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SERVANT LEADERSHIP AND CONFERENCE OFFICERS

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September 2015

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A Leader is one who

Organizes, deputizes and supervises
Doesn’t do all of the work
Selects others who can help
Delegates authority and then supervises

- Sees each part contributes

- Ensures harmony and peace

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Actions of a Good Leader

Organize
Communicate
Delegate

Innovate
Stimulate
Encourage

Serve Coach

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Servant Leadership

Leadership positions in the Society, at any �level, are always to be accepted as service to �Christ, to the members and the poor. Servant �leadership is done in imitation of Jesus who �said: "For the Son of Man came not to be �served but to serve, and to give his life as a �ransom for many. (Rule: Part 3, Statute 11)

Every member is a Servant Leader

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Presidents as Servant Leaders

Presidents, at all levels, are Servant Leaders.
Talents of members are identified and developed
Special responsibility for promoting Vincentian spirituality

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A Servant Leader

Searches and listens
Members need to be led
Open to inspiration
Everything depends on the Providence of God
Becomes a listener-leader
Challenges members to grow
Looks for practical solutions

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Conference Leadership Qualities

Respect for others
Desire to serve
Consensus builder
Well informed
“We” attitude
Learns from Mistakes
Listens well
Able to compromise
Able to “lose face”
Sense of priorities

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Introspection Tips

Asks appropriate questions of self

Self-examination related to approach
Self-examination related to coaching ability
Self-examination related to interpersonal relations
Self-examination related to aspects of Society

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Conference Leadership Actions

Attract new members
Consider the diversity of community
Develop new leaders
Improve member participation
Increase charitable work
Increase meeting attendance
Provide meeting agenda
Keep meetings focused

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Conference Leadership Actions Cont’d

Members treated with respect
Rule is followed
Solidarity and insurance are up-to-date
Audits
Submit reports
Enhance charitable services

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Conference President

Progress of Conference.
Supports Conference members
Succession planning
Conference/Council communications
Develops relationships with parish and other organizations
Represents the Conference to the Community

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Conference President Cont’d

Dedicated to the service of the poor
Responds to needs of Conference
Follow up on non-attendance
Maintain and increase membership of Conference
Presidency a responsibility, not an honor.
Compliance with the Rule and other Governance documents

President does not deny authority when ensuring compliance with Governance Documents

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Conference President Cont’d

Explains indulgences
Important member of the District Council
President represents his/her Conference
If unable to attend, should designate a proxy to attend District Meeting

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Conference President Cont’d

Elected through a secret vote for a three year term – renewable once
Maximum two consecutive terms
Term starts on October 1 and ends on the last day of September (3 years)
Service

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Conference Officers

President appoints Officers after consultation with the Conference
Includes at least one Vice President, a Secretary and a Treasurer
Other members may be entrusted with particular duties
Officers term ends when a new President takes office

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Conclusions For success

For your background

Learn about society
Comply with Rule and other Governance documents
Make “the Mission Statement” your guide
Use resources available

On Vincentian Leadership

Serve and teach
Officers and Spiritual Advisor a top priority
Run good meetings
Communicate

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Conclusions For success

Improve the conference

Sustain Aggregation
Develop successors
Meet all reporting requirements
Assess --- “How is the Conference doing?”
Resolve issues with the Members

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Servant Leader Performance

Three foundational questions:

Do those served grow as persons?
Do they become wiser, freer?
What is the effect on those we serve?

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Summary of Conference President�Servant-Leadership

Serves Conference – not vice versa
Conference members make decisions and are in control
Majority rules – by consensus – then by vote, if necessary
Full disclosure to Conference of all matters
Listens and provides guidance
Encourages group to develop themselves
Communication maintained and clear
Referee when disagreements occur
Correct errors
Compliance

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Conference Servant-Leader

Serves the Conference – not vice versa

Recognizes Conference members make decisions and are in control – not the officers, not the pastor

Ensures Group decision making by Conference members (Majority rules) - by consensus – then by vote, if necessary. The President (or small group of members) does not make decisions for the Conference. It is the members of the Conference who make the decisions.

Ensures full disclosure to the Conference of all matters (financial and otherwise)

Listens – seeks to understand

Provides guidance – does not dictate

Encourages group to develop themselves (both spiritually and in service)

Ensures that communication is maintained and clear

Is also a referee along with the Spiritual Advisor when disagreements occur

Must correct when errors in work and attitude occur

Ensures compliance with the Governance Documents

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Other Conference Officers

Vice Presidents
Secretary
Treasurer

Spiritual Advisor is required – but is not an officer

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Vice President (VP)

Two Vice Presidents can be useful
First Vice President - develop SVDP activities
Second Vice President - recruitment of new members
Replaces the President when the President is unable to attend
Kept informed on all aspects of Conference
Organizes election of next President
Charged with specific duties
Performs other duties as assigned

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The designation of two Vice Presidents can be useful, when Conference membership is fairly large.

The First Vice President can then be charged with developing SVDP activities. He/she sees that members have important work to perform.

The Second Vice President can devote his/her energies to the recruitment of new members. May also contact members that miss meetings.

The Vice President, or one of them as the case may be, replaces the President at Conference and as Proxy at Council and other meetings when the President is unable to attend.

The Vice Presidents collaborate constantly and effectively with the President and are kept informed on all aspects of the conference.

The Conference VP organizes the election of the next President if they are not a candidate. This responsibility is delegated to another officer if the VP will be a candidate.

The Vice Presidents should be charged with specific duties to be productively involved.

Performs specific duties as assigned by the President and supports other Conference officers.

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Secretary

Prepares and reports the minutes
Minute Book contains copies of Reports.
Records and reports statistical and clerical work
Maintains Resolutions/Motions Book
Maintains membership records
Processes administrative functions
Develops assistants/back-ups
Coordinates with treasurer
Coordinates with District Secretary where needed

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Treasurer

Responsible for funds, budget, and accurate and appropriate records and reports
Follows Council defined process
Audit annually
Up-to-date financial report at every meeting
Develops assistants and back-ups
Coordinates with Secretary
Coordinates with District Treasurer as needed
Conference records to be kept seven years

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Responsible for the Conference funds, for preparing the Conference's budget, and for keeping accurate and appropriate records and reports of all the receipts and expenditures.

Follows Council process for receipt and expenditure of funds

Keeps the accounts which should be audited at least once a year by two members delegated by the Conference or by a qualified person or organization. (If Conference does not perform audit, Council may do it)

Keeps up-to-date the financial report, reflected in the Conference's Official Minute Book. In this way, the true financial condition of the Conference is known at all times.

Develops assistants and back-ups

Coordinates with Secretary

Coordinates with District Treasurer to ensure appropriate assumption of duties.

IRS requires Conference records to be kept at least seven years.

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Treasurer (cont’d)

Funds deposited regularly and promptly
Funds kept separate from Treasurer's personal assets and parish funds
Bank balance reported at every Conference meeting and verified
Invoices, statements and receipts for all expenditures
Payments by check
Credit of the Conference must be safeguarded

Treasurer Functions are of great importance to the Society

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Data and Report Schedules

Case report

Secretary Work

Sheets

Treasurer

Financials

President

Annual

X

Weekly,

Bi-weekly

Monthly,

Quarterly

Annual

X

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Spiritual Advisor (SA)

Each Conference must have a spiritual advisor.
Development of the spiritual life of the members
Attends meetings on a regular basis
Reading for meditation may be supplemented with spiritual reflections given by the SA
Presence of the spiritual advisor strengthens bonds between activities of Conference and apostolic activity of Church

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Spiritual Advisor (Cont’d)

Priest, deacon, member of a religious order or a lay member
Must be properly trained by the Council Formation Committee
Full Conference member
Clergy can not be an Officer or signor for an account

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Spiritual Advisor (Cont’d)

Meeting prayers, spiritual reflections and discussions
Compliance with Rule and Gospel values
Seeks material and aids
Special masses and Vincentian celebrations
Coordinates with District Council Spiritual Advisor
Retreats, Days of Recollection, etc.
Attends Spiritual Advisor training

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Spiritual Advisor Functions

Assist members:

Deeper faith awareness
Spiritually
Friendship, openness and respect
Vocation
Person-to-person service
Community

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Summary

Conference officers - Vice President(s), Secretary and Treasurer
Vice President - Election of the next President
Secretary – minutes, records and reports
Treasurer - Conference funds, budget and required reports

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Summary Cont’d

Payments made by check
Spiritual Advisor (SA) strengthens bonds
SA - help members reach a deeper faith awareness and to grow in friendship, openness and respect for each other
SA coordinates with District Council SA

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