaders.  They provide an encouraging atmosphere in which the talents, capacities and spiritual charism of the members are identified, developed and put to the service of the poor and the Society of St. Vincent de Paul.”  Such a focus on personal development also can provide a significant boost to a Conference’s or Council’s succession planning efforts.

There is abundant evidence that without effective leadership our service to the poor suffers and the viability of individual Conferences and Councils becomes a concern.  It is a time-tested truth that leadership is as important to the service of the poor as any other role in our Society.

Among the concerns expressed for not stepping into leadership by running for Conference or Council president is that it is too time-consuming.  That can be the case if leaders do not depend on others to assist them.  As a first among equals and as a servant leader, presidents should help others grow into leadership roles by appointing officers, board members and committee chairs – and using them – so it becomes a team effort.  Delegating duties to officers and making use of committees shares a Conference’s workload and enables others to become vital parts of the leadership team.  Presidents do not need to attend all committee meetings.  Committee chairs report back to them and to the membership.  Committees also provide an opportunity to identify and develop capable candidates to move into leadership positions.

Some key points to ponder:

  • Leaders are not expected to act alone – leadership is inherently a collaborative effort.
  • Our Rule recognizes that family and job responsibilities come first.
  • Leadership is not a personal mission but a team mission and God’s mission.
  • There is a need to build a leadership team – officers and committee heads.
  • The basic idea is to spread the work around – let others report to the president.
  • Leaders need to put their trust in God and not lose sight of the spirituality of our mission.
  • Leaders must use the God-given talents of others.

Our mission calls us to join together to grow spiritually by offering person-to-person service to the poor and needy in the tradition of our founder, Blessed Frederic Ozanam, and patron, St. Vincent de Paul.  Serving as the president of a Council or Conference provides an ideal platform from which to enhance one’s own spiritual life.  A great privilege of leadership is the priceless opportunity to nurture the spirituality of fellow Vincentians while inspiring them to be ambassadors of the mission of St. Vincent de Paul in our communities by bringing the love and mercy of Christ to His suffering children.

Since our founding, Vincentians have been bolstered by an unwavering trust in the providence of God who has demonstrated during the past 189 years that He attaches a high priority to the success of our Society.  We have, after all, said “yes” to His call.  He wants us to succeed, whatever role we play in His plan for our personal ministry of love and compassion.

  • Jill Pioter

05-05-2022 Questions and Answers
05-05-2022 Questions and Answers 1200 628 Jill Pioter

Q: If a Conference is working to help an individual and is lacking all the funds to do so, can members raise money for this purpose?

A: Yes, the Conference can raise such funds (for this purpose) but in a special way. When soliciting funds for this purpose, a reference should be made to help individuals like this one; but no indication should be made that the fundraising will be earmarked for a specific individual.

Conferences must be very careful that those who contribute to this cause do not specify any individual or family’s name with the donation. They may specify for rent or utilities or whatever purpose as an appropriate general category. If the name of the individual is specified, the donation becomes a gift and is not tax-deductible. It also restricts the Conference’s giving to the named person. In some cases, more is raised than needed, while others still have needs that the Conference can’t help with those donor-restricted funds.

Q: Is there a difference between a Conference paying rent to a “regular” landlord and paying rent for someone who is living in group home for addiction recovery or is this giving money to another organization which is against the Rule?

A: This is not a violation of the Rule. It is not a contribution to another organization. You are paying someone’s rent and need to create a case record for each rental payment. The fact that the landlord is a non-profit has no bearing on assisting the neighbor in need.

Spanish Translation

P: Si una conferencia está ayudando a una persona y faltan los fondos para hacerlo, ¿pueden los miembros recaudar dinero para este propósito?

R: Sí, la Conferencia puede recaudar tales fondos (para este propósito) pero de una manera especial. Al solicitar fondos para este propósito, se debe hacer una referencia para ayudar a personas como esta; pero no se debe indicar que la recaudación de fondos se destinará a una persona específica.

Las conferencias deben tener mucho cuidado de que quienes contribuyen a esta causa no especifiquen el nombre de ninguna persona o familia con la donación. Pueden especificar para alquiler o servicios públicos o cualquier propósito como una categoría general apropiada. Si se especifica el nombre de la persona, la donación se convierte en un regalo y no es deducible de impuestos. También restringe las donaciones de la Conferencia a la persona nombrada. En algunos casos, se recauda más de lo necesario, mientras que otros todavía tienen necesidades que la Conferencia no puede ayudar con esos fondos restringidos por los donantes.

P: ¿Hay alguna diferencia entre que una Conferencia pague el alquiler a un propietario “normal” y pague el alquiler a alguien que vive en un hogar grupal para la recuperación de adicciones o está considerado como dar dinero a otra organización que está en contra de la Regla?

R: Esto no es una violación de la Regla. No es una contribución a otra organización. Está pagando el alquiler de alguien y necesita crear un registro de caso para cada pago de alquiler. El hecho de que el propietario sea una organización sin fines de lucro no tiene nada que ver con ayudar al vecino con necesidades.

  • Jill Pioter

So, You’ve Been Elected President…
So, You’ve Been Elected President… 1200 628 Jill Pioter

Thank you for sharing your time and talents with fellow Conference and Council members as well as those in need.  As with all involvement in the Society, we hope your work as a Vincentian servant leader will lead you to greater faith, an increased desire to serve and stronger friendships.

Do you feel some anxiety about taking on a Vincentian leadership role?  Let’s take a look at a few common myths behind that anxiety.

Myth #1:  You need to know everything now.

No Vincentian has taken a leadership role already knowing everything; to be honest, no current Vincentian leader knows everything now.  What most Vincentian leaders do learn is where to look to find information, where the resources are and who in the Society has experiences and wisdom to share.

Truth #1:  You will learn and grow during your time as a Vincentian leader.

Myth #2:  You are now in charge of everything.

A Vincentian leader is a servant leader who understands the role of God’s providence.  Your ultimate role is to harness the gifts and spirit of your members and direct them to growth in holiness and increased love for one another, and in ways of service to others.  To do this you will need to allow God to direct you.

Truth #2:  God is in charge of everything.  You are called to discern where God is leading and to follow through – and help your members do the same.

Myth #3:  You are all alone in figuring things out.

This myth could not be further from the truth.  The Society is truly a global network of charity.  Fellow Vincentians in 155 countries are serving those in need, as you are, and desire to do so with love and in an effective manner.  As you attend regional and national gatherings, or reach out to other Vincentian leaders, you will find that many people are more than willing to share their knowledge.  You will only feel all alone if you do not participate in such interactions and relationships.

Truth #3:  Most Vincentian leaders love to talk about their experiences and help each other.

We will share useful information relevant to your new responsibilities in these E-Gazette articles in the coming weeks.  Reach out to other Vincentians – even if they are not from your area – for advice and support.  Thank you for being willing to serve through leadership, and may you be blessed through your witness of following God’s lead in your Conference’s/Council’s service while encouraging others to do the same.

We remind you of the valuable resources on the National website and urge you to review the Governance Page (https://members.ssvpusa.org/governance/) where the Governance Training DVD and the other material the National Governance Committee has prepared can be found.  Then make plans to use these tools.  Your Conference and Council will be better off if you do so.

  • Jill Pioter

04-28-2022 Questions and Answers
04-28-2022 Questions and Answers 1200 628 Jill Pioter

Q: Do we need to put the non-discrimination policy in the Bylaws or keep it with other policies such as the Conflict-of-Interest policy? 

A: Conferences must define the non-discrimination policy and include it in the bylaws. The Non-Discrimination Policy is found on the national website. Click here: https://members.ssvpusa.org/information-for-members/policies-procedures/. Also check with local legal counsel to be sure it is valid for your state and local government requirements.

Q: Our Conference (Conference A) has been requested by a friend in need to provide payment for their motel stay. They are located in Conference B’s area. We contacted Conference B and were told by the President that they helped this family with one week’s stay at the motel.  No red flags were indicated. Conference A told Conference B that they told the family one week was all they were getting, and they would not receive assistance from our Conference (Conference A). Is this proper? 

A: When encountering someone requesting help who lives in another Conference’s (Conference B) boundaries, it is appropriate and common courtesy to contact the other Conference to seek advice and any cautions they may want to share. It is then up to your Conference (Conference A) to decide what you will or will not do in the way of assistance. Conference B cannot speak for you or direct you about what kind of help to give or not give. It is your Conference’s decisions on if, when and how much to help those who come to you.

Spanish Translation

P: ¿Necesitamos poner la Política de no discriminación en los estatutos o mantenerla con otras políticas, como la Política de conflicto de intereses? 

R: Las conferencias deben definir la política de no discriminación e incluirla en los estatutos. La Política de No Discriminación se encuentra en el sitio web nacional. Haga clic aquí: https://members.ssvpusa.org/information-for-members/policies-procedures/ . Consulte también con un abogado local para asegurarse de que sea válido para los requisitos de su gobierno estatal y local.

P: Un amigo con necesidades solicitó a nuestra Conferencia (Conferencia A) que pague su estadía en un motel. Están ubicados en el área de la Conferencia B. Nos pusimos en contacto con la Conferencia B y el presidente nos dijo que ayudaron a esta familia con la estadía de una semana en el motel, sin problemas. La Conferencia A le dijo a la Conferencia B que le dijeron a la familia que una semana era todo y que no recibirán asistencia de nuestra Conferencia (Conferencia A). ¿Es esto correcto?

R: Cuando se encuentra con alguien que solicita ayuda y que vive en los límites de otra Conferencia (Conferencia B), es apropiado y de cortesía común comunicarse con la otra Conferencia para buscar asesoramiento y cualquier advertencia que deseen compartir. Después, es para su Conferencia (Conferencia A) decidir qué hará o no en cuanto a la asistencia. La Conferencia B no puede hablar por usted ni indicarle qué tipo de ayuda debe brindar o no. Son las decisiones de su Conferencia sobre cuándo y cuánto ayudar a aquellos que acuden a usted.

  • Jill Pioter

The Need for Risk Management – Part 3
The Need for Risk Management – Part 3 1200 628 Jill Pioter

We conclude our series of excerpts from an article in the Smart Risk Management Manager’s Training Workbook on the five core principles of Risk Management.  This week’s focus is on the fourth and fifth of those principles – Empathy and Fairness.

Core Principle #4 – Empathy

Managerial empathy is the ability to identify with your employees so you can understand their feelings and needs.  Smart Risk Managers always try to place themselves in their employees’ shoes.  Remember – employees are not just numbers, write-offs or sources of risk, but valuable team members who, like you, have fears, needs and hopes.

Managers who fail to practice managerial empathy tend to experience higher turnover, increased risk and more wrongdoing.  Smart Risk Managers understand that:

  • Most employees view their job as important. Employees are sensitive to decisions that affect their job.
  • Even a minor incident can have a significant effect not only on an employee’s job or career, but also on his or her personal life.
  • Employees have concerns – real or imagined – regarding their jobs, and these should be routinely addressed.
  • Employees fear reporting wrongdoing, especially when they believe that reporting may place them at risk or, in some manner, significantly impact them. A Smart Risk Manager takes great care to keep a report of wrongdoing confidential by telling only those who have a “need to know.”

Core Principle #5 – Fairness

Fairness begins with respect and dignity for all employees.  A Smart Risk Manager understands and values the importance of all employees, regardless of their race, color, national origin, religion, gender, age, disability or position on the organization chart.  Fairness in the workplace demands that you:

  • Uniformly and consistently apply laws, regulations, rules, policies, procedures and practices to all employees. No employee is above or below the law or your organization’s rules and policies.
  • Put aside your personal prejudice, bias and fear when managing employees.
  • Make objective
  • Never consider an employee’s physical, mental, ethnic, racial, social or religious background, characteristics, capabilities, beliefs, gender or age when making management decisions, such as hiring, firing, promotions, raises, benefits and training.
  • Eliminate unfair management practices, even if such practices have occurred in the past.

We hope you have found this information on Risk Management to be helpful.

  • Jill Pioter

4-21-2022 Questions and Answers
4-21-2022 Questions and Answers 1200 628 Jill Pioter

Q: What process, i.e., Board voting, Executive decision, etc., does the Society take to endorse any legislative efforts?

A: The National Voice of the Poor Committee identifies legislation that affects the Society and the people we serve.  The Committee takes into account the positions held by other Catholic organizations as well: USCCB, Catholic Charities, etc.  The VOP Committee makes recommendations to the National President about what legislation to support or not. The President is free to confer with others.  Only the National President can speak for the Society in the USA.  Local legislative concerns follow the same process under the local Diocesan President.

Q: Can a Deacon serve as chair for the Council’s Voice of the Poor committee?

A:  The VOP is a committee, and committees can be headed by a deacon.  There is nothing that prevents a deacon from being a committee chair.  Being a committee chair does not give the deacon a vote on the board or Council. A deacon who is the committee chair can vote on committee matters since committees do not make final decisions, serving only as advisors to the local Board and President.

Spanish Translation

P: ¿Qué proceso – es decir – votación de la Junta, decisión ejecutiva, etc., toma la Sociedad para respaldar cualquier esfuerzo legislativo?

R: El Comité Nacional de la Voz de los Pobres (VOP) identifica la legislación que afecta a la Sociedad y también a la gente a la que servimos. El Comité también tiene en cuenta las posiciones de otras organizaciones católicas: USCCB, Caridades Católicas, etc. El Comité VOP hace recomendaciones al Presidente Nacional sobre qué legislación apoyar o no. El presidente es libre de consultar con otros. Solo el Presidente Nacional puede hablar por la Sociedad en los Estados Unidos. Las preocupaciones legislativas locales siguen el mismo proceso bajo el presidente diocesano local.

P: ¿Puede un diácono presidir el comité Voz de los Pobres del Consejo?

R:  El VOP es un comité, y los comités pueden estar encabezados por un diácono. No hay nada que impida que un diácono sea presidente de un comité. Ser presidente de un comité no le da al diácono un voto en la junta o el Consejo. Un diácono que sea el presidente del comité puede votar sobre los asuntos del comité, ya que los comités no toman decisiones finales, sirviendo solo como asesores de la junta local y el presidente.

  • Jill Pioter

04-14-2022 Questions and Answers
04-14-2022 Questions and Answers 1200 628 Jill Pioter

Q: Are we supposed to delete all history from ServWare that is more than three years old to avoid too much paperwork or to give a fresh start after three years?

A: When it comes to case records, it is good to know a little history, but going back beyond three years may not be necessary. Even for those we help routinely, we really don’t need to know beyond three years. If we go back too far, it could be that we are looking for a way to say “no” rather than say “yes.” All things considered; this is a local decision.

Q: Are there any general guidelines on interviewing our friends in need? Is there a guide for interviewers on Do’s or questions not to ask?

A:  Guidance for Home Visits and interviews can be found in two new books on the website: Vincentian Life: Conference and Vincentian Life: Member.  These files may be found on the National Council’s website Leadership tab under the category of Basics About Conferences. Click here.

Spanish Translation

P: ¿Debemos eliminar todos los archivos de ServWare que tenga más de tres años para evitar demasiado papeleo o para comenzar de nuevo después de tres años?

R: Cuando se trata de registros de casos, es bueno saber un poco de historia, pero es posible que no sea necesario retroceder más de tres años. Incluso para aquellos a quienes ayudamos de manera rutinaria, realmente no necesitamos saber más allá de los tres años. Si retrocedemos demasiado, podría ser que estemos buscando una manera de decir “no” en lugar de decir “sí”. Pero esta es una decisión local.

P: ¿Existen pautas generales para entrevistar a nuestros amigos con necesidades? ¿Existe una guía para los entrevistadores sobre lo que se debe hacer o las preguntas que no se deben hacer?

R:  Se puede encontrar orientación para visitas domiciliarias y entrevistas en dos nuevos libros en el sitio web: Vida Vicentina: Conferencia y Vida Vicentina: Miembro. Estos archivos se pueden encontrar en el Portal de Extensión del sitio web del Consejo Nacional en la categoría de Capacitación de Oficiales de Conferencias. Haga clic aquí: https://members.ssvpusa.org/leadership/.

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