Revitalization Plan for Existing Conferences

There are three phases in the revitalization process. The revitalization plan is to be established in three parts that correspond to those three phases: 1) tools needed for preparation in advance of the process, 2) tools used throughout the revitalization process itself, and 3) tools needed to monitor and evaluate the effectiveness of the process.

Preparation for Revitalization Process

  1. Evaluate Resources Available: This includes people, time, skills, money, and energy. The resources will vary by level.
  2. At the National level, this should be defined by a set of resources allocated in the National Council budget for the Extension/Revitalization Initiative. The Extension/Revitalization Initiative falls under Goal 3 of the National Strategic Plan. The National Council may allocate funds and define people to address this aspect of the strategic plan. These resources could be available to Vincentian Leadership throughout the Society at all levels.
  3. At the Regional level, this should be defined by a set of resources allocated in the budget for each Region for the Extension/Revitalization Initiative. Each Region is allocated funds for operations through the National Council. The Region leadership may allocate funds and define people to address this aspect of the strategic plan. These resources could be available to Vincentian Leadership throughout the Region at all levels of the Society. Specifically, if a (Arch)Diocesan Council, a District Council where no (Arch)Diocesan Council exists, or an Isolated Conference needs revitalization, it would be the direct responsibility of the Region.
  4. At the (Arch)Diocesan Council (ADC) level, this is defined by a set of resources allocated in the ADC budget for the Extension/Revitalization Initiative. The ADC may allocate funds and define people to address the effort to revitalize Conferences and Councils. These resources could be available to Vincentian Leadership in Councils and Conferences within the authority of the ADC. Specifically, if a District Council or a Conference within the authority of the ADC needs revitalization, it would be the direct responsibility of the ADC.

However, some ADCs are more figureheads than formally functioning Councils (District Councils within the ADC operate totally independent of the ADC). If a District Council within the ADC needs revitalization, the ADC would be responsible for this. However, if a Conference would need revitalization, it would be the responsibility of the District Council. See “d” below.

  1. At the District Council (DC) level, this is defined by a set of resources allocated in the DC budget for the Extension/Revitalization Initiative. The DC may allocate funds and define people to address the effort to revitalize Conferences. These resources could be available to Vincentian Leadership in Conferences within the authority of the DC. Specifically, if a Conference within the authority of the DC needs revitalization, it would be the direct responsibility of the DC.
  2. At the Conference level, Conferences that need to be revitalized may or may not have resources available to support the effort of revitalization. The Conference should provide resources in this effort to the level it is capable.
  1. Define the Revitalization Team: Depending on what entity is being revitalized, it is important to identify who will be part of the team and what roles they will play. Working under the principle of subsidiarity, the lowest level entity should have a team working on the revitalization effort. This team may be assisted by or combined with a team from the next higher level of authority in the Society. This team (or combined team) is fully responsible for all of the activities and effort needed for the revitalization. For example, if a Conference is to be revitalized, the team should consist of members of the Conference as well as members from the District Council. If a Council needs to be revitalized, then the revitalization team from the next higher Council and/or the Region’s Extension/Revitalization Team should assist and guide the effort. If this is an Isolated Conference and no Council exists, then the Region’s Extension/Revitalization Team should assist and guide the effort.
  2. Rule, Manual, Bylaws: It is necessary to ensure that all members of the Conference or Council to be revitalized have copies of these three primary and necessary resources.The Rule and Manual are standard; however, the bylaws will vary with the entity being revitalized. In fact, part of the need for revitalization may be because bylaws were never adopted. If this is the case, the next higher level of authority should assist in making the decision of the proper bylaws to be used.Bylaws Document 1 is the standard for all Conferences. BylawsDocument 2 is only rarely used if the Conference is incorporated and has several special works and stores.

Nationally approved bylaws may be found on the National Council’s website If the Conference or Council to be revitalized has adopted bylaws, verification should be made that they are compliant with the nationally approved bylaws. If they are not, then part of the revitalization process must be to bring them in line.

  1. Operational and Financial Audit: The Conference or Council Audit is an essential part of the evaluation process. If the entity to be evaluated has been audited within the last year, then the audit should be reviewed to ensure that all items of concern have been addressed properly. If no audit has been performed recently, an audit should be performed. This will help identify what needs to be addressed. A new resource has recently been made available to Councils and Conferences for doing a Conference Operational and Financial Audit. The Audit Manual and Worksheets are on the National Website and can be downloaded for use. Clickhere to see or download those two documents.
  2. What is Expected of a Conference/Council: These three documents are based on the Standards of Excellence for Conferences, District and Diocesan Councils as well as the Minimum Requirements for Conferences. The documents contain the questionnaires and criteria expected of Councils and Conferences. References to The Rule, Manual and Bylaws are explicitly shown along with some general comments. These documents (What is Expectedof a Conference, What is Expectedof a District Council, and What is Expected of a Diocesan Council) are downloadable from the National Council Website and should be a specific part of the Revitalization Team’s resources. These documents should be used by the Revitalization Team to evaluate the status of the Conference or Council in order to help prepare the plan of action.
  3. Conference/Council Visitation: This is probably the best way to determine the status of Conferences and Councils and to prepare them for an upcoming revitalization process.

It has always been an expectation of District Council Presidents to make regular visits to the Conferences in their jurisdiction. This can be delegated to District officers. A District Council is expected to have a maximum of twelve Conferences; however, reality shows there are many District Councils that have far greater than twelve Conferences. The larger the number of Conferences, the more difficult it is to fulfill the visitation requirement.

It is an expectation of the (Arch)Diocesan Council Presidents to make regular visits to District Councils within their jurisdiction. This can be delegated to (Arch)Diocesan officers. There are a few (Arch)Diocesan Councils that have more than twelve Districts; but the far majority have between three and six Districts. This makes it relatively easy for a visitation program to be established and followed.

It is during these visits that existing members are included in defining the steps to be taken and share in the responsibility of the revitalization.

  1. Parish Visitation: In the case of Conference revitalization, it is important to keep the Pastor informed of what is needed and the process to be followed. It is important to get feedback and recommendations from the Pastor; however, keep in mind that the Pastor does not run the Society and should not be given free rein to making decisions in the revitalization process.
  2. Diocese Visitation: In the case of Council revitalization, it might be important to keep the Bishop or Vicar General informed of what is needed and the process to be followed. The need for this should be determined by the next higher Council leadership. It may be important to get feedback and recommendations from the Bishop or Vicar General.

Revitalization Process

The following resources are available to be used during the revitalization process. Many already exist and some are yet to be developed. They are available either through our Book Store or are downloadable from our website. There are more than enough tools available for the process to begin. Those to be developed will enhance the process but should not cause a delay in beginning the revitalization.

  1. Ozanam Orientation: The Ozanam Orientation is the standard training program offered for all Vincentians. By resolution, the National Council has required that all Vincentians must go through this training within one year of joining the Society. It is effectively a one full day program that requires specially trained Formators to do the presentation. It includes a Formator’s guide book, a Participant’s book, and Home Visit training videos. This program is in use throughout the country; its effectiveness varies depending on the Formator team. The program is available in English and Spanish. The materials must be ordered through the National Council’s book store.
  2. Invitation to Serve: The Invitationto Serve is a recruiting system that has been in use since 1999. It provides recruitment philosophy and guidance as well as a specific plan for having a recruitment weekend within a parish. This program has beensuccessfully used throughout the country; it is a proven tool for bringing in large numbers of new members to the Society. The program is available in English and Spanish. This program can be downloaded from the National Council website
  3. Ministry Fairs: Ministry Fairs are a recruitment technique used in many parishes throughout the U.S. The parish provides a central location in which all of the various ministries in the parish have a booth/table in which they promote their ministry. Although it gives parishioners an opportunity to learn about various things going on in the parish, it really is a lot of competition and doesn’t give any one ministry an opportunity to shine. This has proven to be moderately effective but not as effective as Invitation to Serve. It requires a table or booth with lots of information - handouts, brochures, etc. The National Council has a lot of materials in English and some in Spanish.
  4. Serving in Hope:Servingin Hope is a series of workbooks and videos for use in Conference Meetings. There are six modules and, within each, there are six to twelve sessions. The program is designed as a tool for helping to form our Vincentian members. The intent is for members of the Conference to read, reflect and dialogue on one session during a Conference meeting. This is often used during the spiritual reading and reflection portion of the Conference meeting at least once each month. The Serving in Hope modules can also be used as a workshop or retreat. The modules and videos are available in English and Spanish.
  5. Officer Training Programs: Some Councils (like Madison and Atlanta) have established officer training programs that are made available to other Councils; a standard should be established by the National Council office. Currently, the National Council has a Conference President Training program available on the national website.(Others to Be Developed)
  6. Workshops at National and Regional Meetings: During the various Regional Meetings and the National Annual Assembly, there are normally a number of workshops offered. Although there are a wide variety of topics than can be presented, an effort should be made to ensure some of the workshops should cover the topics related to extension and revitalization of Conferences and Councils. Attendance at these meetings is limited. The far majority of attendees are in leadership roles at various levels in the Society. The attendees generally are also experienced Vincentians. Pilot training programs can be unveiled at these meetings and then re-presented locally as the need presents itself.
  7. Conference President Book: Although itcould be usedin a workshop, it is designed as a self-study book. This book describes the role of the Conference President and essentially what he/she needs to be concerned with. The Spanish document can be downloaded from the National Council website (
  8. Council President Book:Although itcould be usedin a workshop, it is designed as a self-study book. This book describes the role of the CouncilPresident and essentially what he/she needs to be concerned with.
  9. Secretary Manual: The Secretary’s Manual is essentially a tool to help the Conference Secretary maintain proper records. It is an instruction manual as well. The manual contains instructions, narratives, samples of various statistical forms, and a sample of the Conference Annual Report Form. It is designed to help the Secretary organize his/her record keeping effort.
  10. Treasurer Handbook: The Treasurer’s Handbook is essentially a tool to help the Conference Treasurer maintain proper financial records for the Conference. It is an instruction manual as well. The handbook contains instructions, narratives, samples of various statistical forms, and a sample of the Conference Annual Report Form. It is designed to help the Treasurer organize his/her record keeping effort. The forms correspond to the financial reporting requirements of the Conference Annual Report. The Spanish document can be downloaded from the National Council website (
  11. Vincentian Pathway Toolbox: The Vincentian Pathway Toolbox is designed as a self-study tool. Its primary focus is on formation and leadership skills. The toolbox is organized based on leadership role within the Society. Within each role, there will be found a number of resources aimed at developing skills for that role. Each resource is briefly described, and then information is provided on where it can be purchased or how it can be downloaded. The majority of the materials are in downloadable form in the format of articles addressing a particular topic.
  12. Peer Counseling: Peer counseling and/or mentoring. This process is being promoted by the National Governance Committee – ED/Council President Task Force. The process involves teaming up a new Council President with a veteran Council President or a new Executive Director with a veteran Executive Director. The matching should take into consideration similarities in Council make up. This pilot program has shown positiveresults. This idea has been expanded by the National Extension Committee with its Conference Leadership Partner Program, which can be helpful in forming Conference Presidents and other officers.
  13. Ozanam Orientation Refresher and/or Advanced Topics. The Ozanam Orientation was designed as an introduction to the Society of St. Vincent de Paul for new members, giving them a look at all of the key aspects of the Society and what is expected of them. It has been recommended that the Formation Committee develop a second version of the Ozanam Orientation for existing members who have already gone through the first and need a refresher. Specifics of content have not been recommended at this time – just the need for a follow-up. (To Be Developed)
  14. New ways to tap into networking groups. In number 12 above, peer counseling was described. This specifically included matching Presidents and EDs. Networking can be established at various levels of the Society and related to different aspects of our ministry: spirituality, fellowship and service. If properly exercised, networking can be of benefit to all participants. (To Be Developed)
  15. Governance Workshop: This has been developed by the National Governance Committee and has been presented multiple times.This workshop has now been distributed to all National Council Members and Executive Directors in the country. It is recommended that every Council establish a presentation of this workshop on a regularly scheduled basis (annually) to ensure that all leadership within the Council and its Conferences are up-to-date on their governance responsibilities.
  16. Vincentian Life: Three new resources have been made available recently in the National Website. Vincentian Life – Conference is a how to manual on operating a Conference. VincentianLife – Member is a member handbook designed to help new members understand what the Society is all about. VincentianLife – Council is a document addressing the issues that commonly have come up that cause distress in a District or Diocesan Council.
  17. More documents and workshops about accountability at the Conference level.The governance workshop described above is primarily intended for Councils and Boards of Directors. Although some of the information can be used at the Conference level, there should be a series of workshops addressing different aspects of accountability that apply to the average conference, store and special work. Some Councils throughout the U.S. have already developed some of this. The National Council needs to identify and present a standard version of these training programs.(To Be Developed)
  18. Relationship with Pastor and Parish: The relationship between Conference and pastor/parish is one of the first and most important relationships a Conference must establish and maintain. The Diocesan Council of Phoenix had a booklet they created(considered a Best Practice), titled “Working withYour Pastor.” This was distributed by the Council to every Conference and pastor. This booklet should be evaluated and possibly made available nationally – or a similar document. This document has recently been generalized and is available for use. The Spanish document can be downloaded from the National Council website (
  19. Spanish Materials.We have a growing number of documents that are available in Spanish. However, it is not anywhere close to the number of documents available in English. We need to continue our efforts to provide formation and information materials in Spanish. At some time in the future, we may decide on an additional language to pursue.
  20. Governance in a Box. The National Governance Committee has developed a special webpage (Governance-in-a-Box) accessible through which contains a significant amount of material related in some way to governance. There are hundreds of documents available to be viewed and/or downloaded. For the most part, they are in Word or PDF format and are searchable for specific content. It is an excellent resource.

Monitor and Evaluate