Starting a New Conference
of the
Society of St. Vincent de Paul
Discuss with the Pastor
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Get the support of the pastor. If he is not familiar with the work of the
Society, you will need to explain how a conference provides an
additional opportunity for parishioners to act on their faith as well as for
parishioners and the parish to respond appropriately to Christ’s call to serve
the poor.
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Provide Intro to St. Vincent de Paul
documentation
r Involve the Particular Council President for that area. Contact information can be obtained from Toronto Central Council (416-364-5577)
Recruitment Drive
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Plan the Recruitment Drive with the
pastor. Determine the dates and time
of the masses when the Support Team members can speak to the congregation on behalf
of the Society. (The Pastor may prefer
to do it himself, if he is familiar with the Society’s work.) Central Office of the Society has developed a
Recruitment booklet that guides you through the process of recruiting
members. We also have some members
(Support Team) available to assist with planning and carrying out the
recruitment drive.
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Place an announcement in the Bulletin
(samples available in the Recruitment Booklet) a couple of weeks before the
talk from the pulpit. The week prior to
the Pulpit Talk, also mention the date/time of the Information
Session so that individuals can plan to attend.
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Talk from the pulpit & Volunteer Name
Gathering. As described in the
Recruitment booklet, it is important to have a few people at the back of the
church after the masses when the invitation to join is extended from the
pulpit. The Support Team will coordinate
this activity. These people will take
names and phone numbers of those even mildly curious.
r Distribute Information Package to those interested with attached note confirming the Information Session Date/Time & Location for easy reference.
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A few days later, a Support Team member
will telephone (or email) each person and invite him/her to the Information
Session within the week following the pulpit talk. At this meeting, information about the
Society and its works will be provided and questions answered. Print information will also be provided.
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Support Team member to arrange for Particular
Council President to attend to be introduced to the new potential
members.
r Arrange with the pastor for 2 Training Sessions, preferably 1 night per week for the next 2 weeks to provide the necessary training for the new potential members. A few days prior to the Training Sessions, the Support Team will call each person to see if they are still interested and invite him/her to the first of two training meetings. At that meeting, New Member Applications will be distributed to those who plan to become members.
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Arrange with the pastor to have a separate
Society mailbox/voice mail on the church telephone system so that a
conference member can pick up call messages directly. The pastor may prefer to set-up a Voice
Mailbox only with separate telephone # from
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Arrange for a Poor Box, to be used at the
back of the church. (call Toronto Central to order
“sample” box & ask a skilled parishioner to build a minimum of 2 Poor Boxes
to be used for collection).
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Hold the two Training Sessions, at which
time the Application Packages will be distributed/completed. Please note - - a cheque
must accompany the Application. Process
the Application, Police Record Check forms and other paperwork (as
described in the Application package).
This is the responsibility of the Particular Council President. to make arrangements to have this done.
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Applicant must have access to “The Rule”
in order to complete the membership process.
Conference or Support Team may order these from the Toronto Central
Council. Conference will be invoiced for these books or members may choose to
purchase a copy themselves.
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Arrange for applicants to accompany an
experienced Vincentian (usually from a neighbouring
conference) on at least one Home Visit (hopefully more).
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Arrange Screening Interviews for all
those who have completed the first steps of the screening process (with trained
Interviewer through Particular Council President) or conducted by conference
executive members, as long as at least one member as been trained.
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During the training, potential members will
provided with Quick Reference Guides with descriptions of the role
of the various Executive Committee members to ensure proper
understanding of the responsibilities.
Information also available in The Rule.
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Select an Executive This is the
responsibility of the PC President but every effort should be made during the
training sessions to encourage the new members to seriously consider answering
the call to leadership. The executive
positions might be taken on an interim basis or an actual election for
president might be held.
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Arrange for a separate St. Vincent de Paul
Conference Bank Account, with three signatories, two of which are
required.
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When funds available, arrange for purchase
of: a) Food Vouchers from local
(most economical) grocery store; b)
Bus Tickets, if conference will be offering this service, etc.
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Clothing Vouchers can be requested
through Toronto Central Council.
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Arrange schedule for those who will pick-up
Daily Telephone Messages.
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Distribute the Names and Telephone #s of
each new member as well as the Particular Council President’s name and
telephone #.
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Arrange schedule for holding Poor Box collection
after masses.
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Purchase binders for Client Profile
record keeping system & other general supplies.
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Arrange for accessible Record Keeping file
location at the church.
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Arrange for Home Visitation “Availability”
/Rotation Schedule.
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Hold first Official Conference Meeting to
be chaired by an experienced neighbouring conference
President (or designate), the Particular Council President or a Support Team member . (A Quick
Reference Guide entitled Effective Meetings is available from Central)
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Treasurer to contact Toronto Central Council to
arrange for TCC Treasurer to train on Financials (ex: monthly, annual
reports to be completed - - either hard copy or software).
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Support Team will gladly assist at Follow-up
Meetings, upon request.
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Reference Sheets (3) provided with
Application Package – must be completed by Applicant with Reference Name,
Address & Tel # before handing over to Conference President or PC
President. Applicants may be asked to
mail or fax the forms themselves to their References. A return envelope should be included with the
Toronto Central address as follows:
Society of St. Vincent de Paul / TCC, Re: New Member Reference/CONFIDENTIAL,
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New Member Applications to be signed by
Support Team member (after checking Identification) and sent to TCC with
cheques for Police Check.
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Provide new Conference President with name of mentor
from neighbouring conference so they may attend a
Conference Meeting & go with them on Home Visitations
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Each new member should attend a New Member
Orientation session provided by TCC during the first year of
membership. Please contact your PC
President for date/time or TCC.
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Aggregation - - you may apply for
aggregation of your conference in order to obtain a Charitable Organization #
required in order to be able to issue donators with a tax receipt at the end of
the year. Contact your PC President or
TCC for more details.