Knights of Peter Claver Ladies of Grace

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1 Knights of Peter Claver Ladies of Grace Althea Drive Pittsburgh, Pennsylvania Home: Office of MARION SMITH-REYNOSO Supreme Navigator February 2018 Praise God From Whom All Blessings Flow To: All Supreme Officers, Faithful Navigators and all Gracious Ladies of the Meritorious Fourth Degree Ladies of Grace Division. I wish to take this opportunity to thank you for the many prayers, cards and calls I received during my recent bout with a very bad virus. In compliance with the By-Laws of the Meritorious Fourth Degree Ladies of Grace, Article 1, Section 4, The Supreme General Chapter shall convene two (2) days preceding the official opening session of the National Court. Therefore the 38 th Annual Conclave of the Supreme General Chapter will be held on Saturday, August 4, 2018 in Anaheim, California. All Supreme General Conclave events and activities will be held in the hotel. There will be a Candidates Forum on Friday, August 3, 2018 from 3:00pm - 4:00pm. Any Gracious Lady seeking an office on the Supreme Board; please a one page (front only), letter announcing your candidacy A.S.A.P. to the Supreme Comptroller Gracious Lady Julian- Taylor at (Kpclogcomptroller@kofpc.org) to be published in our next Newsletter. There will be a Workshop from 4:00pm 5:00pm and the Committees will meet from 5:15pm 6:15pm, and then break for dinner. The Gospel Extravaganza starts at 7:00pm. Please forward your entire Chapter s roster by , including their address to the Supreme Navigator, Supreme Comptroller and the Supreme Scribe (mmguilbeaux@sbcglobal.net) I remain always the same in Christ Jesus, Gracious Lady Dame Marion Smith Reynoso, CDGG Supreme Navigator 1

2 Knights of Peter Claver Ladies of Grace Althea Drive Pittsburgh, Pennsylvania Home: Office of MARION SMITH-REYNOSO 2018 CONCLAVE COMMITTEES Gracious Ladies attending Conclave may request committee preferences for the 38 th Annual Conclave in Anaheim, California from the list below. If your Chapter is submitting a candidate for the following: Cartagena Award, Good Neighbor Awards or Good Deeds Award, no one from your Chapter will be placed on these committees, so please do not request it. 1. SUPREME CAPTAIN 2. SENTINEL S ASSISTANTS 3. REGISTRATION (MUST BE AVAILABLE ON FRIDAY AUGUST 3, 2018 ) 4. STEERING COMMITTEE 5. CARE GIVERS COMMITTEE 6. CARTAGENA AWARD 7. GOOD NEIGHBOR AWARD 8. GOOD DEEDS AWARD 9. EDUCATE THE RELIGIOUS 10. PARTNERS IN EDUCATE 11. EVALUATION/GOOD OF THE ORDER 12. RESOLUTION/BY-LAWS OPERATE ONLY ON ODD YEARS 13. SPECIAL FUNDS/BUILDING HOPE 14. NOMINATION/ELECTION COMMITTEE OPERATE ONLY ON EVEN YEARS) Enclosed is a brief description of the Duties of the Committees, and forms for the Cartagena Award, The Good Deeds Award, The Good Neighbor Award and Educate the Religious. Please adhere to all deadlines. Note: Committee Assignments will be done based upon the return of the Committee request, and to meet the needs of the Supreme General Chapter Annual Conclave. God bless. Gracious Lady Dame Marion Smith Reynoso, CDGG Supreme Navigator 2

3 SUPREME CAPTAIN S ASSISTANTS This committee will assist the Supreme Captain with the seating of the membership of the Fourth Degree Ladies of Grace Division at the Conclave Mass and the National Convention Mass. Members of the Committee are to meet at the designated location at each of the above-mentioned masses at least one half hour prior to the starting time. SUPREME INNER/OUTER SENTINEL ASSISTANTS This committee will assist the Supreme Pilot, Supreme Inner/Outer Sentinel with the security of the Meeting Chambers for Conclave by receiving the inner/outer passwords from all Gracious Ladies wishing to enter the Conclave Chambers. Members of the committee are to report to the Conclave Chambers immediately after the Conclave Mass and receive instruction from the Supreme Inner/Outer Sentinels. REGISTRATION This committee will function on Friday and Saturday of the Conclave, and will assist all Gracious Ladies with registering their attendance (signing in) on the Official Attendance Sheet for the Conclave. Current Supreme Officers and Current National Officers will register on a separate form from their individual chapters at the Registration table. STEERING COMMITTEE The duties of this committee are to review and take action on the Steering Committee Rules listed in the Conclave Agenda Book for the Conclave body while in session. The Committee will present their report to the delegation present at the Conclave for implementation. GOSPEL EXTRAVAGANZA This Committee will consist of members of the Chapter where the Conclave will be held; or the Chapters in close proximity to the location of the Conclave. They will plan and coordinate the Gospel Extravaganza, and report at Conclave all revenue/expenses/profit. Proceeds from this event are to be used for the Educate the Religious Project. CARE GIVERS COMMITTEE The members of this committee shall ensure the welfare OF ALL Gracious Ladies while Conclave is in session. They shall assist members who become ill by taking them to their room and notifying the Gracious Lady s family/traveling companion(s). Members of this Committee will not provide any medication or medical advice. CARTAGENA AWARD COMMITTEE 3

4 This Committee will review all application submitted by the various chapters and present a report at the Annual Conclave. The Gracious Lady selected based upon the criteria to receive the Cartagena Award will be announced at the Supreme Navigator s Banquet and presented her award. GOOD NEIGHBOR AWARD COMMITTEE This Committee will review all applications submitted by the various chapters and shall also present a report at the Annual Conclave. The top three Chapters selected based upon criteria will be presented their award at the Supreme Navigator s Banquet. EDUCATE THE RELIGIOUS This Committee will review all applications submitted by the various Chapters and present a report at the Annual Conclave. The recipients will be awarded a monetary donation recommended by the Committee and approved by the membership. Payment will be forwarded after the annual Conclave. GOOD DEEDS AWARD This Committee will review all applications submitted by various Chapters and present a report at the Annual Conclave. The top applicant in each State/District, based upon criteria, will be announced at Supreme Navigator Banquet and presented their award. PARTNERS IN EDUCATION This Committee will review all application submitted by the various Chapters and prepare a report to be read at the Annual Conclave. The Catholic School or Facility selected will bw awarded a monetary donation recommended by the Committee and approved by the membership. Payments will be forwarded after the Annual Conclave. Special Funds/Building Hope Committee This Committee will assist the Committee Chair and Advisor in the selling of items, raffle tickets, etc. 20% of the funds collected will be given to a charity name by the hosting Chapter. The Committee will report at the Annual Conclave all funds received. Evaluation/Good of the Order Committee This Committee will distribute the Evaluation Forms, tally the returns/completed forms and report their finding prior to the adjournment of the Annual Conclave. This committee will also present to the Conclave attendees any ideas, observation, etc., which could enhance the Meritorious Fourth Degree Ladies of Grace Division. 4

5 RESOLUTIONS/BYLAWS: THIS COMMITTEEE ONLY FUNCTION IN A NON- ELECTION YEAR(ODD YEARS). This Committee will review and recommend action on all Resolutions submitted from Chapters and present a report with recommendations to the Conclave attendees at the Annual Conclave during a non-election year. NOMINATION/ELECTION COMMITTEE: THIS COMMITTEE ONLY FUNCTION DURING AN ELECTION YEAR (EVEN YEARS). This Committee shall receive nominations for the offices of the Supreme General Chapter; SUPREME NAVIGATOR SUPREME CAPTAIN SUPREME COMPTROLLER SUPREME PURSER SUPREME SCRIBE SUPREME STEWARD SUPREME PILOT SUPREME INNER SENTINEL SUPREME OUTER SENTINEL This Committee will also prepare and distribute ballots and monitor all phases of the Nomination and Election process, this includes any run-offs. 5

6 CARTAGENA AWARD SUPREME GENERAL CHAPTER KNIGHTS OF PETER CLAVER FOURTH DEGREE LADIES OF GRACE DIVISION GUIDELINES FOR 2018 CARTAGENA AWARD 1. The prestigious Cartagena Award is given annually to a Gracious Lady of the Meritorious Knights of Peter Claver, Fourth Degree Ladies of Grace Division. 2. The Gracious Lady must exemplify the true spirit of humility and sacrifice without thought of reward; whose achievements in the field of Catholic Action are so commendable that members of the Hierarchy and Clergy take cognizance of them; who possesses the spirit of heroic charity by practice of Spiritual and Corporal Works of mercy. (See current Bylaws; page 36, Section 5). 3. A written account of the Gracious Lady s activities not to exceed five type-written pages can be included with the nomination form. Supporting documents (letters on official letterhead only) can be included and are also not to exceed five pages. DO NOT SEND PICTURES OR SUBMIT NOMINEE IN A SCRAPBOOK OR BOOKLET FORM. Submit your information according to the guidelines. The committee rates the nominees according to narrative submitted based on the criteria only. Pictures, binding, booklets, etc. are not used in scoring and for the selection of the recipient. 4. Only one award (medal) will be presented at the 2018 Conclave. 5. One (1) copies of the completed nomination form and any additional supporting documentation of the Gracious Lady s achievements and services rendered throughout her lifetime must be sent to the National Office and received on or before June 1, Letter from nominee s pastor. 6

7 KPC FOURTH DEGREE LADIES OF GRACE DIVISION 2018 CARTEGENA AWARD NOMINATION FORM NUMBER OF YEARS IN CHAPTER: CHAPTER ACTIVITIES: COURT ACTIVITIES: OFFICES HELD AND NUMBER OF YEARS: CHAPTER: COURT: CHURCH /PARISH ACTIVITIES: AWARDS RECEIVED: THIRD DEGREE DIVISION: 7

8 FOURTH DEGREE DIVISION: COMMUNITY INVOLVEMENT & OTHER INFORMATION: WE, THE UNDERSIGNED CERTIFY THAT THE NOMINEE IS AN ACTIVE MEMBER OF THE ABOVE NOTED CHAPTER. SIGNATURES & DATE: FAITHFUL COMPTROLLER FAITHFUL NAVIGATOR C H A P T E R S E A L NOTE: Form is to be completed by the Chapter and send ONE (1) copy to the Supreme Scribe and received on or before the June 1, Supreme Scribe Gracious Lady Margie Guilbeaux, 4813 Highway 358, Opelousas, LA

9 EDUCATE THE RELIGIOUS PROJECT 1. The Chapter s nominee must be a practicing Roman Catholic. 2. The nominee must have completed one year of study/formation. 3. The nominee must furnish verification of intent to enroll in a School of Theology or a House of Formation. 4. The nominee must indicate the need for funds to further his/her education. 5. The stipend to be awarded is for ONE YEAR ONLY. 6. Stipend funds will be those designated as profit from the Annual Gospel Extravaganza and the Special Funds Committee which functions at the Annual Conclave. 7. One (1) copy of the completed nomination form and any additional supporting documentation must be sent to the National Office and received by June 1, ONLY ONE REQUEST PER CHAPTER. 9

10 2018 EDUCATE THE RELIGIOUS PROJECT APPLICATION FORM NAME OF APPLICANT: DATE OF BIRTH: ADDRESS: TELEPHONE NUMBER: ( CHURCH PARISH: CHURCH ADDRESS: ) _ CHURCH TELEPHONE NUMBER: ( ) SCHOOL OF THEOLOGY NAME & ADDRESS: SCHOOL TELEPHONE NUMBER: ( ) HOW LONG ENROLLED AT SCHOOL OF THEOLOGY? HOUSE OF FORMATION NAME & ADDRESS: HOUSE OF FORMATION TELEPHONE NUMBER: ( ) 10

11 HOW LONG AT HOUSE OF FORMATION? INDICATE NEED FOR FUNDS: CHAPTER NAME: NUMBER: SIGNATURES & DATE: Faithful Comptroller Faithful Navigator C H A P T E R S E A L NOTE: Form is to be completed by the Chapter and send ONE (1) copy to the Supreme Scribe and received on or before the June 1, Supreme Scribe Gracious Lady Margie Guilbeaux, 4813 Highway 358, Opelousas, LA

12 GOOD NEIGHBOR AWARD GUIDELINES 1. The award is presented annually to three (3) Chapters performing meritorious deeds for the current year and will be presented at the Supreme Navigators Luncheon. 2. The Chapter s submission/entry shall contain the signature of the Faithful Navigator, Faithful Comptroller, Chapter s name, Chapter s number and the Chapter s seal. WRITTEN MATERIAL IS NOT TO BE PLACED IN A BINDER. 3. All Chapters activities such as projects of spiritual, charitable and social endeavors that affect the Church and Community from April 1 of one year thru March 31 of the next year. Do not include Turnouts for Wake/Funeral Service. 4. The Chapter shall provide information according to the following categories: Church Activities and Contribution, Community Activities and Contributions, Charitable Activities and Contributions and list volunteer services and awards. The number of time these activities have been performed can be listed next to the activity with the date/dates. Activities that are repeated during the year should only be listed once, but state the Activities is ongoing. 5. The Good Neighbor Award submission should not exceed 15 pages. Any submissions that exceed 15 pages will be disqualified. Pictures should not be included in the paperwork. Pictures should be provided only in the scrapbook. 6. The Chapter shall provide all volunteer services rendered in the name of the Chapter at various agencies and organizations with the number of hour served. Documentation such as letters, plaques, certificates, trophies, etc. can be included. Points will be awards on the Judge s Score Sheet for donations, voluntary service, and awards received.. 7. The Chapter shall list the monetary charitable donations and the amount given to various Charities, Churches or Individuals. The Chapter s Seal must be on this document for verification. For security reasons, DO NOT INCLUDE COPIES OF CHECKS, VOUCHERS OR BANK STATEMENTS. 8. Provide a list of all honors, plaques, certificates and letters received by the Chapter. 9. Chapters may bring a scrapbook to the Conclave for the Committee to review and to be displayed. A Chapter s scrapbook is optional since they are not judged. Chapters are to retrieve Scrapbooks prior to the adjournment of the Supreme General Conclave. 10. All documents submitted will become the property of the Supreme Chapter and will not be returned to Local Chapters. 12

13 2018 GOOD NEIGHBOR COVER PAGE CHAPTER S NAME ADDRESS CITY STATE ZIP CODE FAITHFUL NAVIGATOR DATE FAITHFUL COMPTROLLER DATE NAME/ADDRESS OF NOMINEE CHAPTER SEAL DO NOT PUT THE ABOVE INFOMATION IN THE BODY OF THE SUBMISSION, IT WILL BE BLOTTED OUT. NOTE: Form is to be completed by the Chapter and send ONE (1) copy to the Supreme Scribe and received on or before the June 1, 2018 Supreme Scribe Gracious Lady Margie Guilbeaux, 4813 Highway 358, Opelousas, LA

14 PARTNERS IN EDUCATION PROJECT 1. Each Gracious Lady is reminded to contribute $5.00 annually through her Chapter in order for schools/programs to continue to receive some monetary assistance determined at the Annual Conclave. 2. ONLY ONE REQUEST PER CHAPTER. 3. ONLY CHAPTERS WHICH CONTRIBUTE TO THE FUND CAN SEND IN A REQUEST. 4. Awards will be presented to needy Catholic Schools or Programs and must have a pressing need, which requires immediate action. 5. A letter of explanation as to the degree of the need; along with the signatures of the Faithful Navigator and Faithful Comptroller with the Chapter Seal is required. 6. ONE (1) copy of the nomination form and the cover letter are to be sent to the NATIONAL OFFICE and received on or before May 15, 2018, POST MARK WILL PREVAIL. 7. Chapters should have sent their PARTNERS IN EDUCATION FUNDS to the Supreme Comptroller, Gracious Lady Mable Julian-Taylor, by March 2, Chapter checks or Money Orders should be made payable to: National General Reserve Fund/Supreme General Chapter and on the note line, indicate PARTNERS IN EDUCATION PROJECT. 8. PLEASE DO NOT SEND CASH OR ANY PERSONAL CHECKS. 14

15 2018 PARTNERS IN EDUCATION PROJECT APPLICATION FORM NAME OF INSTITUTION: ADDRESS: TELEPHONE: ( ADMINISTRATOR: TELEPHONE: ( ) ) CHECK WHICH APPLIES: Elementary School High School Other TYPE OF SCHOOL: Archdiocesan Diocesan Mission Other NUMBER OF STUDENTS SERVED: INDICATE NEED FOR FUNDS: Submitted by: CHAPTER NAME: NUMBER: SIGNATURES & DATE: Faithful Comptroller Faithful Navigator C H A P T E R S E A L NOTE: Form is to be completed by the Chapter and send ONE (1) copy to the Supreme Scribe and received on or before the June 1, Supreme Scribe Gracious Lady Margie Guilbeaux, 4813 Highway 358, Opelousas, LA

16 GOOD DEEDS AWARD The Good Deeds Award will be awarded to any Meritorious 4 th Degree Lady of Grace, one in each State/District, whose member merits recognition for individual example or personal achievements for outstanding contributions to the Church, Community and Catholic Leadership. GUIDELINES: 1. The Candidate must be in good financial standing, e.g., (dues, Partner in Education) 2. The Candidate has been a Meritorious 4 th Degree Lady of Grace for 3 years or more. 3. All Good Deeds service will be performed within the time frame from May1st to April 30, starting with May 1, 2017 to April 30, CHURCH: The Candidate must have a pastoral letter signed by the Pastor, Administrator, Deacon, and/or the Director of Religious Education (DRE), listing the functions they are participating in the Church. 5. COMMUNITY: Must have a verification letter from any agency representative relating to the involvement/participation in Social Justice Service Project (agency shelters, food banks, community social service agencies and/or Human Services). 6. Any member of their Chapter can recommend any Meritorious 4 th Degree Lady of Grace. 7. All applications must be signed, sealed dated by the Chapter s Faithful Navigator and Faithful Comptroller. 8. Verification must be documented for any and all national or local organizations listed other than the Meritorious 4 th Ladies of Grace. 9. One plaque and pin will be awarded to a recipient from each State/District at the Supreme Navigators Banquet/Luncheon. 16

17 2018 GOOD DEEDS AWARD COVER SHEET CHAPTER S NAME/NUMBER FAITHFUL NAVIGATOR DATE FAITHFUL COMPTROLLER DATE NAME/ADDRESS OF NOMINEE CHAPTER SEAL DO NOT PUT ANY OF THE ABOVE INFORMATION IN THE BODY OF THE SUBMISSION. NOTE: Form is to be completed by the Chapter and send ONE (1) copy to the Supreme Scribe to be received on or before the June 1, Supreme Scribe Gracious Lady Margie Guilbeaux, 4813 Highway 358, Opelousas, LA