June 2013 (edited March 2016)
Table of Contents
PAGE
PRINCIPAL MINISTRIESAND OBJECTS OF THE LEAGUE 4
PROVINCIAL EXECUTIVE 5
1.0REVISIONS TO THE PROVINCIAL MANUAL OF POLICY 6 AND PROCEDURE
2.0AWARDS 7
3.0MEETINGS 8
4.0CONVENTIONS 9
4.1PROVINCIAL CONVENTION
4.2VOTING AND ACCREDITED DELEGATES TO PROVINCIAL
CONVENTIONS
4.3MINUTES
4.4REPRESENTATION AT NATIONAL CONVENTION
5.0RESPONSIBILITIES 10
5.1THE PRESIDENT
5.2THE PRESIDENT-ELECT
5.3THE VICE PRESIDENT
5.4THE SECRETARY
5.5THE TREASURER
5.6PAST PRESIDENT
5.7CHAIRPERSONS OF STANDING COMMITTEES
5.8SIGNING OFFICERS
5.9THE SPIRITUAL ADVISOR
6.0FINANCES 13
7.0HONOURING DECEASED MEMBERS 15
8.0LIFE MEMBER LIAISON 16
9.0CONFIDENTIALITY 16
APPENDIX A – AMENDMENT REQUEST FORM FOR POLICY AND 17
PROCEDURE
APPENDIX B – CRITERIA FOR THE WAKE UP THE WORLD AWARD 20
Mission Statement
The Catholic Women’s League of Canada
is a national organization rooted in gospel values
calling its members to holiness through service
to the people of God.
Rooted in gospel values – as Christians we use the word ‘tradition’ – something handed on to us and which we, in turn, hand on to others. Values are part of League traditions, not only in the gospel but also rooted in values, which have been shaped through the church that is the People of God.
calling its members to holiness through service to the People of God – rooted in gospel values is a call to a way of life, a call to holiness which is rooted in Baptism and proposed anew in the sacraments, principally the Eucharist. This call requires each of us to follow and imitate Jesus Christ, in embracing the Beatitudes, in listening and mediating on the Word of God, on conscious and active participating in the liturgical and sacramental life of the church, in personal prayer, in family life and community, in the hunger and thirst for justice, in practice of the commandment of live in all circumstances of life and service to the brethren, especially the least, the poor and the suffering.
(Christifideles Laici, John Paul II, No. 16)
THE CATHOLIC WOMEN’S LEAGUE OF CANADA
PROVINCIAL COUNCIL – NEWFOUNDLAND AND LABRADOR
POLICY AND PROCEDURE MANUAL
OBJECTS OF THE LEAGUE
The Objects of the League shall be to unite Catholic women of Canada:
(1)to achieve individual and collective spiritual development
(2)to promote the teachings of the Catholic Church
(3)to exemplify the Christian ideal in home and family life
(4)to protect the sanctity of human life
(5)to enhance the role of women in church and society
(6)to recognize the human dignity of all people everywhere
(7)to uphold and defend Christian education and values in the modern world
(8)to contribute to the understanding and growth of religious freedom, social justice, peace and harmony.
PRINCIPAL MINISTRIES
The Catholic Women’s League of Canada is the largest national organization of Catholic women in Canada. Its mission is the religious renewal of the People of God as envisioned by the documents of Vatican II.
To realize its mission, the League sees itself as having these principal ministries:
(1)to plan, develop and coordinate programmes directed towards the individual and collective development of members;
(2)to encourage and support the development of Christian values throughout society and in particular the image of the family;
(3)to represent Catholic women and their views on topics of national interest and importance; to communicate those views to Church, government and society at large;
(4)to plan, direct and coordinate the work of Catholic women in support of religious, charitable and community activities;
(5)to provide a vehicle for communications and the development of Christian companionship among Catholic women everywhere.
PROVINCIAL COUNCIL
The provincial council shall be composed of its officers, presidents of parish councils in the province, parish delegates accredited to the provincial convention, and life members holding a membership in the province.
PROVINCIAL EXECUTIVE
The provincial executive is comprised of the officers and parish presidents.
Provincial Officers
The officers at the provincial level shall be: president, past president, president-elect, first vice-president, second vice-president (optional), secretary, treasurer, chairpersons of standing committees and spiritual advisor (ex officio).
VOTING MEMBERS at PROVINCIAL MEETINGS
The voting members at the fall, winter, pre- and post-convention executive meetings shall be members of the provincial executive.
VOTING MEMBERS at ANNUAL CONVENTION
·Voting members at Annual Convention are members of the provincial council.
·Presidents of parish council, or designate, shall take part in all proceedings and shall have the power to vote on all questions.
·Accredited delegates may take part in the business sessions of the annual convention and vote on any question except the election of officers, amendments to Provincial Manual of Policy and Procedures, the Constitution and By-Laws and increase in per capita fees.
·Officers of the provincial council and life members have accredited delegate status.
1.0Revisions to the Provincial Manual of Policy and Procedure
1.1The Provincial Manual of Policy and Procedure is compiled from policies and procedures which have been adopted by the Provincial Executive of the Catholic Women’s League of Canada for use by the members at the Provincial and Parish level, where applicable.
1.2This manual is complimentary to the National Manual of Policy and Procedure and the Constitution and By-Laws and shall be used in conjunction with these documents.
1.3Proposed changes to this Provincial Manual of Policy and Procedure must be made in writing and must be forwarded to the Chair of the Provincial Policy and Procedure Committee.
1.3.1Proposed changes to the Provincial Manual of Policy and Procedure may be submitted by any member of the League who is in good standing and resides in Newfoundland and Labrador.
1.3.2Proposed changes received on or before December 01 of the calendar year will be voted on at the next provincial winter meeting.
1.3.3Proposed changes are to be submitted on the Proposed Amendment Form.
1.4This Provincial Manual of Policy and Procedure shall be discussed every two (2) years, immediately after elections, by a committee appointed by the provincial president in consultation with the provincial president-elect.
1.4.1The appointed committee shall consist of six (6) League members including the provincial president, provincial president-elect, provincial past president (Chair), a life member and two (2) members at large.
1.5The provincial secretary shall forward each parish council president with a copy of this Provincial Manual of Policy and Procedure or the revised pages within two (2) months of the revisions being made.
2.0AWARDS
2.1Certificate of Merit
2.1.1Introduced in 1974 to afford recognition to anyone, League member or not, Catholic or not, male or female, who has aided the work of the council generally or with a specific project. This certificate, bearing the League Seal, is available from National Office and the presenting council completes the details.
2.1.2This is to be reviewed by the officers prior to the winter executive meeting each year.
2.1.3These Certificates of Merit will normally be presented at the provincial convention each year.
2.1.4. Parish Councils may alsoaward Certificates of Merit.
2.2Council Anniversary Certificate
2.2.1These certificates, introduced in 1998, shall be awarded to parish councils celebrating ten (10) years of service and every five (5) years thereafter.
2.2.2These certificates shall be prepared by the Awards Committee.
2.2.3These certificates will normally be presented at the provincial convention each year.
2.3Mary Goss Award for Membership
2.3.1This award shall be presented to the parish council with the greatest number of new memberships in a calendar year.
2.3.2 A new membership is defined as a member who joined the Catholic Women’s League for the first time.
2.3.2This award shall be administered by the Awards Committee.
2.3.3This award will normally be presented at the provincial convention each year.
2.4Bellelle Guerin Award
2.4.1The Bellelle Guerin Award is presented to according to the criteria set down by the National Executive.
2.4.2This award shall be administered by the Awards Committee.
2.4.3This award will normally be presented at the provincial convention each year if nominated by provincial council.
2.4.4. Parish Councils may also nominate members for this award.
2.5Wake Up the World Award (June 2015)
2.5.2This award shall be administered by the Awards Committee.
2.5.3This award will normally be presented at the provincial convention each year.
2.5.4 The criteria for this award can be found in Appendix B.
2.6 Awards Committee
2.6.1The appointed committee shall consist of five (5) League members including the provincial president, provincial president-elect (Chair), provincial treasurer, a life member and a member at large.
2.7Provincial Council Awards Book
2.7.1All awards shall be recorded in the Provincial Council Awards Book.
3.0EXECUTIVE MEETINGS
3.1The provincial executive shall meet three (3) times annually (fall meeting, winter meeting and pre/post-convention meeting) to transact necessary business. All members of the provincial executive are expected to attend these meetings.
3.1.2Where possible, these meetings shall rotate by diocese.
3.1.3Sale of merchandise and/or tickets shall not be permitted at the provincial executive meetings.
3.2 VOTING MEMBERS AT EXECUTIVE MEETINGS
The voting members at the fall, winter, pre- and post-convention executive meetings shall be members of the provincial executive.
3.3Where possible, all provincial officers shall attend two (2) planning meetings each year, prior to the fall and winter meetings.
4.0CONVENTIONS
4.1Provincial Convention
4.1.1The provincial convention will normally be held the first weekend in June.
4.1.2Parish councils may co-host the event.
4.1.3Convention procedure shall follow the manual – Guidelines for Hosting a Provincial Convention – as closely as possible.
4.1.4Registration and banquet fees for provincial convention shall strictly follow the deadline dates for refunds as set down in Guidelines for Hosting a Provincial Convention.
4.2Voting and Accredited Delegates to Provincial Conventions
4.2.1Each parish council shall send to the Convention the president (or designate) and two accredited delegates.
4.2.2The president of a parish council (or designate) will be a voting delegate and, as such, entitled to vote on all motions, including instructed votes and ones involving financial matters
4.2.3 Accredited delegates may take part in the business sessions of the annual convention and vote on any question except the election of officers, amendments to Provincial Manual of Policy and Procedures, the Constitution and By-Laws and increase in per capita fees.
4.2.4 Officers of the provincial council and life members shall have accredited delegate status.
4.3Minutes
4.3.1The minutes of the provincial convention business session shall be adopted at the next provincial convention business session.
4.4Representation at National Convention
4.4.1At the expense of the provincial council, the provincial president-elect and the provincial spiritual advisor shall attend the national convention. The provincial president-elect shall attend once during her term of office (amended June, 2015). The spiritual advisor shall attend once during his/her five year term.
4.4.2Expenses incurred for the national convention will include:
I.Most economical transportation to/from convention site
II.A per diem of $10/breakfast, $20/lunch, and $30/dinner for each meal while travelling.
III.Convention registration fees
IV.Accommodations paid at half the cost of the room rate at Convention hotel
V.Accommodations for spiritual advisor
VI.Spiritual Advisor Luncheon
VII.President Elect Luncheon
VIII.Closing banquet
IX.Transportation to and from opening and closing mass
X.Attendance of representative at “elective” functions shall be at her/his expense
5.0RESPONSIBILITIES
5.1The President
The president shall:
(a)inform the membership of the position of the League on current issues and priorities and new programs of the League.
(b)foster open communication with the spiritual advisor on all League matters.
(c) preside at all meetings and conventions of the council (provincial).
(d)be a signing officer for all official documents.
(e)provide active leadership.
(f)initiate policy, in consultation with the officers of the provincial council.
(g)keep fully informed on the operation of the League and report annually to the membership.
(h)be an ex-officio member of all committees except the nominations and elections committee.
(i)be the official spokesperson for her council.
(j)perform such other duties as may be incumbent upon her office.
(k)appoint committees.
(l)in the National Council’s election year, the provincial president shall forward the Acceptance List for National Officers (with resumes) to the provincial council members prior to the pre-convention meeting.
(m)forward a list of the provincial executive to the National Office immediately after election.
n) when necessary and appropriate, arrange to meet with appropriate Provincial Government representatives to present and discuss issues arising from resolutions or other issues in our province that are of League concern.
(o) set up the Finance, Policy and Procedures, and Awards Committee.
(p) chair the Finance Committee, except when circumstances, such as geography, do not allow.
5.2The President-Elect
The president-elect shall:
(a)become president automatically after serving her elected term as president-elect.
(b)perform the duties of the president in her absence or inability to serve.
(c)be the chairperson of organization.
(d)be responsible for League development and leadership training.
(e) chair Awards Committee.
5.3The Vice President
The vice president shall:
(a)in the absence or inability to serve as the president-elect, the vice president shall perform her duties.
(b)in the temporary absence or inability to serve of both the president and president-elect, the vice president shall perform the duties of the president and president-elect respectively.
(c)(i)be the convener of a standing committee
(ii)perform other duties delegated by the president.
5.4The Secretary
The secretary shall:
(a)record and forward to the provincial executive, life members and provincial past presidents who are not life members, the minutes of provincial meetings within six (6) weeks of the meeting.
(b)keep a register containing updated lists of the provincial executive members.
(c)forward the list of the provincial executive members to all executive, life members and provincial past presidents who are not life members.
(d)prepare, with the assistance of the provincial president, an eligibility list of candidates for office in an election year.
(e)be responsible for registration of the table officers for provincial meetings and the annual provincial convention.
(f)be responsible for reports, as required, in preparation of minutes of provincial meetings.
(g)shall attend to any correspondence, as required.
(h)the secretary shall be responsible for receiving and collating annually the parish council list of elected executive and this list shall include full name, mailing address and telephone number. The secretary is then responsible for forwarding copies to provincial executive immediately upon receipt.
(i)be responsible for the distribution of all provincial communiqués.
(j)be a signing officer on instructed votes, as required.
5.5The Treasurer
The treasurer shall:
(a)maintain the financial records of the council concerned and have them appropriately audited or examined annually.
(b)receive all League monies and pay all accounts as authorized.
(c)be a signing officer for all official documents.
(d)present a report of revenues and expenditures(financial statement) at provincial
meetings and annual convention according to following schedule:
(i) at fall meeting for the period from convention to end of month prior to fall meeting
(ii) at winter meeting (reference Articles 6.8.2 and 6.8.3)
i. annual financial statement (January 01 to December 31 of previous year) sent to all executive members three weeks prior to meeting
ii. annual financial statement presented and discussed
iii. financial statement for the period from fall meeting to month prior to winter meeting presented and discussed
(iii) at convention (reference Articles 6.8.4 and 6.8.5)
i. audited statement shall be presented for approval at the annual convention and be included in the annual provincial convention booklet
(e) prepare and monitor annual budget. Annual budget is sent to executive members three weeks prior to the fall meeting and presented for approval at the fall meeting (reference Article 6.2)
5.6Past President
The past president shall:
(a)serve in a consultative capacity.
(b)be responsible for archives and history.
(c)facilitate the study and implementation of the Constitution and Bylaws.
(d)perform other duties as assigned by the president.
(e) chair Policy and Procedures Committee
5.7Chairpersons of Standing Committees
The chairpersons of Standing Committees shall:
(a)acquire knowledge of and fulfill the duties of the committee assigned.
(b)appoint a sub-committee to share the work.
(c)consult with chairpersons of other standing committees to maximize team effort and avoid duplication.
(d)prepare and submit promptly a written and oral report for all provincial meetings.
(e)be responsible for long-term planning.
(f) prepare and distribute a Communique prior to each of the provincial meetings (fall, winter, convention) or when a situation warrants.
5.8The Spiritual Advisor
The spiritual advisor shall:
(a)in cooperation with the chairperson of spiritual development, provide advice and guidance for the spiritual program.
(b)receive due notice of all executive and council meetings and conventions and shall attend and participate in all such meetings and conventions, when possible, in an ex-officio capacity.
(c)be named to the position by the appropriate level of the hierarchy.
(d)be appointed for term of service, not to exceed five (5) years. The provincial council shall give six (6) months notice to the expiry of a term to the authority responsible for naming a successor.
(e)where possible and agreeable to the appropriate level of the hierarchy, the position of the spiritual advisor will rotate in the various dioceses in the province:
a) Grand Falls
b) St. John’s
c) Corner Brook and Labrador
(f)prepare a spiritual advisor’s message for distribution to the membership
through the provincial website three times annually (Christmas, Lent and
Easter).
5.9Signing Officers
(a)signing officers for financial documents shall be the president, the treasurer and
the provincial secretary.
(b)all cheques must be signed by two (2) of the signing officers.
(c)on the duly recorded decision of the council concerned, an alternate signing officer may be designated annually from among the elected.
6.0FINANCES
6.1Finance Committee
6.1.1A finance committee shall consist of the provincial president (chair), provincial
president-elect, provincial treasurer, a provincial executive member and one
other member from the League who has financial expertise.
6.1.2The finance committee shall be set up for the purpose of:
(a)preparing a budget for the year,
(b)monitoring expenses, and
(c)approving of extraordinary expenses.