Policies and Procedures

NEW- Updated Policies and Procedures as of October 2016 Here- october-2016-policy-and-procedure-2016-18

A plain text of the policies and procedures follow.

GENERAL POLICIES

An attempt to avoid duplication of the Constitution and Bylaws and National Manual of Policy and Procedure, Spiritual Advisor’s Handbook and Roberts Rules of Order has been made. Members are bound by the rules of these documents.

1.1 Composition of the Peterborough Diocesan Council

The Peterborough Diocesan Council consists of all members elected at diocesan convention, those appointed to fill a vacancy and the spiritual advisor.

The Diocesan Executive shall consist of the diocesan officers plus each parish president or her representative. Executive members have the rights and obligations to attend diocesan executive meetings and the diocesan convention. The diocesan council shall consist of voting and accredited delegates.

Upon acceptance of a position as an officer, the officer must attend a minimum of 2/3 of meetings in order to retain the position.

The president, in discussion with the officers, will assign a group of parish councils for the purpose of enhancing communications between the diocesan and parish councils.

1.2 Officers and Executive Positions

Chairpersons shall be appointed to the standing committees by the president, in consultation with the spiritual advisor and diocesan officers, following elections.

Other positions inclusive of the Corresponding Secretary shall be appointed by the president in consultation with the officers.

Any vacancies shall be filled by appointment by the president as agreed by the diocesan officers.

A newsletter editor, who does not have extra voting privileges, shall be appointed by the president. She shall receive all executive mailings.

A life member liaison, who shall attempt to foster unity among the life members and provide leadership support to the diocese, shall be appointed by the president. She shall receive all executive mailings.

1.3  Meetings & Events

1.3.1 Meetings

All meetings and workshops may include Mass, spiritual reflections and opportunities for discussion among participants on relevant topics. Any meeting may be called at the discretion of the president.

Draft agendas will be made available to attendees two weeks prior to a meeting.

1.3.2 Diocesan Officers’ Meetings

The diocesan officers shall meet at the request of the president for the purpose of discussing specific League business and urgent issues. Any recommended motions must be voted on at the next executive meeting. Any business or urgent issue must be documented and presented for discussion and vote. The results of the vote will be recorded in the minutes by the secretary.

1.3.3 Diocesan Executive Meetings

The Diocesan Executive, with interested members as observers only, shall meet twice annually once in the fall and once in the winter. One meeting may be held via conference call.

Preconvention meetings will be held via teleconference or in the evening prior to the diocesan convention, if possible. The post-convention meeting shall follow immediately after the diocesan convention or within six weeks of the convention.

1.3.4 Diocesan Convention Planning Meetings

The planning and organization of a convention is a joint responsibility of the diocesan officers the spiritual advisor and the host council(s).

A joint Diocesan Executive and host council committee shall be given the tasks of planning the diocesan convention with the responsibility of determining the guests, speakers, charities of choice, liturgies, displays and convention activities that best reflect the CWL themes.

The diocesan officers shall meet with the host convention committee at least once in advance of the convention.

1.4    Correspondence

All correspondence shall be signed by the president or her authorized designate.

Correspondence concerning business or urgent issues will have the support of the officers in regard to the business or urgent issues.

Correspondence shall be maintained on file and viewed at the discretion of the president and/or spiritual advisor.

Correspondence shall be maintained and circulated in accordance with procedures established by the Peterborough Diocesan Council.  (committee formation-archives- 3.9)

1.5    Executive Lists

A list of the current parish executive (including their names, addresses, phone numbers and positions) shall be submitted annually to the diocesan organization chair (President-Elect) by the parish president or secretary. This list will be distributed to conduct the business of the Peterborough Diocesan Executive Council.

Lists of Executive members shall be shared with the bank and the insurance provider,

The directory shall remain confidential. Members are responsible to delete or shred outdated directories immediately upon receipt of an updated directory.

In a timely manner a list of the diocesan officers and spiritual advisor will be sent to the provincial administrative assistant who will reorganize the names into committees and share the information with the relevant provincial officer or spiritual advisor, who in turn will share the list with relevant diocesan counterparts.

1.6.  Diocesan Events

1.6.1  Development Day or an alternative shall be offered once a year to the members of the diocese in order to enhance spiritual growth and personal development.

Expenses for diocesan officers and spiritual advisor to attend and participate shall be paid by the diocesan treasury.

The speaker for development day shall receive an honourarium or gift in addition to expenses for travel or materials.

1.6.2 Leadership Courses

Leadership training shall be encouraged in locations throughout the diocese.

A registration fee shall be collected for the diocesan treasury from each participant. This fee will include cost of materials and speakers and speaker’s expenses.

1.6.3 Diocesan Officer Visits to Parish Council Meetings/Events

Expenses of the diocesan president or designate to attend or participate in parish council events shall be paid by the diocesan treasury.

Parish meetings/events will be advertised to officers and appointees with invitations to attend at their own expense.

Diocesan Liasion Officers are encouraged to attend the parish council meetings for their contact

group as a resource person a minimum of twice a year. Expenses to attend such meetings shall be paid from the diocesan treasury.

1.6.4 Request for Speaker

Requests for the president or any diocesan representative to attend parish council functions shall be sent to the diocesan president prior to extending an invitation.

The diocesan president will confirm the attendance of a diocesan representative via letter or e-mail. A copy of the correspondence will be given to the treasurer as authorization for payment of travel expenses from the diocesan treasury.

1.7    Election of Officers

The timelines and procedure will closely follow the CWL national policy and procedure manual (Article XVI).

The president will appoint a chairperson for the nominations committee. The committee will consist of a minimum of three experienced members.  Candidate applications will be screened, by a parish screening committee, at low trust except for the positions of treasurer, secretary, president and president-elect, which will be screened high trust.  A recommended slate of candidates will be distributed to all councils 45 days prior to any election.

The president, candidate and nomination committee members would consult to

resolve any disputes concerning eligibility.

1.8 Diocesan Retreat

A retreat will be held for Officers and Life Members at a time appropriate for the group. A budget of $200.00 for rental of a facility, honourarium and materials will be maintained as part of the diocesan budget.

  1. FINANCIAL POLICIES

2.1    Bank Account

Only donations for diocesan and provincial projects shall be collected and dispersed through the general account. Other donations received by the treasurer shall be returned to councils or redirected to the charity.

The Peterborough Diocesan Council as recommended by the National auditors will attempt to maintain additional operations costs of one year.

2.2    Investments

Funds may be invested in GIC certificates, if warranted.

2.3    Review

A review of all diocesan accounts must be completed annually and presented to the Executive for approval in the pre-convention meeting.

A motion to appoint the reviewer of the diocesan books must be approved by the Executive in the fall meeting prior to the review.

An honourarium ($50) shall be given to the reviewer upon completion of the review. Diocesan books and records will be made available to the reviewer on or before February 15th.

2.4    Voluntary Funds

2.4.1 Diocesan Projects

Additional diocesan projects, as recommended by the diocesan officers, shall be reviewed annually by the Diocesan Executive at the fall or winter meeting.

Approved Diocesan projects include:

  • Good Shepherd Foundation (Funds can be designated for Seminarians/Retired Priests, etc.)
  • Diocesan Seminarian Fund
  • Diocesan Retired Priest Benefit Fund
  • Vocations Office
  • PJP II House (Discernment for the vocation of the Diocesan Priesthood)

 

NOTE: The funds designated to support the above named funds should be forward in the name of ‘The Diocese of Peterborough’ – with a note on the line beside the signatures indicating which fund you wish to direct your donation.

  • Respect Life Office

NOTE: The funds designated to support the Respect Life Office should be forward in the name of  ‘Right Life’ and mailed to Father Tom Lynch c/o St. Mary’s Rectory (40 Russell St E, Lindsay, ON K9V 2A4, Canada).

2.4.2 Provincial Projects

Parish CWL Councils are encouraged to support the CWL Provincial bursary fund for seminarians in memory of Bishop Bernard F. Pappin.

Cheques should be made payable to The Catholic Women’s League Ontario Provincial Council of the Catholic Women’s League of Canada or OPCCWL. The http://www.peterboroughcwl.com  “contact us“ may be used to receive the mailing addresses for the provincial treasurer. Copies of correspondence concerning parish council donations to provincial projects shall be sent to the diocesan treasurer for recording and future reporting.

2.4.3 National Projects

CWL Parish Councils are encouraged to support the CWL National voluntary funds for the following groups:

Catholic Missions in Canada

Catholic Near East Welfare Association

Coady International Institute

Canadian Catholic Organization for Development and Peace 1% Program

World Union of Catholic Women`s Organizations

Please send on proper remittance form with cheque payable to: The Catholic Women’s League of Canada.

The mailing address is:

CWL National Office

C-702 Scotland Avenue

Winnipeg, Manitoba

R3M 1X5

Note: Copies of parish council donations to national projects shall be sent to the diocesan treasurer for recording and future reporting.

Catholic Women’s League Leadership Foundation

CWL Parish Councils are encouraged to support the Catholic Women’s League Foundation for leadership development of women across Canada.The Sisters of Service have provided $500,000 with the goal that CWL will match this sum. Your donations towards meeting this goal are appreciated.

Please send with cheque payable to: The Catholic Women’s League of Canada Foundation. Charitable donation receipts are available.

The mailing address is:

CWL National Office

C-702 Scotland Avenue

Winnipeg, Manitoba

R3M 1X5

NOTE: Copies of parish council donations to the CWL Foundation shall be sent to the diocesan treasurer for recording and future reporting.

2.5    Provincial Convention Account

A separate diocesan convention account shall be maintained when hosting a provincial convention with committee signing authorities of the diocesan president and or committee chairperson with the committee treasurer and committee secretary. This account shall be closed after the convention and funds returned to the diocesan general account. A financial report of this account shall be included in the annual report book.

Funds may be invested in GIC certificates, if warranted.

All monies collected for diocesan treasury should have two counters and be initialed by both on the sealed envelope marked with the date and purpose of the collection. (P&P 2.15.3)

2.6    General Liability and Directors’ and Officers’ Coverage

Members of the Peterborough Diocesan and Parish Councils take part in activities that require insurance coverage from three sources:

  1. Parish activities require coverage provided by the parish from Catholic Mutual Insurance
  2. CWL Parish Council sponsored activities on/off site of the parish require coverage provided by National from Intact Insurance –attend a workshop, host an event, etc.

CWL Diocesan Executive Council require Director and Officer Insurance coverage for Peterborough Diocesan Executive purchased by the Peterborough Diocesan Council.

Members of the Peterborough Diocesan and Parish Councils take part in activities that require insurance coverage from three sources:

  1. Parish activities require coverage provided by the parish from Catholic Mutual Insurance
  2. CWL Parish Council sponsored activities on/off site of the parish require coverage provided by National from Intact Insurance –attend a workshop, host an event, etc.
  3. CWL Diocesan Executive Council require Director and Officer Insurance coverage for Peterborough Diocesan Executive purchased by the Peterborough Diocesan Council

Insurance coverage by the organization (CWL/parish) does not replace the need to have personal liability insurance or personal vehicle insurance.

Insurance riders for organizations generally exclude coverage for serving alcohol. The companies will provide an additional rider to the organization at a minimal cost.

2.6.1 Peterborough Diocesan Executive Liability Insurance

The Peterborough Diocesan Council shall procure two million dollars ($2,000,000) of Directors and Officers Personal and Entity Liability Insurance for its officers and directors. The Peterborough Diocesan President shall review coverage annually and approve the purchase at no more than $1000.00 annually.

2.6.2 Peterborough Diocesan Executive General Liability Insurance

The Peterborough Diocesan Council shall procure general liability insurance through the national office according to national policy. Coverage shall be renewed annually at the determined rate.”

2.7    Timely Payment of Expenses

Expenses with receipts shall be submitted to the treasurer within two months of any CWL event or meeting.

2.8    Per Capita Fee

The diocesan per capita fee shall be $5 per member.

2.9    Travel Allowance

A travel allowance of $.30 per kilometre may be claimed by diocesan officers and a spiritual advisor for authorized CWL business and meetings.

A diocesan officer specifically designated by the president to attend designated meetings/events shall be eligible to claim a travel expense of $.30 per kilometre.

Diocesan officers, are encouraged to car pool wherever possible and the driver as a diocesan officer claims the travel expense.

2.10 Meal Allowance (where applicable)

Meals may be claimed for authorized CWL business and meetings at the following rate:

Breakfast . . . . . $10; Lunch . . . . $15; Dinner . . . . . . $25

Meal allowances may be paid before conventions as needed.

2.11  Speakers

An honorarium or gift given to a guest speaker shall not exceed $200.

Other expenses such as mileage and materials shall be decided by vote of the officers.

2.11.1 Officers as Speakers

Officers who have the approval of the President prior to accepting a speaking engagement on behalf of the Peterborough Diocesan CWL Council, may retain a gift or honourarium given to the officer and may claim mileage from the diocesan treasury.  

2.12 Expression of Sympathy and Get Well Wishes

A Mass shall be offered by the Diocesan Executive on the death of any diocesan officer, parish president, or the spouse or child of same provided the diocesan president is notified.

A Mass shall be offered by the Diocesan Executive for a serious illness or surgery for any diocesan officer, parish president, or the spouse or child of same provided the diocesan president is notified.

Other offerings shall be decided by the diocesan president in consultation with the spiritual advisor, and later ratified by vote.

2.13  Other Expenses

Expenses, accompanied by receipts, for photocopying, telephone calls and office supplies, etc. may be claimed by the diocesan officers and spiritual advisor as required to complete the duties of their position.

Computer printing of CWL information and creating correspondence by diocesan officers and spiritual advisor may be claimed at $.10 per page, in lieu of receipts.

The cost of transportation, accommodations, meals to attend provincial meetings and provincial conventions, shall be claimed by the president from the provincial council.

Other expenses for the spiritual advisor may be authorized by the diocesan officers.

2.14  Stipends for Spiritual Advisor and Clergy

The diocesan spiritual advisor shall receive an annual stipend of $100 in December.

An annual stipend shall be forwarded to the diocesan spiritual advisor for a monthly Mass for the intentions of the members of the diocese.

An additional stipend per Mass shall be forwarded by the treasurer for requested Masses for intentions and deceased.

A stipend shall be given to the main celebrant at the fall meeting, convention and other authorized gatherings.

All stipends shall be paid at the current diocesan rate for announced masses.  (Currently $20)

A stipend or donation to charity of his choice shall be offered to the bishop following his role as the main celebrant during the diocesan convention.                             (Currently $50)

2.15.1  Leadership Courses

The hosting council shall retain an agreed-upon fee for the luncheon. (Currently $8)

Expenses relevant to the leadership course shall be submitted to the diocesan treasurer.

2.15.2  Workshop/Training/Spiritual Development Day

A registration fee shall be collected for the diocesan treasury from each participant. This fee will include the cost of materials, speakers and lunch. (Currently $15)

All funds and expenses shall be presented to the diocesan treasurer.

The hosting council shall charge an agreed-upon fee for the luncheon.  (Currently $8)

A funding subsidy may be available through National Development Fund or the Ontario Provincial Development Fund. The president or designate would seek such sources of funding.

An annual retreat will be offered in November for the officers and life members. A budget of $200 will be made available to cover the cost of a speaker and the rental of an accommodation.

2.15.3  Special Collections

All monies collected are to be counted by a minimum of two people.

Cheques will be made out to the appropriate organization and forwarded in a  timely manner.

Tax receipts will be made out by the receiving agency if a member submits a personal cheque as part of a collection. A tally sheet will be provided by the diocesan treasurer.

2.16 Convention Expenses

2.16.1  Diocesan Convention

Travel, meals, registration and shared accommodations shall be paid by the diocesan treasury for all diocesan officers to attend annually. Travel, meals, registration and accommodations shall be paid by the diocesan treasury for the spiritual advisor to attend annually.

The life member liaison and the newsletter editor shall receive $50 each towards their expenses for attending diocesan convention.

Travel, meals, registration, parish replacement expense and accommodations shall be paid by the diocesan treasury for the spiritual advisor to attend the diocesan convention annually.

Expenses of national and/or provincial representatives shall be paid as per National/ Provincial Manuals of Policy and Procedure.

Complimentary registration and tickets shall be given to the bishop, provincial representative, national representative, and guest speakers as well as others agreed by the diocesan officers.

The registration fee for the diocesan convention shall be $30.

The Annual Report books shall be included as part of the registration fee.

An agreement outlining specific duties and costs for both diocesan and host councils shall be presented and reviewed with the hosting council following diocesan and national guidelines for hosting a diocesan convention.

2.16.2          Provincial Convention

Travel, meals, registration and shared accommodations shall be paid for the president from the provincial treasury to attend the annual convention.

Travel, meals, registration and shared accommodations shall be paid from the diocesan treasury for the president-elect to attend the annual provincial convention.

Travel, meals, registration, parish replacement expense and accommodation shall be paid from the diocesan treasury for the spiritual advisor to attend the annual provincial convention.

2.16.3          National Convention

Travel, meals, registration and shared accommodations shall be paid for

the president from the diocesan treasury to attend one out-of-province convention during her term of office.

Travel, meals, registration, parish replacement expense and accommodations shall be paid for the spiritual advisor from the diocesan treasury to attend one national convention out-of- province during his five-year term of office.

Travel, meals, registration and shared accommodations shall be paid from the provincial

treasury for the president to attend an in-province national convention.

Travel, meals, registration, parish replacement expense and accommodation shall be paid for the spiritual advisor to attend an in-province national convention.

The Peterborough Diocesan Executive approve a stipend to assist a new life member with the expenses of attending the National Convention.”

3    PUBLICATIONS & OTHER MEDIA

3.1 Diocesan Privacy Policy in Publications

Contact information for officers and presidents shall consist of email addresses and personal phone numbers. Personal addresses shall not be included.

3.2 Peterborough Diocesan CWL Website

The website (www.peterboroughcwl.com) shall contain the names and email addresses of the diocesan officers and spiritual advisor with their consent.

3.3 The Peterborough Diocesan CWL Manual of Policy and Procedure

Policies are established by motion, duly made, seconded and carried at a meeting of the Peterborough Diocesan Executive, and are subject to periodic review, at least once during each President’s term. Proposed changes shall be submitted to the president-elect before the deadline.

Procedures are intended to provide an orderly administration of League affairs at the diocesan level. Changes to The Peterborough Diocesan CWL Manual of Policy and Procedure shall be authorized by the Diocesan Executive. This manual shall be reviewed at least once during each president’s term.

A copy of this manual shall be in the custody of each diocesan executive member and given to her successor when her term is completed.

3.3.1 Revisions to the Peterborough Diocesan CWL Manual of Policy and Procedure

The president-elect will give notice to the Executive of the timeline for receipt of amendments.

The president-elect will review the diocesan official motions book, plus provincial and national policy changes for possible amendments. The president-elect, in consultation with the president will bring a motion to the Executive to approve the membership of the review committee. The committee chaired by the president-elect, shall review all items and prepare a list of proposed revisions.

Proposed revisions shall be itemized and distributed to the Diocesan Executive 30 days prior to the executive meeting, when the review/vote will be taken.

Once changes have been approved, revision of the manual will be completed by the president-elect in consultation with the committee.

Revised pages shall include a dated footer.

The president-elect will prepare and distribute copies of the approved policy and procedure at the pre-convention meeting. Old copies will be collected and destroyed. A record of who received the latest revision will be completed.

A finalized electronic copy shall be shared with the Executive and a CD/data stick with a working copy shall be archived with the secretary.

The approved policy and procedure document shall be posted to the diocesan website.    

3.3.2 Document Review

Policies are established by motion, duly made, seconded and carried at a meeting of the Peterborough Diocesan Executive, and are subject to periodic review, at least once during each president’s term. Proposed changes shall be submitted to the president-elect before the deadline.

The president- elect will chair a committee to review the policy and procedure. The committee membership will be approved by the diocesan executive.

3.3.3 Guidelines for Diocesan Executive

Duties of the executive members shall be as outlined in the diocesan guidelines.

An executive committee approved by the president will review the roles & responsibilities of executive members. A set of guidelines will be presented at a pre-convention meeting prior to a new election.

3.4 Diocesan Archives

The president will appoint a committee of three experienced members who will review the Diocesan archived materials. The committee will further develop guidelines for the storage of permanent records, a records retention schedule and storage. The president will retain correspondent that is relevant to maintaining historical records.

3.5    Diocesan Newsletter

The purpose of the newsletter shall be to:

  • give directives to the parish councils
  • promote CWL convention, projects and events
  • promote leadership of members and CWL programs
  • educate and inform

Submission date for the spring newsletter is February 28th with publication within one month.

Submission date for the fall newsletter is September 15th with publication within one month.

The president shall submit her article within two days after she has reviewed the draft copy of the newsletter.

Each issue shall contain the current contact information for the diocesan officers.

Forms, petitions, etc., that need to be returned may be mailed with the newsletter but do not constitute part of the newsletter.

One copy of the diocesan newsletter shall be mailed electronically to each executive member, parish spiritual advisor, life members, the bishop, the provincial and national presidents and communications chairpersons plus the provincial newsletter editor. The president shall request print copies be distributed as needed and may request cost recovery of printing or mailing.

Any requests for funds made in the newsletter shall be made by the diocesan treasurer.

Chairpersons should try to cover different aspects of their committee in each issue.

3.6    Convention Publications

3.6.1    Convention Guide

Changes to the Guide to Hosting the Peterborough Diocesan Convention shall be authorized by the diocesan executive with input from the hosting committee.

A guide to hosting the Peterborough Diocesan Convention shall be reviewed and revised annually by the diocesan officers.

A copy of the convention guide shall be mailed electronically to the hosting council for convention.

Diocesan officers and sub-committee appointees shall receive an electronic copy of the guide.

3.6.2 Annual Report Book

The diocesan CWL annual report book shall contain:

  • list of diocesan officers at year end
  • list of parish presidents at year end
  • list of life members
  • letter from the bishop (optional)
  • annual report from the diocesan spiritual advisor (diocesan overview and activities)
  • annual report from the diocesan president (diocesan overview not summary of parish or officers reports)
  • annual report from each diocesan officer
  • annual report of the parish presidents
  • list of parish activities
  • reviewed financial report of all diocesan accounts

3.6.3 Convention Liturgy and Program Booklet

The liturgy and program booklet shall contain:

  • cover page including council and convention name, dates, and location, theme and logo
  • The Angelus (Regina Coeli in Easter Season)
  • letter from the bishop
  • letter from the host spiritual advisor
  • letter from the host president
  • letter from the diocesan spiritual advisor
  • letter from the diocesan president
  • liturgy for the Masses (opening Mass-Host Council; closing Mass-Diocesan Council; one day convention – joint planning committee)
  • rules of the convention
  • agenda prepared by the president
  • spiritual reflections and programs
  • words for any songs or hymns (numbered and clustered) upon receipt of copyright permission
  • gathering music and grace
  • League Prayer

3.7    Minutes of Meetings

Minutes of the diocesan officers’ meetings shall be distributed to the diocesan officers and spiritual advisor only.

Minutes of diocesan executive and convention meetings shall be distributed to the diocesan officers, sub-committee appointments, parish presidents and life members.

The secretary shall keep a signed copy of the minutes of the current and previous terms and give previous signed minutes to the historian for the archives.

The minutes of the Peterborough Diocesan 95th Annual Convention shall be approved at the Fall Meeting of the Peterborough Diocesan Council Executive.

3.8    Motions Book

Motions passed at meetings of the Peterborough Diocesan Officers, Executive and Council shall be entered by the diocesan secretary in the “Motions Book” with the date. The president shall have a duplicate of this book for easy reference.

The president, secretary and president-elect shall have a duplicate of this book for easy reference.

Motions shall be kept in the current file for five years. After a five year period, the motions shall be archived as a permanent record.

3.9 Confidential Documentation and in Camera Minutes

In camera minutes will not be distributed.

Confidential minutes and documentation will be marked on each page as “PRIVATE & CONFIDENTIAL DOCUMENT” and shall become a permanent closed record.

Confidential minutes and documentation will be filed separately from minutes of the open meeting. The documentation and minutes will be stored in a sealed envelope and marked “Private & Confidential”.

If a document is marked “PRIVATE & CONFIDENTIAL” access may only be granted to the diocesan president and only after consultation with the spiritual advisor and president-elect.

NOTE

Policy and Procedure may be added or amended by motion approved by the executive council of the Peterborough Diocesan CWL Council.

 

 

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