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What is Expected of a/n (Arch)Diocesan Council?

The main purpose of this reference work is to provide in a single source a composite of the information needed to answer the question: What is expected of a/n (Arch)Diocesan Council? There are multiple sources of information quoted in this reference. The Rule, however, is the primary source. The basis or criteria for what is expected comes from several documents, including Standards of Excellence Questions for Diocesan Councils and Resolution on Non-Compliance (114 and 114A).

On the next few pages, you will find copies of the documents mentioned above. Following those documents is an expansion of each stated principle showing the basis for each and further explanation where necessary.

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The Society of Saint Vincent de Paul National Council of the United States

Standards of Excellence Questionnaire for Diocesan Councils

1.How does your Council encourage knowledge and adherence to the Rule?a. Provide Members a copy of the Rule and the Manual Yes Nob. Distribute copies of the Rule at Ozanam Orientation meetings Yes Noc. Provides workshops for Members on the Rule Yes No

2.Is the Council Incorporated? (If not please explain the reason)

3.Are the Council’s Bylaws up-to-date and in compliance with National’s approved and recommended Bylaws? (If no, please advise what steps are being taken to comply, and the estimated completion date)

4.Is your Council under National’s 501 (c) (3) Group Ruling, or your own exemption separate from the Catholic Church?

a. National’s 501 (c) (3) Group Ruling ______b. We have our own 501 (c) (3) exemption______

If none of the above applies, please state what steps are being taken to become tax exempt?

5.What was the date of the Council’s last audit or financial review? What type of an Audit or review was it, and by whom? If there has been no audit or review within the last 12 months, what steps are being taken to arrange for such an audit and / or review?

6.As a National Council Member, do you attend National meetings on a regular basis as required? Have you provided a proxy when unable to attend?

7.Do you as a National Council Member; encourage membership attendance at Regional meetings? Does the Council offer financial support to members unable to attend due to lack of sufficient funds?

8.Has the Council filed the required IRS 990 form for the last fiscal year? If not, what steps are being taken to come into conformity?

9. Annual reports are due each year. What was the submission date of your last report? If unable to meet the prescribed deadline, what was the reason?

10. Does your Council have a Stores operation? And if so, what was the submission date of your last Stores report? If unable to meet the required deadline, what was the reason?

11. National Solidarity Contributions are due no later than November 1st each year. What was the date of your Council’s most recent contribution payment? If past due, what was the reason?

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12. What was the date of your Council’s institution? In order to be eligible to cast a vote during National meetings, the Council must be instituted. If your council has not been instituted, what steps are being taken to become eligible?

13. Does the Council have a record of their conferences that are currently aggregated by International? If no, what steps are being taken to compile an up-to-date record?

14. Does your Council use the membership roster of the National Database, or the Council’s own membership roster? If you use your own roster, how is the National Database roster updated? Does the Council maintain the membership roster, or are the conferences responsible for updating their own membership list?

15. What is the meeting frequency of your Council? What is the meeting frequency of Conferences under your jurisdiction?

16. What steps are being taken to ensure that elections both at the Council level and Conference level are being conducted according to the Rule and prescribed Bylaws?

17. Does the Council have an active Spiritual Advisor, and if so, is it a priest, religious, or lay person?

18. How many Ozanam Orientations were held in the last fiscal year? How many attended? How many Ozanam Orientations are planned for this fiscal year?

19. What steps are being taken to ensure that Conferences are making regular Home Visits as required?

20. Which Work Plan Items in the National Strategic Plan are being work on, and how many has your Council completed?

21. A similar evaluation tool is available for District Councils and Conferences. Is this being used by the Diocesan Council leadership to evaluate their performance?

Standards of Excellence for Diocesan Councils

Revised August 18, 2014

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Resolution 114Society St. Vincent de Paul, Inc.

Board of Directors MeetingJanuary 18, 2013

Resolution On Noncompliance

Whereas, there are Councils and Conferences in the United States that act in ways that have the potential of creating legal issues for the Society of St. Vincent de Paul, and

Whereas, there is a need to inform such Conferences and Councils that there are consequences for their actions or inaction in such respects, now therefore, it is resolved that the National Board recommends the National Council adopt the following:

Be it resolved that legal issues which involve one Council or one Conference have the potential for affecting the whole Society and therefore if not addressed will lead to the suspension and removal from the Society of the offending Vincentian, Conference or Council if not corrected in a timely fashion. Such legal issues include but are not limited to the following:- Violation of any state statute, local ordinance, or federal law or any regulations adopted by

any state, local government, or federal agency which violation relates to the operation of not-for-profit organizations.

- Failing to conduct an annual audit.- Failing to file a Federal Form 990 or any required state form.- Adopting Bylaws that have not been updated to comply with federal requirements- Giving funds to non-Vincentian organizations or for non-Vincentian activity.- Failing to submit required annual reports - Failing to allow women or minorities as Conference members - Maintaining large balances that do not constitute legitimate reserve for future operations

and which constitute hoarding- Failing to enact Bylaws that are in compliance with those approved by National Council- Failing to make home or similar visits in pairs – i.e., allowing only one Vincentian to make

such visits- Having officers who are not active members of the Society- Limiting assistance to certain groups to the exclusion of others- Acting in an autonomous manner and as though not answerable to the Society - Changing Bylaws to permit activity contrary to The Rule of the Society- Removing members without complying with The Rule of the Society- Violating confidentiality of those being served- The failure of National Council Members to attend National meetings- Raising funds across Council boundaries without permission and without adequate

disclosure to the public- Any other issues having legal implications.

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Be it further resolved that timelines within which matters of noncompliance must be addressed shall be developed on a case-by-case basis.

Be it further resolved, should the decision be made to suspend or remove a Conference or Council, the suspended or removed Conference or Council shall have the right to request an appeal of the decision for removal or suspension by at least three National Council Members from the Region of the suspended or removed Conference or Council. The Appeal Committee of National Council Members must submit their findings to the International President within 90 days of the request for appeal. The International President will make the final decision. Failure of the Appeal Committee to submit their findings will end the appeal process.

The category of this Resolution is Governance – Councils and ConferencesResolution number: 1-18-2012/2013 -114

Resolution 114ASociety St. Vincent de Paul, Inc.

Board of Directors MeetingJanuary 11, 2014

Revised Resolution to Amend the Last Paragraph of Resolution 114

Whereas the National Council previously passed Resolution 114 and in doing so added the last paragraph concerning the suspension or removal of a Council or Conference; and

Whereas the language that was added conflicts with The Rule and with Resolution 26 previously adopted by the National Council and needs to be removed:

Therefore be it resolved that the last paragraph of Resolution 114 previously adopted by the National Council is hereby struck and removed from the Resolution as passed and is replaced by the following language: “Be it further resolved that if a decision is made to suspend or remove a Council, Conference, or member, the procedure set forth in The Rule at Part III, Statutes 17, 19, and 21 and in Resolution 26 shall be implemented.”

Be it further resolved that, if and when a Council, Conference, or member is suspended or removed, the National President shall provide said Council, Conference or member with written notice thereof within 20 business days and shall at the same time provide notice of the right to appeal as provided in The Rule, Part III, Statute 17, and shall provide a copy thereof and a copy of Resolution 26 to said Council, Conference or member. The written notice shall be sent by first class mail postage prepaid as follows:

a. To a member: to the member's last known address on file with the National office and to the of the Diocesan and District Councils to which the member's Conference is attached and, to the President of the member's Conference.

b. To a Conference: to the President of the Conference at the address on file at the National office and to the Presidents of the Diocesan and District Councils to which the Conference is attached, if any.

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c. To a District Council: to the President of said Council at the address on file at the National office and to the President of the Diocesan Council to which said District Council is attached, if any.

d. To a Diocesan Council: to the President of said Council at the address on file at the National office.

A copy of said notice shall also be sent by first class mail postage prepaid and electronically to theRegional Vice President for the Region where said Council, Conference or member is located.

The category of this Resolution is Governance – Councils and ConferencesResolution number: 1-11-2013/2014 -114 A

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The format of this document is based on the Standards of Excellence questionnaire. The following color coding identifies sections:

grey represents items from the Standards of Excellence green represents items from Resolution 114 text in black, bold and italics comes from official documents as noted; and text in blue are expanded notes/comments where appropriate.

1. How does your Council encourage knowledge and adherence to the Rule?a. Provide Members a copy of the Rule and the Manual Yes Nob. Distribute copies of the Rule at Ozanam Orientation meetings Yes Noc. Provides workshops for Members on the Rule Yes No(Rule, Part I, Article 3.12; Part III, Statute 3; Manual p.13, p.14; Resolution 93)

The Rule, Part I, Article 3.12 states: It is essential that the Society continually promote the formation and training of its members and Officers, in order to deepen their knowledge of the Society and their spirituality, improve the sensitivity, quality and efficiency of their service to the poor and help them be aware of the benefits, resources and opportunities that are available for the poor. The Society also offers members higher training in order to better help to raise the cultural and social level of those who request support.

Formation has always been an important part of our Vincentian vocation and ministry. It has been, however, truly emphasized worldwide over the last several years. As part of our National Strategic Plan, the Society has initiated the Serving in Hope program, the Invitation for Renewal leadership retreat, the standardized Ozanam Orientation, the weekly Spiritual Reflections, the Vincentian Pathway and is continually looking for more ways to help form our Vincentians. The Society has also created teams of formators in each region to help in this formation process.

This does not diminish in any way the informal training that is done “on the job.” Each Conference goes through an informal process of helping new members become familiar with doing home visits, working in the pantry, filling out paperwork, finding resources, interviewing, etc. This is the day to day training that is necessary for our work in ministry.

The Rule, Part III, Statute 10 states: Councils are at the service of all Conferences under their jurisdiction. They help Conferences develop their spiritual life, promote friendship among members, intensify the service of the group, and diversify their activities so that they will be constantly attentive to the needs of those who suffer. (See Rule 3.6)

This portion of Statute 10 emphasizes that the Councils are at the service of their Conferences. Formation and training is an important aspect of that service.

Is there a requirement to attend an Ozanam Orientation within a certain time frame to be considered an active member?

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The Rule, Part III, Statute 3 states: The Society of St. Vincent de Paul in the United States has three types of membership: the Active (Full) Member, the Associate Member, and the Contributing Member.Active (Full) Members are those who participate regularly in the prayer life, meetings, and charitable activities through personal contact with the poor of the Vincentian Conference or Council into which they have been received.

An Active (Full) Member accepts the Rule and Statutes of the Society, belongs to the Catholic Church, and is received as a Vincentian brother or sister into the Society’s Conference or Council with which he or she is affiliated. Normally, membership implies Conference affiliation. Less commonly is membership obtained through direct Council affiliation. Only Active (Full) Members hold office in the organization.

Admission Process for Active (Full) Members:The names of persons proposed for active membership are to be submitted to the

President of the Conference or Council concerned. The President will provide information concerning the recommended person to the Conference or Council. If approved, the candidate will be admitted as a member and given a Vincentian welcome at the next meeting. If a prospective member wishes to test their Vincentian vocation, that person may defer for a time formal admission into the Society. A candidate for active membership is afforded a period of training and discernment which includes formation in the essential elements and core values of the Society as well as its Rule.

Before being commissioned as a member, according to Statute 4, the Conference President or Spiritual Advisor should consult with the candidate to discern readiness for active (full) membership. The Conference then takes formal action, normally by a resolution, to accept the candidate into active (full) membership.

Associate Members are those affiliated with the Society by formal action of the Conferences or Council with which the member will be joined. Associate Members include those who sincerely and publicly accept the Society’s Rule but may or may not belong to the Catholic Church and may or may not attend Conference Meetings or engage in the works of the Society on a regular basis. Associate Members are kept informed of the developments and activities of their immediate groupings, as well as the general progress of the Society, particularly in the local area or diocese. They are invited to attend the general meetings and special observances of the Society and to participate in its charitable activities.

Contributing Members are those who regularly or in a substantial way provide in-kind or financial support but who do not engage directly in the Society’s work. These members also are invited to the Society’s general and festival meetings.

While membership in the Society of St. Vincent de Paul in the United States is open to all ages, in honor of the youthfulness of our founder Frederic Ozanam, youth and young adults are encouraged into membership. In the Society, youth (those under 18 years of age) and young adult (those 18 to 30 years of age) membership defines anyone who can make a sustained contribution to Vincentian work. Youth or young adults may be (Active, Associate or Contributing) Members of any Conference or Council or of a Conference designated as a Youth or Young Adult Conference.

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One thing is clearly defined in Statute 3, both Active (Full) Members and Associate Members must accept the Rule of the Society. So, there is a built in requirement that part of the formation needed for a member includes the Rule of the Society. You cannot truly accept what you know nothing about. So, it is imperative that this training be provided by the Conference and also by the Council.

The word Active has caused a lot of confusion over the years. People tend to relate the word to busy-ness. Because a person is really busy doing the work of the Society, people automatically define that person as being an Active Member. They overlook the requirement that this person must be Catholic, should be attending meetings regularly (not just occasionally), must accept the Rule and Statutes of the Society as well as doing the works of the Society. People tend to think that just because someone is willing to spend a lot of time doing home visits or working in the office or pantry, they should be considered an Active Member. This isn’t so.

The definition is presented above. That’s why it is good that this latest version of the Rule allows the term Full Member to be used. This eliminates the confusion over the concept of busy-ness. It is best that we start referring to our highest level of membership as Full Members.

What is missing in the definition, but is made clear in other parts of the Rule, is that paid staff and ordained ministers (priests/deacons) may be Full Members but not officers at any level in the Society.

Another thing that seems to be overlooked is the idea that a person can be a Full Member and not be a member of a Conference. This sounds unusual because normal thinking relates membership to Conferences. An example follows. A person (not a member of a Conference) who is a member of a committee at the District or Diocesan Council, is Catholic, attends committee meetings regularly, accepts the Rule of the Society and participates in the works of the Society may be considered a Full Member.

Yes, there is a formal process for bringing new members into the Society. In fact, there has always been a formal process. The discernment process is intended for both the candidate and the Conference.

As indicated above, the Conference process includes a formal introductory procedure, a time to get acquainted, and an acceptance/denial procedure. This gives the Conference members an opportunity to determine the appropriateness of this person for membership. The Conference members may choose to either accept or deny membership. Yes – deny. Taking non-discrimination policies into account, the Conference members may deem a particular person inappropriate for membership.

A candidate for active membership is afforded a period of training and discernment which includes formation… So the candidate is also given time to discern the appropriateness of this ministry. The candidate uses this time to become acquainted with our ministry and other members. Then the candidate decides “yes” or “no.”

An evaluation is made by the Conference President and Spiritual Advisor. The Conference votes. New active (full) members are welcomed into the Society. A process exists and should be followed.

Because this statute states that Associate Members include those who sincerely and publicly accept the Society’s Rule, it is recommended that Associate Members are encouraged to go through the formation process that is available to all members. We cannot ask Associate Members to accept something they know nothing about.

On pages 13 and 14 of the Manual it states: All groups require rules for effective operation. Our Rule is internationally approved and drawn from the lives and experience of all Vincentians throughout the world. It describes the elements that are needed to maintain the unity of the

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Society. In truth, the Rule has kept us bound together in solidarity with Vincentians locally, nationally, and internationally.

The Rule applies to every member of the Society. The International Council General’s position on compliance with the Rule is as follows: “Our Society is a free and fraternal association. No one can be compelled to remain in it against one’s will. Therefore, a member, Council, or Conference choosing to belong to the Society must be in accord with the Rule in every respect, in particular to:

Give evidence of spiritual and moral adhesion to the mission, vision, and values of our Vincentian vocation.

Attend the meetings of the Society. Produce regular reports on the various activities. Contribute, in a spirit of solidarity, to the expenses of the next higher Council

which, in turn, will fulfill its duties.”

The following is an excerpt from Resolution 93 which was approved by the National Council on September 2, 2011.“Therefore be it resolved that the National Board of Directors recommends that the National Council require that:

All new active members must attend Ozanam Orientation within one year. All existing members of the Society should be required by their Councils to attend an

Ozanam Orientation in order to reacquaint themselves with the “spirituality and heritage” of the Society and prepare themselves to enter the “Vincentian Pathway” process .

The Ozanam Orientation should be taken before taking office, for all Council and Conference officers and Spiritual Advisors, but must be taken within one year after taking office. All Executive Directors are required to take the Ozanam Orientation within one year of being hired.

The effective date for this resolution is January 1, 2012.”

2. Is the Council Incorporated? (If not please explain the reason) (Manual p.30, p.39, p.40)

On page 30 of the Manual it states: The Society of St. Vincent de Paul must meet the legal, reporting, and financial obligations required of all nonprofit, tax-exempt organizations. Since these obligations are subject to change and may vary widely from the federal to the state level, from state to state, and even from state to locality, Conferences should consult the National Office for the latest federal requirements and a local attorney for the state and local requirements.

To protect the Society in the civil arena, Conferences must know the federal and state tax laws that apply to them, have capable local counsel to determine what their obligations are, and assiduously meet these obligations. Under certain conditions, charitable agencies and organizations are required to file IRS Form 990. Many U.S. Councils do so. Penalties for noncompliance are cumulative and can be severe.

The American Institute of Certified Public Accountants (AICPA) has prepared statements of accounting principles and reporting practices for nonprofit organizations. Failure to adopt recommended methods could jeopardize community support, foundation grants, and eligibility for publicly-funded programs.

For the Society to maintain good standing before the law and in the eyes of the Church, our donors, and the general public, Conferences must keep adequate records and reports. Proper

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recordkeeping begins at the Conference level with the Conference treasurer, who must maintain accurate records of all financial transactions. A Conference checking account separate from the individual’s own account, and from any parish or other organization’s account, is essential. There can be no commingling of funds.

Officers or leaders of voluntary organizations must conform to all procedural requirements of state corporate law, as well as their own charters and bylaws. Strict adherence to all regulations governing recordkeeping and corporate procedures (including regular audits) helps protect the public, the Society, and Vincentian members against deceit and misuse of funds.

On pages 39 and 40 of the Manual it states: The Society of St. Vincent de Paul must meet the legal, reporting, and financial obligations required of all nonprofit, tax-exempt organizations. Since these obligations are subject to change and may vary widely from the federal to the state level, from state to state, and even from state to locality, Councils should consult the National Office for the latest federal requirements and a local attorney for the state and local requirements.

Official recognition of a Council as a member of the Society of St. Vincent de Paul requires the affirmative action of the Council General, the international governing body of the Society. Application forms for the institution of Councils may be obtained from the National Office of the Council of the United States. Completed applications are transmitted through all ascending levels of the Society.

A District Council applying for “institution” (official status) sends its application to the (Arch)Diocesan Council to which it is attached. The (Arch)Diocesan Council, having approved, transmits the petition to the National Council, which conveys it to the Council General for final action. Word of the Council General’s action is conveyed to the applicant via the descending chain of communication.

If no (Arch)Diocesan Council exists, a new District Council should seek the approval of a prior-existing, instituted District Council. Until an (Arch)Diocesan Council is formed, the first instituted District Council represents the diocese to the National Council and qualifies as a National Council Member. Three or more District Councils should form an (Arch)Diocesan Council to better serve all the Conference members of the diocese.

Generally speaking, charitable groups may act as unincorporated associations, formally organized corporations, or charitable trusts. The corporate form is preferred for its convenience, familiarity of structure, and liability limitations.

Councils should incorporate and comply with the laws of their state. The National Office can offer advice on how to proceed. An incorporated Council should check periodically to confirm that its Articles of Incorporation and Bylaws are properly recorded and available to succeeding Council leaders (“Statements of Continued Existence” may also be required in some states). Failure to properly maintain the necessary records can jeopardize the tax deductibility of donor gifts and result in revocation of the Society’s 501c3 tax-exempt status.

Insurance guidelines for Conferences, Stores, and Councils are posted in the members section of the national website. As these guidelines recommend, Councils should contact qualified professionals for advice on coverage for all aspects of a not-for-profit organization and reevaluate their policies yearly.

Although the question asks if your Council is incorporated, it is not implied that all Councils must be incorporated. The need for incorporation depends on the legal needs of the specific Council. Many

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of our District and (Arch)Diocesan Councils are not incorporated. There is a standard naming convention recommended for Councils:

Society of St. Vincent de Paul District Council of … Society of St. Vincent de Paul (Arch)Diocesan Council of … Society of St. Vincent de Paul … District Council Society of St. Vincent de Paul … (Arch)Diocesan Council.

Other names are accepted if they clearly identify the Council with the Society of St. Vincent de Paul and if they correspond with the structure of the Society.

Many District Councils have taken a legal name of Diocesan Council improperly because they are the only Council in a Diocese. Structurally they are only a District Council. This causes confusion when trying to relate what is appropriate for a District Council and what is appropriate for a (Arch)Diocesan Council. Within the structure of the Society, only District Councils have Conferences reporting to them. (Arch)Diocesan Councils have only District Councils reporting to them.

3. Are the Council’s Bylaws up-to-date and in compliance with National’s approved and recommended Bylaws? (If no, please advise what steps are being taken to comply, and the estimated completion date) (Manual p.16, p.30, p.39, p.40)

Please refer to 2 above for the Manual references specified.

On page 16 of the Manual it states: Bylaws are significant written rules by which an organization is governed. Bylaws determine how the Society of St. Vincent de Paul is structured and, along with state law, determine the rights of participants in the structure.

At the National Meeting in Chicago, September 2005, the Board of Trustees approved Bylaws for Conferences, District and (Arch)Diocesan Councils, and the National Council. Membership in the National Council of the United States, Society of St. Vincent de Paul, Inc. requires that every organizational unit (Conference and Council) have Bylaws.

The Rule is the paramount authority of the Society of St. Vincent de Paul. Should any bylaw, rule, or regulation adopted by a Conference or Council conflict with the Rule and regulations of the Society of St. Vincent de Paul as now promulgated or hereafter adopted by the International Council General or the National Council of the United States, such bylaw, rule, or regulation shall be void and of no effect.

To remain in good standing, Conferences and Councils must maintain their Bylaws (including any and all amended articles) in updated and amended form. The Conference or Council must keep a copy of their Bylaws together with the document of the Rule.

As stated above, all Conferences and Councils of the Society are required to have bylaws. In 2005, the National Council approved six versions of bylaws for Conferences and Councils: two for Conferences, two for District Councils and two for (Arch)Diocesan Councils. Most Councils and Conferences can operate using those models. Since the model bylaws have all of the required legal wording and compliance with the Rule, structure and governance of the Society, most Conferences and Councils can simply adopt an appropriate version without alteration and operate with them.

The Society understands that there are some unique circumstances that require the writing of unique bylaws. However, there is still the requirement that all of the proper legal wording be included. In addition, the bylaws must comply with the Rule, structure and governance defined by Society. All of the non-standard bylaws must be reviewed and approved by the appropriate

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authority. All bylaws must be approved by the next higher Council: Conference bylaws by the District, District Council bylaws by (Arch)Diocesan Council or the Regional Vice President if no (Arch)Diocesan Council exists, and (Arch)Diocesan Council bylaws by the Regional Vice President.Bylaws of Isolated Conferences must be approved by the Regional Vice President.

Bylaws must be reviewed and updated on a regular basis. The Nationally Approved Bylaws have been updated multiple times since approved: for IRS required wording and for clarity. All Councils and Conferences must ensure that their bylaws are current with all legal requirements. In some cases, states require organizations to submit updates to their registered bylaws annually.

4. Is your Council under National’s 501 (c) (3) Group Ruling, or your own exemption separate from the Catholic Church?a. National’s 501 (c) (3) Group Ruling ______b. We have our own 501 (c) (3) exemption______If none of the above applies, please state what steps are being taken to become tax-exempt? (Rule, Part I, 5.2; Rule, Part II, 1.6, 1.7; Manual p.30)

The Rule, Part I, Article 5.2 states: The Society is legally autonomous as to its existence, constitution, organization, rules, activities and internal government. Vincentians freely choose their own officers and manage the Society’s activities and assets with full autonomy, in accordance with their own Statutes and the legislation in effect in each country.

The Society works in cooperation with the Church but is not controlled by the Church.

The Rule, Part II, Statutes 1.6 and 1.7 emphasize that the legal requirements of every country in which St. Vincent de Paul is present must be honored. The Councils of the Society have an obligation from good stewardship to fulfill all that is legally required of Society entities.

Refer to number 2 above for Page 30 of the Manual.

All St. Vincent de Paul Councils must maintain their 501(c)(3) tax-exempt status from the IRS. This status must be separate from the Catholic Church. The tax-exempt status may be acquired either directly from IRS by filing a Form 1023 or it may be acquired by joining the National Council’s Group Tax-Exemption. District Councils that are part of a/n (Arch)Diocesan Council may alternatively have their tax-exempt status through their (Arch)Diocesan Council, if the (Arch)Diocesan Council permits this relationship to occur.

5. What was the date of the Council’s last audit or financial review? What type of an Audit or review was it, and by whom? If there has been no audit or review within the last 12 months, what steps are being taken to arrange for such an audit and / or review? (Rule, Part III, Statutes 22 and 27; Manual p.37)

The Rule, Part III, Statute 22 states: At least once a year, each Conference and Council must evaluate their service to the members, to the poor, the effectiveness of their special works, etc.,

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and explore ways to provide better service. They should also consider new types of needs they may seek to alleviate and how to find those who are in need.

Each Conference and Council must, at all times, maintain accurate records and submit an annual report to the next higher council on forms provided by the National Office.

The self-evaluation process is something that should take place annually; however, few Conferences go through this process at regular intervals. A Conference or Council that does not do this type of evaluation tends to become stagnant and members also stop growing.

Good record keeping and annual reports are all part of good stewardship. We owe this to our donors and also to the poor on whose behalf we use the resources we are given.

The Rule, Part III, Statute 27 states: When deemed appropriate Council Presidents should require audits or audit reviews of the Conferences (at minimum, an internal review), or of Councils, and Special Works under the auspices of their Council.

Council Presidents are also entitled to have access to all correspondence sent by any Conference or Council on behalf of the Society.

On page 37 of the Manual it states: To protect their members, the Society, and the public, Councils should have annual audits conducted according to accepted accounting practices. They should also prepare annual budgets and present them to their board of directors for approval.

Depending in the size of the Council and its operations, the audit required may be formal or informal. The formal audit is good business practice and is recommended as good governance; however, the cost of a formal audit by a CPA or accounting firm can be significant. This is not to discourage a formal audit in any way, simply be aware. Any Council receiving government funding is required to have a formal audit annually.

6. As a National Council Member, do you attend National meetings on a regular basis as required? Have you provided a proxy when unable to attend? (Rule, Part I, Article 3.6; Manual p.34, p.21)

The Rule, Part I, Article 3.6 states: Conferences are grouped under various levels of Councils.Councils exist to serve all the Conferences they coordinate. They help the Conferences to

develop their spiritual life, to intensify their service and to diversify their activities so that they may be responsive to the needs of those who suffer.

Councils at appropriate levels are particularly called to: create new Conferences, to help existing Conferences to expand, to promote Special Works, to prepare training courses and encourage Vincentians to attend them, to foster interest in cooperation with the Vincentian Family, to promote cooperation with other organizations and Institutions, to develop friendship between members in the same area, to provide communication to and from Conferences and higher Councils. In summary, to promote the sense of belonging to a Society which encircles the world.

Take a look at the title for section 3 of this part of the RULE. It’s titled “Members, Conferences, Councils…” It was titled that way purposely. In reading through the RULE, this current version and all prior versions, in reading through the manuals of the Society printed over the last 170 years, one

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thing becomes very clear. The Society of St. Vincent de Paul is about the member of the Society. Its purpose is for member growth – in holiness, in fellowship and in service. It then focuses on the Conference as a gathering of members – a community of faith – where member growth is promoted and enhanced.

Now we look at Councils and once again the focus is on the member and the Conference. In fact, in reading the RULE and its prior versions one finds that the primary purpose for the existence of a Council is to promote and enhance the growth of the members and the Conferences. Councils exist to serve all the Conferences they coordinate. Reading the above, we find a summary of the ways in which Councils achieve this primary goal: bringing in new members, starting new Conferences, training members, promoting friendship and community, enhancing communication.

As a general concept, there are four levels of Councils in the Society. 1. The first is the District Council which encompasses a local geographic area which includes

multiple Conferences. 2. The second is the (Arch)Diocesan Council which covers an area equivalent to the geographic

boundaries of the Catholic Diocese in which it exists. The (Arch)Diocesan Council consists of multiple District Councils.

3. Third is the National Council. In the United States this Council is responsible for all St. Vincent de Paul entities within the geographic boundaries of the U.S.

4. And, fourth is the Council General headquartered in Paris, France. This is responsible for all Society activity throughout the world.

On page 34 of the Manual it states: Councils are at the service of all Conferences under their jurisdiction. In the United States, District and (Arch)Diocesan Councils have similar responsibilities. Substantial differences between the two are usually limited to geographical coverage and membership constituency. To illustrate: District and (Arch)Diocesan Councils are both involved in extending the Society. The District will have as its first task the job of extension within its immediate jurisdiction. The (Arch)Diocesan Council, on the other hand, will want to push for organization in non-organized areas of the diocese; it will be only indirectly involved, by encouragement and evaluation, with the extension work for which its District Councils have immediate responsibility.

The distinction between (Arch)Diocesan and District Council responsibilities may not always be obvious, or precise. In keeping with the principle of subsidiarity, the Society’s work should be organized and conducted at the least complex and most proximate level of organization. The Conference, for example, is closest to the people served and serving in a parish. It would be inappropriate, therefore, to transfer the Conference work of home visitation to the Society’s central administration.

The same principle applies to the roles of (Arch)Diocesan and District Councils. If a District Council can perform a needed neighborhood or community task, the District Council, being closer to its constituent Conferences than is the (Arch)Diocesan Council, shall be the priority instrument for that particular work. In most cities, for example, the District Council is so situated geographically as to be the logical instrument for thrift store operations.

Councils provide for the spiritual and Vincentian formation of the members, the celebration of festival meetings, and the promotion of friendship among members. Attentive to the needs of those who are poor, they strive to intensify and diversify the services offered.

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Councils help in the following areas, as needed: internal communication; formation and education; spirituality; reports; collaboration; outreach; advocacy; and external communication.

Councils help Conferences in their ministry to the needy. For instance, when an individual Conference faces heavy demands for person-to-person financial aid, the Council offers what support it can from the common fund. Helping is a word that defines the Vincentian spirit, describing not only the day-to-day services of the Society but also the relationship among members, between Conferences and their District Council, between District Councils and their (Arch)Diocesan Council, and between (Arch)Diocesan Councils and their Regional Chairs and National Council.

Attending Society meetings at all levels promotes the key Vincentian values of mutuality and friendship. To their District Council, Conferences give their ideas, the benefit of their experiences, and the willingness to share responsibility for special works and to assist other Conferences in need. From their District Council, Conferences receive the knowledge and inspiration of fellow members, expanding their Vincentian horizons and developing a sense of worldwide responsibility.

On page 21 of the Manual it states: District and (Arch)Diocesan Councils provide the national Ozanam Orientation program for new and veteran members, so they can better understand the nature and purpose of the Society and develop the attitudes and knowledge necessary to serve and empower the needy.

The expectation is that Councils will send voting members and committee members to the National Meetings (annual and midyear) as needed. The National Council Member is the voting member. Each diocese in which the Society has a Council has one vote in the National Council. Councils are asked to provide members who will be active in committees and task forces as well. As Conferences are expected to participate in District and (Arch)Diocesan Councils, so Councils are expected to participate in the Regions and National Council.

7. Do you as a National Council Member; encourage membership attendance at Regional meetings? Does the Council offer financial support to members unable to attend due to lack of sufficient funds? (Rule, Part I, Article 3.6; Part III, Statute 28; Manual p.34, p.21)

Refer to 6 above for the Rule, Manual and commentaries related to this question.

The Rule, Part III, Statute 28 states: Vincentians entrusted to undertake previously and duly authorized offices, missions, or tasks for the Society are entitled to the refund of the expenses incurred.

This is more than just an entitlement. Within the Spirit of the Society, all the works of the Society are works of the group and not the individual. If a member does not get reimbursed for expenses, the work becomes an individual effort and this often causes confusion when members then do what they want rather than what is agreed to by the Conference or Council.

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8. Has the Council filed the required IRS 990 form for the last fiscal year? If not, what steps are being taken to come into conformity? (Manual p.30, p.39 and p.40)


9.Annual reports are due each year. What was the submission date of your last report? If unable to meet the prescribed deadline, what was the reason? (Rule, Part III, Statute 22; Manual p.31)

The Rule, Part III, Statute 22 states: At least once a year, each Conference and Council must evaluate their service to the members, to the poor, the effectiveness of their special works, etc., and explore ways to provide better service. They should also consider new types of needs they may seek to alleviate and how to find those who are in need.

Each Conference and Council must, at all times, maintain accurate records and submit an annual report to the next higher council on forms provided by the National Office.

The self-evaluation process is something that should take place annually; however, few Conferences go through this process at regular intervals. A Conference or Council that does not do this type of evaluation tends to become stagnant and members also stop growing.

Good record keeping and annual reports are all part of good stewardship. We owe this to our donors and also to the poor on whose behalf we use the resources we are given.

On page 31 of the Manual it states: The fiscal year of the Society of St. Vincent de Paul begins October 1st and concludes September 30th. Conferences report their activity for the year to their affiliated Council. Councils compile all Conference reports and forward these compilations to the next higher Council, along with their own reports. The National Council, in turn, collects all the compilations and publishes a Consolidated Annual Report that is distributed to all U.S. bishops, the U.S. Congressmen, and all U.S. members of the Society. Donors frequently request this document, as do foundations and federal agencies processing grant applications. The Consolidated Annual Report derives its value from the timely, accurate reports of the Conferences and Councils.

There are a number of Councils, Conferences, Stores and Special Works that have fiscal years that do not correspond with the standard October 1 through September 30 fiscal year of the Society. This is a very small percentage of the whole. It is recommended that they change their fiscal year to match the rest of the Society at the first convenient opportunity.

10.Does your Council have a Stores operation? And if so, what was the submission date of your last Stores report? If unable to meet the required deadline, what was the reason? (Rule, Part III, Statute 22; Manual p.31)


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11.National Solidarity Contributions are due no later than November 1st each year. What was the date of your Council’s most recent contribution payment? If past due, what was the reason? (Rule, Part III, Statute 25)

The Rule, Part III, Statute 25 states: In the United States, a variety of means exist to ensure the proper collections for the poor and to maintain the Society’s structure, nationally and internationally, i.e., special collections, solidarity contributions, fundraisers, twinning, and special works. All collections are conducted in the spirit of friendship, solidarity, and sharing.

It is through various efforts to raise funds that we are able to satisfy many of the different needs that are presented to us. As of September, 2013, a new solidarity formula was approved by the National Council. It is through this formula process that Councils and Conferences provide support for the National Council, Regions, stores and the Council General International.

12.What was the date of your Council’s institution? In order to be eligible to cast a vote during National meetings, the Council must be instituted. If your council has not been instituted, what steps are being taken to become eligible? (Rule, Part I, Article 3.8; Rule, Part III, Statute 6)

The Rule, Part I, Article 3.8 states: The visible unifying link within the Society is Aggregation of the Conferences and the Institution of the Councils declared by the Council General.

You a not truly a member of the Society of St. Vincent de Paul until you belong to a Conference and/or Council formally recognized as such by our Council General International. This is accomplished by a process of aggregation for Conferences and institution for Councils. Although the process is simple, the procedure does change on occasion. Details about this process can be acquired from our National Council Office.

The Rule, Part III, Statute 6 states: All Conferences and Councils are full members of the Society when they are respectively Aggregated or Instituted by the Council General.

All Conferences seeking Aggregation and Councils seeking Institution are required to follow the procedures established by the National Council at the time of application. The National Council complies with the appropriate criteria of the Council General.

At the time of the writing of this document, the application process for Institution consists of filling out a two page document and having appropriate signatures from District Council, Diocesan Council and National Council Presidents before being forwarded to Paris to the Council General. The Certificate of Institution comes by the reverse path. This process may take as long as six months to complete. At the time if this writing, the Council General meets twice annually to review Aggregations and Institutions. It is at the time the document is signed in Paris that the Conference is officially recognized as part of the Society.

In addition, it is a requirement of the National Council Bylaws, that voting members of the National Council must be from “instituted” Councils.

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13.Does the Council have a record of their conferences that are currently aggregated by International? If no, what steps are being taken to compile an up-to-date record? (Rule, Part I, Article 3.8; Rule, Part III, Statute 6)

Refer to 12 above for Article 3.8 and Statute 6 and their commentaries.

14.Does your Council use the membership roster of the National Database, or the Council’s own membership roster? If you use your own roster, how is the National Database roster updated? Does the Council maintain the membership roster, or are the conferences responsible for updating their own membership list? (Manual p.45)

On page 45 of the Manual it states: Every organization depends upon effective communication to achieve its goals. The Society’s Strategic Plan calls for improved communications at all levels. The National Office staff strive to make sure that the National database has accurate and complete information on all members, so that they can keep everyone informed about important matters affecting the Society.

Members have a right to know what is going on and to receive information in a timely fashion. They also have an obligation to keep their contact information current. The vision of the Society of St. Vincent de Paul is to “embrace the world in a network of charity.” Our membership database is the nucleus of that network. By keeping every portion of it accurate and up-to-date, we ensure that Vincentians across America stay connected and can embrace the world together.

Access to update the National Council’s database is available throughout the Society’s hierarchy down to the Conference level. Within each Region, Council and Conference, there should be someone responsible for updating the database at their level.

15.What is the meeting frequency of your Council? What is the meeting frequency of Conferences under your jurisdiction? (Manual p.36; Rule, Part I, 3.3.1, Part III, Statute 5)

On page 36 in the Manual it states: To enliven and enrich those who attend, meetings must have meaningful content and spirituality. They should be interesting, informative, and decisive. Especially important is the cultivation of friendship. The President sets the tone, showing the same solicitude for the members that they do for the poor they visit.

Rather than conduct business by mail, phone, or web, Vincentians hold meetings to take advantage of the creative interaction and synergy that can occur in a group. Meetings harness the collective knowledge, experience, and wisdom of the members to create solutions that might elude the individual. When members have taken ownership of them, Council decisions can be implemented more effectively.

Meetings are the Society’s most effective form of communication. Careful attention to detail and thorough preparation assure their success. … Well-planned meetings have these three components:

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Formation. Time for prayer, faith-sharing, and spiritual formation in Vincentian ministry and service.

Planning. Development and review of a local plan based on the National Strategic Plan. Work. The chance for everyone to be heard on discussion and decision items within a

guided, timed, focused setting. Standard reports are usually mailed to members ahead of time.

Follow-up. A summation of the meeting and what was accomplished, and the preparation of an agenda for the next one. Minutes should be brief, listing the discussion/decision items with their main points, the outcomes, and next steps.

The Rule, Part I, Article 3.3.1 states: The Conferences meet regularly and consistently, usually weekly, but at least every fortnight.

This Article is very clear except for fortnight (14 days). In the United States we interpret this to mean at least twice a month. Weekly, every other week (bi-weekly), and twice a month (semi-monthly) are acceptable meeting frequencies.

The Rule, Part III, Statute 5 states: Members of the Society, traditionally gather in communities called “Conferences,” which meet weekly, or at least twice a month. This is to affirm the importance of the spiritual and social dimensions of Vincentians coming together as a community of faith and love, prayer and action.

Weekly (or twice a month at a minimum) meetings has been promoted by the Society for many years. It is now a requirement within the Rule. It is primarily within the meeting of the Conference that the three essential elements of the Society come together: growth in holiness, community (fellowship), and service.

16.What steps are being taken to ensure that elections both at the Council level and Conference level are being conducted according to the Rule and prescribed Bylaws? (Rule, Part III, Statute 12; Bylaws for Conferences, Article 8; Bylaws for (Arch)Diocesan Councils, Article 12)

The Rule, Part III, Statute 12 states: For a specific period of time the Society chooses qualified members for the various Council and Conference leadership positions who will carry out their tasks with the same dedication with which they work within their own Conference.

It is important that officers, at all levels participate regularly in meetings and charitable activities of the Society and visit the poor as often as possible.

President: The election of Conference and Council Presidents is held by secret ballot in accordance with an approved set of procedures (by the local Council) that are consistent with the Rule and Statutes and Bylaws of the Society.

The term of office of a Conference, District or (Arch)Diocesan Council President is three years, once renewable; except for youth conferences the term is one year, once renewable. Once a President has served for two consecutive three-year terms, that person will not be eligible for re-election as President until a three-year term has elapsed under a different President.

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The term of office of the National President is six years, not renewable. The President is elected by secret ballot in accordance with the National Council Bylaws.

Officers: Each Conference or Council should have at least a Vice President, who exercises all the functions of the President when the latter is absent, a Secretary and a Treasurer all of which are appointed by the President after consultation with the members. The President may appoint other officers.

All officers named by the President serve at the pleasure of the President. Such appointments terminate automatically when a new President takes office. An incoming President may reappoint an officer or officers and others who served under the previous President. To safeguard the good reputation of the Conference or Council and therefore, that of the Society itself, appointees should not be relatives of the person empowered to make the appointments.

Just a few notes: The election… held by secret ballot. This is in the Rule; the election process is clearly defined in a

document on the National website: Election Process – Conference.” Officers consist of, at least, a Vice President, Secretary and Treasurer. Some Conferences try to

get by with fewer officers. In order to officially exist, the Council or Conference must have a full slate of officers and no individual member should hold more than one officer role.

The appointments are made after consultation with the members. Servant leadership puts the decision making in the hands of the members.

An incoming President may reappoint an officer or officers and others who served under the previous President. This means officers other than the President may serve for life.

Appointees should not be relatives of the person empowered to make the appointments. This part of the Rule has been violated by numerous Conferences. There are solid reasons to ensure the Rule is followed.

The officers’ term of office ends when a new President takes office. This is important to understand. When a President resigns, the other officers still hold their offices until the new President takes office. This way the Conference is not lacking in leadership and can still function properly.

In the Bylaws for Conferences, Article 8, it states:Election Process for Conference President:The Conference is directed by a President elected through a process that culminates in a secret ballot for a three-year (one year for youth conferences) term (beginning on October 1st), which may be renewed once. A method for breaking a tie must be established at the beginning of the election process. For serious reasons, and in accordance with The Rule, an election can be annulled. A retiring President who has just served two consecutive terms is not eligible for re-election as President until a further period of three years has elapsed. After a Conference President has been selected the name of that person shall be submitted to the District Council President, thereupon that person shall be enrolled as a member of the District Council and installed at the next District Council Meeting.

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Extraordinary Circumstances:Should the President resign, become permanently incapacitated, be removed from office or die during the term of office, then the Vice President of the Conference shall act as President until the election of a new President. Upon the vacancy of the office of President prior to the completion of the term of office, the Vice-president shall within ten days from receipt of the notice of the vacancy of the office of President initiate the election process. The election is then held within 3 months. The newly elected President’s term of office begins on the date of election to that position and installation occurs on October 1st of that year. Irrespective of the months involved, the portion of year one in office is counted as the first year with the remaining 2 years of a three-year term of office beginning October 1st of that year.

If the President, because of illness or any other reason, were unable to attend and preside at any meeting of the Conference this privilege and duty may be delegated to the Vice President or any Officer.

In the Bylaws for (Arch)Diocesan Councils, Article 12, it states:Election Process for President of the (Arch)Diocesan Council/Board:The (Arch)Diocesan Council/Board is directed by a President elected through a process that culminates in a secret ballot for a three-year term (beginning on October 1 st), which may be renewed once. A retiring President, who has just served two consecutive terms, is not eligible for re-election as President until a further period of three years has elapsed.

The President of the (Arch)Diocesan Council/Board convenes a Nominating Committee whose duty it will be to initiate and conclude the election process for the position of President of the (Arch)Diocesan Council/Board. A slate of candidates shall be prepared and presented to the Council/Board. A period of three months should be allowed for appropriate (Arch)Diocesan Council/Board members to consult with their District Council and to afford an opportunity to allow the candidates to be known to the members. Ballots will then be distributed to the Conferences or District Councils and the election held. A method for breaking a tie must be established before the vote occurs. If a tie should occur the process must provide for those casting the tie-breaking vote to be elected Council President. Only District Council Presidents and no (Arch)Diocesan Council/Board appointees are eligible to vote in this election.

After an (Arch)Diocesan Council/Board President has been elected that person should be installed at the next meeting of the Council/Board and the name of that person be submitted to the National Council President and the Regional Vice President, and thereupon that person shall be enrolled as a member of the National Council and the Region and installed at their next meetings.

Extraordinary Circumstances:Should the President resign, become permanently incapacitated, be suspended from office (see Article #34 – Circumstances Under Which Officers May be Suspended), or die during the term of office, then the First Vice President of the Board of Directors shall serve as President until the election of a new President.

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Upon the vacancy of the office of President prior to the completion of a three year term, the First Vice President shall within ten days from receipt of the notice of the vacancy of the office of President, convene a Nominating Committee whose duty it will be to initiate the election process. A slate of candidates shall be prepared and presented to the (Arch)Diocesan Council/Board. A period of three months should be allowed for the appropriate (Arch)Diocesan Council/Board members to consult with Conferences within their own District Council. Ballots will then be distributed to the (Arch)Diocesan Council/Board Members and the election held. The newly elected President’s term of office begins on the date of election to that position and installation occurs on October 1st of that year. Irrespective of the months involved, the portion of year one in office is counted as the first year with the remaining two years of a three-year term of office beginning October 1st of that year. Only District Council Presidents and no (Arch)Diocesan Council/Board appointees are eligible to vote in this election.

If the President, because of illness or any other reason, were unable to attend and preside at any meeting of the (Arch)Diocesan Council or conduct Council business, this privilege and duty may be delegated to the first or Second Vice President.

For serious reasons, the next higher Council can annul an election.

17.Does the Council have an active Spiritual Advisor, and if so, is it a priest, religious, or lay person? (Rule, Part I, 3.13, Part III, Statute 15, Manual Pages 48-49)

The Rule, Part I, Article 3.13 states: Members of the Society are united in the same spirit of poverty and sharing. They encourage one another to live a profound spiritual life and spirit of prayer. For this purpose, the role of Spiritual Advisor is very important.

It is essential that every Conference have an “active” Spiritual Advisor. The Spiritual Advisor’s role is the animate, encourage and promote the spiritual growth of each member. The Spiritual Advisor must provide a spiritual reading for each meeting, facilitate a discussion of that reading (not a homily or sermon), and attend the remainder of each meeting advising the members as necessary in their decision making about who we are and what we are about. The Spiritual Advisor encourages each member to grow spiritually with the opportunities that are presented through the Society and/or their parish: retreats, days of recollection, rosaries, scripture studies, adoration of the Blessed Sacrament, daily Mass, daily prayer and more. Because our primary goal as a Vincentian is to grow in holiness, to grow closer to God, it is important that we regularly place this in the forefront of all of our activities.

The Rule, Part III, Statute 15 states: Since the beginning of the Society, a Spiritual Advisor has been appointed to help foster spiritual life within the Conferences and Councils under the guidance of the Holy Spirit and in conformity with the Rule and Statutes of the Society.

Should a member of the ordained clergy, i.e., a priest or a deacon, not be available to act as the Spiritual Advisor, the President of the Council or Conference, after consultation with the Council or Conference and the President of the next higher Council, may appoint a layperson who has had training consistent with the policies of the National Council regarding the formation and training of Spiritual Advisors. At the Conference and Council levels appropriate church protocol

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should be observed when appointing ordained spiritual advisors. Priests and deacons are not eligible to be elected or appointed in the Society to any office outside their spiritual role.

One of the things that is not made explicitly clear here in this statute is that if a layperson is chosen to be the Spiritual Advisor, that person must be Catholic. It may not be stated here, but you can refer back to Part I of the Rule, Article 6.5 (Preserving the Catholic credo and ethos) where it does state explicitly: “The Catholic beliefs and ethos of the Society of St. Vincent de Paul must be preserved. The President, Vice-President and Spiritual Advisor should, therefore, be Roman Catholic.” It does not happen very often, but there have been times when this has been violated and needed to be rectified as soon as possible.

The National Council has published a Spiritual Advisors Handbook which describes the role and responsibilities of the Spiritual Advisor. It also describes what the qualities are of a Spiritual Advisor and what type of background one should have. Experience has shown that the growth of members, the Conference and the Council are very dependent on the influence of the Spiritual Advisor. That is why so much emphasis is placed on each Conference and Council having an active, qualified Spiritual Advisor.

On Pages 48 and 49 in the Manual it states: Council and Conference leadership must select a person who is both willing and able to devote the necessary time and energy to the role of Spiritual Advisor. Spiritual Advisors are indeed full Council/Conference members, but they do not serve as officers; if ordained, they do not vote. Often a Catholic lay member of the Society of St. Vincent de Paul will be chosen, though an ordained priest or deacon, vowed religious, or parish pastoral staff may fill this role. Within the first Conference of Charity, the Catholic layman Emmanuel Bailly assumed responsibility for the spiritual health of the Conference and its young members and serves as a model for today’s Spiritual Advisor.

The Spiritual Advisor’s task is that of spiritual animator. The Spiritual Advisor enables members to better understand the meaning of charity and its practical application toward those in need, and assists with the development of their Vincentian Spiritual Life.

Spiritual Advisors play an important role in promoting the work of the Society. In keeping with changing times and needs, they provide inspiration and challenge for the adoption of new works. The Spiritual Advisor attends the meetings, participates in the discussions, and provides guidance to the Council or Conference membership on spiritual matters. As circumstances permit, Spiritual Advisors actively participate with other members in direct service to the needy.

18.How many Ozanam Orientations were held in the last fiscal year? How many attended? How many Ozanam Orientations are planned for this fiscal year? (Rule, Part I, Articles 3.6 and 3.12; Resolution 93)

Refer to 6 above for Article 3.6 and its commentary.

Refer to 1 above for Article 3.12 and its commentary.

Refer to 1 above for the excerpt from Resolution 93.

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19.What steps are being taken to ensure that Conferences are making regular Home Visits as required? (Rule, Part III, Statute 8; Manual p.23)

The Rule, Part III, Statute 8 states: Visits to those in need should be made in their environment. This contact with friends in need should always be made in a spirit of friendship, respect, cordiality, empathy and affection. It should also promote self-sufficiency whenever possible for those who suffer and show concern for their deepest needs.

Services are provided regardless of race, creed, color, gender, sexual orientation, criminal justice status, disability, marital status, veteran status, national origin, age, or physical handicap.

Home visits always are made in pairs.

Home visits always are made in pairs. Two-by-two – this is what our Lord promoted among His disciples – need we say more. The two-by-two rule should not be limited to home visits. It is highly recommended for every encounter with those in need, regardless of where or what the service is that is being provided. Some have recommended that a third Vincentian might be used where safety is a consideration.

On Page 23 in the Manual it states: Vincentians always visit in pairs. This practice emphasizes the Conference’s status as a community, not a collection of individuals who “do their own thing.” The visiting team is ideally composed of Vincentians of both genders, various age groups, and different life experiences, so that a better perspective of the needy person’s situation can be gained, and various courses of action explored. From the beginning, Vincentian visitation to the needy was done in pairs for the protection both of the needy person and the members. The precedent was set by Christ Himself, when He sent out the Apostles two by two. The Society wisely continues this tradition in the interest of safety, liability, and propriety.

In this litigious society, it is also important to understand that liability insurance protection that is recommended to all Conferences and Councils will be ineffective if it is shown that Vincentians were negligent or not in compliance with our rules, principles, and practices. By going on visits alone rather than in pairs, Vincentians may be jeopardizing the status of the Society both locally and at a higher level.

20.Which Work Plan Items in the National Strategic Plan are being work on, and how many has your Council completed? (Manual p.45)

On page 45 of the Manual it states: In 2000, under the leadership of then-National President Eugene Smith, the National Council of the United States approved a Strategic Plan for the Society of St. Vincent de Paul:

Goal 1: Promote greater spiritual growth at every level of the SocietyGoal 2: Enhance the image of the Society to become a more visible sign of ChristGoal 3: Encourage greater unity at every level of the Society Goal 4: Develop greater solidarity with and care for people who are poorGoal 5: Build relationships with the Church, Vincentian Family, and other organizations

serving people in need.

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Goal 6: Prepare a comprehensive development program for coordinated fundraising.Updated in 2006, the Strategic Plan continues to enable the Society to grow and become more effective in serving Christ’s poor. The Strategic Plan is the plan for the entire Society in the United States. It belongs to each and every Vincentian.

The original plan included five goals. Goal 6 was adopted in 2006. The Strategic Plan was additionally updated in 2012. The goals have changed slightly:

Goal 1: Enable spiritual growth and leadership development throughout the Society.Goal 2: Develop communications resources to serve persons living in poverty, members,

donors, and collaborators.Goal 3: Achieve unity at every level of the Society Goal 4: Embrace systemic change to deepen solidarity for and with those living in poverty.Goal 5: Collaboration. Establish collaborative relationships with diverse organizations around

issues of poverty.Goal 6: Execute a comprehensive development program for coordinated national and local

giving to fund the Society’s Mission and Vision.Within each goal, there are a number of objectives and work plans that have been approved by the National Council.

21.A similar evaluation tool is available for District Councils and Conferences. Is this being used by the Diocesan Council leadership to evaluate their performance?

22.Resolution 114: Resolution on Noncompliance

Resolution 114 was approved by the National Council on April 12, 2013. This resolution identifies specific issues of noncompliance which need to be addressed as quickly as possible, violations which can lead to the suspension and removal from the Society of the offending Vincentian, Conference or Council. Stated below is the key portion of that resolution.

Be it resolved that legal issues which involve one Council or one Conference have the potential for affecting the whole Society and, therefore, if not addressed, will lead to the suspension and removal from the Society of the offending Vincentian, Conference or Council if not corrected in a timely fashion. Such legal issues include but are not limited to the following:- Violation of any state statute, local ordinance, or federal law or any regulations adopted by

any state, local government, or federal agency which violation relates to the operation of not-for-profit organizations

- Failing to conduct an annual audit- Failing to file a Federal Form 990 or any required state form- Adopting Bylaws that have not been updated to comply with federal requirements- Giving funds to non-Vincentian organizations or for non-Vincentian activity- Failing to submit required annual reports - Failing to allow women or minorities as Conference members - Maintaining large balances that do not constitute legitimate reserve for future operations

and which constitute hoarding- Failing to enact Bylaws that are in compliance with those approved by National Council

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- Failing to make home or similar visits in pairs – i.e., allowing only one Vincentian to make such visits

- Having officers who are not active members of the Society- Limiting assistance to certain groups to the exclusion of others- Acting in an autonomous manner and as though not answerable to the Society - Changing Bylaws to permit activity contrary to The Rule of the Society- Removing members without complying with The Rule of the Society- Violating confidentiality of those being served- The failure of National Council Members to attend National meetings- Raising funds across Council boundaries without permission and without adequate

disclosure to the public- Any other issues having legal implications.

For more information or a further explanation of this material, contact your Regional Vice President or the Senior Director of Governance at the National Council Office (314) 576-3993.

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