GUIDANCE AND RESOURCE MANUAL

Transcription

1 GUIDANCE AND RESOURCE MANUAL

2 SDCCW Guidance and Resource Manual January

3 TABLE OF CONTENTS PREFACE... 5 NCCW MISSION STATEMENT... 5 INTRODUCTION... 6 MEANING OF ABBREVIATIONS... 6 Mother of Good Council NCCW Patroness... 7 SDCCW CONSTITUTION... 8 ARTICLE I. NAME... 8 ARTICLE II. OBJECTIVES... 8 ARTICLE III. AUTONOMY... 8 ARTICLE IV. MEMBERSHIP... 8 ARTICLE V. OFFICE & OFFICERS... 8 ARTICLE VI. EXECUTIVE COMMITTEE... 9 ARTICLE VII. BOARD OF DIRECTORS... 9 ARTICLE VIII. AMENDMENTS ARTICLE IX. FUNDS ARTICLE X. RULES OF ORDER SDCCW BYLAWS ARTICLE I. MEETINGS ARTICLE II. DUES ARTICLE III. COMMISSIONS AND COMMITTEES ARTICLE IV. REPRESENTATION ARTICLE V. ELECTION OF OFFICERS ARTICLE VI. DUTIES OF OFFICERS ARTICLE VII. NATIONAL CONVENTION ARTICLE VIII. AMENDMENTS ARTICLE IX. RULES OF ORDER SDCCW GUIDELINES SDCCW JOB DESCRIPTIONS DIOCESAN/DEANERY SPIRITUAL ADVISORS/PASTORS PRESIDENT (Diocesan/Deanery/Parish) SPECIFIC DUTIES FOR DIOCESAN PRESIDENT PAST PRESIDENT PRESIDENT-ELECT SECRETARY TREASURER PARLIAMENTARIAN WEBMASTER COMMISSIONERS COMMITTEE CHAIRS SPECIAL AND AD HOC COMMITTEES

4 GUIDELINES FOR THE ANNUAL SDCCW CONVENTION CHRONOLOGICAL ROTATION OF HOST DEANERIES CONVENTION DUTIES CONVENTION COMMITTEES REGISTRATION PACKETS/TOTE BAGS INFORMATION DESK PUBLICITY SPEAKERS BOARD MEETING BANQUET SIGNS FLOOR PLAN GREETERS MORNING RECEPTION LlTURGY INSTALLATION LUNCHEON COMMISSIONS/COMMITTEE DISPLAYS SILENT AUCTION GIFTS PAX CHRISTI SCHOLARSHIP EVALUATION PAX CHRISTI HISTORY AND GENERAL PROCEDURE PROCEDURE FOR PARISH CCW PAX CHRISTI CHAIR / CONTACT GUIDELINES FOR JUDGING THE DOSSIERS GUIDELINES FOR SCORING A DOSSIER SCORE SHEET NOMINATION FORM NOMINATION EXAMPLE FORM EXAMPLE DOSSIER SCHOLARSHIP HISTORY AND GENERAL PROCEDURE PROCEDURE FOR SCHOLARSHIP COMMITTEE CHAIR SDCCW MARY JANE MORANCYK HENNESSY SCHOLARSHIP APPLICATION SAMPLE BULLETIN ANNOUNCEMENT SAMPLE WINNER NOTIFICATION LETTER

5 PREFACE The Superior Diocesan Council of Catholic Women is an organization of which all women of the diocese are members. In addition to the Superior Diocese, there are four additional dioceses in the State of Wisconsin; Green Bay, La Crosse, Madison and A/Milwaukee. All affiliated parishes and individual members are members of the National Council of Catholic Women. The five dioceses comprise the State of Wisconsin Province of Milwaukee, which is headed by a Province Director, elected every two years from one of the five dioceses on a rotating basis. The province director of each province in the United States is a member of the National Council of Catholic Women (NCCW) Board of Directors and is a representative of its diocese on all issues. The diocesan council, receiving direction from the NCCW through the Milwaukee Province Director, provides information, direction and assistance to the dioceses and deaneries, which in turn, are impelled to do the same for parish affiliates. Although the NCCW is highly structured and hierarchical in effect, it draws all its members together as one. From a national to a parish council of Catholic Women, we have an opportunity to strengthen our love for Christ and serve his Church through our involvement. NCCW MISSION STATEMENT The National Council of Catholic Women acts through its membership to support, empower, and educate all Catholic Women in spirituality, leadership and service. NCCW programs respond with Gospel values to the needs of the Church and Society in the modern world. National Council of Catholic Women 200 N Glebe Road Suite 703 Arlington, VA Phone: (703) nccw01@nccw.org; website: 5

6 INTRODUCTION The resource manual, which is designed for all members of the Superior Diocesan Council of Catholic Women, is a comprehensive summary of all phases of council work. In recent years there have been many changes and developments in council work. This manual presents authentic materials, descriptions, and directives used in the function of the SDCCW in order to make clear its purpose. The sources quoted are taken from previous handbooks and NCCW materials, which have been incorporated into one manual and should be used as a resource tool for all SDCCW members. The Diocesan committee shared the task of compiling this manual upon review of the outline and revisions of various drafts. All parts of this publication are a result of shared effort to be used for efficient operation of the Superior Diocesan Council of Catholic Women. This manual and directives are to be followed by this Diocesan Council of Catholic Women, and cannot be changed without a majority vote of approval by the Board of Directors at a regularly called meeting. Deaneries and Parishes, since their autonomy is their own, may use the manual in its entirety, or use those portions and policies that apply to them. In any case, parishes and deaneries must always follow their own Constitution and Bylaws in governing their organization. Using this manual as a guideline is encouraged. If a Parish Council Committee is similar or runs parallel to CCW committees, the Parish Council Committee takes precedence over this CCW committee. The CCW committee will cooperate and assist the Parish Council Committee in all ways. It is not the intention of the CCW to take control or regulate parish operations in any way. Please keep this manual intact and pass it on to your successor at the completion of your term of office. Copies may be made of any and all portions of this manual for individual use. MEANING OF ABBREVIATIONS NCCW SDCCW DCCW CCW National Council of Catholic Women Superior Diocesan Council of Catholic Women Name of Deanery Council of Catholic Women Name of Parish Council of Catholic Women 6

7 MOTHER OF GOOD COUNCIL NCCW PATRONESS God of heavenly wisdom, you gave us Mary, Mother of Jesus, to be our guide and counselor. Grant that we may always seek her motherly help in this life and so enjoy her blessed presence in the life to come. Oh Mother of Good Counsel, patroness of the National Council of Catholic Women, Intercede for us, that we may be wise, courageous and loving leaders of the Church. Help us, dear mother, to know the mind of Jesus, your son. May the Holy Spirit fill us with reverence for God s creation and compassion for all God s children. May our labors of love on earth enhance the reign of God and may God s gift of faith and living hope prepare us for the fullness of the world to come. Amen. 7

8 SDCCW CONSTITUTION ARTICLE I. NAME This organization shall be known as the Superior Diocesan Council of the National Council of Catholic Women, hereafter referred to as SDCCW. ARTICLE II. OBJECTIVES The objectives of this organization shall be: To serve as the medium through which the Catholic women of the diocese may speak and act as a unit on all matters of public interest. To stimulate the work of existing Catholic organizations of women to greater efficiency and usefulness to meet the needs of the time. To render assistance to all Catholic organizations of women in the diocese in their efforts to give service in their respective fields. To establish relations with civic and social agencies in the endeavor to create interest in, and aid in the solution of present day religious, civic, social and educational problems. To further spiritual and material undertaking which may be recommended to the diocesan council by the Bishop, and to work as a part of the National Council of Catholic Women in the interests of the United States Catholic conference. ARTICLE III. AUTONOMY This organization shall not in any way interfere in the government or violate the autonomy of any organization affiliated with it. ARTICLE IV. MEMBERSHIP The membership of this organization shall consist of any Catholic woman, any Catholic organization of women, individual membership, and the Sisters' Forum within the diocese, as defined by the policy of ecclesiastical authority. ARTICLE V. OFFICE & OFFICERS Section 1. Eligibility for Office To be eligible to hold an elected office, a member must: A. Be a practicing Catholic B. Have been an active member of the CCW for the past two years Section 2. The term of office shall be two years. The treasurer may hold the same office for two consecutive terms. 8

9 Section 3. Elected Office: The officers of this organization shall be President, President-elect, Secretary, and Treasurer. All officers shall be elected at the spring meeting of the Board of Directors. The President-elect and Secretary shall be elected in even years; the Treasurer shall be elected in odd years. Section 4. Appointed Office: the President shall appoint the Parliamentarian, Webmaster, Commissioners and all Committee Chairs. Section 5. Any officer within the meaning of sections 1, 2, 3, 4 shall keep or retain her office and all files until her successor is officially installed; and shall then release to her successor all materials relating to her office by no later than July 1 following installation. Section 6: Spiritual Advisor: The Bishop of the Diocese of Superior shall be ex-officio Spiritual Advisor of the Superior Diocesan Council of Catholic Women. He may, at his discretion, name some other person to discharge the duties of that office. The Spiritual Advisor shall review and modify any programs or resolutions proposed by the Board of Directors of the Superior Diocesan Council of Catholic Women. ARTICLE VI. EXECUTIVE COMMITTEE Section 1. The Executive Committee shall consist of the following: A. President, President-elect, Secretary, Treasurer B. Parliamentarian, with voice but no vote C. Past President D. Spiritual Advisor Section 2. The Executive Committee shall have the power to act on behalf of the Board of Directors in emergencies, as determined by the President and in consultation with the Diocesan Spiritual Advisor. Section 3. With the approval of the Executive Committee and Spiritual Advisor, the President shall appoint a replacement for any vacancy on the Board. ARTICLE VII. BOARD OF DIRECTORS Section 1. The Board of Directors shall consist of the following: A. President, President-elect, Secretary, Treasurer B. Parliamentarian C. Webmaster D. Past President E. Spiritual Advisor F. Commissioners and Committee Chairs 9

10 G. One Deanery President, One President-elect and one Past President from each Deanery, elected by the respective deanery, with voice and two votes cast by the President and President-elect. The Deanery Past President may vote in the absence of either the President or President-elect H. Sister appointed by Sisters Forum of Superior Diocese with voice but no vote I. Priests and Consultants, with voice but no vote Section 2. The Board of Directors shall have jurisdiction over all matters relating to the management of all the affairs of the SDCCW, subject to the final approval of the Bishop of the Diocese or the Spiritual Advisor, appointed by him. Section 3. Any member of the Board of Directors missing two consecutive meetings without good and sufficient reason accepted by the President automatically loses her power to vote. Section 4. It is the responsibility of all Officers, Commissioners, and Committee Chairs not attending a meeting to contact the Secretary to obtain all information and material regarding said meeting. ARTICLE VIII. AMENDMENTS This Constitution may be amended or repealed or a new Constitution and Bylaws may be made and adopted by the Board of Directors at any annual or special meeting of the Board at which a quorum is present upon a 2/3 vote. Notice of the changes must be sent out by electronic and/or mail to the Board of Directors at least 30 days before the meeting date. ARTICLE IX. FUNDS All funds and properties shall be held under the title of the Superior Diocesan Council of Catholic Women, parent body. ARTICLE X. RULES OF ORDER Robert's "Rules of Order Newly Revised" shall be the authority of parliamentary procedure for all meetings. 10

11 SDCCW BYLAWS ARTICLE I. MEETINGS Section 1. The Diocesan Council shall meet annually for the transaction of such business as shall be brought before it. The call to the annual meeting must be sent out not less than thirty days before the date of the meeting. Section 2. The Board of Directors shall meet three times a year: fall, winter, and spring. The time and place to be left to the decision of the Board and announced not less than thirty days prior to the date of such meetings. Special meetings may be called by the President or on written request by at least eight members of the Board. Section 3. Meeting of the Executive Committee shall be subject to the call of the President or two- thirds of the executive committee. The Executive Committee shall report any meetings or business transacted to the Board of Directors at its next regularly called meeting. Section 4. Voting at any time shall be confined to members present unless the Board of Directors shall authorize a ballot by mail or phone for a particular purpose. Section 5. A quorum for the transaction of business shall be as follows: A. Annual meeting - Representatives of 25% of all affiliated organizations. B. Board of Directors - Eight members, of whom three shall be officers. C. Executive Committee - Three members. ARTICLE II. DUES Section 1. Annual dues for membership in the Diocesan Council of Catholic Women for each affiliated unit shall be set annually by the SDCCW. Any dues payable shall be made payable to SDCCW and sent to the diocesan Treasurer by December 1st each year. Section 2. Annual dues for membership in NCCW will be mailed directly to each affiliated unit and individual member by NCCW and are payable to NCCW at the due date specified by NCCW to the address they indicate. ARTICLE III. COMMISSIONS AND COMMITTEES Section 1. The purpose of the Commissions and Committees shall be to promote Council endeavors along the lines set down by the Second Vatican Council, the United States Conference of Catholic Bishops and the National Council of Catholic Women. 11

12 Section 2. The Commissions of the SDCCW shall be: A. Spirituality B. Leadership C. Service Section 3. Committees of the SDCCW could include: A. Respect life B. Publicity C. Pax Christi D. Scholarships E. Historian F. Nominating G. Budget H. Membership I. Resolutions Section 4. The President shall appoint the Chair of each Commission and Committee as set forth in Sections 2 and 3. ARTICLE IV. REPRESENTATION Section 1. Each affiliated organization shall be entitled to be represented at the annual meeting by one delegate or her alternate. Section 2. Each delegate at the annual meeting shall have one vote. No delegate shall be allowed to represent more than one organization. Section 3. The voting membership of the annual meeting shall consist of the Board of Directors and parish delegates. ARTICLE V. ELECTION OF OFFICERS Section 1. Process of Nominations A. At the Fall Board meeting the President shall appoint a Nominating Committee from the deaneries in the Diocese of Superior. The members of the Nominating Committee need not necessarily be members of the Board of Directors. The Diocesan Spiritual Advisor shall be a member of the Nominating Committee. B. The Nominating Committee shall present a slate of at least two nominees for each office open for election to the Board of Directors at the Winter Board meeting. Nominees for each office shall be a cross section of the entire diocese as much as is feasible. C. Qualified nominees shall be called for from the floor. 12

13 D. The election of officers shall be conducted by the Parliamentarian and shall be by ballot. If there is only one candidate for office, the vote may be by voice. E. The President may not be a member of the Nominating Committee. Section 2. The election shall be held at the Spring Board meeting Section 3. Voting shall be in person. Each member of the Board of Directors shall have one vote. Section 4. The President shall announce the results of the election before the close of the meeting. Section 5. Newly elected officers will assume all duties relating to their office immediately upon their installation at the Diocesan Annual Convention. Section 6. The nomination of the Province Director shall be the responsibility of the Nominating Committee every ten years beginning in 1985, and elected at the Winter Board Meeting and according to Sections 3, 4 and 5 above. Her installation occurs at the Annual National Convention. ARTICLE VI. DUTIES OF OFFICERS Section 1. The President shall preside at all meeting of the Diocesan Council, all meetings of the Board of Directors and of the Executive Committee; shall be ex-officio member of all Committees, and shall perform other duties as devolve upon her office. The President shall appoint the chairs of the Diocesan Council's Commissions and Committees, as specified in Article III of these Bylaws. She shall appoint a Parliamentarian with the approval of the Diocesan Spiritual Advisor to serve during her tenure. Section 2. The President-elect, upon request or in the absence of the President, shall assume the duties of that office. In case of death or resignation of the President, the President-elect shall assume the duties of the office of President. The office of President-elect shall then be filled by an election to be held at the next immediate Board of Directors meeting according to due process. The President-elect shall perform any other duties the President may assign her at any time. When a member has served her full term as President-elect, she shall automatically become President for a full term upon her installation to that office. Section 3. The Presidents of their respective deaneries shall promote the interests of the Diocesan Council. It shall be their duty to report annually to the Board of Directors. 13

14 Section 4. The Secretary shall keep the minutes of the Diocesan Council and all executive meetings, and shall have charge of all papers pertaining to her office. She shall furnish a typed report of all actions taken by the Executive Committee and Board of Directors at meetings, to all members of the Board of Directors no later than thirty days following said meeting. Section 5. The Treasurer shall hold all monies belonging to the Diocesan Council in a special account for that purpose. She shall receive Diocesan dues from the parishes if billed. She shall pay all ordinary expenses with the approval of the President. She shall pay extraordinary expenses with the approval of the Board of Directors and/or two-thirds of the Executive Committee. She shall close the books at the end of the fiscal year, June 30, and submit the books to an auditor immediately. The final audit of her term shall be done no later than one month following the annual meeting, so that all convention expense may be taken care of. Immediately after the audit, she shall submit her books and records to her successor. Upon completion of her term of office, she shall turn over all monies and records to her successor by July 1, after paying all expenses of the annual convention, which have been approved by the President and/or Diocesan Spiritual Advisor. Section 6. The Parliamentarian shall rule upon matters of parliamentary order and procedure in accord with the Constitution and Bylaws. She shall advise the presiding officer, when requested, on questions of parliamentary law and matters of procedure, and shall serve as a non-voting member of the Executive Committee and voting member of the Board of Directors. Section 7. The Webmaster is responsible for the maintenance of the Diocesan CCW website and Social Media as well as communicating CCW updates to the Diocese of Superior Webmaster (catholicdos.org/catholic-organizations). Section 8. Each officer and chair shall turn over to her successor all books, papers and other property pertaining to her office within thirty days after the expiration of office. Section 9. Each chair and officer shall render a written report of her year's work annually, to be entered into the proceeding of the annual meeting. The President shall submit an annual report to NCCW President, and one copy for her file. The Commission Chair and the Province Director shall submit an annual report to the corresponding NCCW Commission Chair and the SDCCW President. Each shall retain one copy for her file. 14

15 ARTICLE VII. NATIONAL CONVENTION Section 1. Registration, transportation, food and lodging expenses incurred at the National convention shall be allowed for the President and the President-elect of the Diocese. Section 2. Expenses for Officers, Commissioners and Committee Chairs for whom workshops are offered will be reimbursed as the budget allows. ARTICLE VIII. AMENDMENTS These Bylaws may be amended or repealed or a new Constitution and Bylaws may be made and adopted by the Board of Directors at any annual or special meeting of the Board at which a quorum is present upon a 2/3 vote. Notice of the changes must be sent out by electronic and/or mail to the Board of Directors at least 30 days before the meeting date. ARTICLE IX. RULES OF ORDER Robert's "Rules of Order Newly Revised" shall be the authority of parliamentary procedure for all meetings. 15

16 SDCCW GUIDELINES The Board of Directors of the Council of Catholic Women is very important to the success and effectiveness of the Council; therefore, effort and time should be put into proper organization and implementation. While these guidelines are printed specifically for the Diocesan Board of Directors, they are adaptable to Deanery and Parish Board of Directors as well. For better understanding, uniformity and effectiveness to create a better council, we urge all Board of Directors of the Council of Catholic Women to adapt these norms. Parish Council Chair coinciding with CCW Chair have precedence over CCW Chair. At no time shall the CCW Chair interfere with Parish committees other than to cooperate and lend assistance to Parish Councils, if asked. I. FORMING BOARD OF DIRECTORS FOR DIOCESE/DEANERY/PARISH A. Spiritual Advisor A Diocesan Priest is appointed by the Bishop to act as Spiritual Advisor. The Dean of each deanery is the Spiritual Advisor of that respective deanery. The local pastor is the Spiritual Advisor of his parish organization. B. Elected Officials All elected at large from their membership. 1. Past President 2. President 3. President-elect 4. Secretary 5. Treasurer C. Members of the Diocesan Board of Directors by virtue of their office 1. Delegates at-large, usually the immediate past President of her respective deanery 2. Deanery Presidents: elected by the deanery membership 3. Deanery President-elect D. Board members appointed by the Diocesan/Deanery/Parish Presidents It may not be feasible for Parishes and even Deaneries to appoint all the above standing committee chairs, however, all are very important for a well-rounded functioning Council. 1. Parliamentarian 2. Webmaster 16

17 3. Commissioners Spirituality Leadership Service 4. Committee Chairs Respect life Publicity Pax Christi Scholarships Historian Nominating Budget Membership Resolutions E. Any officer or appointee of the Diocese/Deanery living within a parish or deanery, by virtue of her office, is a member of the Board of Directors of her respective deanery or parish. F. The Milwaukee Province Director, if residing within the boundaries of the Diocese/Deanery/Parish is also a member of the Board of Directors of the Diocese/Deanery/Parish Council, by virtue of her office. G. A representative of the Sisters Council, appointed/elected by their Diocesan Sisters Council. II. ELECTIONS Candidates for the following offices, preferably two for each office, shall be presented to the Diocesan Board of Directors by the Nominating Committee to be voted upon at the Spring Board meeting. Deanery and Parish officers may be selected in the same manner, or at the discretion of their respective Board of Directors and their Constitution and Bylaws. A. Diocesan President The President-elect, upon completion of her two-year term, shall assume the position of President, immediately after being installed as such at the Annual Diocesan Convention. 17

18 B. Diocesan President-Elect Elected in even years for a term of two years. Must have served on the SDCCW Board of Directors for at least one full two-year term; or have completed or be completing a full two year term of Parish or Deanery CCW President; and cannot be re-elected to succeed herself. C. Diocesan Secretary Elected in even years for a term of two years from the entire membership of the Diocese. Need not have served on the Diocesan Board of Directors. Should have computer skills. D. Diocesan Treasurer Elected in odd years for a term of two years from the entire membership of the Diocese. Need not have served on the Diocesan Board of Directors. Must have knowledge in bookkeeping or financial records. III. EXECUTIVE COMMITTEE Meetings of the Executive Committee as provided for in the Constitution and Bylaws of each organization. Invited to Executive Committee meetings are the following: A. President, President-elect, Secretary, Treasurer B. Parliamentarian C. Past President D. Spiritual Advisor IV. MEETINGS A. Diocesan Meetings 1. The Board of Directors of the SDCCW shall hold three regular meetings per year: early fall, mid-winter and spring (the day before the annual Diocesan Convention). The President shall send a notice of each meeting to the Diocesan Spiritual Advisor and all Board Members, stating the time, place, date and a proposed agenda, at least a month in advance. This will allow Board members time to respond with additional items to be placed upon the agenda for consideration. 2. Mass, Benediction, Sacred Scripture Readings, Eucharistic Services and Prayers should be on the agenda, adding the proper perspective to all Council work 18

19 B. Deanery Meetings 1. Two meetings are held per year: one in the fall and one in the spring. to which all members of the deanery are invited. The Deanery President shall send a notice of each meeting to all Parish CCW Presidents, stating the time, place, date and a proposed agenda, at least a month in advance. This will allow Presidents time to respond with additional items to be placed upon the agenda for consideration. 2. The Diocesan President and Spiritual Advisor should be invited to attend. Expenses of those invited shall be paid by the host organization. 3. Mass, Benediction, Sacred Scripture Readings, Eucharistic Services and Prayers should be on the agenda, adding the proper perspective to all Council work. C. Parish Meetings 1. It is advised that at least four meetings of the Board of Directors or Executive Committee be held in over the course of the year and will follow the dictates of their respective Constitution and Bylaws. The Parish President shall send a notice of each meeting all Board members, stating the time, place, date and a proposed agenda at least a month in advance. This will allow Board members time to respond with additional items to be placed upon the agenda for consideration. It is also advised to advertise the meetings to all women of the parish. V. WORKSHOPS It is advised that Officers and Committee Chairs conduct a workshop for all deanery and parish personnel in early fall to give directives and programs they wish to have implemented throughout the Diocese, and to assist those persons with their role in the SDCCW as deanery and parish officers and committee chairs. VI. REIMBURSEMENTS A. Expense vouchers for official expenses must be used all Board members and maintained by the Treasurer. B. Official expenses include: meals, lodging, mileage, fees, postage, etc. If in doubt whether the expense is personal or official, it should be resolved before incurred, if at all possible in consultation with the President or Spiritual Advisor if necessary. Mileage costs will be reimbursed as allowed by Federal regulations. 19

20 C. Within one week of its reception, the President must approve a voucher, forward it to the Treasurer, who in turn must honor it within one week, or the President may reject a voucher, returning it to the sender, stating the reason(s) for rejection. D. Anyone on special or ad hoc committees or special assignments is to have all official expenses paid. E. Vouchers are to be submitted by all, especially as regards the normal run of official expenses. Anyone inclined to return any expense money to the Diocesan Treasurer may do so, but it must be done anonymously. VII. NEW BOARD MEMBERS A. Shall be given all records and material relating to her office by the former officer no later than July 1. B. Shall be strongly encouraged to attend the Annual Board Meeting prior to her taking office. C. Shall become acquainted with all aspects of SDCCW as soon as possible. D. Nominees, other than board members, shall attend the Annual Board Meeting at which she is a candidate, and shall have necessary expense paid. VIII. MASSES FOR DECEASED BOARD MEMBERS A. Masses for deceased board members and their immediate families, (spouses, children and parents) are to be arranged for by the Spiritual Advisor or his delegate (the President). The stipend is to be paid by the Diocesan Treasurer. B. Once a death is heard of, the Parish President is to be informed, who will in turn inform the Deanery and Diocesan President and Spiritual Advisor, so proper condolences can be made and attendance at the funeral service, if feasible. 20

21 SDCCW JOB DESCRIPTIONS DIOCESAN/DEANERY SPIRITUAL ADVISORS/PASTORS The Spiritual Advisor supports the work of the Council and is to give spiritual advice to the Council Officers and the membership he serves, as well as other advice that may be requested by the Council Officers. The title of Spiritual Advisor is given to a person appointed by the local bishop. The Spiritual Advisor fulfills his role in the following ways: Regular attendance at Council Meetings. Attendance at other events that are sponsored or supported by Council. Witness to the work of Council whether at the local, Diocesan, Province or National levels. Attendance at Diocesan Conventions. Attendance at the National Convention. Willingness to work with the women of Council to ensure that the women fulfill the mission statement of the NCCW. The offering of a day of recollection, or some spiritual event for the women each year to engage them in spiritual growth. To provide a spiritual presence at all gatherings of the women of Council ensuring that all meetings begin and end with prayer, and that the Council never loses sight of the spiritual dimension of the NCCW. Inform Council on matters of importance and updates on special events occurring in the local diocese. Write articles of interest for the biannual diocesan newsletter. Articles should be typed not more than 400 words. Represent the (arch) bishop to the women of Council. PRESIDENT (Diocesan/Deanery/Parish) Must have served on Board of Directors for at least two years before serving as President. The President shall preside at all meetings of the CCW, of the Board of Directors and the Executive Committee, and shall perform all the duties of the office. By virtue of her office, she shall be an ex-officio member of all committees except the Nominating Committee. She shall appoint a Parliamentarian with the approval of the Bishop, Diocesan Spiritual Advisor or Pastor, to serve during her tenure. Upon her installation as President, she shall begin the process of appointing board positions for her term of office. As soon as the roster is completed, she shall compile a directory for all members of the Board of Directors, containing address and phone number of the Bishop, Diocesan Spiritual Advisor/Pastor and Dean. The first name, 21

22 surname, address, telephone number and address of all officers, Board of Directors, Commissioners and Consultants, according to the Constitution and Bylaws. These directories shall be printed and ready for distribution to all Board members by the fall meeting. Represents her organization in contacts with the Bishop, Spiritual Advisor or Pastor, with the NCCW, and all units of her organization, and shall serve as its public spokeswomen. Is responsible for overall work of CCW. Is thoroughly familiar with goals, structure, Bylaws, standing rules, policies and programs of the CCW, and make decisions accordingly. Appoints Commission Chairs, Committee Chairs, Parliamentarian, Webmaster and all special committees, according to the Bylaws. Is available to and keeps in close communication with all Board members. Sees that Officers, Commission Chairs and Committee Chairs are acquainted with their work and follow through with all directives. Delegates tasks and responsibilities fairly. Reads and studies organization correspondence and available resource material. Responds to correspondence promptly. Passes on pertinent information and material to Board members promptly. Is responsible for planning programs for each commission with the Commission Chair. Checks with necessary board members prior to meetings for input on agenda items. Prepares an agenda for all meetings. Sets dates for all meetings, events, in consultation with Spiritual Advisor/Pastor. Checks and approves the minutes of the Secretary prior to distribution to all board members. Approves expense vouchers for all disbursements to be paid by the Treasurer. Appoints auditor annually to audit Treasurer s books/financial records prior to the annual convention. Cooperates with other diocesan/deanery agencies on requests compatible with SDCCW programs and policy. Encourages Commission Chairs to keep in close touch with their CCW counterpart, reporting annually to NCCW Commission Chairs their activities, and encourages Commission Chairs to attend the NCCW Convention and Institutes. Directs planning for all affiliates/deanery/parish members to attend National Convention. Upon the completion of her two-year term, she arranges for an installation ceremony, moving the President-elect into the office of President. She shall be reimbursed for expenses incurred while serving in her Office. 22

23 SPECIFIC DUTIES FOR DIOCESAN PRESIDENT To the Province Represents SDCCW on Province Board. Has responsibility, with Past President, for SDCCW workshops. Directs Diocesan Treasurer to send dues to Province Director on time. Keeps in close communication with Province Director, notifying her immediately of any changes in any representatives of SDCCW who might serve on Province Board. Includes Province Directors name and address on SDCCW mailing list. Keeps Province Director informed of any activities, events or concerns that should be communicated to NCCW Board Meetings. Sends copy of annual report to Province Director. Invites Province Director to attend and speak at annual Convention/Conference as a guest. To the Bishop Meets personally, by appointment, with Bishop to review past year, preview upcoming year and discuss pertinent issues. Conference with bishop on theme for next annual meeting prior to Fall Board meeting. Checks well ahead with Bishops Administrative Assistant or Office for any appointments, or information for any SDCCW event. Submits tentative agenda of any Diocesan meeting well ahead before any personal meeting. Keeps Bishop well informed on all activities and important issues of SDCCW. Invites Bishop to concelebrate Mass and give the homily at the SDCCW Convention. Serves on Diocesan committees when asked or appointed by the Bishop. Brings request from the Bishop to SDCCW Board Meetings. To CCW Members Plans the Annual Diocesan Convention, with consultation of the Board of Directors. Attends Deanery Meetings, bringing pertinent information concerning NCCW as to the dues structure, the services and privileges provided, and the privilege of parishes of submitting possible names for nominations for SDCCW offices according to the Bylaws. Keeps deaneries/parishes informed and communicates regularly regarding: o NCCW Conventions o SDCCW Conventions and Workshops Encourages, by communication, attendance to all Deanery and Diocesan meetings. Encourages participation in Leadership Training Sessions and Catholics at the Capitol, a bi-annual event. By communication, assists and encourages all DCCW programs: Madonna Plan, Helpa-Child, Works of Peace, Legislative Issues, etc. 23

24 At fall Board meeting, and during any Deanery Meetings she attends, she indicates the actual site (which may be different than that of the host deanery), the approximate date and any other information pertaining to the upcoming annual meeting and convention. Submits names of outstanding women of the diocese to the Province Director for potential officers or committee persons for NCCW. Represents SDCCW at NCCW Conventions. Is responsible for contact with NCCW, reporting annually on activities and programs of SDCCW to NCCW. Arranges to have Diocesan Treasurer send any changes of President, Spiritual Advisor, Treasurer and Commission Chairs to NCCW. Checks records to see that all deanery/parish Presidents and affiliated organizations names and addresses are correct and annual dues are collected, recorded and transmitted to NCCW. To Spiritual Advisors/Pastors Consults regularly for spiritual direction and advice on important Board matters. Keeps Spiritual Advisors/Pastors well informed as to time and place of Board meetings, workshops, institutes, conventions and all CCW activities. Includes Spiritual Advisors/Pastors on important CCW committees. Recognizes their support, in the name of Board, vocally and with Thank You's when appropriate. Advises personally when deaths of family members of the Board of Directors have occurred, so that the proper condolences can be given. PAST PRESIDENT The Past President serves as a member of the Board of Directors, and as a consultant, being available to all members of the board. Plans SDCCW retreats. Plans Banquet for the Annual Diocesan Convention. She shall be reimbursed for expenses incurred while serving as a member of the board PRESIDENT-ELECT Nominee for Diocesan President-Elect must have served on the SDCCW Board of Directors for at least one full two-year term. The President-elect shall perform the duties of the President in the absence of the President, and assist the President whenever she requests her assistance. Serves as the President's representative at any meeting that the President is unable to attend. Studies the Bylaws and become knowledgeable in the works of the CCW, its goals and programs. Serves on the Executive Committee. She shall be reimbursed for expenses incurred while serving as a member of the board. 24

25 At the Completion of the President's two-year term, the President-elect shall be installed as President of SDCCW. SECRETARY Keeps an account of all meetings of the council, Board of Directors and Executive Committee, and perform any other duties as delegated by the President or Executive Committee. The Diocesan Secretary must send a copy of the minutes to the Diocesan President within one week after a meeting for any corrections and approval. A corrected or approved copy of the minutes shall be sent to all Board members at least one week prior to any Board meeting. Executive Committee meeting minutes are also sent to the Board members prior to a regular Board meeting. Executive Committee meeting minutes need not be read at a meeting, but should be open for discussion should a member ask for same. Keeps a correct list (roll call) of officers of the Council, members of the Board of Directors, Commission Chairs and chairs of outstanding and special committees. Keeps a file of all committee reports; date received and action taken. In the absence of the President and President-elect, calls the meeting to order and presides until the election of a chair pro-tem, which should take place immediately. The Secretary never acts as chair of the meeting. Calls the roll: a silent roll may be taken by passing a roll call book for each member to sign. Maintains all documents, Bylaws, special rules and other pertinent materials, to be available at each meeting should any questions arise. Reads correspondence at the request of the President. Prepares enough copies of the previous annual meeting minutes to be included in the packets for each person attending the annual convention. Assists Deanery and Parish Secretaries when necessary. Serves on the Executive Committee. She shall be reimbursed for expenses incurred while serving as a member of the board. Expenses of attending National Conventions shall be paid as the budget allows. Minutes Are a record of what is done by action of the Board of Directors, the Executive Committee, or a committee, not what is said by the members. Should be as brief as possible and should be recorded according to the order in which the business is presented at the meeting. Include points of the program, which are noted without comment and never reflect the opinion of the Secretary. Need separate paragraphs for each subject. "Respectfully submitted" is not used. 25

26 Include exact wording of all main motions, carried or lost. o Include all subsidiary privileged and incidental motions that were carried. o Include all points of order and appeals sustained or lost. o All counted votes must be recorded. o Lengthy motions should be written by the maker and presented to the Secretary for record. Include the full election report of votes received. Record the bare essentials of a report and the statement that a full report is filed with minutes. Keep with the minutes a file of all reports of Treasurer, budget, revisions, audit and other reports that should be a matter of record. Date this matter. Minutes of an Executive Committee are never read or approved by the general assembly, but may be ordered read with a two-third vote. Minutes of previous meeting are never read or approved at a special meeting. Annual meeting minutes are approved at the next regular meeting. How to Write Minutes Heading Name of the organization and kind of meeting - regular, special, annual, etc (eg: SDCCW Spring Board Meeting) Date and location of meeting Call to Order Record names of person presenting: Prayer Pledge of Allegiance to the Flag of the United States of America Roll Call Minutes Whether the minutes of the previous meeting were read and approved as read or as corrected, or if dispensed with; or approved as circulated, or by a committee. Reports Treasurer's report. Show balance. Correspondence not requiring action. Officers reports. Commissioners reports Standing Committees: Called for as appears in the Bylaws if they are to report. Record fact of the report, any important data in it, and action taken or recommendation if any. 26

27 Special Committees: Reports of committees to which were referred motions, and the actions taken as result of their reports. Unfinished Business: The chair brings up subjects not completed at the previous meeting: motions which were postponed from the last meeting and any amendments to Standing Rules or Bylaws. New Business Correspondence requiring action, and action taken. All main motions, Points of Order and appeals whether sustained or lost, and all other motions not withdrawn or lost. Give the name of the maker of motions but not the person seconding. All motions which bring a question again before the assembly as Rescind. Take from the table. Elections: Names of tellers, report of nomination committee those nominated from the floor; exact wording of the report of the tellers in complete form, and who the chair declared elected. Always give the exact number of votes on any ballot vote, or on a motion requiring a 2/3 vote. Program: President introduces the program. If a speaker, record the name of speaker and subject. Do not summarize the contents of the speech. Announcements: All important announcements not made before are recorded. Adjournment: Give the time and the manner the meeting was adjourned. Date approved: Signature: (name) Secretary TREASURER Administrates the CCW checking account, dues account, charities account and Contingency Fund. The Treasurer shall take her directives from the President, Executive Committee, and or Spiritual Advisor/Pastor. Receives all monies, including dues and charity donations as paid by the deaneries and records them in the proper account. Deposits all monies in a bank as approved by the Executive Committee and/or the Spiritual Advisor/Pastor. Pays NCCW and Province dues upon receipt of the billings Pays all ordinary expense as approved by the President or Executive Committee. The 27

28 President, Board of Directors or, membership and Spiritual Advisor/Pastor, must approve extraordinary expenses. Obtains vouchers approved by the President for all money she disburses prior to disbursement. Uses a computer program, preserve all receipts, vouchers, cancelled checks, bank statements and keeps record of all pertinent transactions and information. Prepares and presents a Treasurer's Report for every meeting with copies for every member. Prepares and presents an Annual Report to the Board of Directors at the annual SDCCW Convention with copies for all delegates present. Closes the books at the end of the fiscal year, June 30, and submits the books to an auditor immediately. The final audit of her term shall be done no later than one month following the annual meeting, so that all convention expense may be taken care of. Immediately after the audit, she shall submit her books and records to her successor. Serves on the Budget Committee. Prepares a preliminary budget with the necessary information concerning income and disbursements according to previous year. Presents the President with financial information for the Diocesan allocation meeting and may be asked to accompany the President to the meeting. Attends any training sessions offered, and shall be available to assist any other Treasurer: i.e., Deanery-Parish. At the end of her term she shall assist in a smooth transition to the new Treasurer. Prepares an article containing information concerning dues - the amount, what they are used for, and charities supported by the organization - and presents it to the Publicity Chair for publication, or to the Deanery/Parish Presidents, annually in the fall. She shall be reimbursed for expenses incurred in her office and for expenses for attending Diocesan Board Meetings and Conventions. She shall be reimbursed for attending the National Convention when workshops pertaining to her office are offered. PARLIAMENTARIAN Knows parliamentary law and procedures. Advises, when requested, the President, the Executive Committee and Board on parliamentary questions concerning the council. Runs elections for the nominating committee at the fall meeting if the President does not appoint someone else to run them. Runs the election of the officers at the Convention unless Bylaws state otherwise. Presents any Bylaws amendments procedure to Board. Presents Bylaws and Rules to Board. Prepares and presents brief instruction on parliamentary procedure at regular Board meetings, when requested by the President. 28

29 Serves on the Executive Committee. Rules upon matters of parliamentary order and procedures in accord with the Constitution and Bylaws. She shall be reimbursed for expenses incurred while serving as a member of the Board. Expense of attending National Conventions shall be paid as the budget allows, and only on the approval of the President and/or Spiritual Advisor. WEBMASTER Creates, revises and maintains the website for SDCCW. Creates, revises and maintains a Social Media presence (eg: Facebook) for the SDCCW. Communicates updates to the Diocese of Superior Webmaster (catholicdos.org/catholic-organizations). Attends and reports at meetings of the SDCCW Board of Directors. Review this job description annually and report amendments to the Secretary. She shall be reimbursed for expenses incurred while serving as a member of the board. COMMISSIONERS The mission of NCCW is carried out through the work of three commissions: Spirituality Leadership Service General Duties Each Commission shall focus on one program as adopted and defined by the National Commission Chairs and approved by the Board of Directors of NCCW. The selected national program may change from time to time. In addition to the program suggested by the national organization, the Diocesan Commission Chairs may add an additional program if approved by the Diocesan Board of Directors. Diocesan Commissioners provide program information to Deanery/Parish Commissioners. In the event that no information is received from the Diocese, it shall be the obligation of the Deanery and Parish Commissioners to implement programs for their own organizations. Local issues and programs of value are always available from local sources and should be implemented. Frequent communication between the Diocesan/Deanery/Parish Commissioners is encouraged. Commissioners are to write articles of interest pertaining to their Commission for the biannual diocesan newsletter. Articles should be typed and not more than 400 words. Completes and returns all annual reports when due, as requested by the Deanery/Diocesan/National Committee Chair. Diocesan Commissioners shall prepare directives for the year s projects, presenting 29

30 them at a fall workshop for all Deanery/Parish Commissioners. If no workshop is held, these directives should be sent to all Deanery/Parish Commissioners within thirty days of the Board meeting. It is the duty of the Deanery chair to forward the Diocesan directives to the Parish Chair. Resolutions adopted at the NCCW Convention should be a starting point for Commission work on all levels. Diocesan Commissioners shall furnish Deanery Commissioners with a report form, copies from the form received from National. (See Reports in the Board of Directors guidelines section.) These are for the purpose of reporting work done by the Deanery/Parish corresponding commissioner. Understands the functions, programs and general overall work of the organization. Diocesan expense pertaining to her office shall be paid while performing her duties. Attend National Conventions, expenses paid as provided by Bylaws. No Commissioner shall be paid out-of-diocesan expense without prior approval of the Board of Directors, or in the case of an emergency, the President's approval. Spirituality The Spirituality Commission reinforces faith and supports service to the Church and to the world through discipleship and spiritual growth; and encourages legislative advocacy at the local, state, and national levels, guided by Catholic social teaching. Assists the President with the planning the Liturgy for conventions, workshops or meetings. Contact Spiritual Advisor/Pastor for advice. Assists Deanery/Parish Church Commissioners to promote the teachings of the church. Stays informed about liturgy and liturgical functions. Attends any workshops or teaching seminars to gain a better understanding of sacramentals. Provides materials or ideas on liturgy and liturgical functions in the Diocese/Deanery/Parish to the proper committee especially to Parish Council Liturgy Committees. Maintains contact with the Diocesan Vocations Director and assist him with methods of recruitment and training programs. Promotes and provides information about retreats available in the area. Serves as a resource person in promoting Bible studies. Promotes Ecumenism according to the latest church policies and statements of the Pope, U.S. Conference of Catholic Bishops, and NCCW. Encourages legislative advocacy at the local, state and national levels, guided by Catholic social teaching. Assists women in understanding the legislative process. Analyzes current and proposed laws and promotes activities that will bring about greater social and economic justice in our society at the local, state and national level. Attends Catholics at Capital annual event in Madison. Reminds all members to vote in local elections. 30