1. St. Vincent de Paul Society Conference President Training
September 2015

2. Topics Essential Characteristics of the Society Servant Leadership
District Councils
Working with the Pastor
Financial and Legal Matters

3. Essential Characteristics of SVDP Society
Diverse Lay Society
Spirit of youth
Universal Society
Catholic
Opposed to Hoarding
Minimal Expenses
Sharing money, knowledge, time
It is a lay Society, composed of men and women, young and old, sick and poor.
It is a Society with a spirit of youth which gives it dynamism, enthusiasm, a generous acceptance of risk, a creative imagination and above all the faculty of adaptation.
It is essentially a universal Society, which is one of the signs of the love of God and of His Grace. This universality should not be confused with uniformity. The Society remains one, even though its activities take many forms, which are not limited to the relief of material poverty.
The Society is Catholic, open to ecumenism in the universal Church. It should bear witness to this in its apostolate of charity.
The Society is traditionally poor. The spirit of poverty is opposed to all hoarding; administrative expenses should be reduced to a minimum. The spirit of poverty is also the spirit of sharing: sharing money, knowledge, available time and the comfort which emanates from personal contact.

4. Fundamental Principles of the Vincentian Apostolate
Two features sum up this apostolate: living in personal contact with those who suffer and living its spirit in common.
Translated into:
person-to-person contact;
personal gift of the heart;
diverse community of lay people
In accordance with the needs of the modern world
Attitude of sincerity, shared friendship and delicacy
Two features sum up this apostolate: living in personal contact with those who suffer and living its spirit in common.
These are translated into practice:
by person-to-person contact;
by a personal gift of the heart;
by participation in a diverse community of lay people animated by the same vocation.
These essential features should operate in accordance with the needs of the modern world.
We must go very much beyond material add and seek dialogue with those who suffer, whatever their suffering may be, without any trace of paternalism but rather in an attitude of sincerity, shared friendship and delicacy. Every charitable work animated by such a spirit can be a work of the Society of St. Vincent de Paul.

5. Character of the Society
Vincentian family - those who help and those who are helped
Importance of spiritual life
Each president is at the same time a member of the next higher Council
The members of St. Vincent de Paul appreciate that Christ identified Himself with the poor: "Whatever you did to the least of these my brethren, you did it to me." (Matt. 25,40.)
Vincentian engagement is fully rooted in the Gospel message, permanent reference to which will, in clarifying our action through service, keep it from degenerating into activism or philanthropy.
The concept of the Vincentian family embraces both those who help and those who are helped, leading to a sharing with the latter of the affection given to our own family.
Fundamental importance is attached to the spiritual life.
Presidents are elected at all levels. Each president is at the same time a member of the next higher Council.

6. Founders Words on the Poor
St Vincent de Paul
“After the love of God, your principal concern must be to serve the poor with great gentleness and cordiality, sympathizing with them in their ailments and listening to their little complaints, for they look on you as people sent by God to help them. You are therefore intended to represent the goodness of God in the eyes of the poor.”
St. Louise de Marillac
“You must show the poor affection, serving them from the heart, inquiring of them what they need, speaking to them gently and compassionately, procuring necessary help for them without being too bothersome or too eager.”

7. Founders Words on the Poor (Cont’d)
Blessed Rosalie Rendu
“See Christ in his poor and approach each one you visit with humility as his servant. Be kind and love, for love is your first gift to the poor. They will appreciate your kindness and your love more than all else you bring them.”
Blessed Frederic Ozanam
“Knowledge of the poor is gained by visiting the slums where they live, sitting by the bedside of the dying, feeling the cold they feel and learning from their lips the causes of their woes.”

8. The Rule of the Society Objectives and spirit of the original founders
Three Parts
Rule of the International Confederation
Statutes of the International Confederation
Statutes of the National Council
Every Conference and Council must comply
National Council can suspend/exclude for non-compliance
Developed to help preserve the objectives and spirit of the original founders
Three Parts
Rule of the International confederation
Statutes of the International Confederation
Statutes of the National Council of the United States
Every Conference and Council is required to comply
National Council can suspend or exclude for non-compliance
Conference can lose 501(C)(3) and SVDP name

9. Statutes of the National Council of the United States
Conference structure and operations:
Membership Types
Active– count determines quorum – only ones to vote
Associate – non-Catholic – no vote and cannot hold office
Conferences and their work
Conference meeting essentials
Meeting frequency
Aggregation
Defines Conference structure and operations:
Membership Types
Active – count determines quorum – only ones to vote
Associate – non-Catholic – no vote and cannot hold office
Conferences and their work
Conference meeting essentials
Meeting frequency
Aggregation

10. Statutes of the National Council of the United States (Cont’d)
Governance and Management
Servant leadership
Officers
Special Projects
Subsidiarity and Democracy
Accountability
Annual reviews and reports
Property and funds
Collections for the poor and to maintain the structures
Use of funds
Council President’s rights
Relationships
Governance and Management
Servant leadership
Officers – Selection process and Terms, Spiritual Advisor
Special Projects
Subsidiarity and Democracy
Accountability
Annual reviews, finance and activity reports
Property and distribution of funds
Collections for the poor and to maintain the structures
Use of funds, refund of expenses
Council President’s right to audit and see correspondence
Relationship with civil society, work of Social Justice, political independence

11. Mission Statement – Essential Elements
A Catholic lay organization
Inspired by Gospel Values….
Leads women and men to come together
to grow Spiritually and in Friendship
By offering person-to-person service
Spirituality
Friendship
Service

12. Mission Statement – Essential Elements
A Catholic lay organization
Inspired by Gospel Values….
Leads women and men to come together
to grow Spiritually and in Friendship
By offering person-to-person service
Spirituality (Sanctity)
Friendship (Solidarity)
Service

13. SVDP Organization Conference District Council Diocesan Council Region
USA National Council
Council General

14. SVDP Organization Individual Parish Conference District Council
Diocesan Council
Region
USA National Council
Council General
Individual Parish
Conference
Group
Diocese
8 Regions
St. Louis, MO
Paris

15. The Conference Basic unit of the Society
Support members in mission to serve the Poor
Officers serve members
Person-to-person service
Determines help and works
No financial compensation to members
Diverse membership
The basic unit and essential grouping of the society
Conference exists to support its members in their mission to serve the Poor
Conference Officers serve the conference members
Engages regularly in the person-to-person service of those in need
Determines those helped and the works to be performed
Services are provided without recompense to the members
Members may be men, women or mixed; may be adults, youth or both

16. The Conference Cont’d
May be established in a wide variety of social groups and settings
Parish
College or school
Firm or company
Special works
Assist widows, divorced women and unmarried mothers
Comfort the sick
Consolations to the dying
Bring Christ to the sick or homebound
May be established in a wide variety of social groups and settings
Parish
College or school
Firm or company
Special works
Assist widows, divorced women and unmarried mothers
Comfort the sick
Bring consolations of religion to the dying
Bring Christ to the sick or homebound – conference of extra-ordinary ministers

17. The Conference Cont’d Size of Membership Too small – less than 5
Too large – 25 or more
In USA Conferences average 22 members
Name
Typically the parish name
Frequency of meetings – (Weekly, but at least twice a month)
Cohesive community
Frequent prayer
Members to work and grow as a team
Note: When conference applies for Aggregation, the application presumes that the conference meets weekly, and if not, an explanation must accompany the application.
Size of Membership
Too small – less than 5 – seriously restricts the functioning and scope
Too large – 25 or more – militates against intimate involvement of members as problem solvers
In USA Conferences average members
Name
A parish conference takes the name of the church to which it is attached
Frequency of meetings – (Weekly, but at least twice a month)
Helps form the conference as a cohesive community
Frequent prayer in common contributes to conference vitality
Enables members to work and grow as a team in resolving the individual and family difficulties brought to its attention
Note: When conference applies for Aggregation, the application presumes that the conference meets weekly, and if not, an explanation must accompany the application.

18. The Conference is the Base
Raise money
Recruit volunteers – consider diversity
Caseworkers
Create and manage special works
Everything rests on the Conference:
Raise money to fund the work
Recruit volunteers based on the diversity of the community to do the work
Caseworkers that call on the poor
Create and manage special works with council approval
Food Pantry
Thrift store
Housing (Shelter)
Car programs
Fund Raising
Annual Rummage Sale
Dining Room
etc…

19. Conference Principles
Spirituality
Servant Leadership
Comply with Society Governance Documents

20. Governance of the Society
Governance of the Society is contained in the following documents:
Rule By-laws Manuals
Resolutions by councils (Nat’l, Diocesan, District)
Policies and Procedures
Vincentians at all levels are to ensure that the mission and conduct of the society stays true to the above directives

21. Conduct of Meetings Pray at beginning and end of meeting
Spirit of love, simplicity and Christian joy
Essentially spiritual occasions
Spiritual content:
Pray at beginning and end of meeting
Spiritual reading and a brief discussion
Sacrificial contribution
Meetings should be imbued with the spirit of love, simplicity and Christian joy
Meetings are essentially spiritual occasions
Spiritual content has several elements:
Members pray together at the start and end of each meeting
Spiritual reading or meditation and a brief exchange of views on same
Sacrificial contribution involving meaningful self-denial is made through a secret collection taken up at every meeting – shows spirit of sharing – no fixed amount

22. Conduct of Meetings Cont’d
Meetings include:
Report of member activities
Assign new cases
Group decisions
Start and end in a timely manner
Follow an agenda
Meetings include:
Report of members on the Vincentian activities
Assignment of new cases
Group consultations on actions taken or to be taken to assist those being helped
Meetings should start and end in a timely manner (always accomplish the essential parts of a meeting)
Meetings customarily follow an agenda

23. Conduct of Meetings Cont’d
Recommended Agenda:
Call to order
Roll call
Opening prayer
Spiritual reading and discussion
Approval of Minutes
Home visit reports
President’s report
Secretary’s report
Treasurer’s report
Read a segment of the Rule and discussion
A Conference meeting Agenda includes the following components:
A punctual call to order
Roll call
Opening prayer (which should always include a prayer to the Holy Spirit, the Lord’s Prayer, the Hail Mary and a prayer for those whose suffering they wish to share)
Spiritual reading (or meditation, address) members comment as a means of sharing their faith
Approval of Minutes of previous meeting
Home visitation reports (resolve problems and learn from others experience)
President’s report
Secretary’s report (including correspondence received)
Treasurer’ Report
Read a segment of the Rule and discussion

24. Conduct of Meetings Cont’d
Recommended Agenda: (Cont’d)
Secret collection
Committee reports
Membership reports
Resolutions
Special Works reports
Old business
New business
Time and Place of next meeting
Closing prayer
Adjournment
A Conference meeting Agenda includes the following components: (Cont’d)
Secret collection
Committee reports (if Committee exist)
Membership reports (VP responsible for recruiting and reports members sick needing help and prayers)
Resolutions (especially new member)
Special Works reports (if any)
Old business
New business (only after old business)
Time and Place of next meeting (include any Festival meetings and Conference Liturgies)
Closing prayer
Adjournment

25. Conduct of Meetings Cont’d
Roll call
Not truancy
Included in minutes
Concern for members
The greater the number of members the greater the value
Are they sick or disappointed, need a ride, etc.
Call to determine situation
Let them know they are missed
Find out when they will return
If disappointed, identify the problem, see if it can be fixed
Roll call at Conference Meeting
Is not a truancy function
Included in minutes or as attached roster to minutes
Shows concern for members
The greater the number of members the greater the value
Identifies those not attending (are they sick or disappointed, need a ride etc.)
Membership VP should call to determine situation
Let them know they are missed – do they need a ride?
Find out if and when they will return
If disappointed, identify the problem, see if it can be fixed

26. Conference Meeting “Heart of all Society activity”
Fellowship, spirituality and organization
Meeting tone
Mini training sessions (such as Serving in Hope)
“Fuel” for Conference activity
Meeting Elements
Regular Structure
Preparation before meeting
Meeting process
After meeting actions

27. Conference Meeting (Cont’d)
Regular Structure
Time and place
Adopt the Agenda and educate
Arrange meeting space
Publish Minutes and Agenda
Solicit Agenda items
Preparation before the meeting
Build Agenda
Routine reports available
Motions and reports
Agenda for next meeting
Community, Service and Spirituality
Regular Structure
Time and place
Adopt the Agenda and educate
Arrange meeting space
Publish Minutes and Agenda
Solicit Agenda items from members
Preparation before the meeting
Build Agenda with sense of priorities
Routine reports available in advance
All motions and reports to Secretary
Agenda for next meeting in advance
Build around Community, Service and Spirituality

28. Conference Meeting (Cont’d)
Meeting Process
Start on time, stick to Agenda
Use “Parking Lot”
Defer ill-defined items
Maintain focus
Strive for consensus (vote when consensus not achieved)
After Meeting Action
Parking Lot items
Capture action items
Publish meeting minutes
Describe what a parking lot is (not everyone knows the phrase):
A bulletin board on which people place questions or notes which can be addressed later

29. Conference Meeting (Cont’d)
Election Procedures
Only President is elected
Election committee appointed
Election can be held by special meeting for that purpose
Vote of Active Members attending
Secret ballot
Term of office
3 year term (once renewable)
Term starts on October 1 and ends September 30
Election Procedures
Only President is elected by vote of active members, ~ September 1
Election committee appointed to identify at least 2 candidates - ~ July 1, ~ August 1 names of candidates presented to members
Note: Election can be held by special meeting for that purpose, if necessary
When election meeting is set only those active members that attend have a vote
Vote must be done by secret ballot
Term of office
3 year term - only two consecutive terms then out for one 3 year term - no automatic renewal election must be conducted
Term starts on October 1 and ends September 30, if started mid-year, term starts on date of election and the first year ends the next Sep 30th

30. Other Officers Appointment Procedures President appoints officers
President can replace any officer
Officers serve for term of President
New President can reappoint same individuals
Appointment Procedures
President appoints officers (VP(s), Treasurer, Secretary) with concurrence of active members – must have valid reason to reject President’s selection
President can replace any officer, if deemed necessary – again new person appointed is with concurrence of active members
Officers serve only for term of President
New President can reappoint same individuals, if desired

31. Conference Questions What is the attendance history?
Helpful Questions
What is the attendance history?
Do Officers and the Spiritual Advisor attend regularly?
Is there meaningful Spiritual reflection?
What is the meeting “tone”?
Does the discussion have good participation?
Does the discussion reflect that members are well informed?
Are members respectful of each other?
How have the meetings improved services?
Have members been attending required training?

32. Membership Considerations
Recruiting
Training/Formation
Retention
Participation

33. Conference Issues Many Conferences have similar issues Typical issues
Attracting/retaining new/diverse members
Poor meeting attendance
Not enough home visitors
Fund raising
Officer succession
Meeting report schedules
Aggregation
What about your Conference?

34. Summary Pray together at the start and end of each meeting
Diverse Lay Society
Importance of spiritual life
Basic unit of the Society
Meetings are spiritual occasions
Pray together at the start and end of each meeting
Spiritual reading and discussion
Sacrificial contribution
SVDP is a lay Society, composed of men and women, young and old, sick and poor.
Fundamental importance is attached to the spiritual life.
The Conference is the basic unit and essential grouping of the society
Meetings are essentially spiritual occasions
Members pray together at the start and end of each meeting
Spiritual reading or meditation and a brief exchange of views on same
Sacrificial contribution involving meaningful self-denial is made through a secret collection taken up at every meeting – shows spirit of sharing – no fixed amount

35. Summary Cont’d
Frequency of meetings – (Weekly, but at least twice a month)
Spirit of love, simplicity and Christian joy
Follow an agenda
Roll call shows concern for members
Only Presidents are elected - by secret ballot
Helpful questions should be asked after each meeting to ensure meetings are spiritually enhancing and productive
Frequency of meetings – (Weekly, but at least twice a month)
Meetings should be imbued with the spirit of love, simplicity and Christian joy
Meetings customarily follow an agenda
Roll call shows concern for members and provides for follow-up inquiry
Only Presidents are elected and must be done by secret ballot
Helpful questions should be asked after each meeting to ensure meetings are spiritually enhancing and productive