national manual of policy and procedure 2018...National Manual of Policy and Procedure: Introduction Page 1 1 INTRODUCTION 2 The national executive has approved the National Manual

TheCatholicWomen’sLeagueofCanada

2019

NationalManualofPolicyandProcedure

The Catholic Women’s League of Canada C-702 Scotland Avenue

Winnipeg, Manitoba R3M 1X5

Phone: (204) 927-2310 Fax: (204) 927-2321 E-mail: [email protected]

Website: cwl.ca

Inventory Item 615

CONTENTS

Introduction.......................................................................................................................................................................1

Section1:GeneralInformation................................................................................................................................11

HistoricalBackground(C&BPartI).............................................................................................................11

CorePrincipals......................................................................................................................................................14

Objects(C&BPartIV).........................................................................................................................................14

PrincipalMinistries.............................................................................................................................................14

SpiritualProgram(C&BPartVI)...................................................................................................................15

Patroness(C&BPartII).....................................................................................................................................15

Symbols(C&BPartIII).......................................................................................................................................16

Section2:Policy(C&BPartVII)...............................................................................................................................21

Policy.........................................................................................................................................................................21

CWLCouncilsandThelocalchurch.............................................................................................................21

WUCWOAffiliation..............................................................................................................................................21

OtherAffiliations..................................................................................................................................................23

Section3:Membership(C&BPartVII).................................................................................................................31

GeneralMembership..........................................................................................................................................31

TransferofMembership...................................................................................................................................32

LifeMembership...................................................................................................................................................32

PrivacyPolicy........................................................................................................................................................35

EthicalGuidelines................................................................................................................................................35

Conflictofinterest...............................................................................................................................................35

MemberRecognition:PinsandAwards.....................................................................................................35

FuneralandHonourGuardProtocol............................................................................................................39

Section4:Organization(C&BPartVIII)...............................................................................................................51

General.....................................................................................................................................................................51

OrganizingaParishCouncil.............................................................................................................................51

AmalgamatingParishCouncilsasaResultofParishRestructuring...............................................52

InactivatingaParishCouncil...........................................................................................................................54

DisbandingaParishCouncil............................................................................................................................56

ReactivatingaParishCouncil..........................................................................................................................57

OrganizingaDiocesanCouncil.......................................................................................................................57

OrganizingaRegionalCommittee.................................................................................................................58

FundingRegionalCommittees........................................................................................................................60

Section5:PositionsandResponsibilities............................................................................................................71

SpiritualAdvisor(C&BPartIX)......................................................................................................................71

Directors(C&BPartX).......................................................................................................................................71

Officers(C&BPartXI).........................................................................................................................................71

DutiesofOfficersandStandingCommittees(C&BPartXII)..............................................................73

GuidelinesforAnnualWrittenReports......................................................................................................76

ParishActivities....................................................................................................................................................78

Section6:Quorums,Meetings,Conventions(C&BPartXIV)......................................................................81

QuorumatAllLevels..........................................................................................................................................81

Meetings...................................................................................................................................................................81

Conventions............................................................................................................................................................84

Section7:Eligibility,NominationsandElections(C&BPartXVI)..........................................................101

EligibilityforOffice...........................................................................................................................................101

TermofOffice.....................................................................................................................................................101

NominationsandElections...........................................................................................................................102

Section8:Finance(C&BPartXVII).....................................................................................................................121

PerCapitaFees:Diocesan,ProvincialandNational...........................................................................121

IncreasingPerCapitaFees............................................................................................................................121

MembershipFees..............................................................................................................................................124

IncreasingMembershipFees.......................................................................................................................125

FinancialProjects..............................................................................................................................................125

NationalVoluntaryFunds.............................................................................................................................126

AuditorsandAuditofAccounts..................................................................................................................127

GeneralLiabilityInsurance...........................................................................................................................127

Section9:NationalOfficeandExecutiveDirector(C&BPartXVIII).....................................................131

Section10:Media........................................................................................................................................................141

TheCanadianLeague(C&BPartXIX).......................................................................................................141

onthespotcouncilsubmissions.................................................................................................................142

Councilfacebookguidelines.........................................................................................................................143

StyleGuideforPublications..........................................................................................................................144

Advertising..........................................................................................................................................................146

Website..................................................................................................................................................................148

Section11:GovernanceoftheOrganization...................................................................................................151

C&BPurposeandAmendment(C&BPartXXI)....................................................................................151

P&PPurposeandRevision............................................................................................................................155

ParliamentaryProcedure(C&BPartXXI)...............................................................................................155

Motions..................................................................................................................................................................156

Appendix1:PrivacyPolicy.....................................................................................................................................171

Preamble...............................................................................................................................................................171

Management........................................................................................................................................................171

Notice.....................................................................................................................................................................172

ChoiceandConsent..........................................................................................................................................172

Collection..............................................................................................................................................................173

UseandRetention.............................................................................................................................................174

Access.....................................................................................................................................................................175

DisclosuretoThirdParties...........................................................................................................................176

Security.................................................................................................................................................................177

Quality...................................................................................................................................................................177

MonitoringandEnforcement.......................................................................................................................177

Appendix2:EthicalGuidelines.............................................................................................................................181

GeneralNormsofBasicRespectandCare..............................................................................................181

TransparencyandTrustinRelationships..............................................................................................182

RelationshipswithYoungPersons............................................................................................................182

RelationshipswithColleaguesandtheClergy......................................................................................183

PersonalCommitmentsandResponsibilities........................................................................................183

CivicDuties..........................................................................................................................................................183

ScreeningProcedures.....................................................................................................................................184

Appendix3:Samples.................................................................................................................................................191

SampleAgenda...................................................................................................................................................191

SampleMinutes..................................................................................................................................................192

SampleParishCouncilBudget.....................................................................................................................194

SampleParishActivitiesReport.................................................................................................................195

SampleStandingRules....................................................................................................................................196

Appendix4:RevisionstotheP&P........................................................................................................................201

Appendix5:ArchivesGuidelinesforLeagueHistoryProvincial,DiocesanandParishCouncils............................................................................................................................................................................................202

Appendix6:ConflictofInterestPolicy..............................................................................................................205

NationalManualofPolicyandProcedure:Introduction Page1

INTRODUCTION1

ThenationalexecutivehasapprovedtheNationalManualofPolicyandProcedure(P&P)foruseby2councils and members at all levels to ensure an orderly administration of League affairs. This3manualiscomplementarytotheConstitution&Bylaws(C&B)andmustbeusedinconjunctionwith4thatdocument.5

Councilsandmembersareencouragedtoforwardproposedrevisionstothismanual,followingthe6processoutlinedinP&PPurposeandRevisionsection.7

TheofficialapprovedversionoftheP&Pislocatedatnationalofficewithadigitalcopyplacedon8thenationalwebsite.Uncontrolledpapercopiesaredistributedtocouncils/memberswhopurchase9amanualfortheiruse.Revisionswillbeapprovedbymotionofthenationalexecutiveatitswinter10meeting. Approved revisions will be posted on the national website following their approval.11Councils/members who wish to receive a printed copy of the approved revisions by mail may12requestthemfromnationaloffice.13

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Councilsatalllevelsareencouragedtodraftmanualsofpolicyandprocedurespecificallydesigned15fortheirownlevel.16

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THISMANUALSHOULDBEPLACEDINA3‐RINGBINDERANDMAYBEREPRODUCEDFORUSE.18

[Thenextpageispage11.]19

NationalManualofPolicyandProcedure:GeneralInformation Page11

SECTION1:GENERALINFORMATION1

HISTORICALBACKGROUND(C&BPARTI)2

The history of The Catholic Women’s League of Canada began with the papal encyclical Rerum3Novarum by Pope Leo XIII, May 18, 1891. This set the church on a dramatic path into the 20th4century calling for workers to have the right to dignity, to form unions, to just wages and fair5working conditions. Later, Pope Pius XI called for Catholic lay action designated as “the6participationofthelaityintheapostolateofthehierarchy.”In1906,thiscallwasheardinEngland7by Margaret Fletcher. She founded a national organization for Catholic women, a non‐political8organization for the formationof religiousand intellectual interests, asa response to the call for9Catholic lay action and to address the severe socio‐economic needs of the working classes in10Britain.11

WordspreadacrosstheAtlanticand,in1910,thecallforlayactionwasbroughttotheEucharistic12Congress in Montreal by Cardinal Bourne of Westminster. He called for all English‐speaking13Catholicwomen of Canada to join into one union and to affiliatewith similar groups forming in14England and other European countries. About the same time, Katherine Hughes of Edmonton15becameawareoftheCatholicWomen’sLeagueinEnglandwhiletravelingoverseasandbroughtthe16message home to her bishop.Many young immigrantwomenwere finding theirway towestern17cities.BishopLegalrecognizedtheneedfororganizedassistanceforthesewomenandcalledupon18KatherineHughesandAbbeCasgraintoorganizeameeting,whichwasheldonNovember7,1912.19The group that formed was called the Catholic Women’s League, after the English group, with20objectives to provideprotection and support towomen and girls, especially immigrants, seeking21workinEdmonton.22

Catholicwomen’sgroupsinCanadawereforminginthemajorcitiesofMontreal(1917),Toronto23(1918),andHalifax(1919),witheachgroupfunctioninginitsownterritory,whetherinparishor24diocese.In1918,allnationallyorganizedgroupswerecalledtoOttawatosharetheiropinionswith25thefederalgovernmentaboutthesettlingofimmigrantsflockingtoCanada.However,therewasno26nationalorganizationofCatholicwomenrepresented,soLorettaKneil,sisterofKatherineHughes,27contactedBellelleGuerin,Presidentof theCatholicWomen’sClubofMontreal,whosubsequently28metwiththefederalministerandwasinspiredtopushforsuchanationalorganization.Invitations29weresenttocitieswheretheLeaguewasestablishedlocallyandtoothercentreswithsocietiesof30Catholic women in Hamilton, St. Catharines and Saint John. The first conference was held in31MontrealandonJune17,1920,TheCatholicWomen’sLeagueofCanadawasfoundedandplaced32underthepatronageoftheCanadianhierarchy.Morethanonehundred“sub‐divisions”(councils)33wereorganizedwithinthefirstyearbywomentravelingacrossthevastcountrybytrain,visiting34smallandlargecentresineverydiocese,inspiredbythemotto“ForGodandCanada.”35

TheCatholicWomen’sLeagueofCanadawas:36• placedunderthepatronageof37

MostRev.PietrodiMaria,ApostolicDelegatetoCanadaandNewfoundland,1922–2838


Raymond‐Marie Cardinal Rouleau and Most Rev. Andrea Cassulo, Apostolic Delegate to1CanadaandNewfoundland,1929–312

MostRev.AndreaCassulo,19323 J.M.RodriqueCardinalVilleneuveandMostRev.AndrewCassulo,1933–364 J.M.RodriqueCardinalVilleneuve,1937–465 JamesC.CardinalMcGuigan,1947–746

• mandatedbytheCanadianCatholicConferenceoftheHierarchy,January1,19487• grantedthespecialpatronageoftheCanadianConferenceofCatholicBishops,1976and19898• recognizedbytheCanadianConferenceofCatholicBishopsasalayassociationofwomen,19929• commendedon numerous occasions by SovereignPontiffs, PopePiusXI, PopePiusXII, Pope10

JohnXXIII,PopePaulVIandPopeJohnPaulII11• recognizedbytheCanadianConferenceofCatholicBishopsasanationalprivateassociationof12

thefaithful,200513

TheCatholicWomen’sLeagueofCanada:14• comprises 11 provincial councils – one for each of the 10 provinces which includes the15

territories, and the 11th council being that of the military ordinariate, which was granted16provincialstatusin196517

• has received the commendation and keen appreciation of federal, provincial and municipal18authorities,forthevoluntaryservicesablyperformedbyitsnationwidemembership19

• was granted federal incorporation December 12, 1923, and is a registered not‐for‐profit20membershipassociation21

doesnothaveregisteredcharitablestatus22

ALeagueorganizationalchartfollowsonthenextpage.23


Provincial Presidents

Diocesan Presidents

Parish Presidents

Secertary‐Treasurer

Christian Family Life

Community Life

Education and Health

Communications

Resolutions

Parish Activities (parish only)

Laws (national only)

International Relations (national only)

Past President

Chairpersons (as required) Legislation

National Executive

Provincial Executive

Diocesan Executive

Secretaries (one or two)

Treasurer

Parish Officers

Spiritual Advisor

Parish Executive

Past President

Chairpersons (5)

Provincial, Diocesan and Parish OfficersPresident

President‐Elect

First Vice‐President

Second Vice‐President (optional)

National OfficersPresident

President‐Elect

First Vice‐President

Second Vice‐President

National Office Staff

Standing Committee Chairpersons

National Council

Diocesan Officers

National President Life Members

Spiritual Advisor

Spiritual Advisor

National Officers

Provincial Officers

+

+

+Executive Director

Members

Spiritual Advisor

Spiritual AdvisorsNational

Provincial

Spiritual Development

Organization

(C&B, Part IX)

Diocesan

Parish

There shall be a spiritual advisorfor each council.

12


COREPRINCIPLES1

CorePurpose: UnitingCatholicwomentogrowinfaith,andtopromotesocialjusticethrough2servicetothechurch,Canadaandtheworld3

CoreValues: ‐ Faith,followingCatholicteaching4‐ Service,local,nationalandinternational5‐ SocialJustice,activelyinvolvedinsociety6

MissionStatement: The CatholicWomen’s League of Canada calls itsmembers to grow in faith,7andtowitnesstotheloveofGodthroughministryandservice.8

EnvisionedFuture: The Catholic Women’s League of Canada is an inclusive and engaged9communityofCatholicwomeninspiredbyfaith.Itis:10‐ Avitalparticipantinthechurch11‐ Avaluedpartnerforsocialjustice12‐ Arespectedadvocateatallgovernmentlevels13‐ Connectedtotheworld.14

OBJECTS(C&BPARTIV)15

TheobjectsoftheLeagueshallbetouniteCatholicwomenofCanada:16 toachieveindividualandcollectivespiritualdevelopment17 topromotetheteachingsoftheCatholicchurch18 toexemplifytheChristianidealinhomeandfamilylife19 toprotectthesanctityofhumanlife20 toenhancetheroleofwomeninchurchandsociety21 torecognizethehumandignityofallpeopleeverywhere22 toupholdanddefendChristianeducationandvaluesinthemodernworld23 to contribute to theunderstanding andgrowthof religious freedom, social justice, peaceand24

harmony25

PRINCIPALMINISTRIES26

To realize its mission and live out its Objects, the League sees itself as having these principal27ministries28• to plan, develop and coordinate programs directed toward the individual and collective29

spiritualdevelopmentofmembersasenvisionedbythedocumentsofVaticanII30• toencourageandsupport thedevelopmentofChristianvalues,and inparticular the imageof31

thefamily,throughoutsociety32• torepresentCatholicwomenandtheirviewsontopicsofnationalinterestandimportance,and33

tocommunicatethoseviewstochurch,governmentandsocietyatlarge34• toplan,direct and coordinate theworkofCatholicwomen in supportof religious, charitable35

andcommunityactivities36


• to provide a vehicle for communication and the development of Christian companionship1amongCatholicwomeneverywhere2

SPIRITUALPROGRAM(C&BPARTVI)3

Under the guidance of the spiritual advisor (Part IX, Section (a)(i)), in cooperation with the4chairpersonofspiritualdevelopment,thespiritualprogramshallexpressthereligiousrenewalof5thepeopleofGodasenvisionedbydocumentsofVaticanII.6

Council meetings shall endeavour through the spiritual development program to foster and7advancethespiritualgrowthofmembers.8

Councilsshallhonour,inaspecialway,OurLadyofGoodCounsel,patronessoftheLeaguearound9herfeastdayonApril26th.10

PATRONESS(C&BPARTII)11

HistoryofthePictureofOurLadyofGoodCounsel12

In the small Italian village of Gennazzano, some 30 miles from13Rome,istheshrineofthisMarianpainting.14

This old sanctuary was given by Prince Colonna to the15Augustinians in the 15th century and the monks set about16rebuildingtheirchurch.AwealthywomannamedPetrucciacame17to their support in the restorationof theold churchOurLadyof18Good Counsel. The work ran into difficulty and the villagers19mocked the efforts of the monks. Before her death, however,20Petruccia saw the opening of the church on April 26, 1467, at21whichtimethepictureofOurLadyofGoodCounselwasunveiled.22

The people stood in wonder before its beauty! Mostly peasants,23they were convinced it had come from paradise. They were24reluctant to accept the story that the beautiful fresco had come25from the walls of a church in Scutari, Albania. A recent discovery seems to confirm the Scutari26origin.RestorationworkwasdoneonthefamouspaintingbyProfessordeComposbetween195727and 1961. At the time, letterswere noticed on the edge of the child’s robe that seemed to be a28signature.Theyweredecipheredasreading–“A.Vivaninimadethis.”DeComposconcludedthat29thefrescowastheworkoftheillustriousAntonioVivanini,amasteroftheVeroneseschoolofartin30thefirsthalfofthe15thcentury.Thepicturereflectstheformativeperiodofthemaster’sworkand31wasprobablypaintedbetween1437and1440.32


Theoriginalpictureof theMotherandChild ispaintedon lightplastermeasuring18”x15”.The1style is oriental and Byzantine and shows evidence of moving2away from the stylized rigidity of the east. The original was3brilliant and brightly coloured, the faces simple, pure,4compassionateanddevotional.Theinfantissoclosetohismother5thathissimpleandlovinggesturedrawsusalltoMary,OurLady6ofGoodCounsel.7

The discovery of the signature confirms the authenticity of the8artist. In the five centuries since 1467, it has seen miracles,9pilgrimagesofpopesandsaintsandvisitsof the faithful fromall10overtheworld.11

Before Vatican II, the feast of Our Lady of Good Counsel was12celebratedonApril26th.Whenthisandmanyotherspecialfeasts13weredeletedfromtheliturgicalcalendar,Saturdaysweresetaside14forvotivemassesinhonouroftheBlessedMother.15

AllcouncilsandmembersareencouragedtocelebratetheFeastofOurLadyofGoodCounselonor16aroundApril26theveryyear.Councilsmayrequesttheoriginalpictureonthepreviouspageorthe17modernalternative[picturedontheright]whenpurchasingstockitems.18

SYMBOLS(C&BPARTIII)19

Crest20

The crest was chosen and authorized at the third national21conventioninWinnipegin1922.Thechosendesignwassubmitted22byCWLmemberandartist,Mrs.E.J.MullalyofMontreal.23

Permission to use the crest must be obtained from the national24executive:25• by letter forwarded to national office outlining the intended26

use27• withanenclosedsample,ifpossible,oftheproposeditem28

Production and distribution of the intended itemmay not begin29untilwrittenauthorizationhasbeenobtainedfromthenationalexecutiveviatheexecutivedirector30atnationaloffice.31

Whencopied,itmustbereproducedaccuratelyandwithcare.Ahand‐drawncrestseldomresults32inwhatisconsideredan“authentic”reproduction.33

Theinscriptions,astheyappearonthecrest,mustbeincludedintheirentiretyandnotreplacedby34otherwords:i.e.,35• “TheCatholicWomen’sLeague”(topofblueoutercircle)–goldletters36• “ofCanada”(topofwhiteinnercircle)–goldletters37• “ForGodandCanada,”Leaguemotto(bottomofblueoutercircle)–goldletters38


Thebluecrossissymbolicoffaithandissetabove10goldmapleleaves,symbolicofCanada’s101provinces.Thesearesetinsidetheinnerwhitecircle.2

ThecoloursofthecrestaretheLeaguecoloursofblue,whiteandgold:blue,chosenforMary,and3whiteandgoldforthepapalcolours.Bluesymbolizesloyaltyandfaithfulness,white,purityandjoy,4andgold,kingdomandroyalty.5

AnyuseoftheLeaguecrestmustbetastefulandinkeepingwiththerespectanddignityaccorded6toitastheinsigniaoftheorganization.7

Councilsareremindedthatnationalofficestocksawiderangeofitemsfeaturingthecrestaswellas8crestsavailableindifferentmaterialsandsizes.9

CorporateSeal10

Thecorporatesealshallconformindesigntothatofthecrestandshallbeheldinthecustodyof11nationaloffice.12

Flag13

Theflag,adoptedin1990,isthepermanentpublicsymbol14ofTheCatholicWomen’sLeagueofCanadaandshallnot15be reproduced. For the League, the flag is a symbol of16faith,unityandpurpose.17

ThefocalpointoftheflagistheLeaguecrest,theofficial18insigniaoftheLeague,designedandadoptedin1922.Itis19centred on the flag and is large enough to overlay the three colours of the flag. Its size and20placementemphasizeitsimportancetoLeaguemembersandreflectstheLeague’shistory.21

The colours of the flag, like those of the crest, are the League colours of blue (bottom), white22(centre)andgold(top);bluechosen forOurLadyandwhiteandgold for thepapalcolours.Blue23symbolizesloyaltyandfaithfulness,white,purityandjoy,andgold,kingdomandroyalty.24

Thediagonalcompositionof the three fieldsofcolour,beginningatand flowing fromthetop left25corner, isbothdynamicandprogressiveinappearanceandsymbolicoftheLeague’smembership26movingforwardinfaithandaction“ForGodandCanada.”27

Banner28

Designasshown;size2’x3’.Printednyloncrestonembroideredcotton29twill ― finishedwith interlining and lining, gold fringe, crossbar, gold30ends andmatching gold cord/tassels. Council name/location added in31embroideredlettering.Bannersmaybeorderedthroughnationaloffice.32

[Thenextpageoftextispage21.]33ST. ANDREW THE APOSTLE

CWL

NationalManualofPolicyandProcedure:Policy Page21

SECTION2:POLICY(C&BPARTVII)1

POLICY2

ThepolicyoftheLeagueshallbe:31. to have membership and operation based on the parish unit, with diocesan, provincial and4

nationalrepresentationallevels52. to operate on a systemof standing committees and tomake the fullest possible use of these6

committeesintheinvolvementofallmembers73. todevelopleadershipqualitiesandprovidetrainingtoenablememberstotakeactiverolesin8

theaffairsoftheirfaith,communityandsociety94. tomaintainaffiliationwiththeWorldUnionofCatholicWomen’sOrganizations(WUCWO)105. tocooperateatall levelswithotherorganizationswhereandinwhatevermannerthecouncil11

concernedagreesisnecessaryordesirabletoaccomplishtheObjectsoftheLeague126. tomaintainliaisonwithpastoralcouncilsinaccordancewiththeCodeofCanonLaw137. toremainpoliticallynon‐partisan14

CWLCOUNCILSANDTHELOCALCHURCH15

TheCodeofCanonLawsuggeststhateachdiocesehaveapastoralcouncil toadvisethebishopof16matterspertaining to theparishes.Often then, abishopwill recommend that individualparishes17likewise,havealocalpastoralcouncil.Localpastoralcouncilsexistinavarietyofways:18• somepastorsappointitsdelegates19• someparishesholdelectionstothecouncilfromthegeneralparishpopulation20• other parishes invite its various Catholic groups to appoint a representative to the pastoral21

council.ThisrepresentativewillactasaconduitofinformationfromtheCWLcouncilbackand22forthtothepastoralcouncil.TheparishCWLcouncilcanvotetodeterminewhocanbestserve23theirinterestsonsuchaparishpastoralcouncil.24

TheLeagueisaprivateassociationoftheChristianfaithfulinthechurchandassuch,Canons32425and325apply. In summary: asautonomousof formal churchstructures, allprivateassociations26freelyselecttheirownmoderatorandofficials,freelyadministerthegoodstheypossessandfreely27choosetheirownspiritualadvisor,whomustbeconfirmedbythelocalordinary.28

WUCWOAFFILIATION29

The CatholicWomen’s League of Canada has been officially affiliated bymotionwith theWorld30UnionofCatholicWomen’sOrganizations(WUCWO)since1921.TheLeague’spolicyis“tomaintain31affiliationwiththeWorldUnionofCatholicWomen’sOrganizations.”32

WUCWOwas formed in 1910 and owes its existence to a fewwomen of visionwho, even then,33recognizedtheneedtoestablishalinkbetweenorganizationsofCatholicwomenaroundtheworld,34


known today as “networking.” The CatholicWomen’s League of Canada joined this international1bodyin1921andmaintainsactiveaffiliation.2

Currently,89organizationsbelongtoWUCWO.TheseorganizationsarefromAfrica,NorthAmerica,3LatinAmerica,AsiaPacificandEurope.WUCWOhasnon‐governmentalorganization(NGO)status4at the United Nations (UN) in New York; United Nations Educational, Scientific and Cultural5Organization(UNESCO)inParis;theUNinGeneva;FoodandAgricultureOrganization(FAO)ofthe6UNinRome;andtheCounselofEuropeinStrasbourg.7

Toachieveitsobjectives,WUCWO:8• promotestheformationofwomentomeetcontemporarychallenges9• fostersawarenessandrespectofculturaldiversity10• promotestheinternationaldimensionwithinitsmemberorganizations11• coordinatesactivitiesofmemberorganizationsatinternationallevel12• presents the positions ofWUCWOand represents themember organizations to international13

bodies14• lobbieswithotherinternationalorganizationsandfaithcommunitiesfortherespectofhuman15

rights,especiallyforwomen16• encouragesecumenicalandinter‐religiousdialogue17

WUCWOisrecognizedbytheHolySeeasanInternationalCatholicOrganization(ICO).Itmaintains18relationswiththe:19• SecretariatofState20• SecretaryoftheSynods21• PontificalAcademyofSocialSciences22• Pontifical Commission for Social23

Communications24• Pontifical Council for Promoting New25

Evangelization26• Pontifical Council for Promoting Christian27

Unity28

• PontificalCouncilfortheLaity29• Pontifical Council for Inter‐religious30

Dialogue31• Pontifical Council for Integral32

Development33• PontificalCouncilforCulture34

WUCWO is neither a financial nor a technical aid organization. It is committed to carrying out35activitiesandprogramsfor justiceanddevelopment, tobringaboutamoreequable,humaneand36just society. By its programs,WUCWO enables women to meet the challenges of their world to37whichtheircontributionisessential.38

It is throughWUCWO thatmembers of The CatholicWomen’s League of Canada are involved in39international life. The League participates in WUCWO conferences and world assemblies, is40consultedon current issues and informsLeaguemembersofWUCWO’spositionon international41matters.AnnualduesarepaidtoWUCWO,theamountbasedoncurrentLeaguemembership.42

WUCWO Day is celebrated each year on May 13th by member organizations, providing the43opportunityofunitinginprayerwithmillionsofotherCatholicwomenaroundtheworld.44

TheWUCWOStatutesandBylawsstatetherecanonlybeoneboardmembernominatedfromeach45country. Since Canada has several full‐rights members, the League alternates with the other46CanadianCatholicwomen’sorganizationsinnominatingaCanadianboardmembertoWUCWO.The47


League’s commitment tohavingan electedboardmember is thepaymentof all expenses for the1boardmembertoattendallboardmeetingsduringherfour‐yeartermofoffice.2

RecognizingthegreatneedforactiveLeagueparticipationinWUCWO,theLeaguealsomakeson‐3going financial provision for the national president, as national chairperson of international4relations, and the executive director, for continuity, to attendWUCWO general assemblies held5everyfouryears.Financespermitting,anotherLeaguerepresentativemayalsobeinvitedtoattend.6

OTHERAFFILIATIONS7

COOPERATIONWITHOTHERORGANIZATIONS8

TheLeague’spolicy is “tocooperateatall levelswithotherorganizationswhereand inwhatever9manner the council concerned agrees is necessary or desirable to accomplish the objects of the10League.”11

Forthepurposesof thisdocument,cooperationmeansworkingtogether foracommonobjective.12By cooperatingwith themany community‐basedworthwhile organizationsandoffering financial13assistanceintheirendeavours,membersacrossCanadaareupholdingtheObjectsoftheLeaguein14accordancewiththeConstitution&Bylaws.15

Beforecouncilscooperatewithanotherorganization,thefollowingguidelinesshallbeconsidered:161. Review the organization’s constitution, bylaws, list of offices/officers, sponsors, policies and17

objects.182. Ensurethatthepoliciesandobjectsoftheorganizationconformwiththeobjectsandpoliciesof19

theLeague.203. Investigatethereputationoftheorganizationinthecommunity.21

Infinanciallysupportinganotherorganization,careshouldbetakenthatdonatedfundswillbeused22byorganizationsthatupholdCatholicteachingsandvalues.23

Incooperatingwithotherorganizations,councilsarerequiredto:241. Enterintoacooperationagreementbymotionoftheircouncil.252. Implement policies and guidelines outlining their council’s level of cooperation with the26

organization.273. Notsendrepresentationnorholdposition/officeintheotherorganization.284. Notundertaketheworkoftheotherorganization.29

AFFILIATIONS30

TheCatholicWomen’sLeagueofCanadahasbeenofficiallyaffiliatedbymotionwith theCatholic31HealthAllianceofCanadaanditsprovincialcounterpartssince1983.32

Before participating in a coalition/affiliationwith another organization, the following guidelines33shallbeconsidered:341. Review the organization’s constitution, bylaws, list of offices/officers, sponsors, policies and35

objects.362. EnsurethatthepoliciesandobjectsoftheorganizationconformwiththeObjectsandpoliciesof37

theLeague.38


3. Investigatethereputationoftheorganizationinthecommunity.14. While League involvement with another organization may focus on one common issue or2

concern, the council must ensure such involvement does not give credibility to or condone3other stands takenby theproposed coalition/affiliation organization that are not compatible4withtheobjectsandpoliciesoftheLeague.5

5. It is not advisable for councils to affiliatewith any other organization/group by payment of6membershipdues.7

6. Determinehowtheproposedcoalition/affiliationwouldaffecttheLeagueinmatterssuchas:8a. circulationofcommonmaterialbyeitheri)thecoalition/affiliation,orii)theLeague.9b. thedurationofthecoalition/affiliationbetweentheorganizations.10c. if the League name is to be used in publications andwhat control the League has over11

publicationcontent.12d. ifLeagueparticipationisforaspecificissue/topicandiftheissue/topicistobenamed.13e. ifthecoalition/affiliationistobeallowedtoincludetheLeague’snameinadvertisingand14

inanycommonpublicationormaterial,andwhatcontroltheLeaguehasoverthecontent15ofsuchmaterial.16

7. Participation in a coalition/affiliation shall be determined by a motion of the members at a17councilmeeting,aftermattersoutlinedinsectionsonetosixhavebeendeterminedandagreed18upon by both the League and the coalition/affiliation organization, or bymotion to become19effectivesubjecttothesatisfactionofallsuchmatters.20

8. Resolutions thathavebeendevelopedand researchedbyothergroupsororganizations shall21notbeacceptedasresolutionsofTheCatholicWomen’sLeagueofCanada.22

IMPACTOFAFFILIATIONWITHANOTHERORGANIZATION23

Anymemberwhobecomesadirectorofanotherorganizationisboundtoadutyofloyaltytothat24organizationwhilesheisatthattableandisnotarepresentativeoftheLeague.25

As a member on a board of another organization, The Catholic Women’s League of Canada’s26directors’andofficers’liabilityinsurancewillnotcoverherinthatposition.27


NationalManualofPolicyandProcedure:Membership Page31

SECTION3:MEMBERSHIP(C&BPARTVII)1

GENERALMEMBERSHIP2

1. MembershipintheLeagueisestablishedandmaintainedbypaymentoftheannualprescribed3membershipfeethroughalocalparishcouncilinaccordancewithPartXVII,Section4.4

2. It is the responsibility of the treasurer at parish council level to remit promptly to national5office, allpercapita feeswhencollected.Thiswill ensure thatmembers receive their copyof6The Canadian League magazine to which they are entitled with paid‐up membership, and7guarantee those members who are named as accredited delegates to the annual national8conventioneligibilitytovote.9

TheReceptionofNewMembersceremonymaybefoundintheHandbookforSpiritualAdvisorsand10CeremoniesBookletavailablefromnationaloffice.11

TheCatholicWomen’sLeagueofCanadahas,attimesinitshistory,hadtodealwithissueswhere12the present culture and the church have collided. While difficult and often uncomfortable, it is13necessarytorelyonthechurch’steachingstoassistinmakingdecisions.Suchisthecasewhenat14theparishlevel,membershipissuesarisefromwhichtheremaybenopolicyintheNationalManual15ofPolicyandProcedure.16

The League remembers that it is “officially recognized by the Canadian Conference of Catholic17Bishopsasanationalprivate associationof the faithful,2005” [C&B2013], andas such, consults18withthebishops.19

Protocol,which calls for acting prudently in the event of difficultieswithmembership decisions,20followingconsultationwiththeVatican’sDicasteryfortheLaity,FamilyandLife:21

1)Reviewthemostrecenteditionof theConstitution&BylawsandtheNationalManualofPolicy22andProceduretoascertainwhethertheissueisaddressedtherein.23

2) In consultation with the parish council spiritual advisor, the diocesan bishop and diocesan24councilpresident,seekadviceanddirectioninordertomakeaninformeddecisionastowhether25themembershipinquestioniscountertochurchteaching.Thelocalbishopmusthaveasmuch26information as possible in order to assist the parish councilwhere amembership issue is in27question. The local bishop will consult the League’s national spiritual advisor and assist in28settingadirection.29

3) Followingconsultationandadecision,theparishcouncilpresident,diocesancouncilpresident30andparishcouncilspiritualadvisorwillmeetwiththepersontocommunicatethedecision.31

4)Whileapersonmaynothavebeenacceptedasamemberof theLeague, it is still essential to32accompanywith compassion the personwhosemembership has been declined. Usemethods33thatwouldmodelhowJesuswouldrespondtoapersoninHismidst,andfindwaystoaffirmthe34person’swillingnesstoserve.35


TRANSFEROFMEMBERSHIP1

Ifamembermoves,hasanamechange,ortransferstoanewcouncil,shemayrequestthepresident2ofthecounciltocomplete:3a. aChangeofInformationFormfordocumentationandmailingtonationaloffice.4b. a Member’s Transfer Form for documentation of parish service and diocesan/provincial5

eligibility.6

LIFEMEMBERSHIP7

InTheCatholicWomen’sLeagueofCanada, lifemembershipgives to therecipient, inadditionto8the honour, a permanent place on the national council, the same voting privileges as accredited9delegatesatanannualmeetingorconvention[C&B,PartXIV,Section2(c)],avoiceinitsaffairsand10eligibility for a national appointment. A life member receives notice of the annual national11convention and, at her request, a copy of theminutes, plus copies of all relevantmailings from12nationaloffice.13

Lifemembershipisnotintendedtobearewardforyearsofserviceoraretirementgift.Thereare14appropriate ways of honouring members for their dedication to the League. Privilege entails15responsibility.Nationalcouncilrequiressupportandactiveservicefromitslifemembers.16

Lifemembersinadiocesedonotattendparish/diocesan/provincialexecutivemeetingsunlessthey17are members of that executive by appointment or election as defined in Part VIII Section 2(b),18because theydonothave theauthority toassume theresponsibilitiesof theexecutive.However,19they have accredited delegate voting privileges at diocesan and provincial conventions in the20provinceinwhichtheyholdmembership.21

Onlydiocesanandprovincialexecutivesareentitledtosubmitapplicationsforlifemembershipin22accordance with the established criteria. The notice of nomination must be approved by the23diocesan/provincial executive by motion at an executive meeting indicating support for the24nomination. The responsibility for making the application is with the submitting25diocesan/provincialexecutiveasitknowstheindividual’srecordofservice.Thenationalexecutive26verifiesthatthecriteriahavebeenmetandapprovestheapplicationforlifemembership.Provincial27and diocesan executives should considerwhether or not theywish to add requirements in their28own policy and procedures manuals, provided these additions do not contravene the national29criteria.30

Nationalofficeadvisestheprovincialanddiocesanexecutivesandtherecipient’sparishcouncilof31the award. National council will officially recognize new life members at the annual national32conventionandintheannualreport.33

Lifemembersareexpectedtomaintaintheirmembershipbypayingannualpercapitafeesthrough34their parish council and are responsible for registering for diocesan, provincial and national35conventionsandareexpectedtopaytheirownexpenses.36


CriteriaforLifeMembership11. ThenomineemusthavebeenamemberoftheLeagueingoodstandingforatleast10years.22. Allnomineesmusthavebeenadiocesanorprovincialpresident.33. Thenomineemusthaveheldexecutivepositionsatdiocesanlevelforaminimumoffouryears.44. The nominee must have held executive positions at provincial level for a minimum of four5

years,notto includetermservedasdiocesanpresident,atthetimesheispresentedwithher6lifemembership.7

5. ThenomineemusthavedemonstratedherloveoftheLeague,herencouragementofothersand8herabilitytoparticipateinstudy,research,presentations,workshops,etc.9

6. ThenomineemustbeavailableandwillingtocontinuetoservetheLeagueatnationallevelon10committees,preparingbriefs, researching reportsand resolutions, facilitatingworkshopsand11attendingconferencesattherequestofthenationalpresident.12

7. SPECIALNORMS13a. InOntario,with13diocesancouncils,criterion#4maybewaived,providingthenominee14

has served in executive positions at diocesan level for aminimum of eight years. In this15situation,yearsservedatdiocesanlevelmustincludetwoyearsasdiocesanpastpresident16atthetimeoftheanticipateddateofpresentation.17

b. In provinces with no diocesan councils, Military Ordinariate, New Brunswick,18Newfoundland and Labrador, and Prince Edward Island, criterion #3 may be waived,19providingthenomineehasservedinexecutivepositionsatprovinciallevelforaminimum20ofeightyears.21

The nomination process may begin as long as the nominee has met the criteria by the date of22plannedpresentation.Thenominationprocessmayspanmorethanoneyearinordertosatisfythe23requireddocumentationandapprovalsprocess.24

LifeMembershipNominationandApprovalProcedure25TheNoticeofNominationforLifeMembershipformiscompletedtoconfirmthenomineemeetsall26criteriaand isaworthycandidate for lifemembership.Thisnoticeofnomination isapprovedby27motion at the diocesan/provincial executive at an executive meeting and is signed by the28nominating council’s secretary and president, and mailed to the executive director, c/o CWL29NationalOffice,C‐702ScotlandAvenue,Winnipeg,MBR3M1X5bySeptember15th.301. Nationaloffice forwards the following information to thenominatingcouncil: criteria for life31

membership,NominationFormforLifeMembership,LifeMemberNomineeQuestionnaireand32Life Member Checklist for the Provincial Council. The nominating council may expedite the33processbydownloadingtheformsfromthenationalwebsite.34

2. The Nomination for Life Membership form is completed by the submitting nominating35diocesan/provincialexecutiveandmustbeapprovedbytheprovincialexecutivebymotionat36anexecutivemeeting.37

3. Itissignedbythenominatingcouncilsecretary(whoverifiesthisexecutiveaction)andbyboth38the diocesan and provincial presidents pending final approval upon completion of all other39documentation (i.e.LifeMemberNomineeQuestionnaireand finalLifeMemberChecklist for40the Provincial Council and signature of the provincial president). This form ismailed to the41executivedirector,c/oCWLNationalOffice,C‐702ScotlandAvenue,Winnipeg,MBR3M1X5.42(DeadlineDate:December15th.)43


4. The nominating council provides the contact names and addresses on the Life Member1NomineeQuestionnaireformandforwardstheformsasindicatedonthetopofeachform.2

5. The Life Member Nominee Questionnaire is completed by the nominee, indicating her3availabilityandwillingnesstocontinueactivelyservingtheLeague,andforwardsacopytothe4nominatingpresident,provincialpresidentandexecutivedirectorc/oCWLNationalOffice,C‐523702ScotlandAvenue,Winnipeg,MBR3M1X5byDecember15th.6

6. Nationalofficeverifiesthatthenomineemeetscriteria1‐4andtheexecutivedirectorconfirms7thisfacttothesubmittingnominatingprovincialordiocesan/provincialexecutives.8

7. ALifeMembershipChecklistfortheProvincialCounciliscompletedbytheprovincialpresident9who verifies completion of the Nomination Form for Life Membership and Life Member10NomineeQuestionnaire.11

8. Uponendorsementbytheprovincialexecutive(asnotedbysignatureofthesecretaryandthe12dateofmotion),theNominationFormforLifeMembershipandLifeMemberChecklistforthe13ProvincialCouncilmustbesubmittedforfinalacceptancetonationalofficebyDecember15th14and mailed to the executive director, c/o CWL National Office, C‐702 Scotland Avenue,15Winnipeg,MBR3M1X5.16

9. TheLifeMemberChecklistfortheProvincialCouncilalongwithachequefor$200.00fromthe17submitting nominating council and the specific date on which the life membership will be18presentedmustbereturnedtonationalofficebyFebruary1st.19

10. National office will forward the completed Nomination Form for Life Membership and Life20Member Nominee Questionnaire forms to the national chairperson of organization for21confirmationthatthenomineemeetsalltherequirements.22

11. Upon confirmation that all criteria have been met, the list of nominees is presented to the23nationalexecutiveatitswintermeetingforapprovalbymotion.Latesubmissionsmayreapply.24

12. Following acceptance by the national executive, the submitting provincial and diocesan25executives and the nominee’s parish councilwill be notified and a lifemembership pin and26scrollwillbesenttothenominatingdiocesanorprovincialcouncilpriortotheanticipateddate27ofpresentation. 28

29


PRIVACYPOLICY1

Thenational executive is responsible forensuring that awell‐formulatedprivacypolicyexists to2protect the personal informationprovidedby allmembers and formermembers. Thepolicywill3identifyhowinformationwillbecollected,stored,usedanddestroyedandwhowillhaveaccessto4itandwhen.ThePrivacyPolicyisfoundinAppendix1.5

ETHICALGUIDELINES6

Inresponsetoanemergingconsensusinrecentyearsabouttheneedforclearerethicalguidelines7in Catholic institutions and associations, the League has written guidelines for members in8relationships with youth, clergy and each other, as well as guidelines for members’ civic and9personalcommitmentsandresponsibilities.TheseguidelinesarefoundinAppendix2.10

CONFLICTOFINTEREST11

As a non‐profit association, TheCatholicWomen’s League of Canadamust alwayswork to serve12publicratherthanprivateinterests.Toservethepublicinterestandtobeeffectiveinpursuingits13Mission Statement, the League and its members must maintain the highest levels of credibility,14confidenceandtrustwiththecommunitytheyserve.Aconflictofinterestisasituationinwhicha15memberhasaprivateorpersonalinterestsufficienttoappeartoinfluencetheobjectiveexerciseof16her duties. This policy is intended to assist with identifying, avoiding and managing real or17perceivedconflictsofinterestthatmayariseinthecourseofLeaguework.Thispolicyisfoundin18Appendix6.19

MEMBERRECOGNITION:PINSANDAWARDS20

CouncilsareencouragedtomakethepresentationofallLeaguepinsandawardsaspecialoccasion.21Itisimportantthatawardsarerecordedinthecouncilminutes.22

The Ceremony for the Presentation of Service Awards is included in the Ceremonies Booklet,23available fromnationaloffice.Whenused, the ceremonywill encourage allmembers to continue24theirdedicatedservice“ForGodandCanada.”25

PinProtocol26

Membersmaywearmorethanonepinatanygiventime.Goodtasteanddiscretiononthepartof27themembershouldprevail.28

LeagueInsigniaPin29

The insigniapinshouldbewornwithpridebyeverymember.Membersmaypurchasetheirown30pinorthecouncilmaychoosetopresentit. Councilsareencouragedtostockasupplyforsaleto31members.32


PresentationPins1

Presentationpinsmustbeorderedbya council as apresentation item.Years of servicepins are2availableinfiveyearincrements.3

MembershipScroll4

Membershipscrollsareavailable forpresentation tomemberswhohaveserved theLeague fora5totalof25yearsormore.ThesescrollshavetheLeaguecrestonagoldsealandaresignedbythe6nationalpresidentandnationalsecretary‐treasurer.Anynumberofyearsover25canbeinscribed.7

SpiritualAdvisorPin8

Thespiritualadvisorpin iswornbyspiritualadvisorsonevery levelandshouldbepresentedby9thecouncil.Pinstohonourspiritualadvisorswhohaveatotalof5or10yearsofservicearealso10available.11

PresidentPin12

Thepresidentpiniswornbythepresidentofacouncilduringhertermofofficeandispassedonto13hersuccessor.14

PastPresidentPin15

The past president pin is presented to an outgoing president and is the most appropriate and16meaningfulgiftacouncilcangiveitspresidentinrecognitionofherservice.Councilsshouldorder17the pinwell in advance so that itmay be presented at the same time as the outgoing president18passesonthepresidentpintotheincomingpresident.19

DiocesanandProvincialBars20

Diocesanandprovincialbarsareavailable forusewiththepresidentandpastpresidentpins, for21diocesanandprovinciallevels.22

RegionalBar23

Aregionalbarisavailableforusewiththepastpresidentpininareaswhereregionalcouncilsare24established.25

MapleLeafServicePin26

Themapleleafservicepinwasintroducedin1971formemberswhohaveservedtheLeagueinan27exceptionalormeritoriousmanner.Thispinmustbeorderedbyacouncilasapresentationitem.It28istheresponsibilityofthecounciltodeterminecriteriafortheawardingofthepin. Acompleted29NominationforMapleLeafServicePinformshouldbepresentedatthetimeofpurchase.Suggested30criteria:31• beanactivememberforaminimumlengthofserviceof7to10years32• haveperformedspecificoutstandingLeagueserviceonaone‐timebasisoroverseveralyears33

34


BellelleGuerinAwardandPin1

TheBellelleGuerinAward ispresented tomemberswhodonotqualify for lifemembershipand2who demonstrate love of the League and an availability and willingness to continue to serve.3NominatingcouncilsareremindedthatthenomineemustbeanexemplarymemberoftheLeague,4servingatmorethanonelevel,whodoesnotandwillnotqualifyforlifemembership.5

CriteriaforBellelleGuerinAward61. ThenomineemusthavebeenamemberoftheLeagueingoodstandingforatleast25years.72. Thenomineemusthavebeenactiveonherparishcouncil(s)forthe25years.83. Thenomineemusthaveservedontheparishexecutive.94. Thenomineemusthaveservedonthediocesan/provincialexecutive.105. Thenomineemusthavegivenextraordinaryservice to theLeague, contributingat theparish11

anddiocesan[whereapplicable]and/orprovinciallevel.126. ThenomineemusthavedemonstratedherloveoftheLeaguethroughherwordsandactions.13

NominationProcessfortheBellelleGuerinAward141. Nominations for the Bellelle Guerin Awardmay be submitted by a parish, diocesan and/or15

provincialcouncil.162. The nomination form for the Bellelle Guerin Award completed by the nominating council17

president, theBellelleGuerinRecipientLifeMemberWaivercompletedby thenominee,and18the$75.00paidbythenominatingcouncilformthecompleteapplication.19

3. The nominating president forwards the nomination form to the parish, diocesan [where20applicable]and/orprovincialpresidentforsignature.21

4. Thenominationformmustbesignedbytheparish,diocesan[whereapplicable]andprovincial22president for approval. It is the responsibility of the nominating council to ensure that the23nominationformissignedbyalllevels.24

5. Thenominating council forwards the signednomination formandsignedwaiver tonational25officealongwiththe$75.00fee.26

6. National office sends the certificate andpin to thenominating council for presentation. The27presentationmay take place at a parish celebration or a diocesan or provincial convention28whereappropriate.29

LifeMemberPin30

Life member pins are presented to members awarded life membership in national council31accordingtoestablishedcriteria.ThelifememberpintakesprecedenceoverallotherLeaguepins,32exceptthenationalpresidentpinandhonorarylifememberpin,andshouldbewornonallofficial33occasions.34

HonoraryLifeMemberPin35

Anhonorary lifememberpin isawardedtoeachretiringnationalpresidentat theterminationof36hertermofoffice.37

38


CertificateofMerit1

Thecertificateofmeritwasintroducedin1974toaffordrecognitiontoanyone,Leaguememberor2not,Catholicornon‐Catholic,maleor female,whohasaided theworkof thecouncilgenerallyor3with a specific project. This certificate, bearing the League crest on a gold seal, ismailed to the4councilandthepresentingcouncilcompletesthedetails.5

CouncilAnniversaryCertificate6

Introduced in1988, thecouncilanniversarycertificate isawardedbydiocesancouncils toparish7councilsinrecognitionofyearsofservice.8

ScholarshipCertificate9

Introduced in 1994, the scholarship certificate is used by councils awarding scholarships to10students.11

ComparisonofPinsandAwardsRequiringNominationtoNationalLevel12

Criteria MapleLeafServicePin BellelleGuerinAward LifeMembershipMinimumyearsofservice

Suggested7to10 25 10

Descriptionofnominee’sservice

Exceptionalormeritoriousserviceonaone‐timebasisoroverseveralyears;criteriaasdeterminedbythenominatingcouncil

1. Activeserviceattheparishlevel

2. Serviceontheparishexecutive

3. Serviceatdiocesanand/orprovinciallevel

4. ExtraordinaryservicetotheLeague,contributingattheparishanddiocesan[whereapplicable]and/orprovinciallevel

1. Continuedinvolvementattheparishlevel

2. Fouryearsatdiocesanlevel,includingtermasdiocesanpresident

3. Fouryearsatprovinciallevel,excludingtermservedasdiocesanpresident

4. SpecialnormsforMilitaryOrdina‐riate,Newfound‐landandLabrador,OntarioandPrinceEdwardIslandareonpage33

13

14


1

Criteria MapleLeafServicePin BellelleGuerinAward LifeMembershipDescriptionofnominee’sattributes

None 1. AdemonstratedloveoftheLeaguethroughwordsandactions

2. Doesnotandwillnotqualifyinfutureforlifemembership

1. AdemonstratedloveoftheLeague

2. Abilitytoencourageothers

3. Abilitytoparticipateinstudy,research,workshops,etc.

4. Availabilityandwillingnesstocontinuetoserve

Nominatingcouncil Parish Parish,diocesanorprovincial

Diocesanorprovincial

Formtobecompletedbynominatingcouncil

NominationforMapleLeafServicePin

NominationforBellelleGuerinAward

NoticeofNominationforLifeMembershipandNominationFormforLifeMembership

Formtobecompletedbynominee

None LifeMembershipWaiver

LifeMemberNomineeQuestionnaire

Deadlineforsubmission

None None September15th,December15th,February1st

FUNERALANDHONOURGUARDPROTOCOL2

Preface:3“Theritualgestures,processions,andposturesshouldexpressandfosteranattitudeofreverence4andreflectivenessinthosetakingpartinthefuneralrites”(OrderofChristianFunerals).5

Supplies:6• Leaguescarf7• Leaguepin8• *Candles(oneeachforthemembersofthehonourguard)9• *Candlesmaybenewtapersorbattery‐operatedcandles,asdeterminedbeforehandbythe10

parishpriestinconsultationwiththecouncilpresident.11• Matches(ifrequired)12

Protocol:13Whenamemberofaparishcouncildies,allmembersshare in the loss.Membersshouldconsole14mournersandsupportthemwithappropriateactsofkindness,suchasassistingthemournerswith15routinedailytasksandofferingassistanceofanykindtothefamilysotheymayfocusonplanning16of the funeralwith the priest and layministers. Thiswill give the family time to be together in17mutualsupportandcomfort(ibid,no.10).18


If invited or requested,members of the parish councilmay assist the priest and familywith the1organization of the funeral and during the preparation, and the priest and familymay request a2prayervigil (CeremoniesBooklet).Assistancemayalsobeofferedwith thechoiceof readingsand3hymnsorasreaderssoastoalleviateundostressonthefamilyduringthistimeofgrieving.4

During thesepreparationsand inconsultationwith theparishpriest, familyand funeraldirector,5thecouncilpresident(orherdesignate)mayrequestthatmembersbepermittedtoformanhonour6guardatthefuneral.Ifthereistobeanhonourguard,thepresident(orherdesignate)willprovide7thepriestandfuneraldirectorwithanapproximatenumberofmemberswhowillparticipatesoas8toensuresufficientreservedseatingandtoreceivedirectionsonalignmentofthemembersforthe9reception of deceased (i.e. casket or urn), entrance procession and the prayers of final10commendationpriortothedismissal.Atthistime,requestfromthepriestandfuneraldirectorany11furtherinstructionsforthedayofthefuneral.12

Memberswill:13a) Arrive at the church at least 45 minutes prior to the funeral and await directions from the14

funeraldirectorforliningupandfilingintothechurch.15b) Listencarefullytothedirectionsfromthefuneraldirectorwhenmovingintotheaisleofchurch16

toreceivethedeceased(i.e.casketorurn)andthefamily.17c) WeartheLeaguescarfandpin.18d) Eachholdalightedcandleinauniformmannerbeforethefuneralliturgybeginsandmaintaina19

dignifieduprightposture.20

If reserved spaces have been made available, members file into the designated pews after the21entranceprocession and familyhavemoved to the front of the church. Following the concluding22funeral rite, and prayers of commendation, members will again assume their honour guard23positionsfortherecessionalhymnandprocessionoutofthechurch.Candlesmaybelituniformly24attheoutset,asdeterminedbeforetheconcludingriteofthefuneralliturgybegins.25

OtherConsiderations:261. Toemphasizetheimportanceoftheperson’sbaptism,thechurchinCanadaencouragestheuse27

ofafuneralpallattheliturgy.Itisplacedonthecoffinduringthereceptionofthebodybutnot28for an urn with the cremated remains of the deceased. This pall is a reminder of the white29baptismal garment, the sign of theChristiandignity of the person. Thismakes the statement30that she is a sister of Christ, amember of the church.NOTE: No other symbols, such as the31“insignia of associations”, have any place in the funeral liturgy (i.e., CWL funeral pall is NOT32permitted)(ibid.no.38).33

2. In thecaseofamemberwhowas in themilitary, theCanadian flagcouldbe locatednear the34entranceofthechurchwhereit isvisibletoall. If thefamilywishestodrapetheflagoverthe35coffin,itmaybedoneonlywhenthedeceasedistransportedtoandfromthechurchwherethe36funeral liturgy is tobecelebrated.The flagcanthenberemovedand foldedwithappropriate37ceremony and respect just before the funeral pall is to be placed on the coffin during the38welcoming rite for thedeceased. Following the conclusionof the liturgy, thepall is removed,39and the flagmayonceagainbeplacedon the coffin for transportoutof the church (Catholic40FuneralsandEulogies,thePallandtheFlag,CanadianConferenceofCatholicBishops,March5,412010).42


44

NationalManualofPolicyandProcedure:Organization Page51

SECTION4:ORGANIZATION(C&BPARTVIII)1

GENERAL2

AllmembershipintheLeagueisheldattheparishcouncillevelwhereanannualmembershipfeeis3paid by each member. The diocesan, provincial and national levels provide leadership, develop4programs for members and express the League’s concerns and positions on specific issues to5government and other organizations at diocesan, provincial and national levels. Members at all6levels are encouraged to follow up on any actions requested by their diocesan, provincial and7nationalexecutivesandtoreportannuallyontheiractivities.8

ORGANIZINGAPARISHCOUNCIL9

PreparatoryPlans10

Agroupof Catholicwomenwishing to formaparish council ofTheCatholicWomen’sLeagueof11Canadashoulddoso inconsultationwith theirpastor,whowillautomaticallyassumetheroleof12spiritualadvisorwithdutiesandresponsibilities.Asacourtesy,theordinaryofthedioceseshould13beadvisedofthewishesofthewomenandthepastor.14

AmemberoftheinterestedgroupshouldconsultwiththepresidentoftheCWLdiocesancouncil15for informationandassistance inorganizingaparishcouncil.At thistime, thediocesanpresident16willsupplyanApplicationforCertificateofOrganizationtothegroup.17

Theinterestedgroupshoulddothefollowing:181. Plananinformation/organizationalmeetingandgiveitwidepublicitythroughtheparish.192. Selectachairperson.203. Openthemeetingwithprayer.214. Invitethediocesanpresident,orherrepresentative,tospeakontheLeague’spolicy/objects/22

historyandstructureatparish,diocesan,provincialandnationallevels.235. Allowtimeduringthemeetingfordiscussionandquestions/answers.246. Adoptamotiontoorganizeacouncilbyasimplemajorityofthosepresent.25

Elections26

The diocesan president, or her representative, should be asked to chair the elections procedure.27Officers required are president, president‐elect, first vice‐president, second vice‐president28(optional), secretaries (oneor two), treasurerandchairpersonsasrequired tochair thestanding29committeestocarryouttheworkofthecouncil.[C&BPartXI,Section1]30

AnnualMembershipFees31

The diocesan president, or her representative, will advise the new council regarding national,32provincialanddiocesanpercapitafees.Themembershipfeeisthatfeedeterminedbyeachparish33councilandincludesdiocesan,provincialandnationalpercapitafees,aswellasthefee(ifany)for34theparishcouncilitself.[C&B,PartXVII,Section4]35


CharterMembers1

Onlythosemembersinattendanceattheorganizationmeetingwhosigntheirnamesonthereverse2sideoftheApplicationforCertificateofOrganizationandpaytheprescribedmembershipfeewill3beconsideredchartermembersofthenewlyorganizedcouncil.4

Havingbeenofficiallyorganized, the council is then required to conduct its affairs in accordance5with theConstitution&Bylaws ofTheCatholicWomen’s Leagueof Canada and is grantedvoting6privileges.[C&B,PartXV]UponreceiptoftheApplicationforCertificateofOrganizationatnational7office,acharterispreparedandsenttothepresidentofthenewlyorganizedparishcouncil,along8withaPresident’sKit.9

InstallationofOfficers10

The newly elected officers should be formally installed during a parish Eucharistic celebration,11preferably on a Sunday. Copies of the installation ceremonymay be found in theHandbook for12SpiritualAdvisorsandtheCeremoniesBooklet.13

AMALGAMATINGPARISHCOUNCILSASARESULTOFPARISHRESTRUCTURING14

ThechangingfaceofthechurchinCanadahasresultedintherestructuringofparishes.Presidents15ofparishcouncilsaffectedby thesechangesmay find theseguidelineshelpful inplanning for the16futureoftheircouncils,makingeveryefforttocoordinatetheneedsoflocalcouncilswiththoseof17thelocalchurch.18

DefinitionofTerms19

Whenparishesare“twinned,”twoormoreparishesarebroughttogetherundertheadministration20ofoneparishwiththepastorservingaspastorofthecombinedparishes.21

Whenparishes“formacluster,”twoormoreparishesworktogetheraspastoralteamstoenliven22thelifeofeachparish,maintainingindividualautonomybutfollowingacommonpastoralapproach.23

Whenparishes“amalgamate,”twoormoreparishesaredissolvedandanewparishisformedwith24anewname,oneplaceofworshipandonepastoralteam.25

Theclosureofaparishisacanonicaldecisionmadeatthediscretionoftheordinaryofthediocese.26

Inallrestructuring,thelocalordinarydesignatestheseatoftheparish.TheCWLcouncillocatedin27theseatoftheparishbecomesthe“host”council.28

WhenParishesareTwinned29

WhereparishestwinandtheCWLmembersofoneorbothoftheseparisheswishtomaintaintheir30localCWLparishcouncil,thefollowingstepsshouldbetakenbytheCWLparishcouncilpresident:311. DiscussthepossibilityofthespiritualadvisorservinginbothCWLcouncils.322. If he is unable to do so, suggest that a lay parishworker or religious sister be appointed to33

providespiritualdirectionforthemembers.343. Have the spiritual development chairpersonwork closelywith the appointee until he/she is35

familiarwithLeagueprograms.36


4. Consult with the diocesan president and diocesan spiritual advisor if no spiritual advisor is1appointedforthecouncilorifproblemsarise.2

WhenParishesFormaCluster3

WhereparishesclusterandtheCWLmembersofoneormoreoftheseparisheswishtomaintain4their local CWL parish council, the following steps should be taken by the CWL parish council5president:61. Notifythediocesanpresidentanddiocesanspiritualadvisorofthemembers’wishes.72. Dialoguewith theparishpriests in aneffort to fostermutualunderstandingof themembers’8

desiretocontinuetheirLeaguecommitment.93. Submit,tothepastorintheseatoftheparish,thenameandaddressofalaydeacon/religious10

sisterorparishworkerwhocouldserveasspiritualadvisor.Keepspiritualactivitiesaliveinthe11parishandcontinuewithLeagueprograms.12

4. Maintaincloseliaisonwiththediocesancouncil.Bepreparedtopromoteandencouragewomen13of the “host” parish either to join the existing CWL parish council or to form a CWL parish14counciloftheirown.15

WhenParishesAmalgamate16

In the case where two or more parishes amalgamate and the CWL parish councils decide to17amalgamatetoformanewcouncil,theparishcouncilpresidentsshouldfollowtheseprocedures:181. Taketimetoallowmemberstoadapttothechange.192. Seekassistancefromthediocesanpresidentandspiritualadvisor.203. Prepareawrittennoticetoamalgamatetobesenttoallmembersinbothcouncilsadvisingof21

theintentiontodiscussandvoteontheproposedamalgamation.224. Arrange a special jointmeeting of the CWL parish councils. Invite the diocesan president to23

attend.245. Arrangeaspecialjointliturgicalserviceplannedbythechairpersonsofspiritualdevelopment25

ofbothcouncils.266. Oncethemotiontoamalgamateiscarried,allmembersautomaticallybecomemembersofthe27

newcouncil.Only thosememberspresentandvotingat thismeetingwillbe listedascharter28membersonthenewlypreparedcharterfromnationaloffice.29

7. Notify the bishop of the diocese and the diocesan, provincial and national presidents and30spiritualadvisorsofthedecisiontoamalgamate.31

8. Takeavoteonthedistributionoffundsoftheformercouncilsafterthemotiontoamalgamate32iscarried.Whenalloutstandingbillshavebeenpaidandobligationsmet,anyremainingfunds33shouldbetransferredtothenewlyamalgamatedparishcouncil’sbankaccount,andtheformer34councils’bankaccountsshouldbeclosed.35

9. Ensurethatvaluablebooks,records,archivalmaterial,etc.aresenttothediocesancouncilfor36safekeeping. Return the former council’s original charters to national office for safekeeping.37Considerationmaybegiventomakingacopyoftheoriginalchartersfordisplayinthe“host”38parish,alongwiththenewcharterthatwillbereceived.39

10. Send an annual report for the year the council amalgamates to the diocesan council for40recordinginthediocesanbooks.Includeabriefhistoryandreasonsforamalgamation.41


Thediocesanpresidentshould:11. Providesupportandassistance.22. Presideoverthemeetingcalledtotakethevotetoamalgamate.33. Assistintheprocedureandencouragememberstocontinuetheirmembership.44. Accept the council records for safekeeping in thediocesan archives. Consider celebrating the5

acceptanceofthearchivalrecordsatadiocesanconvention.65. Send a letter of appreciation to the newly formed parish council and officially inform the7

provincial president and chairperson of organization of the amalgamation. Inform national8officethattheCWLparishcouncilisofficiallyamalgamated.9

WhenParishesClose10

Acloseliaisonshouldexistbetweenthespiritualadvisoroftheparishcouncilandthebishopofthe11diocesesothatthestatusandneedsof thecouncilarerecognizedbeforehand.Whentheseneeds12become apparent, the bishop will be consulted for advice and alternatives by the diocesan13president.Throughthediocesanpresident,theCWLparishcouncilaffectedshouldbegivenample14timeandopportunitytoconsideralloptionsinlightofimpendingchanges.15

Whereaparishcouncilchoosestoremainopen,theparishcouncilpresidentshould:161. Notify thediocesanpresident and consultwithher about impending changes in statusof the17

parishandthefutureoptionsavailabletotheCWLparishcouncil.182. Inform the bishop in writing of members’ wishes to pursue ongoing commitments in the19

community.Bespecificaboutparishworkandmembers’involvementinparishlife.203. Askthebishoptoassignaspiritualadvisorfortheparishcouncil―perhapsareligioussisterof21

layparishworktoprovidespiritualdirection.224. Allowhealingtimeassociatedwithaparishclosure.23

If adecision is eventually taken to close the council (thismay takeoneor twoyears), follow the24procedure for Disbanding a Parish Council. Diocesan presidents should follow the guideline as25outlinedonpage56.26

INACTIVATINGAPARISHCOUNCIL27

Theremaybeatimeduringthelifeofacouncilwhenitisnecessarytobecomeinactive.Thismay28bedue to economic reasons, inability to attract newmembersor lackof involvementby current29members.Whatever the reason, thematter of becoming an inactive council should be discussed30withthemembers,thespiritualadvisorandthediocesanpresident.Thediocesanpresidentshould31assist in evaluating the situation within the council and may suggest alternatives to assist the32councilinremainingactive.33

Theparishcouncilpresidentshould:341. Prepareawrittennoticeofmotion tobecome inactive.Send it toallparishcouncilmembers,35

including theparish spiritual advisorand thediocesanpresident, advisingof the intention to36discussandvoteonthemotionandthedateofthemeeting.37


2. Takeavoteforthedistributionofcouncilfunds,afterthevoteonthemotiontobecomeinactive1iscarried.Anyremainingfundsmustbedisbursed,outstandingbillsmustbepaidandthebank2accountclosed.3

3. ProvideMember’sTransferForms.44. Notifynearbyparishcouncilswhowillwelcometransfermembers.55. If council members agree by motion that the council will become inactive, the council’s6

activitieswill ceasehowever thememberswill stillpay theannualprescribed fee inorder to7retain theirmembership andyears of service. In these instances, onemembermust agree to8collect and remit per capita fees and to remain the contact person for all communications.9Requiredattendanceatconventionsandallreportingwillceaseasthecouncilsubscribestonot10conductingactivitiesorholdingmeetings.Thediocesanpresidentandnationalofficeshouldbe11informedofthedecisionofthemembershiptobecomeinactive.12

6. Ifthisinactiveparishcouncilhasnotremittedpercapitafeesonbehalfofitsmembersformore13thantwoyears,thecouncilnolongerhasvotingmembersandisnolongerinapositiontobe14inactiveortodisbanditself.Ifthisoccurs,nationalofficewillinformthediocesanandprovincial15presidentof thesituationandrequestof thediocesan(provincial ifnodiocesan)executive to16disband the council by motion at its next executive meeting. The last recorded member on17recordoftheparishcouncilwillbenotifiedinwritingofthedecisiontodisbandthecouncil.18

7. Send notification of the decision to become inactive to the diocesan president with a copy19forwardedtonationaloffice.20

8. Ensure that valuable books, records, minutes, treasurer’s books, annual reports and other21importantdocumentsarelistedandstoredinasafeplace.Copiesofthisinformation,including22thelocationofrecords,shouldbesenttothediocesanpresident,theparishpriestandnational23office.24

9. Sendthecouncilchartertonationalofficeforsafekeepingwithaletterofexplanation.Should25thecouncilreactivateatsomefuturetime,nationalofficewillforwardthecouncilcharterupon26request.27

10. Prepareanannualreportfortheyearthecouncilbecameinactiveandsendittothediocesan28council,forrecordinginthediocesanbooks.29

Thediocesanpresidentshould:301. Beinopencommunicationwithparishcouncilpresidents,allowingthemfreedomtowriteor31

call,beforeavotehasbeentakentobecomeinactive.322. Visittheparishcouncilandassistinevaluatingthesituationanddiscusspossiblesolutions.333. Assist in the procedure to become inactive and encourage members to join neighbouring34

councils.354. Send a letter of regret to the parish and inform the provincial president and the provincial36

chairpersonoforganizationofthecouncil’sdecisiontobecomeinactive.375. Removethecouncil’snamefromallmailinglistsandnotifyothercouncils.386. Monitorthesituationwithaviewtoreactivatingthecouncilatanappropriatetime.39


DISBANDINGAPARISHCOUNCIL1

ItisalwaysadifficultdecisiontodisbandaCWLparishcouncilasitinvolvesmemberswholovethe2LeagueandhavededicatedmanyyearstoLeagueservice,bothintheparishandinthecommunity.3Donotrush intodisbandingbutencourageprayersessionsandopendiscussionswith theparish4priest, executivemembers and all parish CWLmembers. As soon as an indication that a parish5council wishes to disband and before a notice of motion to disband is sent, the parish council6president shall notify and seek assistance from the diocesan/provincial presidents to review all7optionsavailablebeforeundertakingthestepstoformallydisband.8

Theparishcouncilpresidentshould:91. Prepareawrittennoticeofmotiontodisband.Thisnoticeandthedateofthemeetingshouldbe10

sent to all parishCWLmembers and theparish spiritual advisor, advisingof the intention to11discuss and vote on a motion to disband the council. Copies should be sent to the bishop,12diocesanpresident anddiocesan spiritual advisor.Publicize themotion in theparishbulletin13andonnoticeboards.14

2. ArrangeaspecialmeetingoftheCWLparishcouncil,readthemotionandtakethevote.Atwo‐15thirdsmajorityofthosepresentisnecessarytodisband.16

3. Takeavoteforthedistributionofcouncilfunds,afterthevoteonthemotiontobecomeinactive17iscarried.Anyremainingfundsmustbedisbursed,outstandingbillsmustbepaidandthebank18accountclosed.19

4. ProvideMember’sTransferForms.205. Send a notification of decision to disband to the diocesan council, which will then become21

responsible for notifying provincial presidents, provincial spiritual advisors, the national22presidentandnationalspiritualadvisor.23

6. Ensure that valuable books, records, minutes, treasurer’s books, annual reports and other24importantdocumentsarelistedandstoredinasafeplace.Thisinformation,includinglocation25ofrecords,shouldbegiventothediocesanpresidentwithacopytotheparishpriest.26

7. Sendthecouncilchartertonationalofficeforsafekeepingwitha letterofexplanation.Should27the council reorganize, national office will return the charter to them with the added28information:Councildisbanded:(Date)Councilreorganized:(Date)29

8. Submit an annual report for the year the council disbanded to the diocesan council for30recordinginthediocesanbooks.Includeabriefhistoryandreasonsfordisbanding.31

9. NotifynearbyCWLparishcouncilsthatwillwelcometransfermembers.Invitethemembersof32thedisbandingCWLcounciltojoinneighbouringcouncils.33

10. Plan todisband aCWLparish council so that it coincideswith the endof the Leagueyear―34December31st―ifpossible.35

Thediocesanpresidentshould:361. Maintainopencommunicationwithparishcouncilpresidents,allowingthemfreedomtowrite37

orcall,beforeavotehasbeentakenandbeforethecouncilhasdeterioratedtothepointwhere38disbandingistheonlysolution.39

2. Visit the parish council, along with the spiritual advisor. When help is requested, assist in40evaluatingthesituationwithinthecouncil,beunderstandinganddiscusspossiblesolutions.41


3. Attend themeeting called to take thevote todisband, assist in theprocedureandencourage1memberstojoinneighbouringcouncils.2

4. Accept the council informationandhistory.Recorddetails in thediocesanminutes for future3reference,notingdate.4

5. Send a letter of regret to the parish and inform the provincial president and provincial5chairpersonoforganizationofthedisbandingcouncil.Indicatethatthecharterhasbeensentto6nationaloffice.7

6. Removethenameofthedisbandedcouncilfrommailinglistsandinformothercouncilsinthe8dioceseofthedisbandment.Requesttheirprayerfulandmoralsupportforthemembers.9

7. Monitor the situation with a view to reorganizing the council at an appropriate time. Visit10membersofdisbandedcouncils,whereverpossible.11

REACTIVATINGAPARISHCOUNCIL12

ReactivationofaLeaguecouncilimpliesthatanofficialcouncilhas,atsometimeinthepast,been13establishedintheparishor locationandhaseitherbecomeinactiveordisbanded.Nationaloffice14should be contacted requesting information about the status of the former council’s charter.15Provideanypertinent informationyoumayhaveregarding thedateoforganization, thenameof16the first president, secretary and spiritual advisor. If national office has no record of a previous17charter,thenanApplicationforCertificateofOrganizationmustbecompletedasforanewcouncil,18along with a Parish Council Remittance Form for Per Capita Fees and a New and Reinstated19MembersListandcheque.20

If,however,nationalofficeisawareofthecouncil’spreviousexistence,thenthecouncilwishingto21reactivate shall obtain a duplicate of their original charter (without original signatures) from22nationaloffice,providingallof thenecessary information isavailable. Thecouncil then resumes23operationundertheoriginalcharternumber.AParishCouncilRemittanceFormforPerCapitaFees24andaNewandReinstatedMembersList,alongwithacheque,mustbefirstsenttonationaloffice.A25copyoftheinitialmeetingminutesisalsorequired.Ifacouncilchoosestoreactivateunderanew26charter,thecouncil’syearsofservicewillbecalculatedfromthenewcharterdate.Aformsignedby27thenewcouncilpresident,concerningthisdecisionwillbeaddedtothecouncilfile.28

ORGANIZINGADIOCESANCOUNCIL29

When three ormoreparish councils of the League existwithin the geographical boundaries of a30diocese, consideration should be given to the formation of a diocesan council of The Catholic31Women’sLeagueofCanada.Arepresentativeoftheprovincialornationalexecutivemaytakethe32initiativetocallameetingofrepresentativesfromalltheLeagueparishcouncils,andtheirspiritual33advisors,forthepurposeofdiscussingthebenefitsoftheformationofdiocesancouncil.34

A series of meetings will be necessary to establish a diocesan council. A representative of the35provincialexecutiveshouldbeinvitedtopresentanddiscussthepurposeandvalueofadiocesan36councilintheoverallstructureoftheLeague.Shemaybeaskedtochairtheproceedings.37


Theprovincial spiritual advisor shouldbe invited toparticipate andmaybeasked toprovidean1openingprayerandremarks.Theprovincialspiritualadvisor,beingtheliaisonbetweenthechurch2and the League, will inform the bishop of the diocese concerned as to the organizational3developments. He would make the request to the ordinary of the diocese to appoint the first4spiritualadvisor.5

Amotionmaybemadetoproceedwiththeorganizationofadiocesancouncil.Themotionwouldbe6taken back to the participating parish councils for discussion and voting. The parish council7presidentorherrepresentativewouldbringthedecisionofhercounciltothesubsequentdiocesan8organizationalmeeting(aswithan“instructedvote”)[C&B,PartXV,Section3(a)].9

When the motion to form a diocesan council has been passed by a simple majority of the10participatingcouncils,provisionmustbemadefortheelectionofofficers.Anominationcommittee11comprised of three members should be selected by the provincial executive member and the12provincialspiritualadvisorwhowill followtheprocedure fornominationsandelections in [C&B,13PartXVI,Section1(b)].14

At the electionsmeeting, theApplication for Certificate ofOrganization should be completed for15mailingtonationaloffice.16

Arrangementsshouldbemadefortheinstallationofofficers.17

Thepercapitafeeofthenewdiocesancouncilshouldbeestablished.[C&B,PartXVII,Section4]18

A lettershouldbecirculated informingtheparishcouncilsof thenewlyelectedexecutiveofficers19and the per capita fee of the diocesan council to be effective at the beginning of the ensuing20membershipyear.21

Having been officially organized, the diocesan council is then required to conduct its affairs in22accordancewiththeLeague’sConstitution&Bylaws.23

ORGANIZINGAREGIONALCOMMITTEE24

Regional committees have been in existence in some dioceses since the early 1950s. Theywere25created inorder to serve theneedsofparish councils in remoteand isolatedareas, aswell as in26denselypopulatedareas.27

Althoughtheregionalstructurevariesslightlybetweendioceses,thebasicconceptisthesameand28canbeutilizedtofittheneedsofanydioceseorprovincethatwouldbenefitfromtheformationof29regionalcommittees.Wherenodiocesancouncilsexist,regionalcommitteescouldhelpbridgethe30gapbetweenparishcouncilsandtheprovincialcouncil.31

RegionalCommittees[C&B,PartVIII,Section6(b)]32

1. Uponrequestofthemajorityofparishcouncilsintheareaconcernedandwhereitisagreedby33motion by diocesan council, regional committees may be established to function under34regulationssetbythediocesancouncilconcerned.35


2. Uponrequestofthemajorityofdiocesancouncilsintheareaconcernedandwhereitisagreed1by motion by provincial council, regional committees may be established to function under2regulationssetbytheprovincialcouncilconcerned.3

3. The regional committee shall be composed of a chairperson, the presidents of the parish or4diocesancouncils concernedandothermembersas required.Thepresidentsof theparishor5diocesan councils on a regional committee are also members of the diocesan or provincial6executive (Part VIII, Section 2(b)). The regional chairperson, while not a member of the7diocesan/provincialexecutive,isresponsibleforfacilitatingtimelycommunicationbetweenthe8presidents on the regional committee and the diocesan/provincial president to enable those9presidentstofulfilltheirdiocesan/provincialexecutiveresponsibilities(PartVIII,Section3).10

4. Whereitisagreedbymotionbydiocesanorprovincialcouncils,thechairpersonsofaregional11committeemaybemembersofthatcouncil.[PartVIII,Section1(b)&(c)andPartXV,Section212(d)]13

C&B, Part XV, Section 2 (d) states: “Chairpersons of regional committees shall have accredited14delegate status if grantedbydiocesanorprovincial councils.” It shouldbepointedout, however,15thatdiocesanregionalchairpersonsmaytakeadvantageoftheirvotingprivilegesonlyattheirown16diocesanconventionandnotinotherdiocesesoratprovincialornationalconventions.Likewise,a17provincial regional chairperson’s voting privileges would apply only at her own provincial18convention.19

While some regional committees function with only a chairperson, a secretary and the parish20presidents, others include a treasurer and some or all chairpersons of the eight standing21committees and parish activities. With the exception of parish presidents, all are positions22appointedbythediocesanpresidentinconsultationwiththeregionalchairperson.23

Thediocesanregionalchairperson(mayalsobeappliedtoprovincial):24• isappointedbythediocesanpresidentforatwo‐yeartermimmediatelyfollowingtheelection25

ofthediocesanpresident26• shouldbeapastpresidentofaparishcouncilinthatspecificregion27• servesas liaisonbetween theparishcouncilsand thediocesancouncil inher region,keeping28

thelineofcommunicationopeninbothdirections29• receivesherinstructionsandinformationfromthediocesanpresident30• keepsinclosecontactwiththeparishcouncilpresidentsanddealswithregionalconcerns31• reportsheractivitiestothediocesanpresident32• plansthelocationoftheregionalmeetingandlooksafterallarrangements33• is responsible for overseeing themailing out of notices of regionalmeetings to the diocesan34

executiveandparishcouncilpresidents35• chairstheregionalmeeting36• attendsdiocesanexecutivemeetingsas representativeof theparishcouncilpresidents inher37

region38

RegionalChairpersonsofStandingCommittees39

Where there are regional chairpersons of standing committees (optional), they work under the40directionofthediocesanchairpersonsandserveasalinkbetweentheparishanddiocese.41


RegionalMeetings1

Regionalmeetings,usuallyheld twiceayear, in thespringand fall,areopen toallparishcouncil2members.Parishcouncilspiritualadvisorsareinvitedtoattendandaliturgicalcelebrationshould3bepartoftheagenda.4

Diocesan representatives should be invited to attend regionalmeetings and allowed timeon the5agenda.6

Indioceseswithmanycouncils, regionalmeetingsalleviate theneed for largenumbersofparish7presidentstobepresentatexecutivemeetingsofthediocesancouncil.8

Sometimesitisdifficultforparishpresidentstoattendexecutivemeetingsofthediocesancouncil9becauseofthegreatdistancestobetravelledandthecostsinvolved.Theregionalmeetingsserveto10keeptheparishpresidentsincontactwiththeirdiocesancouncilandwitheachother.11

Theregionalmeetingisagoodsettingforcouncilstoreportonparishactivities.12

FUNDINGREGIONALCOMMITTEES13

An annual regional fee is collected from the parish councils to cover operating expenses. Travel14expensesoftheparishpresidentsareaparishresponsibility.15

Itistheresponsibilityoftheparishcouncils,incooperationwiththediocesancouncils,toseethat16full funding is provided to meet the expenses of the regional chairperson to attend diocesan17conventions,executivemeetings,etc.18


NationalManualofPolicyandProcedure:PositionsandResponsibilities Page71

SECTION5:POSITIONSANDRESPONSIBILITIES1

SPIRITUALADVISOR(C&BPARTIX)2

ThereshallbeaspiritualadvisorforeachparishcouncilandateveryleveloftheLeague(diocesan,3provincialandnational).Therefore, inorganizingaparishcouncil, it isessentialthatthegroupof4women wishing to form a parish council consult with their pastor to obtain his approval and5cooperation.6

Thepastorwouldserveasspiritualadvisorforanyorganizedparishcouncil.Ifitisnotpossiblefor7himtofulfiltherole,heshouldconsultwiththecouncilexecutiveabouthisreplacement.8

Womenmaybeappointedspiritualadvisors.Whereamemberisappointedasspiritualadvisor,she9maycontinuetopayhermembershipfeeinordertomaintainheryearsofserviceintheLeague.At10Eucharisticcelebrations, layspiritualadvisorsparticipateas laypersons,notasclerics.Liturgical11rolesshouldnotbeconfusedwithLeagueroles.12

Thespiritualadvisor, incooperationwith thespiritualdevelopmentchairperson,providesadvice13andguidanceforthespiritualprogramofmembers.14

Thespiritualadvisorshouldbeadvisedofexecutiveandcouncilmeetingsandconventionsandbe15encouragedtoattendandparticipateinthesemeetingswheneverpossible.Aspiritualadvisoracts16inanadvisorycapacityanddoesnothavevotingprivileges.17

Onlevelsotherthanparish,aspiritualadvisor’stermofserviceshouldnotexceedfiveyears.The18council(diocesan,provincialornational)shouldgivesixmonthsadvancenoticeoftheexpiryofthe19termtothepersonresponsiblefornamingasuccessor.20

The Handbook for Spiritual Advisors contains more detailed information and is available from21nationaloffice.22

DIRECTORS(C&BPARTX)23

Nationalofficersandprovincialcouncilpresidentsshall togethercomprise theboardofdirectors24andshallbereferredtoasthenationalexecutive.25

OFFICERS(C&BPARTXI)26

TransferofEligibility27

Amemberwhoisservingasadiocesan/provincialofficerand/oriseligiblefornominationtooffice28at diocesan/provincial level in one diocese/province shall be eligible for nomination to office at29diocesan/provincial level in anydiocese/provinces towhich shehasmoved. Such information is30recordedontheMember’sTransferForm.31


VacanciesatAnyLeveloftheLeague1

In the event that a president is unable to complete her term, the president‐elect will become2presidentfortheremainderoftheterm.3

Ifthepresident’sresignationoccurs:4a. priortocompletionofherfirstyear,thepresident‐electwillcompletetheremainingtermand5

willthenassumetheofficeofpastpresident.6b. withlessthanoneyearremaininginherterm,thepresident‐electwillcompletethetermand7

willthenalsoservethenexttermaspresident.Aretiredpastpresidentwillbeaskedtorejoin8theexecutiveinthepositionofpastpresident.9

Intheeventofavacancyintheofficeofpresident‐elect,avice‐presidentshallperformthedutiesof10thepresident‐electuntilthenextelection.Sheshallnotbeappointedtotheofficeofpresident‐elect11norassumetheofficeofpresident.12

In the event of a vacancy in any other office, a member shall be appointed by the president in13consultationwiththeexecutiveandshallserveuntilthenextelection.14

RemovalofOfficersatParish,DiocesanorProvincialLevels15

AnyofficerwhoseconductoractivityisdetrimentaltoorincompatiblewiththeObjectsandPolicy16of the League may be removed from office. Removal of an officer must be dealt with great17sensitivityandshouldbeseenasalastresort.Greatcaremustbetakentoensurethattheconduct,18activityandbeliefsoftheofficerareindeedopposedtotheObjectsandPolicyoftheLeague.Ifafter19havingdiscussedthematterwiththememberconcerned,thematterisnotresolved,theofficermay20be removed following the procedure in accordancewith Part XI, Section 5 of theConstitution&21Bylaws.22

1. Thisveryseriousmattermustbedealtwithinstrictconfidenceandwithsensitivityataspecial23meeting of the executive of the council concerned. Consultation should be made with the24presidentatthenextlevelbeforeanydecisionismade.25

2. Notice of Motion for removal of any officer must be given in writing one month before the26meeting to the officer concerned, members of the executive, the spiritual advisor and the27presidentatthenextlevel.28

3. Theofficerinquestionshallbeinvitedtomakeastatementatthemeeting.294. Forparish,diocesanandprovincial levels,attendingthespecialmeetingshallbetheofficer in30

question,membersoftheexecutive,thespiritualadvisorandthepresidentoranofficerofthe31nextleveloftheLeague.32

5. Themotiontoremoveanofficermustbepassedbyatwo‐thirdsmajorityatsuchameeting.336. Anofficeratany levelwhoisremovedshall, inaccordancewithPartXVI,Section1(e), forfeit34

eligibilityforanyfutureposition.35


DUTIESOFOFFICERSANDSTANDINGCOMMITTEES(C&BPARTXII)1

Officersaremembersoftheexecutiveandareexpectedtoattendallmeetingsandreportregularly.2Ifanofficerwillbeabsent,sheshouldinformthepresidentandarrangetosendareport,ifshehas3one,inadvanceofthemeeting.4

Inadditiontothedutieslisted,thefollowingsuggesteddutiesshouldbeconsidered.5

President6

Thepresidentsetstheagendaforallmeetingsandconventionofthecouncilconcerned.Asample7agendaisavailableinAppendix3.Formoreinformationonmeetingpreparation,refertopage81.8

Specialoradhoccommitteesaresetupbytheadoptionofamotionbythemembersataregular9meetingofthecouncilconcerned.Themotionshouldinclude:10• numberofmemberstobeappointedbythepresident11• instructionsastopurpose/task12• allowableexpenses,ifapplicable13

Once the assigned task has been completed, the committee ceases to exist. In the CWL, special14committees should not be assigned a task that falls under the responsibilities of a standing15committee.16

President‐Elect17

Become aware of organizational requirements and current activities of council in order to be18preparedtofillinforthepresidentatthemeeting.19

For financial aid to encourage League development and leadership training, refer to National20Development Fund Guidelines, Application for Subsidy from the Development Fund, National21DevelopmentFund–ReportofWorkshop,andNationalDevelopmentFund–FollowUpSummary.22

Vice‐Presidents23

1. Becomeawareoforganizational requirementsandcurrentactivitiesof council inorder tobe24preparedtofillinifboththepresidentandpresident‐electareabsent.25

2. Performdutiesdelegatedbythepresident.26

Secretary27

1. Assistthepresidentinpreparingtheagendaforexecutiveandgeneralmeetings.282. Listallcorrespondencetobebroughttothemeeting.293. Record theminutesof allmeetings andconventionsof the council concernedand retainas a30

permanentrecord.Include:31• kindofmeeting(general,annual,executive)32• nameoforganization33• date,timeandplace34• nameofpresidingofficerandsecretary35• whetherornotthepreviousminuteswereread,circulatedandapproved36• brieffinancialreport37• motionswithactiondecidedupon38


• namesofmoversandseconders1• numberofvotesforandagainstifballotorcountedvote2• detailsofdebate,onlyifmeetinginstructs3• titleofcommitteereporting,highlightsofreportfiledforreference4• noopinionorpersonalcomments5• timeofadjournment6SampleminutesareavailableinAppendix3.7

4. Distribute copies ofminutesprior tomeeting if possible.Otherwise, be prepared to read the8minutesatthemeeting.9

5. Havemotionbookcontainingpastmotionsatallmeetings.10

Whenareminutesapproved?11

Minutesofonemeetingareusuallyapprovedatthenextmeetingofthegroup.Minutesarealways12approvedbythemembersofthegrouptowhomtheybelong.Thisgroupmayauthorizeasmaller13group,suchasacommittee,toapprovetheminutesofaparticularmeeting.Infact,thisisadvisable14whenagroupmeetsonlyonceayearoronlyatsix‐monthintervals.15

Atparishlevel,wheremeetingsareheldmonthly,minutesofonemeetingarealwaysapprovedat16the nextmeeting by themembers in attendance. This holds true, aswell, for theminutes of the17annualmeeting,whichareapprovedatthenextregularmonthlymeetingoftheparishcouncil.18

At diocesan, provincial and national levels, minutes of business sessions of conventionsmay be19approvedbyacommitteeortheexecutiveifthemembersoftheconventionhaveauthorizedtheir20approval in this way. This authorization is advisable since conventionmeetings take place only21once a year. The convention standing rules, when adopted, would give this authorization.22Otherwise,theminuteshavetobeapprovedattheconventionthefollowingyear.23

Minutesofexecutivemeetingsareapprovedbytheexecutiveatthenextexecutivemeeting,unless24themeetingsarefarenoughaparttowarranthavingacommitteeapprovethem.25

Minutescanbecorrectedatanymeetingofthegroupevenaftertheyhavebeenapproved,however,26aspecificmotiontoamendtheminutesisrequired.27

(Formoredetailedinformation,seeRobert’sRulesofOrder.)28

Treasurer29

At parish level, in consultation with the parish council executive, in November/December, the30treasurerdraftsabudgetforthefollowingfiscalyear.Theproposedbudgetshouldbepresentedfor31acceptanceattheJanuarymeeting.AsamplebudgetisprintedinAppendix3.32

Atdiocesan/provincial level, in consultationwith theexecutive, the treasurerdraftsabudget for33the following fiscalyear forapproval (bymajorityvote)at the fall executivemeeting.An interim34financial statement (since January 1) should be prepared for annual convention― for delegates35informationonly.36

At all levels, the executive should receive a report of income and expenses at each executive37meetingtoassistinbudgetarycontrol.38


Theauditedfinancialstatementpresentedbythetreasurerisadoptedbymotion.Theoralreportof1the treasurer isnotadoptedbymotion.Noactionofacceptancebytheassembly isrequired–or2proper – on a financial report of the treasurer unless it is of sufficient importance, as an annual3report, tobe referred to auditors. In the latter case it is theauditor’s reportwhich theassembly4acceptsbymotion.AFinancialManagementPolicy fornational level isavailableonrequest from5nationaloffice.6

PastPresident7

TakechargeofLeaguehistoryandarchivesorappointaninterestedmember.Bringscrapbookor8historytosomemeetingsformemberstosee.Beresponsibleforreviewingbiannuallythecouncil’s9manual of policy andprocedure for any needed additions, deletions and corrections; all changes10must be brought to the membership (for parish councils) or the executive (for diocesan and11provincial councils) for approval before amending themanual. Engagemembers in the revisions12processbyinvitingthemtoforwardtonationalofficeproposedrevisionstotheNationalManualof13PolicyandProcedurebyDecember1stofeachyear.Monitor/reviewtheNationalManualofPolicy14andProcedureandthecouncilmanual.15

ChairpersonsofStandingCommittees(C&BPartXIII)16

Standing committees are the cornerstone of The Catholic Women’s League of Canada. Standing17committeeswillbeledbyachairperson.Sheisencouragedtoappointassistantswhowillbenamed18“sub‐committeechairpersons”andwhowillreporttoherregularly.19

Thestandingcommitteechairpersonshall:201. Summarizememosordirectivesfromotherlevelsandincludethesummaryinherreport.212. Prepare a report of committee activities since the last regular meeting and incorporate22

recommendationsandplansforthefuture.233. Havetwocopiesofthereport,oneforherfileandoneforsecretary.244. Findmoredetailed information inParliamentaryProcedure,ExecutiveHandbook andLeading25

theLeague,availablefromnationaloffice.265. In consultation with the council president, appoint sub‐committee chairpersons to cover27

specific headings under the committee to allow formore in‐depth study and support for the28chairperson.29

Asub‐committeechairpersonshall:301. Become more knowledgeable about the committee in general and the topic in particular.31

Study/researchthetopicusingreportsfromchurchdocuments,royalcommissionsofinquiry,32parliamentarypapers,independentreports,resourcebooksandmaterials.33

2. Be aware of what is happening locally, provincially, nationally and internationally through34newspapers,television,magazines,annualreports,localspeakers,and/orresourcepersons.35

3. Determinewhichaspectsoftheissuewould/shouldconcerntheLeague.364. Maintainregularcontactwiththechairperson,keepingherinformedabout:37

• upcoming events relevant to the sub‐committee, advisingwell in advance so information38maybecirculatedtootherlevels39

• changingsituations40• anyspecialemphasisneeded…when…why41


5. Bepreparedtoattendmeetings,conferencesandseminarsonthetopic,withpriorapprovalof1thechairperson.2

6. Sendinformation/directivestothechairpersonforcirculationinordertoavoidduplicationof3effort.4

7. Send a brief report of the work accomplished to the chairperson according to Executive5Handbookguidelines.6

Operating expenses for a sub‐committee chairperson are included aspart of the expensesof the7appropriatechairperson.Thechairpersonshouldbenotifiedofanyperceivedneed.Sub‐committee8chairperson’sexpensesmustbeapprovedby the chairpersonandexecutiveandwillbe included9underherbudgetaryallowance.10

Thesub‐committeechairpersonshallservethesametermasthechairperson.Asecondtermmay11be served at the discretion of the new chairperson and in consultation with the sub‐committee12chairperson.13

SigningOfficers14

Signingofficersshallbethepresident,thetreasurerandtherecordingsecretary.Allchequesmust15besignedbytwoofthesigningofficers.16

GUIDELINESFORANNUALWRITTENREPORTS17

Reports are an important means of communicating with others in the parish, community and18countryatlarge.Timelinesareimportantingettingreportstothenextlevel.Thedeadlinedatesfor19submissionofannualreportsareasfollows.20

From To By 21

ParishPresident DiocesanPresident December1522

ParishChairpersons DiocesanChairpersons December1523

DiocesanChairpersons DiocesanPresident24 &ProvincialChairpersons February1525

DiocesanLifeMemberLiaison ProvincialLifeMemberLiaison February1526

DiocesanPresident ProvincialPresident March127

ProvincialChairpersons ProvincialPresident28 &NationalChairpersons March1529

ProvincialLifeMemberLiaison NationalLifeMemberLiaison March1530

ProvincialPresidents NationalPresident&NationalOfficeMarch3131

NationalLifeMemberLiaison NationalOrganizationChairperson March3132

NationalChairpersons NationalPresident&NationalOfficeApril1533

NationalPresident NationalOffice April3034


Annualreportsbringaccountabilityandcredibilitytotheachievementsofeachstandingcommittee1and reflect the work of all members across Canada. Annual reports are an important means of2communicatingtoothersintheparish,communityandcountryatlargetheactivitiesthatoccurred3overthepastyear.4

Timelines are important in getting reports to the next level. A sample annual report form is5availableonthewebsite.6

Chairpersonsareasked touseeachheadingoutlinedunder their standingcommitteeas listed in7theConstitution&Bylaws,PartXIII,Section1.Electronicannualreportforminstructionsforparish8chairpersonsandguidelinesforcompletionwillbeprovidedinthefallparishcouncilmailingfrom9nationaloffice.ThereportingperiodisJanuary1sttoDecember31st.10

AnnualReportingGuidelinesforDiocesan,ProvincialandNationalOfficers11

All reports should be prepared in a concise, factual style, double‐spaced, typed in Times New12Roman12‐pointfont,withawordcountof1,800to2,000.13

Inpreparingyourreport:14• Reviewtheannualreportsummaryofparishcouncilactivitiesprovidedbynationaloffice.15• Reportactualactivities,eventsorspecialprojects.16• Categorizemembers’andcouncilinvolvementincharitiesandprojects.17• Includeinformationfromsub‐committeechairpersons.18• Includenewprojectsundertakenonaone‐timebasiswithsuccessfulresults.19• Reportontheuseofnationalresources,inparticularnewinitiatives.20• When referring to an organization by name, person or title, make every effort to ensure the21

spellingiscorrect.22• Donotlisteveryactivityinthereportsummary.Instead,summarizethecommonactivitiesand23

highlightoneortwothatwereuniqueinsomeway.24• Recommendationsandsuggestionsforthefutureshouldbegeneralandsimplystated.25• Highlighttheactivitiesofthechairperson.26• Donotincludescripture,prayersorpoetry.27• Do not include activities that pertain to other committees. For example, Canadian Catholic28

Organization for Development and Peace ― community life; Coady International Institute ―29educationandhealth;CatholicMissionsInCanada―spiritualdevelopment.30

• Ifanactivityrelatestoaresolutionthathasbeenadopted,thechairpersonwhosecommitteethe31action plan was referred to would report. The resolutions standing committee annual report32should include a list of actions taken by councils or members on current and previous33resolutions.Thelistmustincluderesolutionnumbersandtitles.34

Whenyouhavecompletedyourreport:35• Readitagain.Didyouincludealltheinformation?Didyoureportexclusivelyonactivitiesthat36

occurred,withabriefmentionofplansforthefuture?37• Checkforaccuracyinfigures,spelling,typographicalerrors,grammarandpunctuation.38• Beclearsothatthereaderwillbetterunderstand.39• Addtoitifapointwasleftoutoranexplanationisneeded.40• Edityourreportifitislongerthan1,800‐2,000words.41


PARISHACTIVITIES1

Thisstandingcommittee is includedintheConstitution&Bylaws toassistCWLparishcouncils in2accuratereportingonparishactivitiesvs.CWLactivitiestothediocesanpresident.3

Parishactivitiesmayincludefundraising,financialsupporttotheparishorliaisingandcooperating4with parish pastoral councils and/or other groups operating in the parish. These activitiesmay5vary fromparish toparish,dependingon thesizeandnatureof thecouncil.Theparishactivities6standingcommitteecomprisesanelectedchairpersonattheparishleveland,assuch,isanoptional7standingcommitteeforanyparishcouncil.8

Theparishactivitieschairperson,inconsultationwiththepresidentandexecutive,shallcomplete9an annual report on her activities and forward same to the diocesan president. If no standing10committeehasbeenestablished, thepresidentandherexecutiveareresponsible forreportingto11thediocesanpresident.AsampleparishactivitiesreportisprintedinAppendix3.12


NationalManualofPolicyandProcedure:Quorums,Meetings,Conventions Page81

SECTION6:QUORUMS,MEETINGS,CONVENTIONS(C&BPARTXIV)1

QUORUMATALLLEVELS2

Duenoticehavingbeengiveninallinstances,thequorumforaregularmeetingis:3• theregularandannualgeneralparishcouncilmeetingsshallbe10%ofthevotingmembersof4

thecouncil5• aregularparish,diocesanorprovincialexecutivemeetingshallbeamajorityofthemembersof6

theexecutive7• anannualdiocesanorprovincialconventionshallbe10%ofthevotingmembersofthecouncil8• anationalexecutivemeetingshallbeamajorityofthemembersoftheexecutive9• anannualnationalconventionshallbe25membersofthenationalcouncil10[C&BPartXIVSection2,3&4]11

MEETINGS12

MeetingsGeneral13

Membershaveadefiniteroletoplaywhileattendingameeting,whetherpresidingorparticipating.14This role, to be effective, requires the formation of goodmeeting habits and knowledge of some15basicparliamentaryprocedure.Meetingswillrunmoresmoothlyandtakelesstimeifmembersare16familiarwiththeproperprocedures,usingtheminafairandcourteousmanner.Anaddedbenefit17willbethefeelingofsatisfactionknowingthatallmembershadtheopportunitytotakepartinthe18decision‐makingprocess.19

Councilsatalllevelsshouldacknowledgeterritorybeforeallmeetings,conventionsandgatherings,20i.e.,“Weacknowledgethatweareontreaty(#)territoryandthetraditionalhomelandofthe(insert21firstnation)andtheMetisnation,whereapplicable.22

For more detailed information on meetings, please refer to Parliamentary Procedure, Executive23HandbookandLeadingtheLeague.24

Thepresidenthastheoverallresponsibilityformostofthemeetingpreparation,however,details25canbedelegatedtootherofficersormembers;therearespecificdutiesforeachofficer,aswellas26dutiesformembers.Everyoneisexpectedtotakeaninterestandshareintheduties.27

ParishExecutiveMeetings28

Theparishcouncilpresidentshould:291. Callanexecutivemeetingpriortothegeneralmeetingataregulartimeeachmonth.302. Prepareanagendaandallowenoughtimetodiscussquestionsandplanthegeneralmeeting.313. Inform and encourage all officers, including standing committee chairpersons, the past‐32

presidentandthespiritualadvisortoattend.334. Discuss current business and future plans and prepare recommendations for the general34

meeting.Theserecommendationsshouldbepresentedinanimpartialmanner. Themembers35


at thegeneralmeetingmustbeallowed tomake thedecisionsunless theexecutivehasbeen1giventheauthoritytodoso.2

Ifaquestionunderdiscussionattheexecutivemeetingisparticularlycontroversial,thepresident3mayasktwoexecutivememberstoprepareforthegeneralmeetingbyhavingeachonewritedown4the points, both pro and con, that can then be presented at the time the issue appears on the5agenda.6

ParishRegularMeetings7

Theparishcouncilpresidentshould:81. Prepareanagendabasedonthebusinessarisingfromtheexecutivemeeting.92. Notifythemembersofthetimeandplaceandanyotherspecialhappeningforthemeeting,i.e.,a10

speakeroraspecifictopicthatwillbediscussed.Thiscanbedonethroughaphonecommittee,11abulletinorbyothermethodsemployedbythecouncil.12

3. Prepare the meeting room so that it is comfortable, well‐ventilated and adequately lighted.13There should be no obstructions between the president and the members. Chairs may be14arrangedinasemicircle,whichismoreconducivetoparticipationthantraditionalrowseating.15Thesemicircleshouldfaceawayfromtheentrancesothatpeopleenteringorleavingwillnot16distractthemembers.17

4. HaveonhandLeaguePrayerleaflets,HymntoOurLadyofGoodCounsel,apictureofOurLady18ofGoodCounselandotheritemsneededfortheprogram.19

5. Givespecialconsiderationtohaving“hospitality”membersgreetingandwelcomingmembers.20Arrange for a social period following the meeting to promote a “family” feeling among21members.22

6. Ifaguestspeakerisinvited,appointsomeonespecificallytowatchforandgreettheguestatthe23doorandlookafterthecommoncourtesies,i.e.,introduction,appreciation.24

OtherSuggestions251. Meetingsheldonthesamedayeachmonthandat thesametime(e.g., thesecondTuesdayof26

eachmonthat7:30p.m.)makeiteasierformemberstorememberthemeetingandreservethe27night.28

2. Startthemeetingontime.Waitingforlate‐comersisnotbeingfairtothosewhoareontime.293. Speaksoeveryonecanhear;standupifnecessary.304. Avoidholdingaprivateconversationwiththesecretaryorwithanyoneelse.Doingthisusually31

resultsinotherprivateconversationsamongthemembers.325. Follow the agenda; if it is necessary to change it, ask the members for their permission.33

Completeoneitemontheagendabeforegoingontothenext.346. Help members formulate motions, if required. Motions should include all applicable details,35

suchas,date,time,numbers,amountofmoney,etc.Ensurethatallrelevantdetailsareincluded.367. Encouragediscussionwhennecessarybyremindingmembersthattheiropinionsarevalidand37

essentialinorderthatthegroupmayreachadecision.388. Keep discussion on the topic. If a speaker strays from the topic or does not speak clearly39

enough, or if themeeting is hampered bywhispering, interrupt the speaker and ask politely40thattheproblembecorrected.41


9. Duringadiscussion,ifideasarebeingrepeated,ask“Arethereanynewpointstoberaised?”If1not,repeatthemotionandcallforthevote.2

10. Whencallingforthevote,donotforgettoaskforboththeaffirmativeandnegativevotes,even3ifallhandsareuponthefirstcall.Membersareallowedtochangetheirvoteatthispoint.Itis4notnecessarytoaskforabstainers.Shouldsomeonewanttoberecordedasabstaining,because5ofaconflictofinterestforinstance,shemayaskthatitbedone.6

11. Toavoidhavingoneortwomembersmonopolizediscussionduringameeting,enforcetherule7thatamembermayspeakonlyonceifanothermemberwhohasnotspokenwishestodoso.8

12. Beimpartial;allowthememberstomakethedecisionsduringthemeeting.913. Befairandcourteousatalltimes.10

MemberResponsibilities11

Membersshould:121. Plantoattendthemeetingandtoarriveontime.132. Bringacopyoftheminutesfromthelastmeetingiftheyhavebeencirculated.Readthemahead14

oftimeandnoteanyerrors.153. Ifnoticehasbeengiventhataparticulartopicwillbediscussed,dosomehomeworkonitand16

beprepared tospeak.Yourviewsarevalidandnecessary inorder thatan informeddecision17maybereached.18

4. Informthepresidentaheadoftimeifyouplantobringupnewbusinesssoshecanallowtime19foritontheagenda.20

OtherSuggestions211. Donotholdprivateconversationsduringthemeeting.222. Bereadyandwillingtogiveyouropinionduringdiscussionofanissue.233. Whenspeakingorgivingareport,standandspeaksoyoucanbeheard.244. Addressallremarkstothechairbysaying,“MadamPresident.”255. Keepremarkspertinenttothesubjectunderdiscussion.266. Donotrepeatpointsthathavealreadybeenmade.277. Payattentiontothediscussionsoyoudonothavetoasktohavesomethingrepeated.288. Askquestions ifyoudonotunderstand, so thatyoucanvoteknowledgeably. It couldbe that29

othersmayhavenotunderstood.309. Assistthepresidentingettingadiscussionstarted,ifnecessary.3110. Whenadiscussionisgoingnowherebecausemoreinformationisrequired,makeamotionto32

referthebusinesstoacommittee,ortopostponethediscussionuntilalatertime.3311. Inform the president prior to themeeting if you plan to introduce new business, so she can34

allowtimeforit.3512. Ifyoudonotlike,ordonotunderstand,thewaysomethingisbeingdone,speakoutatthetime,36

requestingclarification.Lateristoolate.3713. Befairandcourteousatalltimes.38


DiocesanandProvincialExecutiveMeetings1

Theexecutiveof thediocesanandprovincialcouncilsshallmeetat least twiceayear,beforeand2aftertheirannualconvention.Inaddition,theyareencouragedtomeetinthespringandfall.When3geographyandweathernecessitate,teleconferencingcouldbeanoption.4

CONVENTIONS5

AttendanceatAnnualConvention(C&BPartXV)6

Membersofparishexecutivesandcouncilsareencouragedtoattendtheirdiocesanandprovincial7conventions.Attendanceatnationalconventionswhenheld inanareaorprovincenearby isalso8recommended. Provincial presidents, as voting delegates, are expected to attend all national9conventionsduringtheirtermsofoffice.Diocesanpresidentsareencouragedtoattend,whenever10possible,astheyhaveaccreditedvotingstatusalongwithofficersofthenationalcouncil,honorary11life and life members with the exceptions as stated in Part XV, Section 2(b). Conventions are a12celebration of thework accomplished by the League in the past year,wheremembersmeet old13friendsandmakenewonesandlearnfromspeakersandworkshopspresented.14

DutiesofaDelegate15

1. Registrationformsshouldbesigned,withnecessaryfeespaidandcheckedtoseethatdelegate’s16nameislistedofficially.Delegatesattendinganannualnationalconventionmustcompletethe17registration form,havecredentialcardssigned,andsendboth intonationalofficealongwith18thenecessaryfees.19

2. Seekinputfromtheexecutiveonmatterstobediscussedattheannualconvention.203. Keepanaccuraterecordofexpenses.Thiswillhelp thecouncil tobudget for thenextannual21

convention.224. It is the responsibility of a convention delegate to be present and participate at all business23

sessions.245. Reporttothecouncilontheannualconvention,includingmainitemsofbusiness,summaryof25

discussion,voteandresults,evaluation,newideasandoutstandingachievements.26

VotingRightsChart27 ConventionLevel Diocesan Provincial NationalParish* 1voting,2accredited 1accredited ‐Diocesan ‐ 1voting,2accredited 2accreditedProvincial ‐ ‐ 1voting,2accredited

* Inprovincialcouncilswithoutdiocesancouncils,parishcouncilsmaysendonevotingdelegate28andtwoaccrediteddelegatestotheprovincialconvention.29

30


InstructedVote1

TheConstitution&Bylaws,PartXV,Section3(c)requiresthatinstructedvotesbeusedfor:2• electionofofficers3• increaseinpercapitafees4• amendmentstotheConstitution&Bylaws5

TheprocedureforhandlinginstructedvotingforelectingofficersisoutlinedinPartXVI:Eligibility,6NominationsandElections.Theprocedureforhandlinginstructedvotingforincreasingpercapita7fees isoutlined inPartXVII:Finance.Theprocedure forhandling instructedvoting toamendthe8Constitution&BylawsisoutlinedinPartXX:AmendmentofConstitution&Bylaws.9

GuidelinesforOralReports10

1. Address the chair only; e.g., Madam President, Madam Chairperson… Arrange (with those11reporting)forasimple,uniformgreeting;e.g.,DearsistersintheLeague,ladiesandgentlemen,12….13

2. Reportingshouldbedonewithaccuracy,brevityandclarityandwithintheassignedperiod.143. Makeeveryefforttohavetheoralreporttypedpriortoconvention.Ifthisisnotpossible,send15

thereportwellinadvancetobetypedbythoseresponsibleforthereport.164. Inthefirstyearofyourterm,provideanupdateofactivitiesfromthetimeoftheannualreport,17

i.e.fromJanuary1stofthecurrentcalendaryeartothedateoftheoralreport.Also,describe18yourgoals/plansfortheremainderofyourterm.19

5. In the secondyearofyour term,provideanupdateof activities from the timeof theannual20report, and include a summary of accomplishments and recommendations for future21consideration.22

6. Beexplicit;e.g.,choose“thecommittee”insteadof“it,”or“themembers”insteadof“they.”237. Bring dignity to the work of the League through the message. This is not a time for24

grandstanding,singing,sillyjokes,poemsorprayers.Thisapproachtakesmoretimethanone25realizes and does not fit into the category of reporting. These are more appropriate and26appreciatedasresourcematerialincommuniquésorasinspirationforworkshops.Takingmore27than the allotted timemeans that someone elsewill have less or themeeting agendawill be28challengedtoremainontime.29

8. This is not the time for a “thank you.” Chairpersons, executive or others may be thanked30privately.31

RecommendationsforAction32

Oral reports presented at an annual convention are recorded in theminutes of that convention.33Theyarenotadopted.Oneof thereasons fornothavingachairpersonmove theadoptionofher34report is that,onbeingsecondedandcarried,all information, includingrecommendationswithin35thatreport,hastechnicallyspeakingbeenacceptedaspolicyforthecouncil.Anyrecommendations36foractionshouldbepresentedattheendofthereportintheformofamotion.37

A chairperson should have the approval of the executive members to bring the motion to the38councilandtoreceivetheirassistanceinwordingsuchamotion.Thewordingofthemotionshould39specifyhow,whenandbywhomtheactionistobeimplemented.Oncethemotionispassedbythe40


council,itiscommittedtocarryouttheaction.Thematterwouldbebroughttothenextexecutive1meetingbytheappropriatechairpersonfordiscussiononprocedureofimplementationandwould2becomepartofthecouncilplanofaction.3

Unlessarecommendationarisingfromthereportisputintheformofamotion,itremainssimplya4suggestionwithnoobligationtocarryitout.5

Resolutions6

Adoption:Aresolution,likeamotion,introducesnewbusinesstotheassembly.Thenewbusiness7willbeintroducedintheformofaresolutionwhenthesubjectisformal,lengthyorcomplex.The8rulesaroundpresentationarethesameasformotions―moved,seconded,debatedandadoptedby9majorityvote.10

Tobepresentedattheannualnationalconvention,aresolutionmust:11 be inaccordancewith the teachingsof the churchandestablishedpolicyof theLeague (C&B12

PartsIVandV)13 nothavebeendevelopedandresearchedbyothergroups14 beonatopictheLeaguehasnotalreadysetapositionon15 be on a topic that is current and one that requires action by the federal government or a16

nationalorganization17 be accompanied by an explanatory brief and sufficient support material to substantiate the18

resolution19 have been adopted bymajority vote at a provincial convention and received by the national20

chairpersonofresolutionsbythedeadline.21

Resolutions that meet these criteria and that are approved by the national executive to be22presentedtotheassemblywillbepresentedforadoptionattheconvention.23

Resolutions adopted at the annual national conventionwill be included in the fallmagazine and24postedonthenationalwebsitewheretheywillremainactiveuntilarchived.25

Archiving:Resolutionswillbearchivedwhentheymeetoneofthefollowingcriteria:26 theactionrequestedofthefederalgovernmentornationalorganizationhasbeenaddressed27 the topic or action has been addressed in a more current resolution with more current28

references29 theresolutioncontainsnon‐specificrationaleoractionsteps30 theresolutionisreferringtoorganizationsthatnolongerexist31 theresolutionissue,focusortopichaschanged32 itisacourtesyresolution33 theresolutioncoversactionsthatmayonlybetakenbymembers(e.g.,awarenessonhealthand34

safetyissues)35

Resolutions thatmeetoneof thesecriteriaandhavebeenapprovedbythenationalexecutive for36archivingwillbeidentifiedduringthearchivingceremonyatconvention.37

RefertotheResolutionsSupplementtotheExecutiveHandbookformoreinformationonboththese38processes.39


InvitationtoHostaConvention1

The invitation to host a national convention is initiated by a diocesan council. Once a diocesan2council has determined that an invitation can be extended, the bishop of the diocese and the3provincialpresidentshouldbenotified.Upontheirconcurrence,aformalinvitationissentbythe4host bishop to the national spiritual advisor. The date of the national convention is set in5consultationwiththenationalpresidentinofficeatthetimeoftheinvitationandwillbethesecond6weekofAugust.7

AnnualConventionCommittees8

Convention committees are tobe formedatdiocesan,provincial andnational levels according to9guidelines contained in A Guide to Hosting the National Convention, A Guide to Hosting the10Diocesan/ProvincialConventionandParliamentaryProcedure.11

Informationonthestructureandresponsibilitiesofaconventioncommitteeareclearlyoutlinedin12these handbooks. Copies of the appropriate handbook should be ordered fromnational office as13soonasthecouncil’sinvitationtohostaconventionhasbeenaccepted.14

Thepresidentofthehostingcouncilappointsageneralchairpersonandaco‐chairperson.They,in15turn, choosea secretary for their conventioncommitteeandselectmembers to chaireachof the16sub‐committeesasrequired. It isrecommendedthateachsub‐committeechairpersonselectaco‐17chair.Together,theyinviteothermemberstobeontheirsub‐committee.18

A Guide to Hosting the Diocesan/Provincial Convention handbook is intended as a guide and is19writteningeneralterms,keepinginmindthatconventionsvarygreatlyfromdiocesetodioceseand20province to province and that each has its own unique quality, encompassing long‐standing21customs.22

A Guide to Hosting the National Convention is available from national office free of charge to23committeeshostinganationalconvention.24

Expenses25

ProvincialConventions26• Transportation expenses of the national president or national spiritual advisor attending27

annual provincial conventions are paid from the national treasury. The host council is28responsibleforregistration,accommodationandmeals.29

• Thenationalpresidentshouldbeinvitedtoattendatleastoneannualprovincialconventionin30eachprovinceduringhertwo‐yeartermofoffice;therefore,provincialpresidentsshouldadvise31thenationalpresidentofdatesofannualprovincialconventionsasearlyaspossible.32

DiocesanConventions33• If thenationalpresident is invited,andwherebudgetandpersonalcommitmentspermit, she34

shouldbepreparedtoattenddiocesanconventions.Transportationexpensesarepaidfromthe35nationaltreasury.Thehostcouncilisresponsibleforregistration,accommodationandmeals.36


LeagueFunctions1Transportation expenses of national officers attending League functions at the direction of the2national president will be paid from the national treasury. The host council is responsible for3registration,accommodationandmeals.4

If a member of the national executive, other than the president, is invited by a council (parish,5diocesan or provincial level) to attend a function, the host council is responsible for all costs,6includingtransportation,registration,accommodationandmeals.7

Itisadvisedthatprovincialanddiocesanexecutivesestablishapolicytocovertheexpensesoftheir8presidents and other officers attending conventions and special functions at other levels of the9League.10


NationalManualofPolicyandProcedure:Eligibility,NominationsandElections Page101

SECTION7:ELIGIBILITY,NOMINATIONSANDELECTIONS(C&B1

PARTXVI)2

ELIGIBILITYFOROFFICE3

ParishCouncils4

All members who have paid their membership fee for the current year, with the exception of5associatemembers,areeligible toholdofficeat theparish level subject to theprovisionsofC&B6PartXVI,Section1(a).7

DiocesanandProvincialCouncils8

1. Presentofficers(exceptforthepastpresident)who,atthetimeofelection,haveservedafull9term10

2. Parish/diocesancouncilpresidentswho,atthetimeofelection,haveservedafullterm113. Amembereligiblefornominationtoofficeatdiocesan/provinciallevelinonediocese/province12

shallbeeligiblefornominationtoofficeatthatlevelinanyotherdiocese/provincetowhichshe13hasmoved14

4. Officersandcouncilpresidentsshallremaineligibleforthreeelectionsfollowingtheirtermlast15served16

NationalCouncil17

1. Present officers (except for the past president) who have served a full term, subject to the18provisionsofC&BPartXVI,Section1(d)19

2. Provincialcouncilpresidentswho,atthetimeofelection,haveservedafullterm203. National officers (except the past president) and provincial council presidents shall remain21

eligibleforthreeelectionsfollowingtheirtermlastserved22

AtAllLevels23

1. Amembershallholdonlyoneofficeata timeat the levelconcerned.Thepresident‐electand24vice‐president(s)shallchairastandingcommittee,whichshallbeconsideredoneoffice.25

2. Ifanofficerhasbeenremoved inaccordancewithPartXI,Section5,herexistingeligibility is26forfeited.27

TERMOFOFFICE28

1. Thetermofofficeforelectedofficersshallbetwoyears.292. An elected or appointed officer shall serve only one full term in the same office, except the30

standingcommitteechairpersonsandtreasurerswhomaybeelectedtoasecondconsecutive31term.A chairperson shall be given a different standing committee in her second consecutive32termonlyonceduringhertimeservingontheexecutive.33

3. If the timeservedbyanappointedofficer ismore thanoneyear, it shallbeconsidereda full34term.35


NOMINATIONSANDELECTIONS1

NominationsandElectionsCommittees2

Parish: At the regular November meeting prior to an election year, a nominations and3elections committee, consisting of three experiencedmembers of the council concerned, shall be4appointedbytheparishpresidentinconsultationwiththespiritualadvisor.Thechairpersonofthe5committeeshallnotbeacandidateforoffice.Sheshallbepreparedtoconducttheelectionsatthe6parishmeetingwhenelectionswillbeheld.7

Diocesan/Provincial/National:OnorbeforeDecember15th,priortoanelectionyear,anominations8andelectionscommitteeconsistingofthreeexperiencedmembersshallbeappointedbythecouncil9presidentinconsultationwiththespiritualadvisor.Thechairpersonofthecommitteeshallnotbea10candidate for office. The chairperson shall be prepared to conduct the elections at the annual11diocesan/provincial/nationalconvention.12

Nominations13

ParishNominations141. Where there is a president‐elect, she must be contacted by the chairperson to affirm her15

willingnesstoassumetheofficeofpresident.162. If the office of president‐elect is vacant, nominations should be sought for the office of17

president.183. At theDecembermeeting, the chairperson of the nominations and elections committee shall19

post the listofall generalmembersof theparish council, thenamesof thepresentexecutive20officersandtheireligibilityfornomination.21

4. At the December meeting, the chairperson shall have nomination forms available for22distributiontoallmembers.Inaddition,thecommittee,inconsultationwiththeexecutive,shall23determine whether a nomination form should be: (1) mailed to all other members, or (2)24distributedatchurch.25

5. Anymembermaysubmitanominationform.Amembermaybenominatedformorethanone26office.Allnominationformsmustbesigned.27

6. Nomination forms shall be received by the committeewithin threeweeks of the date of the28Decembermeeting.29

7. All members nominated shall be contacted by the nominations and elections committee to30determineiftheyarewillingtostandfortheoffice(s)forwhichtheyarenominated.Inmaking31suchcontact,noreferenceshouldbemadetothenumberofnominationsreceivedorthenames32orpersonssubmittingthenominations.33

8. The committee shall seek nominees for any office where no nomination or acceptance of34nominationhasbeenreceivedbythedeadlinedateinscribedonthenominationform.35

Diocesan/Provincial/NationalNominations36Thedocumentsrequiredinpreparationforanelectionareasfollows:37• ElectionsRegister―generallistingofnamesandterm(s)ofofficeofalleligiblecurrentandpast38

executivemembers39


Eligibility List ― names of members who are eligible for nomination to1diocesan/provincial/nationalcouncil2

AcceptanceList―namesofmemberswhoarewillingtoacceptnominationtooffice3 CandidatesList―finallistofmembersnominatedforelectedoffice4

ElectionsRegister5

On January 1st of each year, an Elections Register must be prepared/updated by the recording6secretary. In an election year, the updated register should be given to the chairperson of the7nominationsandelectionscommittee.Atthenationallevel,theElectionsRegisterisupdatedbythe8executive director. The Elections Register contains the names of all current and past executive9membersinaccordancewithC&B,PartXVI,Sections1(b),(c)&(d):10• current―presentofficersexcept for thepastpresidentandcouncilpresidentswhowillhave11

completedtheirtermofofficeatthetimeoftheelection12• past―thosenotcurrentlyservingasamemberoftheexecutivewhoareeligibletoremainon13

theElectionsRegister14

It isessential that the list record theyear thatamembercomesonto theexecutive, theyearshe15becomeseligible(at theendofher full term)andthenumberofyearsshehasbeeneligible. It is16helpfultoprepareacharttoaccuratelyrecordthisinformation.SeethesampleElectionsRegisters17thatfollow.Allsamplesshowninthissectionareprovidedasaguidelineandcanbeadaptedtosuit18acouncil’sneeds.19

SAMPLE#1:20

DIOCESEor21 PARISH 22 NAME ADDRESS COUNCIL PROVINCE08‐1010‐1212‐1423 Brown,Jane 29EdenSt. St.Andrew’s X XX X24 Anytown,ON25 A1B2C326

SAMPLE#227Inalooseleafbinder,designateapageforeachparishcouncilinthedioceseonwhichisrecorded28thenameof thepresidentand theyearsof the termshehas served.On January1st of eachyear,29update each page to reflect the name of the current president. A list of the current diocesan30executiveshouldalsobeincludedshowingthecurrentofficeheldbyeach.31

ST.ANDREWPARISHCOUNCIL32

NAME ADDRESS PHONE TERM33 Andrews,Sophie Box1234,Anytown,ON 555‐1234 2006‐0834 Sand,Bridget 456SmithSt.,Anycity,ON 555‐0987 2008‐1035 Peoples,Ann 2JuneAve.,Anytown,ON 555‐6543 2010‐1236 Rush,Ina RR#0,Anyarea,ON 555‐4567 2012‐1437

38


SAMPLE#31Thissamplehasbeenpreparedusingeven‐numberedelectionyears.EligibilitybeginsonJanuary21stofthefirstyeareligible.RemovalfromtheregisteroccursonDecember31stofthethirdelection,3ifthememberhasnotbeenre‐elected.4

ELECTIONSREGISTER–January1,20145

PRESENT 1STYR.ON 1stYR. YEAROFF YR.RE‐ YEAROFF6NAME POSITION EXECUTIVE ELIGIBLE REGISTER ELECTED REGISTER7

Brown,Jane 1stVice‐Pr 2009 2011 20178Smith,Ann 2004 2006 2012 2006‐08 20149Jones,Mary Treas.(2) 2006 2008 2014 2008‐10 201610Lee,Roberta Dio/Pr.Pres. 2013 2015 202111Macken,A. Chairperson 2005 2007 201312Lewis,Beth Secretary 2012 2014 2020 13Fiction,Sue Dio/Pr.Pres 2007 2008 2014 2008‐10 201614

EligibilityList15

1. FromtheElectionsRegister,thechairpersonandthemembersofthenominationsandelections16committeeidentifythenamesofthosewhoareeligiblefortheupcomingelectionaccordingto17PartXVI,Sections1and2.AnEligibilityListispreparedlistingthenamesofmemberseligible18fornominationtooffice,includingcouncilpresidentsinthesecondyearoftheirtermofoffice19andwhowillhavecompletedtheirtermofofficeatthetimeoftheelection.20

2. Incouncilswherethereisapresident‐elect,sheshouldbecontactedtoaffirmherwillingnessto21assumetheofficeofpresidentforthecomingtwo‐yearterm.Herreplymustbereceivedbefore22theEligibilityListcanbecompleted.23

3. NamesappearingontheEligibilityListshouldalsospecifynominationrestrictions,ifany.[C&B,24PartXVI,Section2(b)&(c)]25

SAMPLE26Using sample #3 2014 Elections Register, the following members’ names are transferred to an27EligibilityList:28 Brown,Jane29 Smith,Ann30 Jones,Mary–noteligibleforofficeoftreasurer,hasservedtwoterms31 Lewis,Beth32 Fiction,Sue33Noteligible:34 Lee, Roberta – is currently serving first year of term as parish/diocesan president and is35

thereforenoteligibleyet36 Macken,Alberta–cameonexecutivein2005,waseligibleforelectionin2007,butchosenotto37

let her name stand; her name remained on the Elections Register for three elections and is38removedfromtheelectionsregisterasofDecember31,201339


Nominations1

1. Iftheofficeofpresident‐electisvacant,nominationsmustbesoughtforpresident.22. Onorbefore January15th, the chairperson sends a letter,which includes the list of offices, to3

eachmemberon theEligibilityList, asking if she iswilling toacceptnominationand if so, for4whichoffice(s).Fornationalelections,thelettersaresentbytheexecutivedirectoronorbefore5March31st. Includedwith the letters fromnationaloffice is a formonwhich thememberwill6provideabriefrésuméofherLeagueservice,aswellaspositiondescriptionsforeachoffice.7

3. Awritten reply will be requested and if themember is willing to accept nomination, a brief8résumé of her League service and experience should be included. At the national level, any9memberallowinghername tostandof theofficeofpresident (in thecaseofavacancy in the10positionofpresident‐elect),president‐electorsecretary‐treasurershallsubmitwithherresume11acleancriminalrecordscheckforthepurposeofvolunteeringwiththenon‐vulnerablesector.12

4. Amemberwho has completed serving her term (or allowed consecutive terms in the case of13standingcommitteechairpersonandtreasurer)shallnotacceptnominationtothatpositionor14tootherpreviouslyheldpositions.15

5. Repliesshouldbesenttothechairpersonofnominationsandelectionswhosenameandaddress16should be specified in the letter. For national elections, the replies are sent to the executive17director.18

6. If no reply is received by the deadline date stated in the letter, it will be presumed that the19memberhasnotacceptednominationforanyoffice.20

AcceptanceList21

Following receipt of the replies from the members on the Eligibility List, an Acceptance List is22preparedbythechairperson(executivedirectorfornationalelections)showingthenamesofthose23memberswhohaveconsented to let theirname standandoffice(s) forwhich theyarewilling to24acceptnomination.25

SAMPLE AcceptanceList26 President‐elect FirstVice SecondVice Secretary Treasurer Chairperson27 JaneBrown MaryJones BethLewis BethLewis SueFiction28 MaryJones SueFiction 29

Note1:AnnSmithrepliedstatingshedidnotwishtolethernamestandfornomination.30

Note2:Iftherehasbeennopresident‐electtoassumetheofficeofpresident,anadditionalcolumn31mustbeaddedtoaccommodatetheofficeofpresident.32

Thechairperson(executivedirector fornationalelections)sendsa letterandtheAcceptanceList33to:34• the voting delegates along with a copy of the candidates’ résumés and a nomination form35

indicatingthedeadlinedateforthereturnofthenominationform36• eachmemberontheAcceptanceListasacourtesy37• thepresident‐electandpresidentasacourtesy38For national, the executive director will provide a copy of the acceptance list to the national39chairpersonofelections.40


NominationFormCompletionbyParish/Diocese/Province1

1. A copy of the Acceptance List, with résumés, may be distributed to each executive member2priortooratthepre‐conventionexecutivemeeting.3

2. OnlythenamesthatappearontheAcceptanceListandtheoffice(s)forwhichtheyarewilling4toacceptnominationcanbeusedinthenominatingprocess.Amembermaynotbenominated5foranoffice(s)forwhichshehasnotagreedtostand.6

3. Ifamemberhasallowedhernametostandformorethanoneoffice,shemaybenominatedfor7oneorallofficesforwhichshehasallowedhernametostand.8

4. Amemberwhohascompletedservingher term(orallowedconsecutive terms in thecaseof9standing committee chairpersonand treasurer) shallnot benominated to thatpositionor to10otherpreviouslyheldpositions.11

5. The nomination form shall be completed at the pre‐convention executive meeting of the12parish/diocesan/provincial council, by ballot or consensus, using only the names on the13AcceptanceList.14

6. Serious consideration and discussion should be given to nominating members on the15AcceptanceListwhohavedemonstratedagenuinedesiretocarryouttheirresponsibilitiesfor16thegoodoftheLeague,bytheleadershiptheybringtothetasksentrustedtothemandontheir17pastrecordofservicetotheLeague.18

7. Ifthepresident,orthepastpresident,hasallowedhernametostandfornominationtothenext19level of theLeague (asher termwill be completedby the timeof that convention), she shall20handoverthechairofthemeetingtothepresident‐electandremoveherselffromtheroomso21thatthepresentcouncilcanspeakfreelyaboutthecandidates.22

8. Thenamesofthosebeingnominatedshallbeannouncedtotheexecutivebutkeptconfidential23untilaftertheelections.Thenominationformshallbesignedbythepresidingchairpersonand24secretary of the council. The presiding chairperson is likely the person who will carry the25instructedvotetotheconventionandthereforethepresident(orpastpresident)willnotneed26tobeinformedoftheresultsofthenominationprocess.27

9. The nomination form is forwarded to the chairperson of the nominations and elections28committeeatthenext level,adheringtothedeadlinedateintheletter.Fornationalelections,29the nomination form shall be returned by priority post or registered mail to the executive30directorimmediatelyfollowingtheprovincialcouncil’sannualconvention.31

10. Thenamesandofficesforwhichmembersarenominatedshouldberecordedintheminutesof32theparish/diocesan/provincialexecutivemeeting.33

CandidatesList34

1. Followingreceiptofall completednomination forms, thechairpersonof thenominationsand35electionscommittee(executivedirectorfornationalelections)preparesaCandidatesListwith36the names of members and the office(s) for which they are nominated. For national, the37executive director will provide a copy of the candidates list to the national chairperson of38elections.Priortothedeadlinedateinscribedonthenominationform,ifanominationformhas39not been received from a council or councils, the chairperson will contact the council40president(s) stressing the importance of the nominating procedure and requesting that the41


nominationformbesubmitted.Ifthedeadlinedatehaspassed,thatcouncilforfeitsitsprivilege1tonominatecandidatesforelection.2

2. UsingtheCandidatesList,thechairperson(executivedirectorfornationalelections)shallnotify3eachmemberinwritingoftheoffice(s)forwhichshehasbeennominated.Noinformationshall4begivenregardingthenumberofnominationsreceived.Noreplyisrequired.5

3. The chairpersonof the nominations and elections committee (executive director for national6elections) shall send a letter to anymember on theAcceptanceList not nominated for office7advisingherofthisfact.8

Elections9

Confidentialitymustberespectedatalltimesduringelectionsprocedures.10

Question Parish Diocese/Province NationalWhocanvote? Everymember,

includingthoseonthenominationsandelectionscommittee

Parish/diocesanvotingdelegates

Provincialvotingdelegates

Whenistheelectionheld?

AttheJanuary/Februaryannualmeeting

Attheannualconvention

Is there an instructedvoteonthefirstballot?

No Yes

1. The president shall appoint a member, who is not a candidate for office, to be secretary of11elections.Atthenationallevel,theexecutivedirectorshallactassecretaryofelections.12

2. Thepresidentremainsinthechairtopresideovertheannualmeeting/convention,whichisstill13in session. At the request of the president, the chairperson of elections provides a brief14overviewof the electionsprocedure.Thepresident announces the voting resultsprovided to15herbytheelectionscommittee.16

3. Priortotheactualelection,thecommitteeshallprepareonaflipchartorboard,acompletelist17ofofficesand thenamesof thecandidates foreachoffice.This list iskept inconfidenceuntil18timeforitsposting.19

4. Attheparish level, theelectionscommitteemayrequestcandidates tospeak forashort time20(approximatelytwominutes)abouttheirobjectivesandexperiences.21

5. Atthenationallevelonly,oncethenominationformshavebeenreceived,theexecutivedirector22shall provide the chairperson of elections with a copy of the Candidates’ List including the23office(s)forwhichcandidateswerenominated,andcopiesofthenominationformssubmitted24bytheprovincialcouncils.25

6. AftertheCandidates’Listispostedatthebeginningoftheelectionsprocedure,thechairperson26introducesthecandidatesforoffice.27

7. Atthenational levelonly, theprocedure forelectingnationalofficers isconductedwithin the28contextofaliturgicalserviceandaccordingtotheRiteofElectionofOfficersasoutlinedinthe29HandbookforSpiritualAdvisorsandtheCeremoniesBooklet.30


8. Forelectionsateverylevelexcepttheparishlevel,thechairpersonexplainstheinstructedvote.1Instructedvotemeans thaton the firstballot, thevotingdelegatemust vote forher council’s2nomineesaspreviouslydeterminedbythecouncilexecutive.Ifsheisunsureabouthercouncil’s3nominees,sheshouldasktoseehercouncil’scompletednominationform.Ifthevotingdelegate4doesnothaveaninstructedvotefromtheexecutive,thecouncilforfeitsitsprivilegetovoteon5thefirstballotandallsubsequentballotsforthatposition.Ifavotingdelegatedoesnotattend6theconvention,thecouncilforfeitsitsprivilegetovote.Ifthereisnomajorityonthefirstballot,7thenthevotingdelegatesarefreetovoteonthesecondandanysubsequentballots,andthose8votingdelegatesarefreetovoteforthenomineeoftheirchoiceinanysucceedingballots.See9PartXV,Section3.10

9. The chairperson of the nominations and elections committee requests a decision from the11votingmembersastowhetherornottheresultofanyballotwillbemadeknown.(Thiscould12applywhennomajorityhasbeenobtainedor if there is a tie vote.Thenumberof votes and13correspondingnameforeachcandidate foraparticularpositioncouldthenbeshownonly to14thevotingdelegatesinconfidencepriortothenextballotbeingtaken.)15

10. Whenapresident‐electhasservedatwo‐yearterm,sheautomaticallybecomespresident.The16votingwill commence therefore,with the office of president‐elect and continue in the order17outlinedinPartXI,Sections1–3.Wheretheofficeofpresident‐electisvacantandthereisno18president‐electtobecomepresident,votingwillcommencewiththeofficeofpresident.19

11. Amembermaybenominatedformorethanoneofficeandwhenelectedtoanoffice,hername20is removed from the Candidates List for other offices.When instructed votes apply and this21happens,votingdelegatesarereleasedfromtheirinstructedvoteandeachvotingdelegatemay22voteforthecandidateofherchoice.23

12. If there is only one candidate for an office, a voting delegate moves that the candidate be24declared elected, tobe secondedby another votingdelegate, and thenvotedonby all voting25delegates.26

13. ElectionofOfficersshallbebymajorityvote:27a. Whenamajorityvote(morethanhalf)hasbeenobtained,thesuccessfulcandidateshallbe28

declaredelectedbythepresident.29b. When no majority vote has been obtained, a second ballot will then be taken and, if30

necessary,athird.31c. If three ballots fail to produce a majority vote for one candidate, then the candidate32

receivingthehighestnumberofvotesshallbedeclaredelected.Intheeventofatievoteon33thethirdballot,afourthballotwillbetakenusingonlythenamesofthetiedcandidates.34

14. ElectionofChairpersonsshallbebypluralityvote:35a. The chairperson announces the number of chairpersons required to be elected.36

Chairpersonsarenotelectedtoaspecificstandingcommittee.37b. Standing committees are assigned to chairpersons at the executivemeeting immediately38

followingelection.39c. Ifonlytherequirednumberofcandidatesarestandingfortheofficeofchairperson,avoting40

delegatemovesthatthecandidatesbedeclaredelected, tobesecondedbyanothervoting41delegate,andthenvotedonbyallvotingdelegates.42


d. Ballotsaredistributedandmembersareaskedtowritethenamesofcandidatesforwhom1theywishtovoteononeballot.Theymayvotefortherequirednumberorless.Votingfor2morethantherequirednumberofcandidateswillresultinaspoiledballot.3

e. After the ballots are collected and the votes are counted, the president declares elected4thosecandidateswhohavereceivedthehighestnumberofvotes.5

f. In the event of a tie involving the final position of the required number, balloting shall6continueuntiltherequirednumberofcandidatesiselected.7

g. Thepresidentannouncesthesuccessfulcandidatesinalphabeticalorder.815. Theballotsshallbecountedbymembersofthenominationsandelectionscommitteeandthe9

spiritualadvisor.1016. Anyofficeleftvacantfollowingtheelectionshallbefilledbyappointmentfromthoseeligiblefor11

nominationtooffice,exceptfortheofficesofpresidentandpresident‐elect.Themembershall12beappointedbythepresidentinconsultationwiththeexecutiveandspiritualadvisorandshall13serveuntil thenextelection. If theofficeofpresident isvacant followingelections,an“acting14president”shouldbeapprovedbymotionofthemembershipofthecouncil.15

17. When results of the election have been duly recorded, the nomination forms and the ballots16shallbedestroyedby thecommitteeand thenominationsandelectionscommitteedissolved.17Resultsoftheelections(nameandoffice)mustberecordedintheannualmeeting/convention18minutes.19

18. Thenewlyelectedofficersareintroducedbytheoutgoingpastpresidentandassumetheduties20andresponsibilitiesoftheirrespectiveofficeimmediatelyfollowingtheannualmeeting.21

19. The formal installation of officers may take place at the convenience of the council in22consultationwiththespiritualadvisor.23

ExampleofPluralityVotetoElectFiveChairpersons24

Afterthefirstballotwascounted–25

(1)MemberAreceived14votes (2) MemberAreceived14votes26 MemberBreceived10votes MemberBreceived10votes27 MemberCreceived10votes MemberCreceived8votes28 MemberDreceived9votes MemberDreceived8votes29 MemberEreceived7votes MemberEreceived8votes30 MemberFreceived6votes MemberFreceived8votes31

ABCDEaredeclaredelected AandBaredeclaredelected.Thereisatie32involvingthefinalpositions,sofurther33ballotingisnecessary.Onthe2ndballot,34memberswillvoteforthreechairpersons35fromtheremainingnominees.Votingwill36continueuntiltherequirednumberof37candidatesareelected.38

39


[thenextpageispage121.]1

2

NationalManualofPolicyandProcedure:Finance Page121

SECTION8:FINANCE(C&BPARTXVII)1

PERCAPITAFEES:DIOCESAN,PROVINCIALANDNATIONAL2

Diocesan, provincial and national councils are financed by per capita fees collected from the3membershipatparishlevel.Percapitafeesareadministeredbytheappropriateexecutiveateach4level, in accordancewith the aims and objects of the League. Propermanagement of funds and5prudent monitoring of expenses vs. income must be a priority at all levels. To encourage6responsible financial stewardship, it is recommended that the executive draw up financial7guidelinesandpoliciesandprepareanannualbudget.Theaudited/examinedfinancialstatementis8presented at the annual convention for acceptance. At the parish level, the audited/examined9financialstatementispresentedattheannualgeneralmeeting.10

Itisrecommendedthatthecouncilreceivesufficientpercapitafeestocoveritsoperatingexpenses11includingexpenses for thepresident, electedofficers and spiritual advisor for travel, convention,12meetings,foodandaccommodation,whennecessary.13

INCREASINGPERCAPITAFEES14

Toinitiateanincreaseinapercapitafee,theexecutiveofthelevelconsideringtheincreasemust15agreeonthewordingofamotionatanexecutivemeeting.Themotionmuststatetheexactamount16oftheincreaseandthedateitistobecomeeffective.ANoticeofMotionisthensenttoeachparish17councilat leastsixmonthspriortotheannualconvention.TheNoticeofMotionmustincludethe18proposedwordingofthemotion,alongwithothernecessaryinformation,tohelpthecouncilswith19makingtheirdecision.Thisinformationmayincludereasonsfortheincrease.Atthenationallevel,20theNotice ofMotion is also published inTheCanadianLeague at least sixmonths in advance of21convention.22

An increase indiocesanper capita feesmustbevotedonby thevotingdelegates (parish council23presidentsortheirdesignate)whocarryaninstructedvotefromtheparishcouncils.Itisapproved24byamajorityvoteofthevotingdelegatespresentattheannualdiocesanconvention.25

Anincreaseinprovincialpercapitafeesmustbevotedonbythevotingdelegates(diocesancouncil26presidentsortheirdesignate)whocarryaninstructedvotefromtheannualdiocesanconvention.It27isapprovedbyamajorityvoteofthevotingdelegatespresentattheannualprovincialconvention.28

Anincreaseinnationalpercapitafeesmustbevotedonbythevotingdelegates(provincialcouncil29presidentsortheirdesignate)whocarryaninstructedvotefromtheannualprovincialconvention.30Itisapprovedbyamajorityvoteofthevotingdelegatespresentattheannualnationalconvention.31

Theprocessisasfollows:321. Amotiontoraisepercapitafeesmustbeadoptedbytheexecutiveofthelevelthatisrequesting33

theincrease.342. ANoticeofMotioniscirculatedaminimumofsixmonthspriortotheannualconventionand35

requiresamajorityvoteof thevotingdelegatespresentatanannualconvention toachievea36


percapita increase.Thevotingdelegatevotesaccordingto the instructionsof thecouncilshe1represents.Therefore,theprocessforgivingthevotingdelegateaninstructedvotebeginsata2parishcouncilmeeting.Eachparishcouncil’sinstructedvoteisgiventothediocesancouncilat3the diocesan convention. The diocesan council’s instructed vote is given to the provincial4councilat theprovincial convention.Theprovincial council’s instructedvote is the finalvote,5anditisgivenattheannualnationalconvention.6

3. Formsarecirculatedtoallrelevantlevelsandmustbeusedtorecordtheinstructedvote.The7signatureof the council president and secretary undertaking the instructedvote validate the8resultsofthevote.9

4. Completedandvalidatedformsmustbepresentedormailedtothepresidentswhowillpreside10overtheinstructedvoteatconventionatleasttwoweekspriortothedateofconvention.11

5. Onlythecouncilpresident(orherdesignate)asthevotingdelegatemayvoteontheincrease.126. Onlyvotingdelegatespresentattheconventionmayvoteontheincrease.Validatedformsare13

notaproxyforthepresenceofavotingdelegate.147. Failuretosubmitthevalidatedformandattendtheconventionwillresultinaspoiledballot.15

ParishCouncilPresidents161. Ataparishcouncilmeetingheldatleastonemonthpriortothediocesanconvention,schedulea17

timetoholdthevoteontheproposals.Inthemeetingannouncement,informmembersthatthe18votewillbetaken.19

2. Whenthetimeforthevotearrives,read(orhavesomeoneread)theproposalandthereasons20forit.Allowtimefordiscussionandquestions.21

3. Take the vote, both for and against. Count and record the numbers both for and against the22proposaloutlinedintheNoticeofMotion.Ifamajorityofthememberspresentandvotinghave23votedinfavouroftheproposal,thentheinstructedvotethatthepresident,asvotingdelegate,24willtaketothediocesanconventionis“YES.”Ifthereisnotamajorityinfavouroftheproposal,25thentheinstructedvotetobetakentothediocesanconventionis“NO.”26

4. Complete the Parish Council Instructed Vote Form, if circulated, with the information27requested.Boththepresidentandthesecretarysigntheform.Keeponecopyoftheformand28sendonecopytothediocesanpresidentat least twoweekspriortothediocesanconvention.29Bringyourcopytothediocesanconventiontoensurethatyouvoteasinstructed.30

DiocesanCouncilPresidents31If the diocesan executive has prepared the Notice of Motion, please skip to the section heading32“National President” and replace “national” with “diocesan” and “provincial” with “parish” in all33instances. If this isaprovincialornationalNoticeofMotion,please followpoints1 to5outlined34here.351. Schedule a time on the agenda of the diocesan convention to hold the vote on the proposal36

outlinedintheNoticeofMotion.372. Uponreceivingtheparishcouncilvotingforms,notetheresultsofthevotestoensurethatthe38

votingdelegatesvoteasinstructed.393. When the proposal outlined in the Notice of Motion comes up on the agenda, inform the40

members that only voting delegates (parish council presidents or designates) may vote and41theymustvoteasinstructedbytheirparishcouncil.42


4. Read(orhavesomeoneread)theproposaloutlinedintheNoticeofMotionandtakethevote,1bothforandagainst.Recordthenumberofvotingdelegatespresentandvoting(parishcouncil2presidentsordesignates)bothforandagainsttheproposal.Ifamajorityofthevotingdelegates3present and voting have voted in favour of the proposal, then the instructed vote that the4diocesanpresidentwill taketotheprovincialconventionis“YES.”If thereisnotamajorityin5favouroftheproposaloutlinedintheNoticeofMotion,thentheinstructedvotetobetakento6theprovincialconventionis“NO.”7

5. Complete the Diocesan Council Instructed Vote Form, if circulated, with the information8requested.Boththepresidentandthesecretarysigntheform.Keeponecopyoftheformand9sendonecopytotheprovincialpresidentatleasttwoweekspriortotheprovincialconvention.10Bringyourcopytotheprovincialconventiontoensurethatyouvoteasinstructed.11

ProvincialCouncilPresidents12If theprovincial executivehasprepared theNotice ofMotion, please skip to the sectionheading13“NationalPresident”andreplace“national”with“provincial”and“provincial”with“diocesan”inall14instances.IfthisisanationalNoticeofMotion,pleasefollowpoints1to5outlinedhere.151. Schedule a timeon the agendaof theprovincial convention tohold thevoteon theproposal16

outlinedintheNoticeofMotion.172. Uponreceivingthediocesancouncilvoting forms,note theresultsof thevotes toensurethat18

thevotingdelegatesvoteasinstructed.193. When the proposal outlined in the Notice of Motion comes up on the agenda, inform the20

membersthatonlythevotingdelegates(diocesanpresidentsordesignates)mayvoteandthey21mustvoteasinstructedbytheirdiocesancouncil.22

4. Read(orhavesomeoneread)theproposaloutlinedintheNoticeofMotionandtakethevote,23both for and against. Record the number of voting delegates present and voting (diocesan24presidentsordesignates)bothforandagainsttheproposal.Ifamajorityofthevotingdelegates25present and voting have voted in favour of the proposal, then the instructed vote that the26provincialpresidentwill taketo thenationalconvention is “YES.” If there isnotamajority in27favouroftheproposal,thentheinstructedvotetobetakentothenationalconventionis“NO.”28

5. Complete the Provincial Council Instructed Vote Form, if circulated, with the information29requested.Boththepresidentandthesecretarysigntheform.Keeponecopyoftheformand30sendonecopytonationalofficeatleasttwoweekspriortothenationalconvention.Bringyour31copytothenationalconventiontoensurethatyouvoteasinstructed.32

NationalPresident331. Schedule a time on the agenda of the national convention to hold the vote on the proposal34

outlinedintheNoticeofMotion.352. Uponreceivingtheprovincialcouncilvotingforms,notetheresultsofthevotestoensurethat36

thevotingdelegatesvoteasinstructed.373. When the proposal outlined in the Notice of Motion comes up on the agenda, inform the38

membersthatonlythevotingdelegates(provincialpresidentsordesignates)mayvoteandthey39mustvoteasinstructedbytheirprovincialcouncil.40

4. Read(orhavesomeoneread)theproposaloutlinedintheNoticeofMotionandtakethevote,41both for and against. Record the number of voting delegates present and voting (provincial42presidentsordesignates)bothforandagainsttheproposal.Ifamajorityofthevotingdelegates43


present have voted in favour of the proposal, then the proposal is adopted. If there is not a1majorityinfavouroftheproposal,thentheproposalislost.2

Sampleofinstructedvoteforapercapitafeeincrease3

ParishInstructedVote4

Atameetingof____________________________________________________________________CWLCouncilof5 (nameofcouncil)6

__________________________________________________heldon_______________________________,members7 (city/town/province) (month/day/year)8

votedontheNoticeofMotiontoraisethe(diocesan)(provincial)(national)percapitafee9

from_________________to__________________effective_____________________________________________.10 (presentamount) (proposedamount) (month/day/year)11

Numberofmembersattendingthemeeting__________________________________12

Affirmative_____________________________________Negative______________________________________13(Forinformationatdiocesanlevelonly.)14

Motioncarried/defeated________________________________15

16

SampleRecordingofInstructedVote17

No.ofCouncils No.ofCouncils Motion18 Affirmative Negative Carried/Defeated19

___________________________ __________________________ __________________________________20

21

MEMBERSHIPFEES22

The annual membership fee is payable at the parish level and due on January 1st. The fee is23comprisedofthecurrentnational($13.00),provincial(determinedbyeachprovincialcouncil)and24diocesan(determinedbyeachdiocesancouncil)percapitaplus theamountagreedby theparish25counciltoberetainedfortheoperationoftheparishcouncil.[C&B,PartXVII,Section4]26

Parishcouncilsmaychoosetopaytheirpercapitafeestonationalofficeusingamanualprocessor27usingtheonlinemembershipdatabasethroughasecurewebsite.28

Membershiplists:Nationalofficeforwardscomputerizedmembershiplists(induplicate)toparish29councilsinOctoberofeachyearalongwithasetofdetailedinstructionsonhowthelistsshouldbe30completed. After the membership list has been updated/corrected and the per capita fees31calculated,thechairpersonoforganization/membership,withthecounciltreasurer,completesthe32Parish Council Remittance Form for Per Capita Fees, issues a cheque and forwards the same to33


national office, keeping one copy for council records and requesting an updated list of unpaid1members.2

It is important for parish councils to remit per capita fees to national office by February 28th3because diocesan, provincial and national levels depend on these fees to operate. Payment by4February 28th also ensures thatmembers continue to receive all issues ofThe Canadian League5magazine towhichmembershipentitles them. It isnotnecessary towaituntil allmembershave6paidtheirmembershipfeesbeforeremittingtonationaloffice.ANewandRenewedMembersList7formisavailableforlate‐payingandnewmembers.8

FeesProcessed:Membershiplistswithpercapitafeesareprocessedatnationalofficeintheorder9inwhichtheyarereceived.10

Underpayments and overpayments found on the Parish Council Remittance Form for Per Capita11Feesthataccompaniesaparishcouncilmembershiplistwillbehandledasfollows:12 Nationalofficewillnotrequestapercapitaunderpaymentof$25.00orless.13 Nationalofficewillnotrefundapercapitaoverpaymentof$25.00orless.14

Nationaloffice forwardsprovincialanddiocesanportionsof the fees to therespective treasurers15followingtheendofeachmonth.16

OnlineMembershipProcess:Contactnationaloffice for informationonhowtoregister foronline17administration through a securewebsite and to use a pre‐authorized debit payment system for18paymentofper capita fees.Theonline systemmaybeused to request anewmemberbeadded;19updateamember’sname,addressorotherinformation;requestanupdatetoamember’syearsof20service;requestatransferbetweencouncils;reportadeceasedmember;cancelarenewalwhena21member will not be returning; or request a replacementmembership card. The reports feature22allowsforaccesstoandprintingofcurrentpaid,unpaidanddeceasedmembers.23

INCREASINGMEMBERSHIPFEES24

An increase in the membership fee of an individual parish council is determined by the25recommendationoftheparishcouncilexecutive,followedbyanoticeofmotionataparishcouncil26meeting, and approved by a majority (greater than 50%) of the members voting at the next27meeting.Parishcouncilmembersshallbenotifiedofthisagendaitem30dayspriortothevote.28

Themembershipfeeisthatfeedeterminedbyeachparishcouncilandincludesdiocesan,provincial29andnationalpercapitafees,aswellasthefee(ifany)fortheparishcouncilitself.30

FINANCIALPROJECTS31

Attheparishlevel,allfinancialprojectsshallbeapprovedbythemembersatacouncilmeeting,in32consultationwiththespiritualadvisor.33

Whenconsideringadonationtoanorganization,acouncilisresponsibletovettheorganizationto34ensureitspracticesareinaccordancewiththevaluesandteachingsoftheCatholicchurch.35


NATIONALVOLUNTARYFUNDS1

Voluntaryfundsconstitutemoniesforwardedbycouncilsthroughnationalofficefordisbursement2annually to the appropriate agencies. Parish councils complete the National Voluntary Fund3Remittance Form indicating which funds they wish to support and forward it to national office4togetherwithachequemadeouttoTheCatholicWomen'sLeagueofCanada.Acopyofthisformis5to be sent to the diocesan treasurer or, in provinces where there is no diocesan council, the6provincialtreasurer,forinformation.7

PermanentVoluntaryFunds8

FouragenciesarepermanentlyassistedbydonationsreceivedfrommembersandcouncilsofThe9CatholicWomen’sLeagueofCanada.10

Coady International Institute― of St. Francis XavierUniversity, Antigonish,Nova Scotia,was11foundedbyDr.MosesCoadywhogaveleadershiptotheAntigonishMovement,whichpromotes12theidealthatbylearningandworkingtogether,menandwomenbecome“mastersoftheirown13destinies.” Coady offers a six‐month diploma program designed for leaders engaged in the14developmentofpeople‐basedorganizations indeveloping countries.The students, ranging in15agefrom25to45,arepersonsemployedwithpublicandprivatesectororganizationsengaged16in human and international development. All students sign a commitment to return to their17country of origin upon completion of the program and are required to undertake a Diploma18StudyProjectthatrelatesthestudents’workathometoCoady’sformaltraining.19

CanadianCatholicOrganizationforDevelopmentandPeace(CCODP)―establishedin1967,is20Canada’s official Catholic overseas development organization launched by the Canadian21Conference of Catholic Bishops. CCODP has helped support projects such as grassroots22community development, literacy programs, mother and child health care, skills training,23agricultural programs and emergency relief. CCODP also supports educational programs,24helping make Canadians more aware of the problems and goals of people in developing25countries. CCODP’s primary sources of funds are the yearly Share Lent campaign, Canadian26InternationalDevelopmentAgencyanddonationsfromindividualsandgroups.Since1969,the27Leaguehassupportedwomen’sprojectsindevelopingcountriesfundedbyCCODPthroughthe28“1%Program.”Brochuresareavailablefreeofchargefromnationaloffice.29

Catholic Missions In Canada (CMIC) ― CWL Mission Partners Fund raises funds to provide30missionarieswiththetoolstheyneedtocatechizethroughout24missiondiocesesfoundwithin31Canada.CWLMissionPartners,inconjunctionwiththeLeague,supportssixreligiouseducation32programs.33

Catholic Near EastWelfare Association (CNEWA) – raises funds to support Eastern Catholic34churches by building up the church, affirming human dignity and alleviating poverty,35encouragingdialogueandinspiringhope.36

TemporaryVoluntaryFunds37

Temporaryvoluntary fundsmaybeestablishedbynational council fromtime to timeasdeemed38appropriateandwillbeidentifiedassuchandassignedanexpectedenddate.39


TheEuthanasia Prevention Coalition (EPC) fundwas established by national council in 20151with a term not to exceed five years in duration. EPC seeks to present a united voice in2presentationstogovernmentswithrespecttoissuesrelatedtoeuthanasiaandassistedsuicide,3tonetworkandexchangeinformation,todevelopandpromotematerialstoeducatethepublic,4tobuildaresearchteamforcollectinginformation,toorganizeevents,tocreatetheopportunity5forinformativedebateandtoestablishandbuildcompassionatecarecommunityservices.6

AUDITORSANDAUDITOFACCOUNTS7

The treasurer shall maintain the financial records of the council concerned and have them8appropriatelyauditedorexaminedannually.9

Theword“examined” impliesa lessprofessionalprocedurethanengaginganaccountanttoaudit10thecouncil’sfinancialstatements,revenuesandexpenditures.11

Attheparishlevel,amemberknowledgeableinparishcouncilactivitiesandfinancialundertakings,12with banking or bookkeeping experience, could be invited to examine the council books for a13minimalchargeorgiftofappreciation.14

Atthediocesanorprovinciallevels,however,aprofessionalauditofaccountsmaybeadvisableif15thetransactionsandmonieshandledmeritauditingstandards(atprofessionalfees).Thedecision16to“examine”or“audit”ismadebythecouncilconcerned.17

GENERALLIABILITYINSURANCE18

ParishGeneralLiabilityInsurance19Commercialgeneralliabilityinsuranceisprovidedtoparishcouncilsandispaidforbythenational20treasury.Proofofinsuranceisprovidedtoallparishcouncilsinthespringparishcouncilmailing.21

LimitofLiability: $2,000,000peroccurrence/$5,000,000annualaggregatelimit22EffectiveDate: January1sttoDecember31stannually23

WhoIsCoveredbythePolicy?24 Allpersonsactingwithinthescopeoftheirdutiesasassignedbyoronbehalfofarecognized25

parishcouncilofTheCatholicWomen’sLeagueofCanada.26

PotentialclaimantswishingtofileaclaimagainstaparishcouncilofTheCatholicWomen’sLeague27ofCanadaareadvisedtocontactnationalofficewheretheywillbedirectedtodiscusstheirclaim28withanindependentinsuranceagent.29

DiocesanandProvincialGeneralLiabilityInsurance30Commercialgeneralliabilityinsuranceismandatoryfordiocesanandprovincialexecutives.Annual31premiumratesaresetbytheinsurerandarecommunicatedtotheexecutives.Proofofinsuranceis32providedtoalldiocesanandprovincialexecutivesuponpaymentoftheannualpremium.33

LimitofLiability: $2,000,000peroccurrence/$5,000,000annualaggregatelimit34EffectiveDate: January1sttoDecember31stannually35


WhoIsCoveredbythePolicy?1 Allpersonsactingwithinthescopeoftheirdutiesasassignedbyoronbehalfofarecognized2

diocesanorprovincialcouncilofTheCatholicWomen’sLeagueofCanada.3

NOTE: Considering the varying degree of risk based on their activities and financial situation,4provincial and diocesan executives are strongly encouraged to subscribe to the directors’ and5officers’ liability insurance obtained by provincial councils. Director’s and officers’ liability6insurancereimburses(inpartor in full) thecostsresulting fromlawsuitsand judgmentsarising7outofpoormanagementdecisions,employeedismissals,membergrievances,andothersuchacts8committedingoodfaith.Criminaloffensesarenotcoveredunderthisinsurance.9

SummaryofGeneralLiabilityCoverageatParish,DiocesanandProvincialLevels10This summary is for information purposes only. Policy declarations and wordings for current11coverageareavailableuponrequest. Wordsandphrases thatappear inquotationmarkshavea12special meaning as described in the definitions section of the policy. Summary of coverage as13follows:14

1. CoverageA―“BodilyInjury,”“PersonalInjury”and“PropertyDamage”InsuringAgreement―15Topayonbehalfoftheinsuredallsums(includingprejudgmentinterest)thattheinsuredshall16becomeobligatedtopaybyreasonoftheliabilityimposedbylawupontheinsuredorassumed17bytheinsuredunder“contract”for“compensatorydamages”becauseof:18a. “bodilyInjury”sustainedbyanypersonorpersons;19b. “personalInjury”;20c. “propertydamage”duetoanaccidentor“occurrence.”21during the Policy Period and in the “Coverage Territory,” subject to the limits of liability,22exclusions,conditionsandothertermscontainedinthePolicy.23

2. CoverageB―AdvertisingInjuryInsuringAgreement―Theinsureragreestopayonbehalfof24theinsuredthosesumstheinsuredbecomeslegallyobligatedtopayascompensatorydamages25becauseof“AdvertisingInjury”towhichinsuranceapplies.Subjecttoexclusions,thisinsurance26appliesonlytooffencesarisingoutoftheinsured’sbusinessactivities.27

3. CoverageC―MedicalpaymentsInsuringAgreement―Theinsureragreestopaytoorforeach28personwhosustains“bodilyinjury”causedbyaccidentallreasonablemedical,surgical,x‐ray,29dental,ambulance,hospital,professionalnursingandfuneralservicesexpenseincurredwithin30oneyearfromthedateoftheaccidentonaccountofsuch“bodilyinjury,”providedsuch“bodily31injury”:32a. occursonpremisesthenamedinsuredownsorrents;33b. occursonwaysnexttopremisesthenamedinsuredownsorrents;or34c. arises fromoperationswithrespect to thenamed insured isaffordedcoverage for“bodily35

injury”liabilityunderthispolicy.36

4. CoverageD―TenantsLegalLiabilityInsuringAgreement―Topayonbehalfoftheinsuredall37sumswhichthe insuredshallbecomelegallyobligatedtopayas“compensatorydamages” for38injurytoordestruction,includinglossofuse,ofpremisesofothers(includingbuildingfixtures39permanently attached thereto) rented tooroccupiedby thenamed insured, if such injuryor40destructioniscausedbyaccidentoccurringduringthetermofthispolicy.41


5. CoverageE―StandardNon‐OwnedAutomobile InsuringAgreement―The insureragrees to1indemnifytheinsuredagainsttheliabilityimposedbylawupontheinsuredforlossordamage2arising from the use or operation of any automobile not owned in whole or in part by or3licensed in the name of the insured, and resulting from bodily injury to or the death of any4personordamagetopropertyofothersnotinthecare,custodyorcontroloftheinsured.5

This summary is not a complete description of coverage. The policy is subject to limits, terms,6conditions, provisions, definitions and exclusions. Consult the current declaration page and full7policywordingsforcompletedetails.8


10

11


Thispageisintentionallyleftblank.1

NationalManualofPolicyandProcedure:NationalOfficeandExecutiveDirector Page131

SECTION9:NATIONALOFFICEANDEXECUTIVEDIRECTOR(C&B1

PARTXVIII)2

Thenational office of TheCatholicWomen’s Leagueof Canada is located inWinnipeg,Manitoba.3National office employs permanent and casual employees along with an executive director. The4nationaladministrativecommittee,throughtheexecutivedirector,overseestheofficeandthework5donetherein.6

ThenationalofficefunctionsasthebusinessofficeoftheLeagueandreceivesallmembershipfees7from parish councils for processing and returns, as appropriate, to the diocesan and provincial8levels.Itservesasacentralsourceofinformationandclearinghouseforthemembers,operatesa9year‐roundmailorderservice,continuallyupdatesmembershiplistsandcoordinatesandpublishes10amagazinethreetimeseachyear,whichisreceivedbyeverymember.11

Thestaffatnationalofficemaybecontactedinanyofthefollowingways:12

bytelephone (204)927‐231013

byfacsimile (204)927‐232114

byInternet [email protected]

IfyourchoiceofcommunicationisviatheInternet,herearesomehelpfulhints:16

• Whensendinganorder,foryourownsecurity,pleasedonotincludeyourcreditcardnumber.17Whenyourorderisfilledatnationaloffice,amemberofnationalofficestaffwillcontactyoufor18paymentinformation.19

• Anycommunicationsenttonationalofficeshouldincludethepostaladdress,telephonenumber20andthenameofthecouncilandthenameofthepersonsendingthecommunication.21

Websiteaddress: http://www.cwl.ca22


NationalManualofPolicyandProcedure:Media Page141

SECTION10:MEDIA1

THECANADIANLEAGUE(C&BPARTXIX)2

The Canadian League magazine, published three times a year andmailed to allmembers, is the3officialpublicationofTheCatholicWomen’sLeagueofCanada.Thepublicationofthemagazineis4directedbytheeditorialboardconsistingofthenationalchairpersonofcommunications,national5president and executive director. The chairperson of communications has the ultimate6responsibilityformagazinecontent.Submissionsaresubjecttotheapprovaloftheeditorialboard7and theavailabilityofspace in themagazine.Articlesrelating toaparticularstandingcommittee8aresubjecttoapprovaland/oreditingbythespecificnationalchairperson.9

1. Featuresappearingineveryissue:10• articlesbychairpersonsandothers11• councilanniversaries/birthdays/notices12• listingofcurrentnationalexecutive13• listingofmagazineeditorialboard14• provincialpresidents’profiles15• president’smessage16

2. Featuresappearinginspecificissues:17• annualdisbursementofvoluntaryfunds(fall)18• informationre:CWLnationalbursary/listofrecipients(fall)19• nationalconventionhighlights(fall)20• nationalconventioninformationandforms(winter)21• detailedconventionprogram(spring)22• resolutionsandactionplansadoptedatnationalconvention(fall)23• newlifemembershipgroupphotograph(fall)24• nationalexecutiveheadshots(fall)25

3. Featurespublishedperiodically:26• articlesbynationalspiritualadvisor27• articles/statementsfromCanadianConferenceofCatholicBishops28• inventoryitems29• lawscorner30• letterstotheeditor31• listingofnewand/orreactivatedcouncils32• nationalofficenotes33• specialprojects34• websiteaddressesofinterest35• WUCWO/NorthAmericanRegionnews36• OntheSpot!37

4. Letters to theeditormustbe signedbeforebeing considered forpublication.Thedecision to38publish,andtheeditingofletters,willbeatthediscretionoftheeditorialboard.39


5. Names of councils celebrating 25, 50, 75, and every 5th anniversary beyond75 yearswill be1printed.2

6. Namesofmemberscelebratingbirthdaysof100yearsandoverwillbeprinted.3

7. In the event of the death of amember of the current national executive or an honorary life4member,anobituaryandpicturewillbepublished;forlifemembers,anobituarynoticewillbe5published.6

8. Councils thathave receivedauthorization from thenational executive for theproductionand7saleofitemsbearingtheCWLcrestmaysubmitasmalladvertisementdescribingtheitem.Such8advertisementswillbeprintedifspaceisavailable.9

9. An honorarium will be offered at the discretion of the editorial board for solicited10articles/photosthathavebeenrequested.11

Allsubmissionsforpublicationshouldbesentto:12

CWLNationalOffice,C‐702ScotlandAve.,Winnipeg,MBR3M1X513 Facsimile:(204)927‐2321 e‐mail:[email protected]

DeadlinesdatesforsubmissionarelistedineachissueofTheCanadianLeague.15

Note: Archived articles that have been published in The Canadian League are available from16nationalofficeandontheCWLwebsite.17

ONTHESPOTCOUNCILSUBMISSIONS18

On the Spot, a designated page on cwl.ca, is a member‐driven creative outlet that serves the19purpose of spreading the good news of parish council events. It provides frequent coverage of20councileventsandremainsaworkinprogress,constantlydependentoninputfrommembers.21

OntheSpotGuidelines:22Submissionsthatmeetthefollowingcriteriawillbepostedtothewebsite:231. Eachsubmissionshallbetypedandnotexceedoneparagraphorabout50words.242. Eachsubmissionshallbelimitedtoonetopicandonephotograph.253. Councilsmaysendmorethanonesubmission.264. ItemsmustbeaboutCWLevents.HowwastheCWLinvolved?275. Counciltitleandlocationmustbementioned.286. Itemsshouldbeneworinnovativeandabletobereplicatedbycouncils.297. Therewillbelimitedfocusoncouncilanniversaries,servicepins,members’yearsofservice30

and members’ birthdays. They may be listed. Details will be included only if there is31significantimportancetotheevent.32

8. Inordertoensurethehighestqualityphotographicreproductionsinallcommunications,itis33important to supply well lit, blur free, high resolution photographs (ideally 300 dpi).34Wheneverpossiblepleasesubmittheoriginalphotograph(eitherelectronicallyorbymail).35

9. Allpersonsinphotographsmustbeidentified,unlessitisacrowdscene.3610. Photographsshouldbecroppedtoeliminatedistractingdetailsandprovidebetterbalance.37


11. Newspaperarticleswillbeeliminatedunless theyareclearly readableandauthorization to1reprinthasbeenreceived.2

12. Personalcommentsshallbeexcludedoreditedout.313. Theexecutivedirectorinconsultationwiththecommunicationschairpersonmaydecidenot4

topublishasubmission.5

COUNCILFACEBOOKGUIDELINES6

CouncilsareengagingthroughvarioussocialnetworkingsitesandFacebookisfindingaprominent7role in that list.Recommendations foruseof and subsequentmonitoring of a Facebookpage for8parishcouncilsshouldinclude/observe/practicethefollowing:9

Do:10• RequestwrittenpermissionifthecouncilintendstousetheLeaguecrest.11• Assignoneortwoadministratorstomoderatetheaccountandpostmessages.12• BerespectfuloftheLeagueanditsmembers.13• Knowyourmembersandtailorcontenttotheirneeds.14• Engageyourmembers.Askforfeedback,askquestions,communicatewiththem,etc.15• Replytoquestionsasquicklyaspossible.16• Usearecognizableprofilepicture.17• PromotetheLeaguethroughyourowncontacts.Followothersfirst,comment,like,etc.18• Keeppostsbrief,timelyandconcise.19• Composepostscarefullyandthoughtfully.Youdonotwanttooffendorharmthereputationof20

theLeague.21• Proofreadandbesurematerialreferencedisaccuratebeforepublishing.22• Varyyourposts(text,links,photos,videos,etc.)andvaryyourcontent.23• Postatstrategictimesduringthedaybasedonyouraudience.Facebookpostsshouldbelimited24

tooneortwiceperdaytoencourageengagement.25• SharepostsandinformationrelevanttoyourmembersfromthenationalFacebookpage.26• Tagotherpeopleandbusinesseswhenmentionedinphotos,textposts,etc.,butbeconsiderate27

ofthoseyouaretagging.Becourteousandaskpermissionfirst.28• BeawarethatindividualmembersdonotspeakonbehalfoftheLeague.29• Besuretoindicatewhenviewsarepersonal,andnottheLeague’s.30• Periodicallyupdatethe“About”page.31

Don’t32• Postprivatemattersonapublicwall.Useprivatemessaging.33• Overshare/Overpost.34• Abusehashtags.35• Oversell/overmarket.36• Letyourpagebecomedormant.37• UseCapsLock.38• Repeatthesamepost.39


STYLEGUIDEFORPUBLICATIONS1

The style guide ensures uniformity throughout all League publications. The style guide may be2revised at any time by a decision of those in attendance at any meeting of the administrative3committee.4

Titles5Italicizethetitlesofbooks,magazines,plays,operas,motionpictures,videosandthemes.Fortitles6of musical compositions, television programs and anything that is a published article, use7uppercase/lowercase style and enclose in quotation marks; e.g., The article “We Can Make A8Difference!”waspublishedinthewinter2000issueofTheCanadianLeague.9

Ifyouarereferringtoapublishedarticleanddonothavethenameofthesourcepublication,the10titleof thepublishedarticle isnot italicizedand is enclosed inquotationmarks; e.g.,The article,11“WeCanMakeADifference!”isveryinformative.12

Names13• The first timeaperson isnamed in thearticle, the firstnameor initialsare included. Include14

anytitleaswell;e.g.,ArchbishopMartinCurrie.15• Whenanewnameisbeingintroduced,placeit incontextbyexplainingwhothatpersonisor16

what that person represents; e.g., The President General of the World Union of Catholic17Women’sOrganizations(WUCWO),MariaGiovannaRuggieri,isattendingthelecture.18

Bullets,Letters,Numbers,Punctuation19Use bulletswhen listing an itemor thought that is not a complete sentence. If there are related20thoughtsonthesameline,theymaybeseparatedbyasemicolon.Donotusecommasattheendof21theword or thought. The last bulleted item on the list should not be followed by a period; e.g.,22Whenpackingyourtotebagforthebeach,remembertotake:23• sunglasses24• sunscreen25• beachtowel(preferablyalargeone)26• bathingsuit27

When listing items that are complete sentences, capitalize the first word following the28dash/numberandendwithaperiod,asexemplifiedon“Names”above.Inthiscase,useoneofthe29followingmethods:30• numbers1.2.3.31• lettersa.b.c.32• lowercaseRomannumeralsi.ii.iii.33• dashes―34• bullets35

Spelling36Usethe“Canadian”spellingofwords;e.g.,honour,colour,favour,saviour,centre.37

Capitalization38• Useuppercasestylewithpersonaltitleswhenusedwithaname;e.g.,NationalPresidentBetty39

Anne Brown Davidson; Betty Anne Brown Davidson, National President; Roman Catholic40


Church;UnitedChurchofCanada;St.MaryParishCouncil;ArchdioceseofToronto.Exception:1evenwhenstandingalone,“League”iscapitalized.2

• Lowercase subsequent references when the title stands alone; e.g., Catholic church, United3church,nationalexecutive,nationalcouncil,thetaskofabishop,cityhall,schoolboard,priest,4religious,parishcouncil.5

Capitalizenames,titlesandpersonalpronounsreferringtoGodandsacredwritingsandtheir6sections,theword“church”aspartofthenameofabuildingordenomination,anduniversities7and colleges (but not their departments); e.g., Yahweh, Creator, Redeemer, Saviour, He, Him,8BookofGenesis,Christian,St.Peter’sCatholicChurch,SimonFraserUniversity,McGillMedical9School,facultyofeducation.10

• Capitalize Eucharist. Lowercasewords related to other sacraments and rituals; e.g., baptism,11mass,holycommunion,bible,scripture,gospel,liturgyoftheword.(CapitalizeMassifreferring12toaspecialone.)13

Numbers,Times14• Generally,numbersunder10arespelledout;e.g.,seven.15• Generally,numbers10andoverarewritteninfigures,exceptatthebeginningofasentence;16

e.g.,Thereare21children.Fifty‐sevenpeoplewereinattendance.17• Decimalsarewritteninfigures,asarepercentageseveniftheyareunder10;e.g.,5.48,2½%,18

0.10. Fractions less than one are spelled out; e.g., one‐third, except unusual fractions under19one;e.g.,43/100;fractionslargerthanonearewritteninfigures;e.g.,1½.20

• School grades arewritten in figures; e.g., Grade 2. (Note that theword grade is capitalized,21exceptifitispluralized;e.g.,grades2and3.)22

• Timeiswrittenasfollows:10:00a.m.,11:30a.m.,3:00p.m.,4:30p.m.,1400hrs.23• Agesarehyphenatedwhenusedadjectivally;e.g.,Five‐year‐oldJohnSmith…24• Numericalamountsarewrittenas follows:$2,134;$75.00;10¢or$0.10;$1million(butone25

millionpeople).26

Abbreviations27• Omit periods in all capital abbreviations unless the abbreviation refers to a person or28

geographicalregion/area;e.g.,CWL,OMI,MP,YWCA,EST(EasternStandardTime),E(East),J.A.29Smith,B.C.,P.E.I.(BCandPEareusedforaddressingonly.)30

• Pluralsandpossessivesareasfollows:CWLs,MPs,MLAs,CWL’s,MP’s,MLAs’,MPs’.31• Useperiodsinmixedabbreviations,exceptforabbreviationsthatbeginandendwithacapital;32

e.g.,m.p.h.,B.Comm.,PhD,PoW(prisonerofwar),UofT(UniversityofToronto).33• Theabbreviationfor“thatis”isi.e.Theabbreviationfor“forexample”ise.g.34• Usetheabbreviationoracronymforanorganizationifthenameappearsmorethanoncewithin35

the same article; e.g., World Union of Catholic Women’s Organizations (WUCWO), Canadian36ConferenceofCatholicBishops(CCCB).37

• Spelloutmonths,exceptwherespaceislimited.Donotuseacommatoseparatethemonthand38yearwhenadayisnotincluded;e.g.,October1,1982,wasaFriday.January1996wascold.39

• Say“inNovember”and“in1993”ratherthan“inthemonthofNovember”or“intheyear1933.”40• Termslike31stand60thorVIIrequirenoperiod.41


• Do not abbreviate books of the bible when standing alone. When referring to a book for a1textualquote,abbreviationsmaybeused;e.g.,Genesisisthefirstbookinthebible.“TheLordis2myshepherd,Ishallnotwant.”(Ps23.1)3

WordsAsSuch4• Whenreferringtospecificwords,set themoffwithdoublequotationmarksor italicize them;5

e.g.,Theword“task”ortaskismoreformalthantheword“job”orjob.6• “Percentage”isoneword,but“percent”istwo.“Teenager”isoneword.“Noone”istwowords.7

“OK”iswrittenlikethis.8• Italictypeshouldbeusedforforeignwordsandphrases;e.g.,ChristifidelesLaici,fleur‐de‐lis.9

Quotations10• Anypassage that isbeingquoted froma speechor fromanypublished source shouldbeput11

inside quotation marks or, if it is relatively long, indented five spaces and typed without12quotationmarks.13

• Periods and commas always go inside the quotation marks. All other punctuation marks go14insidethequotationmarkswhentheyarepartofthequotation,otherwiseoutsidewhenthey15applytotheentiresentence.Donotchangeanythinginaquotedpassage,withtheseexceptions:16a. Youmayleaveoutpartofthequotedmatter.Indicatetheomissionbythreespacedperiods.17

Usefourspacedperiodswhenomittingmaterialthatcontainsaperiod.18b. Youmayaddanexplanatorywordorphrase.Theadditionshouldbeplacedwithinsquare19

brackets; e.g., “Mary decided that he [her son] should be questioned.” “The church is a20communion of brothers [and sisters] ….” This is especially important because of the21League’scommitmenttoinclusivelanguage.22

Sources: 23 TheCanadianPressStylebook24 HolyBible,NewRevisedStandardVersion25 PaperbackOxfordCanadianDictionary26 TheGreggReferenceManual,TenthEdition27

ADVERTISING28

Potential advertisers can be grouped into one of five categories, with each group being given a29slightlydifferentprofilebasedonthelongevityofassociationwiththeLeagueandtheorganizations30objects.31

Group1:CoreOrganizations 32GroupOneorganizationsarepermanentlyaffiliatedwiththeLeaguethroughformalmotionsmade33atnationalconventionsandincludetheCanadianConferenceofCatholicBishops,theWorldUnion34ofCatholicWomen’sOrganizationsandtheCatholicHealthAllianceofCanadaonly.Thepromotion35of the objects of these organizations can be channeled through all available communication36methodsinordertoenhancecooperationandpromoteparticipationbetweentheseorganizations37andtheLeague.38


Group2:NationalVoluntaryFunds1GroupTwoorganizationsbecomeaffiliatedwiththeLeaguewhenamotionisapprovedbynational2council to set up a national voluntary fund in support of a particular cause/project. These3organizations include the Canadian Catholic Organization for Development and Peace, Coady4InternationalInstitute,CatholicMissionsInCanada,theCatholicNearEastWelfareAssociationand5Euthanasia Prevention Coalition. The mandates of each of these organizations is fully reviewed6prior to being proposed as a national voluntary fund and the causes of each determined to be7worthyoftheLeague’sfinancialsupport.Toqualifyforongoingsupport,therecipientmustprovide8independentlyauditedorreviewedfinancialstatementsannually.Thepromotionoftheobjectsof9these organizations can be channeled through all available communicationmethods in order to10educatemembersaboutthecausesandtopromoteindividualandcouncilcontributionsinsupport11oftheseorganizations.12

Group3:OtherOrganizations13GroupThreeincludesallorganizationsthatrequestassociationoraffiliationwiththeLeagueona14one‐time or an ongoing basis. For example, the Knights of Columbus, theWomen’s Inter‐Church15CouncilofCanada,NET(NationalEvangelizationTeams),ChurchCouncilforJusticeandCorrections16or the Catholic Biblical Association of Canada. To a large degree, these organizations represent17private enterprise and their requests for advertising and/or affiliation are made primarily to18increasetheirlocalpresence,gainnewmembersorsellaproductthatmaybeofinteresttoLeague19members.Therequestsoftheseorganizationscouldbehonouredintwoways:20• Theymayobtainawebsite link.Memberswillbewarnedonthe“links”pagethat theLeague21

doesnotendorse thecontenton thesitesof linkedorganizationsanduserswouldbe leaving22theLeaguewebsiteattheirownrisk.23

• Theymayobtainexhibitspaceatannualnationalconventions.Inconsultationwiththenational24president,nationalofficeapprovesallexhibitorsaccordingtoguidelinesfoundintheGuideto25HostingtheAnnualNationalConvention.26

Group4:CWLMembers’Requests27Membersseekingendorsementsoradvertisementspacefortheirownmaterialortopromoteother28Catholiccausesmayapply,throughnationaloffice,forexhibitspaceatannualnationalconventions.29Nationalofficewillinformthenationalpresidentwhomakesthesedeterminations.30

Group5:ConventionCommitteeRequests31National convention committees may ask to advertise fundraising items or special events to32delegates.Asageneralrule,privateenterprisewillnotbeendorsedoradvertisedthroughLeague33channels unless there will be some financial benefit to the convention committee that would34supplementitsfundraisingefforts.35


WEBSITE1

ProcedureforRegistrationontheInternet2

NationalDomainName cwl.ca3When referring to the “National Domain Name,” domain refers to an area on the Internet over4whichthenationallevelofTheCatholicWomen’sLeagueofCanadahassoleauthorityandretains5ownershipthroughtheappropriateregistrationproceduresandpaymentoffees.6

As each provincial council registers on the Internet and comes online, theywould linkwith the7national homepage. It is recommended that all councils registering on the Internet link to the8nationalhomepagetoeliminateduplicationofmaterial.9

Provincial/DiocesanDomainName10Provincial councils wishing to create a homepage with a domain name address shall do so in11accordancewiththefollowingprocedure:121. Request a formal letter of approval from national office before the registration request is13

submittedtotheInternetregistry.142. Assumeresponsibilityforallsetup,maintenance,andfinancialcostsoftheirhomepage.153. Donotduplicateinformationfoundonthenationalhomepage(linkstothenationalhomepage16

areencouraged).17

Alongwith regularmail, the fax and telephone, the CWLwebsite is another communication link18withmembersoftheLeague.19

NationalWebsite20

Following is a list ofwhat can be found on thewebsite. About:why join, history, links, Objects,21executiveprofiles,organizationalstructure,mission,staff,contactinformation22

1. Communiques:bystandingcommittee232. Conventions:pastandpresent243. Media:On theSpot,TheCanadianLeague, letters, news releases, articles,memos,publication25

guidelines264. Reports:annualreports275. Resolutions:bypositionandyear,andalistofarchivedresolutions286. Resources:CatchtheFire,pricelists,forms,manuals,positionpapers,programsandworkshops,29

promotionalmaterials30

The home page displays all recent updates to the website for the convenience of frequent site31visitors.32

ThoughtsAroundWebsiteDevelopment33• Considerhowyourwebsitewillbeused.Whatareyouroverallcommunicationsgoals? Is the34

websiteahubformembers?Recruitingtool?Advocacyorcalltoactionresource?Thiswillhelp35indeterminingwhatshouldbeemphasizedandwhatshouldbelessprominent.36

• Trytohavealotofinformationonthefrontpage.Whenphotosandstorieschange,peoplecan37seeitrightaway.Theydon’thavetospendtimelooking.38


• Makethesiteclearanduser‐friendly.Visitorsshouldalwaysbeabletogettothepagetheyneed1withintwotothreeclicks.2

• Howwillthesitebeupdated?Willyoucontractservicestoawebdesignertomakeupdatesor3cansimplechangesandupdatesbemadebymembers. If you’repaying forupdates, consider4whatkindofbudgetyouwillhaveforongoingupdates.5

• Trytotrackyourtraffic.Thisisacriticaltoolforevaluatingthesite’seffectiveness.6• Keepinmindthatwhatyouincludeonyourwebsitecanbeviewedbymany!7

SuggestedDo’s8• Reportdecisionsofexecutivemeetingsandconventionsrelevanttothemembership.9• Listtheexecutive,preferablywithprofiles.10• Postnewsletters/magazinesthatshouldbeavailabletoallmembers.11• Post communiqués from officers of the same level that maintains the site (e.g., provincial12

officersontheprovincialwebsite).13• Provide copies of resolutions adopted at the intended level of their destination (e.g., if a14

resolution is directed to the national level for consideration and is not adopted, it does not15becomepublishableorpursuableatanylevel).16

• Provideanupcomingcalendarofeventsthatmayincludeeventsoccurringatotherlevelsofthe17League,attheirrequest.18

• Createacentrale‐mailboxforreceiptofcommentsandrequestsfrommembers.19• Postconventioninformation,agendaandregistrationform.20• Review carefully any suggested links, including associated links. A link can be considered an21

associationandinvestigationshouldbedoneinaccordancewiththeaffiliationssection.22• Have a website committee, including the president and chairperson of communications to23

reviewandapprove/rejectmaterialforthewebsite.24• Materialthatiscopiedfromanothersourceshouldappearwithacreditlineacknowledgingthe25

sourceoftheoriginalmaterial.26

SuggestedDon’ts27• Listtelephonenumbers,postalore‐mailaddressesofexecutiveoranyothermemberwithout28

theirexpresswrittenpermission.29• Includereportsfrommemberswhohaveattendedconferences/events.30• DuplicatematerialthatcanbefoundonotherCWLsitesthathaveownershipoverthematerial31

(e.g.,nationalreports–alinktothenationalpagewillsuffice).32


NationalManualofPolicyandProcedure:GovernanceoftheOrganization Page151

SECTION11:GOVERNANCEOFTHEORGANIZATION1

C&BPURPOSEANDAMENDMENT(C&BPARTXXI)2

WhydoestheLeagueneedaConstitution&Bylaws?3

AConstitution&Bylaws(C&B) isasetof fundamental lawsoutliningtheagreedbasicprinciples,4structureandpurposesofanorganizationandtherightsofitsmembers.Italsodefinesthepowers5ofofficers,howtheyareselectedandtheirtermofoffice.6

Bylawsarethebasicrulesofanorganization,adoptedbyitsmemberstocontroltheaffairsofthat7organization.8

TheC&B is tobeusedwithdiscretion, common sense and respect for individualmembers, their9rights,privilegesandresponsibilities.Tobecomeacquaintedwithitsuse,itwouldbeworthwhileif10a fewminuteswereallottedateachgeneralorexecutivemeeting to reviewanarticleor section.11Suchareviewwillencouragemembers’awarenessofhowtheorganizationoperates.Itisimportant12thateachmemberhasacopyoftheC&B.13

AmendmentofConstitution&Bylaws14

A Constitution & Bylaws Amendments Committee, comprised of the past national president (as15chairperson of laws), the national president, the national president‐elect and othermembers as16required and appointed by the national president, reviews proposed revisions. The amending17process, from submission to voting and implementation,will take two years for completion. The18committeeisdissolveduponcompletionoftheamendmentsprocedure.19

GeneralRules201. An amendment should be proposed for the betterment of the organization. Changing the21

structure and bylaws should not be done without putting something superior in its place;22membersshouldrecognizeitisaseriousresponsibilitytoinitiatechangethroughamendments.23

2. A proposed amendment must be substantive or permanent in content versus a change that24addressesatemporaryorinternalproblem.25

3. Sufficientreasonsforproposingtheamendmentmustbestatedonthesubmissionformbefore26itwillbeconsideredbythecommittee.27

4. Aproposedamendmentshalladdressachangetotheconstitutionorbylawsonly.Aproposed28amendment to the C&B is not required to change a procedure that appears in theNational29ManualofPolicyandProcedure.30

5. Aproposedamendmentmustnot imposea financialburdenonmembersorcouncilswithout31theirconsent.32

6. Anymembermayproposeanamendment.Theamendmentmustbesubmittedon theofficial33amendmentform.34

7. FormalPresentationandAdoptionofAmendments35

ParishCouncil–Amembersubmitstheproposedamendmentontheofficialamendmentform36to the parish council regular meeting. The amendment is read by the past president. The37


member who submits the proposed amendment to the meeting moves its adoption. It is1secondedandopenedfordiscussion.Atthistime,itmaybeamendedordeferred.Atwo‐thirds2majoritydecidesitsfate.Ifaccepted,thepastpresidentisresponsiblefor:3• ensuring that the president and secretary sign the amendment form to verify that the4

amendmentwasacceptedbyatwo‐thirdsmajorityvotebythecouncil5• sending theamendment, immediately following themeeting, to thediocesanpresident for6

theupcomingannualdiocesanconvention7

Diocesan Council – The diocesan president receives all accepted parish council amendments8andanyproposedamendmentsubmittedonanofficialamendmentformbyadiocesanofficer.9Theamendment ispresentedat thediocesanconventionby thediocesanpastpresidentwho10movesitsadoption.Itissecondedandopenedfordiscussion.Atthistime,itmaybeamendedor11deferred. A two‐thirds majority vote decides its fate. If accepted, the past president is12responsiblefor:13• ensuringthatthepresidentandsecretarysigntheoriginalamendment formtoverifythat14

theamendmentwasacceptedbyatwo‐thirdsmajorityvotebythecouncil15• sending the amendment, immediately following the annual diocesan convention, to the16

provincialpresidentfortheupcomingannualprovincialconvention17

Provincial Council – The provincial president receives all diocesan amendments and any18proposedamendmentssubmittedonanofficialformbyaprovincialofficer.Theamendmentis19presentedattheprovincialconventionbytheprovincialpastpresidentwhomovesitsadoption.20It issecondedandopenedfordiscussion.Atthistime, itmaybeamendedordeferred.Atwo‐21thirdsmajorityvotedecidesitsfate.Ifaccepted,thepastpresidentisresponsiblefor:22• ensuringthatthepresidentandsecretarysigntheoriginalamendment formtoverifythat23

theamendmentwasacceptedbyatwo‐thirdsmajorityvotebythecouncil24• sending the amendment, immediately following the annual provincial convention, to the25

nationalchairpersonoflawstomeetthedeadlineofAugust31st26

NationalCouncil–Anofficeratthenationallevelmayalsosubmitaproposedamendmentonan27officialamendment formto theexecutiveof thenationalcouncil forapprovalbya two‐thirds28majorityvotepriortosubmissiontothenationalchairpersonoflaws.29

8. AproposedamendmentmustbesubmittedtothenationalchairpersonoflawsbyAugust31st.309. Atanytimepriortothecirculationofaproposedamendmenttothegeneralmembership,the31

originatingcouncilmaywithdrawtheproposedamendment.3210. The committee will review and consider all submitted proposed amendments and compile33

submissionsaccordingtoarticle,sectionandsubsection.Thecommitteemay:34• combine proposed amendments dealing with the same article, section and subsection,35

wherefeasible36• contactthesubmitterwhenwording,meaningorreasonsstatedneedfurtherclarification37• edit submissions for grammatical and spelling errors and to ensure word/sentence38

standardizationwithoutchangingtheintentoftheoriginalproposal39• prepare any additional proposed amendments required if a submission affects other40

articles,sectionsandsubsections41


11. Thecommitteehastheauthoritytopreparerecommendationsonaproposedamendment for1the consideration of the national executive. Only a proposed amendment submitted in2accordancewiththegeneralruleswillbeacceptedforconsideration.Thechairpersonof laws3willnotifythepresidentofthesubmittingprovincialcouncilinwritingifthecommitteerejects4aproposedamendment.5

12. The national executive shall review a proposed amendment as presented by the national6chairperson of laws and shall give approval by a two‐thirds majority vote to accept each7proposedamendmentforcirculationtothemembership.“Noticeoftheproposedamendments8shallbecirculatedtoallcouncilsatleastsixmonthsbeforetheannualnationalconvention.”9

13. The process for giving the voting delegate an instructed vote begins at the parish council10meeting early in the year. Eachparish council’s instructedvotewill be given to thediocesan11councilatthediocesanconvention.Thediocesancouncil’s instructedvotewillbegiventothe12provincial councilat theprovincial convention.Theprovincial council’s instructedvote is the13finalvote,andwillbegivenattheannualnationalconvention.14

ParishCouncilPresidents15a. At a parish council meeting held at least one month prior to the diocesan convention,16

schedule a time to hold the vote on the proposed amendment. In the meeting17announcement,informmembersthatthevotewillbetaken.18

b. Whenthetimeforthevotearrives,read(orhavesomeoneread)theproposedamendment19andthereasonsforit.Allowtimefordiscussionandquestions.20

c. Takethevote,bothforandagainst.Countandrecordthenumbersbothforandagainstthe21proposed amendment. If two‐thirds of the members present and voting have voted in22favourof theproposedamendment, then the instructedvote that thepresident,asvoting23delegate,willtaketothediocesanconventionis“YES.”Iftherearenottwo‐thirdsinfavour24of the proposed amendment, then the instructed vote to be taken to the diocesan25conventionis“NO.”26

d. CompletetheParishCouncilInstructedVoteFormprovidedwiththeinformationrequested.27Boththepresidentandthesecretarysigntheform.28

e. Keeptheyellowcopyoftheformandsendthewhitecopytothediocesanpresidentatleast29twoweekspriortothediocesanconvention.30

f. Bringyourcopytothediocesanconventiontoensurethatyouvoteasinstructed.31

DiocesanCouncilPresidents32a. Scheduleatimeontheagendaofthediocesanconventiontoholdthevoteontheproposed33

amendment.34b. Uponreceivingtheparishcouncilvotingforms,notetheresultsofthevotestoensurethat35

thevotingdelegatesvoteasinstructed.Anabstentiononanyproposedamendmentwillbe36considereda“no”vote.37

c. Whentheproposedamendmentcomesupontheagenda,informthemembersthatonlythe38votingdelegates(parishcouncilpresidentsordesignates)mayvoteandtheymustvoteas39instructedbytheirparishcouncil.Arollcallofthevotingdelegates(ordesignates)priorto40thevotingprocedurewillofficiallyconfirmthetwo‐thirdsvoterequired―“yes”(infavour)41or“no”(against)theproposedamendment.42


d. Read (or have someone read) the proposed amendment and take the vote, both for and1against. Record the number of voting delegates (parish council presidents or designates)2bothforandagainsttheproposedamendment.Iftwo‐thirdsofthevotingdelegatespresent3andvotinghavevotedinfavouroftheproposedamendment,thentheinstructedvotethat4thediocesanpresidentwilltaketotheprovincialconventionis“YES.”Iftherearenottwo‐5thirds in favour of the proposed amendment, then the instructed vote to be taken to the6provincialconventionis“NO.”7

e. Complete the Diocesan Council Instructed Vote Form provided with the information8requested.Boththepresidentandthesecretarysigntheform.9

f. Keeptheyellowcopyoftheformandsendthewhitecopytotheprovincialpresidentatleast10twoweekspriortotheprovincialconvention.11

g. Bringyourcopytotheprovincialconventiontoensurethatyouvoteasinstructed.12

ProvincialCouncilPresidents13a. Scheduleatimeontheagendaoftheprovincialconventiontoholdthevoteontheproposed14

amendment.15b. Uponreceivingthediocesancouncilvotingforms,notetheresultsofthevotestoensurethat16

thevotingdelegatesvoteasinstructed.17c. Whentheproposedamendmentcomesupontheagenda,informthemembersthatonlythe18

voting delegates (diocesan presidents or designates) may vote and they must vote as19instructedbytheirdiocesancouncil.20

d. Read (or have someone read) the proposed amendment and take the vote, both for and21against.Recordthenumberofvotingdelegates(diocesanpresidentsordesignates)bothfor22and against the proposed amendment. If two‐thirds of the voting delegates present and23votinghavevotedinfavouroftheproposedamendment,thentheinstructedvotethatthe24provincialpresidentwilltaketothenationalconventionis“YES.”Iftherearenottwo‐thirds25infavouroftheproposedamendment,thentheinstructedvotetobetakentothenational26conventionis“NO.”27

e. Complete the Provincial Council Instructed Vote Form provided with the information28requested.Boththepresidentandthesecretarysigntheform.29

f. Keep the yellow copy of the formand send thewhite copy to national office at least two30weekspriortothenationalconvention.31

g. Bringyourcopytothenationalconventiontoensurethatyouvoteasinstructed.32

NationalPresident33a. Scheduleatimeontheagendaofthenationalconventiontoholdthevoteontheproposed34

amendment.35b. Uponreceivingtheprovincialcouncilvotingformsatnationaloffice,theresultsofthevotes36

arenotedtoensurethatthevotingdelegatesvoteasinstructed.37c. Whentheproposedamendmentcomesupontheagenda,informthemembersthatonlythe38

voting delegates (provincial presidents or designates) may vote and they must vote as39instructedbytheirprovincialcouncil.40

d. Read (or have someone read) the proposed amendment and take the vote, both for and41against.Recordthenumberofvotingdelegates(provincialpresidentsordesignates)both42forandagainsttheproposedamendment.Iftwo‐thirdsofthevotingdelegatespresenthave43


voted in favourof theamendment, thentheproposedamendment isadopted. If thereare1nottwo‐thirdsinfavouroftheproposedamendment,thentheproposedamendmentislost.2

14. Amendments accepted by instructed vote at the annual national convention require the3approval of the Canadian Conference of Catholic Bishops. This approval shall be applied for4withinsixty(60)daysfollowingtheannualnationalconventionandnoamendmentshallenter5into forceorbeacteduponprior toapprovalbeingreceived. Dulyadoptedamendmentsare6forwardedtoandretainedbyIndustryCanada.7

P&PPURPOSEANDREVISION8

Purpose: TheNationalManual of Policy and Procedure is complementary to the C&B because it9provides more detailed information and helpful examples on how to best implement League10policies.Thispolicyismeanttoprovideacommonstandardforcouncilsatalllevelstofollowwhen11performingtheworkoftheLeague.12

Revision: Councils and members are encouraged to forward proposed revisions to this manual13usingtheformfoundonthewebsiteandsubmitthemtonationalofficebyDecember1st.Proposed14revisions to thismanualmay not conflictwith existing League policy in the C&B. If the revision15being sought does conflict, then an amendment to the C&B must first be requested using the16procedureoutlinedonpage151.17

Thenationalchairpersonof lawsshallberesponsible forreviewingallproposedrevisionstothis18manualandsubmittingher recommendations to thenational executive forapprovalat itswinter19meeting.20

PARLIAMENTARYPROCEDURE(C&BPARTXXI)21

RulesofOrder22

1. Robert’sRulesofOrdershallapplytothosequestionsofparliamentaryprocedurenotspecified23intheConstitution&Bylawsoradoptedasstandingrulesofconvention.24

2. Aparliamentarianmaybeappointedfortheconventionatthediscretionofthepresident.25

Rulesoforderaretherulesnecessarytoconductbusinessmeetingsinanorderlyfashion,withdue26regardfortheopinionofallmembersandinordertocompleteasmuchbusinessaspossibleinas27shortatimeaspossible.28

TheCatholicWomen’sLeagueofCanadahasadoptedRobert’sRulesofOrderastheparliamentary29authorityforconductingbusinessmeetingsatalllevels.30

Knowing and understanding the basic principles behind the rules of order is the first step in31learning how to take part in a democratically run businessmeeting. Not everyone who attends32meetings is able tomemorizea long setofdetailedrules;buteveryonecan learn thedemocratic33principlesunderlyingtherules.Therules follow logically fromtheprinciplesbehind them.When34thebasicprinciplesareunderstood,therulesoftenbecomeself‐evidentwithouthavingtoreferto35thebookofrules.36


Thebasicprinciplesare:11. That all members have equal rights and obligations. These include proposing motions,2

seconding motions, amending motions, expressing a point of view, asking questions,3nominating,runningforofficeandvoting.4

2. That themajority rules. Allmotions are decided by amajority vote exceptwhen the bylaws5stateotherwiseorwhentherightsofthemembersareinvolved.6

3. That theminority be heard. Allmembers have the right to express their views and to have7thoseviewsrespected.8

4. Thatonlyonematterbeunderconsiderationatonetime.Questionsorissuesarepresentedto9theassemblyintheformofmotionsandonlyonemainmotioncanbedealtwithatatime.It10mustbesettledinsomewaybeforeanothersubjectcanbeproposed.Secondarymotions(i.e.to11amend,torefertoacommittee)maybepresentedatthesametimeasamainmotioninorderto12settlethemainmotion.13

5. That all matters be open to full and free discussion before decisions are made on them.14Members have the right to discuss matters before the assembly, as long as the rules of the15organization are followed. Members also have the right to be informed on the issue and its16effectbeforevotingonit.17

6. Thatthechairbeimpartial.Tobefairtothemembersduringdiscussion,thechairmustremain18impartial. If thepresidentwishes to stateanopinionwhilepresidingat ameeting, shemust19vacate the chair. There are occasions when other officers or members should retain20impartiality.21

7. That simplicityandgoodwillprevail. Simple, easilyunderstoodproceduresare the ideal and22willpromotegoodwill.Confusingtechnicalitiesmayleadtodissension.23

StandingRulesofConvention24

Eachconventionsets itsownstandingrules inaccordancewithRobert’sRulesofOrder. Theyare25applicableforthedurationoftheconventioninsessiononly.Eventhoughthestandardrulesmay26bethesamefromoneyeartothenext,therulesmustbeadoptedbyeachnewconvention.Copies27shouldbeavailabletoallwhoregister.28

At thebeginningof thebusinesssessionofaconvention, therulesarepresentedandamotion is29proposed, discussed and voted on to adopt the standing rules of the convention. This motion30requiresatwo‐thirdsvote.Torescindoramendtherulesoncetheyhavebeenadoptedrequiresa31two‐thirdsvote.Tosuspendarulerequiresamajorityvote.32

SamplestandingrulesarefoundinAppendix3.33

MOTIONS34

HowtoIntroduceandProcessaMotion35

1. Member rises to address the chair – “Madam President” and waits for recognition. Chair36recognizesthemember,byname,ifpossible.Morethanonepersonmayhavestoodatthesame37time,soitisthedutyofthechairtodecidewhotorecognizefirst.38


2. Member presents a motion or resolution – “I move that …” or “I move the adoption of the1followingresolutions…”2

3. Anothermembermustsecondthemotion.Thisissimplytoshowthatmorethanonepersonis3interestedindiscussingtheproposal.Ifthereisnoseconder,themotionisnotaccepted.4

4. Chairrestatesthemotionandopensitfordiscussion–“Ithasbeenmovedandsecondedthat…;5isthereanydiscussion?”6

5. Discussion takesplace.Moverusually speaks first.Membersmustbe recognizedby the chair7beforespeaking.Discussionmustberelevanttothetopic.Allremarksmustbeaddressedtothe8chair.Eachmemberhastherighttospeakandnomembershouldbeallowedtospeakasecond9timeuntilallothershavehadachancetospeak.Ifnecessary,timelimitsonspeechesoronthe10lengthofthediscussioncanbesetbythemembers.Thememberspeakingmustavoidattacking11themotivesofothermembers.Itisatthispointthatthemotioncanbeamendedorpostponed12orreferredtoacommittee.Whenthereisnofurtherdiscussion,thechairrestatesthemotion13andasks“Areyoureadytovote?”14

6. Chair takes the vote – “All those in favour of themotion, please raise your hand”; “All those15opposed,please raiseyourhand.”Thechairmustalwaysask for thenegativevoteeven if all16have voted in favourbecausemembershave a right to change their vote upuntil the vote is17completed.18

7. The chair announces the result of the vote – “The motion is carried,” or “The motion is19defeated.”Thisannouncementisnecessarysothatitcanberecordedintheminutesaccurately.20Ifanyoneisindoubtastotheresultofthevote,shemayaskforacountedvoteandthismustbe21taken.Motionsareadoptedbyamajorityvoteunlesssomeotherfigureisstipulatedintherules22ofthegroup.Aftergivingtheresultofthevote,thechairshouldgivedirectionfortheactionto23be taken as stated in themotion. Example: “Themotion is carried. The treasurerwill please24sendachequeto…”25

8. Thenextitemofbusinessisintroducedtoindicatetheendofthatmotion.Nofurtherdiscussion26onthatsubjectshouldbeallowed.27

28

29


Thispageintentionallyleftblank.1


1

MOTION CHART (for commonly used motions)

MOTIONS

EXAMPLE

SEC

ON

D

DEB

ATA

BLE

AM

END

AB

LE

VOTE

NOTES

In order of precedence

ADJOURN I move to adjourn yes no no maj privileged motion

RECESS I move to recess for 5 minutes

yes no yes maj privileged motion

LAY ON TABLE I move that the motion be laid on the table

yes no no maj lays aside a motion when more urgent business arises

PREVIOUS QUESTION

I move the previous question

yes no no 2/3 if adopted, closes debate

LIMIT/EXTEND DEBATE

I move to limit debate to 30 minutes

yes no yes 2/3 may change length of speeches or length of debate

POSTPONE DEFINITELY

I move to postpone the motion until the next meeting

yes yes yes maj debate confined to merits of postponing question

COMMIT/REFER I move to refer this motion to a committee

yes yes yes maj debate confined to merits of referring motion to committee

AMEND I move to amend the motion by…

yes yes yes maj debate only if applicable motion is debatable

POSTPONE INDEFINITELY

I move to postpone this motion indefinitely

yes yes no maj debate may go into merits of main motion; kills main motion

MAIN MOTION I move that… yes yes yes maj introduces business to assembly


MOTION CHART (for commonly used motions)

MOTIONS

EXAMPLE

SEC

ON

D

DEB

ATA

BLE

AM

END

AB

LE

VOTE

NOTES

No special order

POINT OF ORDER

I rise to a point of order no no no no ruled upon by chair, may interrupt a speaker

APPEAL I appeal the decision of the chair

yes yes no maj must be made at times of ruling by chair; undebatable if pending question is undebatable

SUSPEND RULES

I move to suspend the rule and…

yes no no 2/3 bylaws may never be suspended

OBJECTION TO CONSIDERATION

I object to the consideration of this question

no no no 2/3 in order only until debate on main motion begins

DIVISION OF ASSEMBLY

I doubt the vote no no no no in order only after vote is announced; rising vote is then taken

DIVISION OF QUESTION

I move to divide the motion by…

yes no yes maj separates motion if possible and desirable

POINT OF INFORMATION

Point of information no no no no may interrupt a speaker if important

RECONSIDER I move to reconsider the vote on the motion re…

yes yes no maj undebatable if motion to be reconsidered is undebatable; must be made by member who voted on prevailing side

N.B.forcompletelistofmotions,seeRobert’sRulesofOrder


NationalManualofPolicyandProcedure:PrivacyPolicy Page171

APPENDIX1:PRIVACYPOLICY1

PREAMBLE2

ThefederalPersonalInformationandElectronicsDocumentAct(PIPEDA)cameintoforceJanuary1,32004 and applies to personal information collected in the course of commercial activities. The4Privacy Commissioner of Canada has ruled The Catholic Women’s League of Canada does not5conduct commercial activities and is therefore exempt from PIPEDA. Notwithstanding the6foregoing,theLeaguestrivestosharewithmembershowtheirpersonalinformationisprotectedin7the areas of management, notice, choice and consent, collection, use and retention, access8disclosuretothirdparties,security,quality,andmonitoringandenforcement.9

MANAGEMENT10

PoliciesandCommunications11

1. The League defines, documents, communicates and assigns accountability for its privacy12policiesandprocedures.13

2. Thenationalexecutiveisresponsibleforensuringthatawell‐formulatedprivacypolicyexists14to protect the personal information provided by all members and former members of The15CatholicWomen’sLeagueofCanada.16

3. The national administrative committee is responsible for ensuring that the League’s privacy17policiesaremonitoredandupdatedregularly,includinginitsregularreviewoforganizational18governance.19

4. The privacy officer is responsible for implementing the policy, monitoring compliance and20initiatingactiontoclarifypoliciesandpractices.21

5. Theprivacyofficeralsotrainsandregularlyupdatesemployeesabouttheirresponsibilityand22theconsequencesofnon‐compliance.23

6. The privacy officer ensures that the privacy policy is documented and readily available to24employees,membersandrelevantthirdparties.25

ProceduresandControls26

1. The privacy policy and procedures are periodically reviewed by the national administrative27committee, ensuring consistency with all applicable laws and regulations. Any suggested28modificationstothepolicyarerecommendedforapprovaltothenationalexecutive.29

2. Theprivacyofficergovernsthedevelopment,acquisition,implementationandmaintenanceof30information systems and the related technology used to collect, use, retain and disclose31personalinformation.32

3. Theprivacyofficerensuresthatthehiringprocessincludesprocedurestoscreenforemployees33whowouldbediligentinprotectingmembers’privacy.34

35


NOTICE1


1. The League provides notice about its privacy policies and procedures and identifies the3purposesforwhichpersonalinformationiscollected,used,retainedanddisclosed.4

2. TheLeague’sprivacynoticedescribes:5a. thereasonforcollectingpersonalinformation6b. theformofconsentrequired7c. proceduresusedforcollection8d. usesandretentionofinformation9e. methodsofaccessbymembers10f. requireddisclosures,includingthird‐partyusers11g. securityofinformationprocedures12h. qualityofinformationprovided13i. howthepolicyismonitoredandenforced14


1. The League’s privacy notice must be readily accessible and available when personal16informationisfirstcollectedfromthemember.Itcanbefound:17a. in the membership renewal packages sent annually to parish council presidents with18

instructions that the notice be prominently displayed wherever the council is accepting19renewals20

b. ontheLeague’swebsite212. The privacy notice will be dated to allow members to determine whether the notice has22

changedsincetheysubmittedpersonalinformation.23

CHOICEANDCONSENT24


1. The League describes the choices available to themember andobtains implicit consentwith26respecttothecollection,useanddisclosureofpersonalinformation.27

2. TheLeaguecollectssufficientpersonalinformationtoallowfortheprocessingofasubscription28toThe Canadian League magazine. It is assumed that because the subscription is automatic,29consent is implied when the membership fees are received. The information is used by30employees and disclosed to a third‐party mailing company to apply address labels to the31magazine.32

3. The League collects contact information for thosewho hold elected office at all levels of the33League. It isassumedthatbecause themember iswilling toholdoffice, consent is implied to34allow othermembers to contact her about League undertakings. The information is used by35members only and disclosed to no other parties without the express written consent of the36individualmember.37


4. TheLeaguecollectseducationalinformationandpersonalgoalsforthoseinterestedinapplying1for League bursaries. It is assumed that because themember iswilling to have a committee2review her application to assess her credentials consent is implied when the bursary3applicationisreceived.Theinformationisusedbythebursarycommitteeonlyanddisclosedto4nootherparties.5

5. TheLeaguecollectsservicehistoryandpersonalinterestsforthoseinterestedinbeingawarded6lifememberships.Itisassumedthatbecausethememberiswillingtoserve,consentisimplied7toallownationalexecutivememberstodeterminehowtobestaskthecandidatetoserve.The8informationisusedbythenationalexecutiveandthelifememberliaisonsanddisclosedtono9otherparties.10

6. The League collects shipping addresses and credit card information for those interested in11purchasing national office supplies either via telephone, fax or e‐mail. It is assumed that12becausethememberwishestoreceivetheorder,consentisimpliedtoallowfornationaloffice13stafftoprocessthepaymentandshiptheorder.14

7. The League collects and publishes photographs ofmembers involved in League activities for15use in internalLeaguepublications. It is assumed thatmembers involved inLeagueactivities16consent to having their photographs used in internal publications when League events or17Leaguesponsoredeventsarebeingattended.18

8. Memberswillbeinformedoftheirrightto“opt‐out”intheprivacynotice.199. Consentmaybewithdrawnatanytimebyprovidingwrittennoticetotheprivacyofficer,and20

allowinga30‐dayprocessing time.Membersare informedof theconsequencesof refusing to21provide personal information or of withdrawing consent for the purposes identified in the22privacynotice.23


1. Implicit consent tocollect,useanddisclosepersonal information isobtained forallpurposes25identifiedinPoliciesandCommunications.26

2. Allmemberswillreceivetheoptionto“optout”ofreceivingthemagazinebystatingtheirintent27to themembership chairperson at the parish level. An “opt out” box will be placed on the28annualmembershiplist.29

3. It is presumed that those holding office will be accessible to sister members, that bursary30applicants would wish to fully meet the criteria and that life members are choosing to be31contacted in order to serve. For those reasons, no “opt out” provision is available. Instead,32memberswithreservationsshoulddeclinetoserve/applyiftheycannotmeetthesecriteria.33

4. Ifpersonalinformationistobeusedforapurposenotspecifiedintheprivacynotice,express34written permissionmust be obtained from themember. This is especially applicablewhen a35councilatanotherlevelwishestodisclosemembers’informationtoanexternalthirdparty.36

COLLECTION37


1. TheLeaguecollectspersonalinformationonlyforthepurposesidentifiedintheprivacynotice.39


2. Theprivacynoticedisclosesthetypesofpersonalinformationcollectedandthemethodsused1tocollectthepersonalinformation.2

3. The League uses personal contact, and in some instances League approved forms, to collect3personal information. No information is obtained from external third parties or by way of4Internetcookiesandothertrackingtechniques.5


1. Personal information forallmembers includes themember’snameandaddressand isadded7automaticallybythemembershipdatabase is theyear joined, theyearspaidandtheyearsof8service of each member. Information is collected by internal third parties, i.e., the member9assigned to collecting per capita fees within the parish. Parish councils are responsible for10ensuringthattheinformationiscollectedbyfairandlawfulmeans.11

2. Contactinformationforparishcouncilpresidentsandtreasurers,anddiocesan,provincialand12national officers includes telephone numbers and e‐mail addresses, where available.13Informationforparishcouncilpresidentsandtreasurersiscollectedandmailedalongwiththe14annualmembershiplist.Informationfordiocesan,provincialandnationalofficersiscollectedat15thefirstexecutivemeetingfollowingelectionandforwardedtonationalofficefordistribution.16

3. Informationforuseintrackingre‐applicationsforbursaryawardsiscollectedfromtheresults17ofthebursarycommitteemeetingandisobtaineddirectlyfromtheapplicantwhencompleting18theform.19

4. Ahistoryofexecutivepositionsheldatdiocesan,provincialandnational levelsthatisusedto20verify life membership applications is collected from the contact information received in 221above. Life membership information is collected from both the submitting council and the22membernominated.23

USEANDRETENTION24


1. The League limits the use of personal information to the purposes identified in the privacy26noticeandforwhichtheindividualhasprovidedimplicitconsent.27

2. The League retains personal information for only as long as necessary to fulfil the stated28purposes.29

3. Memberswillbenotifiedoftheuseandretentionofpersonalinformationintheprivacynotice.30


1. Nationalofficestaffwillnotdisclosetheinformationonrecordforany“non‐executive”member32withouttheexpressconsentofthemember.Thisincludesinquiriesfromsistermembers.The33only exceptionwill be themailing of the annualmembership lists to allow themembership34chairperson an opportunity to ensure that the record is both complete and accurate. The35membershipchairperson,as thekeeperofpersonal information, isalsoboundbytheprivacy36notice.37


2. Nationalofficestaffwilldisclose thecontact informationonrecord forexecutivemembers in1accordance with the established protocol of the League; i.e., members to parish council2presidents,parishcouncilpresidentstodiocesanpresidents,etc.3

3. Themembershipdatabasewillinclude“anonymoussubscriber”recordsformemberswhowish4to “opt out” of obtaining the magazine. Each record will count as one member for the5membershipstatistics,butnosubscriptioninformationwillbecollectedorretainedinorderto6mailthememberhercopyofTheCanadianLeague.Theparishmembershipchairpersonwillbe7expected to retainenoughpersonal informationonanonymoussubscribers,ona confidential8basis,toallowforannualrenewalofmembership.9

4. Information onmembers is stored with a professional IT service provider in Toronto. Hard10copiesofmembershiplistsareshreddedaftertwoyears.11

5. Information on lifemembers is kept on file as long as they remainmembers of the League.12Whennolongerneeded,theinformationisshredded.13

6. Informationonbursaryapplicantsiskeptforafive‐yearperiod,afterwhichtheinformationis14shredded.15

7. Informationonordersisretainedelectronicallyuntiltheendofthefiscalyearwhencompleted16ordersarepurged.Hardcopiesareretainedforsevenyears.17

ACCESS18


1. The League provides individuals with access to their personal information for review and20update.21

2. Memberswillbenotifiedoftheirrighttoaccesspersonalinformationintheprivacynotice,and22theprocedurefordoingso.23


1. Membershavetwomethodsforaccessingtheirpersonalinformation.Theycanrequesttosee25the membership list from the membership chairperson. The membership chairperson is26authorized,onbehalfofallmembersinhercouncil,tomodifypersonalinformationcontained27on themembership listwhendisparities or inaccuracies are noticed, via telephone, fax or e‐28mail.29

2. Members may also contact national office in writing to obtain a copy of their personal30information. The requests should be sent c/o the privacy officer, and responses should be31receivedwithin45daysof theoriginaldateof therequest.All requestsshould includeaself‐32addressedstampedenvelopeinwhichtoreturntheinformation.33

3. A member’s identity is confirmed prior to providing access to the personal information by34comparingthereturnaddresstothemembershipdatabase.35

4. Allvalidatedmembers’requestswillbehonoured.365. Membersmaycallinmodificationstotheirpersonalinformationatanytime,withtheexception37

ofmodificationstodiocesan,provincialandnationalofficesheld.Anysuggestedmodifications38toofficesheldmustbesupportedbyaletterfromthecurrentcouncilexecutive,signedbythe39councilsecretaryandpresidentandsupportedbyexecutivelistingsfromtheyearsinquestion.40


6. Becausenationalofficestaffisrequiredtomakeinformationchangesonbehalfofthemembers,1arecordofthedate,timeandidentificationofthemembermakingamodificationwillbekept.2

7. If a disagreement arises about the accuracy and completeness of the personal information,3either between national office and the member, or the membership chairperson and the4member,thememberwillbeinformedinwritingaboutthereasonarequestforcorrectionof5personal information was denied, and that an appeal could be made to the national6administrativecommittee.7

DISCLOSURETOTHIRDPARTIES8


1. TheLeaguedisclosespersonal informationtothirdpartiesonly forthepurposes identified in10theprivacynoticeandwiththeimplicitconsentofthemember.11

2. TheLeaguecommunicates itsprivacypolicytoall identifiedthirdpartiesandobtainswritten12agreements fromthesepartiesthat itspracticesensurethesecurityandconfidentialityof the13personalinformationgiven.14


1. The only identified third party that requires members’ personal information is the mailing16company,entrustedwithlabellingmagazinesforthepost.Thepersonalinformationforwarded17includesonlymembers’names,addressesandthecounciltowhichtheybelong.Theserecords,18sentondisk,arepromptlyreturnedfollowingthelabellingprocess.Noinformationisretained19bythemailingcompany.20

2. A contract exists between the mailing company and the League that members’ personal21information will be protected from loss, misuse, unauthorized access, disclosure, alteration22(with the exception of an address accuracy check required by Canada Post) and destruction.23ThecontractstipulatesthatthelevelofprotectionisequivalenttothatoftheLeagueandlimits24theuseofthepersonalinformationtopurposesnecessarytofulfillthecontract.25

3. Should the need arise to disclose personal information to additional third parties for new26purposesorusesnotoutlinedintheprivacynotice,memberswillbeinformedinTheCanadian27League, at least sixmonths in advance, and consentwill be implied.Written requests to “opt28out”willbeaccepted.29

4. Forexternalandidentifiedthirdparties,theprivacyofficerwill:30a. monitorcomplaints to identify indicationsofanymisuseofpersonal informationby third31

parties32b. respond to any knowledge of a third party using or disclosing personal information in33

variancewiththeLeague’sprivacypoliciesandproceduresandcontractualarrangements34c. mitigateanyharmcausedbytheuseordisclosureofpersonalinformationbyanidentified35

thirdpartyinviolationoftheLeague’sprivacypoliciesandprocedures36d. takeremedialactionintheeventthatathirdpartymisusespersonalinformation37

5. Forinternalunidentifiedthirdparties(i.e.,councilsatotherlevels),theprivacyofficerwill:38a. informthethirdpartyofitsbreachofpolicyandrequestthatitimmediatelyceaseusingthe39

information40


b. requestthatthethirdpartyretrieveanypersonalinformationcirculated1c. informthe thirdparty that itmustcontacteachmemberwhosepersonal informationhas2

beendisclosedandtakeappropriateremedialactiontomitigateanyharm3

SECURITY4


1. TheLeagueprotectspersonalinformationagainstunauthorizedaccess.62. Members will be notified of the types of security measures used to protect their personal7

information.8


1. Onlyauthorizednationalofficestaffhasaccesstopersonalinformationthroughtheapplication10ofusernamesandpasswords.11

2. All changes to personal information are dated and include the name of the user who has12modifiedtherecord.13

3. InformationonmembersisstoredwithaprofessionalITserviceproviderinToronto.144. The file server is accessible by national office staff through a series of security names and15

passwords.165. Hardcopiesofthemembershiplistsareplacedinlockedfilingcabinets.17

QUALITY18


1. TheLeagueendeavours tomaintainaccurate,completeandrelevantpersonal information for20thepurposesidentifiedintheprivacynotice.21

2. Members will be notified of the League reliance on the membership chairperson to supply22accurateandcompletepersonalinformationfortheircouncilmembers.23


1. National office relies on themembership chairperson to systematically update andmaintain25relevant, accurate and complete personal information on her council members, submitting26changestonationalofficeonatimelybasis.27

2. The membership chairperson does so by maintaining regular, periodic contact with each28member,atleastonceannuallyduringthemembershiprenewaldrive.29

3. PostalcodesareverifiedusinganaddressaccuracyprogramprovidedbyCanadaPost.30

MONITORINGANDENFORCEMENT31


1. TheLeaguemonitorscompliancewithitsprivacypoliciesandproceduresandhasprocedures33toaddressprivacy‐relatedcomplaintsanddisputes.34

2. Memberswillbenotifiedofhowtocontacttheprivacyofficerwithcomplaints.35



1. Theprivacyofficerwilladdressallprivacy‐relatedcomplaintsanddisputes,oncenotifiedofthe2complaintordisputeinwriting,usingtheprocedureoutlinedinDisclosuretoThirdPartieson3page176.4

2. Shouldthecomplaintsanddisputesnotberesolvedsatisfactorily,thecomplainantmayappeal5tothenationaladministrativecommitteeforresolution.6

3. All complaints anddisputeswill be reviewedperiodically by the laws chairperson in concert7with the annual revisions to the National Manual of Policy and Procedure, with suggested8changestoberaisedatthewinterexecutivemeeting.9

4. Compliancewithprivacypoliciesandproceduresisexaminedannually.10


NationalManualofPolicyandProcedure:EthicalGuidelines Page181

APPENDIX2:ETHICALGUIDELINES1

Baptism in the life and mission of Jesus Christ involves ongoing faithfulness to the life and the2mission of the church. The mission of The Catholic Women’s League of Canada flows from the3MissionStatementas:4

anationalorganization5rootedingospelvalues,6

callingitsmemberstoholiness7throughservicetothepeopleofGod8

TheMissionStatementpledgeseachmembertotry,asfarashumanlypossible,toconductherself,9withloveandcare,inamannerrespectfulofthosewhomsheserves.10

AstheCatechismoftheCatholicChurchquotes fromPiusXII inhisFebruary20,1946,Discourse:11“LaybelieversareinthefrontlineofChurchlife….theyinparticularoughttohaveanever‐clearer12consciousness not only of belonging to the Church, but of being the Church, that is to say, the13communityofthefaithfulonearthundertheleadershipofthePope,thecommonHead,andofthe14bishops in communionwith him. They are the Church.” (899) These ethical guidelines are also,15therefore,situatedwithinthecontextoflayministryandparticipationasmembersinthecommon16missionofthechurch.17

Inresponsetoanemergingconsensusinrecentyearsabouttheneedforclearerethicalguidelines18inCatholicinstitutionsandassociations,theLeaguerecognizesitsresponsibilitytoprovideasetof19clearethicalguidelinesforitsmembers,inkeepingwithboththeMissionStatementandtheObjects20oftheLeague.21

TheObjectsoftheLeagueshallbetouniteCatholicwomenofCanada:221. toachieveindividualandcollectivespiritualdevelopment232. topromotetheteachingsoftheCatholicchurch243. toexemplifytheChristianidealinhomeandfamilylife254. toprotectthesanctityofhumanlife265. toenhancetheroleofwomeninthechurchandsociety276. torecognizethehumandignityofallpeopleeverywhere287. toupholdanddefendChristianeducationandvaluesinthemodernworld298. to contribute to theunderstanding andgrowthof religious freedom, social justice, peaceand30

harmony31

GENERALNORMSOFBASICRESPECTANDCARE32

Catholicmoralandsocial teachingsare foundedon theaffirmationof thesacreddignityofevery33humanpersoncreatedintheimageandlikenessofGod.(Genesis1)34

(Note:ThebracketednumbersthatfollowintheguidelinesrefertothecorrespondingObjectsof35theLeague.)36


Inallareasofservice,membersarecalleduponto:1• Speakandactinamannerthatisconsistentwiththecommonmissionofthechurch(2)2• MaintainanactiverelationshipandgoodstandingwiththeCatholicchurch(2)3• Seekongoingfaitheducationandspiritualdevelopment(1)4• Speakandactinwaysthatrespecttheequaldignityandworthofeveryindividual(6)5• Speakandactinwaysthatreachouttothosewhoaresuffering,weakorvulnerable(6)6• Demonstraterespectfordiversecultures(8)7• Avoid discrimination “based on race, national or ethnic origin, colour, religion, sex, age or8

mentalorphysicaldisability”(CanadianCharterofRightsandFreedoms)(8)9• Refrain from and protect others from any form of coercion, intimidation, questionable10

behaviourorabusivewordsoractions(6)11

TRANSPARENCYANDTRUSTINRELATIONSHIPS12

Christianleadersarecalledtobe“goodshepherds”whocareaboutthosewhomtheyserveandwho13refrainfromexploitingtheirpositionfortheirownpersonalinterestsoragenda.(John10,1Peter145)15

WhereLeagueserviceinvolvesconfidentialcommunication,counselingandtrust,membersshould:16• work always to promote the interests andwell‐being of those being served, refraining from17

exploitingrelationshipsoftrustandauthority18• treatallcommunicationsfromthosetheyservewithconfidentialityexceptwhenpermissionfor19

disclosureisgranted20• understandthelimitsoftheirowncompetenceandmakereferralstootherprofessionalswhen21

appropriate22

RELATIONSHIPSWITHYOUNGPERSONS23

JesusencouragedHisdisciplestowelcomeandreachouttochildren(Mark10)andHisteachings24underlinetheneedtodevelopamoralenvironmentthatprotectsthewell‐beingofyoungpeople.25

Inanyoutreachtoyoungpersons,membersshouldexerciseethicalvigilanceand:26• promote programs or services for children and adolescents aimed at a healthy, integrated27

developmentof theyoungperson’s faith, values,personality, talentsandmental andphysical28abilities29

• promotetherightsanddignityofyoungpeoplewhileremainingmindfulofparentalrightsand30obligations31

• promoterespectfortheyoungperson’sculturalbackgroundandidentity32• fosteraculturethatpromotesbalancedandreasonablegoalsforyoungpeople33• monitorandreportanyformofbehaviour,inappropriatespeechandover‐familiaritytowards34

youngpersons35• ensurethattwoadultsarealwayspresentwhenaccompanyingoneoragroupofyoungpersons36

orwhentransportingthem37


RELATIONSHIPSWITHCOLLEAGUESANDTHECLERGY1

JesusChristcalledHisdisciplestoanewtypeofservantleadershipthatseesauthorityasaformof2dedicatedserviceratherthananentitlementorprivilege(Mark10)3

TheseguidelinesarerelevanttomembersinleadershiprolesintheLeague.4• Treat leadership responsibilities as a work of dedicated service rather than as a form of5

entitlementorprivilege.6• Fostertransparencyandaccountabilitytofellowmembersaswellastothosewhoareserved7

bykeepingtheminformedofpolicies,proceduresanddecisionsrelatedtotheirfieldofservice,8includinganychangesaffectingthem.9

• Solicitandattendtofeedbackfrommembersandthosewhoareserved.10• Exercise good stewardship of resources entrusted to one’s care and employ good financial11

practices.12• Recognizethatgood judgement isachievedthroughconsultationratherthanthroughisolated13

decision‐making.14• Follow established rules of fair procedure at meetings, in committees and when making15

executivedecisions.16• Seekadviceandcounselofclergy,colleaguesandotherprofessionalswheneveritisinthebest17

interestofthosebeingserved.18• Promotesolidarity,justiceandserviceinaspiritofcollaboration.19• Refrainfrommaligningothermembersortheclergy.20• Whenconflictoccurs,seekdialogue, reconciliationandcounsel,and ifnecessary,professional21

mediation.22• Takecollegialandresponsibleactionwhenconcernsaboutordirectknowledgeofmisconduct23

occur.24

PERSONALCOMMITMENTSANDRESPONSIBILITIES25

The lay faithful are called to livewith integrity and tobe strong in their inner selves (Ephesians263:16).Inordertrulytoloveone’sneighbourasthemselves,membersmustalsocarefortheirown27spiritual,physicalandpsychologicalneeds.28

CIVICDUTIES29

BecausetheLeagueisaCatholiclayassociation,itsservicesandactivitiesareimportantelements30of thedynamic civil society life that is sovital to freedemocracies.Members should strive tobe31engagedcitizensaswellasfaithfulmembersofthechurch.32

ThefollowingguidelinesapplytoallareasofLeagueservice.33• Speakandact inamannerthat isconsistentwiththe“supremacyofGodandtheruleof law”34

(CanadianCharterofRightsandFreedoms).(6)35• Speakandactinwaysthatpromotea“cultureoflife”andrespecttheinviolablerighttolifeof36

allhumanbeings.(4)37


• SpeakandactinwaysthatrespectandpromotetheCatholicvisionofmarriageandfamilylife.1(3)2

• Promotejusticeinrelationshipswithothers,especiallyonbehalfofpersonsinneed.(6)3• Encourageinformedpublicdebateonissuesofsocialandmoralconcern.(7)4• Fosterresponsibleandactivecitizenshipinapluralistic,democraticcountry.(8)5

SCREENINGPROCEDURES6

Councilsmay avail themselvesof the screeningproceduresofferedby their diocesesor the local7policedepartment.Thisprocedureensurestheintegrity,safetyandreputationofvolunteerLeague8members,inparticularthepositionsofpresident,treasurerand,whererelevant,thechairpersonof9theChristianfamilylifestandingcommitteeandanymemberswhoministertoyoungpersons.10

Final ratification of the screening process is the responsibility of the League’s parish council11president.12

Theseguidelineshavebeendrawnfromadocumentpreparedin2007bytheEnglish‐SpeakingCatholicCouncil13ofGreaterMontreal, followingan in‐depthconsultativeprocess involvingboth layandclergy input,and they14havebeenadaptedfortheneedsoftheLeague.Usedwithpermission.15


NationalManualofPolicyandProcedure:Samples Page191

APPENDIX3:SAMPLES1

SAMPLEAGENDA2

Recordthedate,placeandtimeofthemeeting.3

a. Themeetingiscalledtoorder.4

b. The president gives her remarks, which include announcements and details of programs or5activitiesfollowingthemeeting.6

c. TheLeaguePrayerisrecitedbymembers.7

d. Ascripturereading/reflectionorotherliturgicalprayer,adaptedtolocalcustoms,isgiven.8

e. Thepresidentasksforamotiontoadopttheagenda.9

f. If the minutes were not circulated prior to the meeting, the recording secretary reads a10summaryofthepreviousgeneralmeetingandareportofexecutivemeeting.11

g. The corresponding secretary reads the list of correspondence received and,where indicated,12attendstooutgoingcorrespondenceorbringsbackunder“NewBusiness.”13

h. The treasurer presents the report of receipts and disbursements since the previous general14meetingand,whereindicated,isauthorizedtopayaccounts.15

i. Reports are given from standing committee chairpersons or chairpersons of any special16committees.Allreportsaretabledwiththesecretary.17

j. Unfinishedbusinessfromminutesandreportsisthendealtwithandshouldbeitemizedonthe18agenda.19

a. ………………….20

b. ………………….etc.21

k. Newbusiness,ifany,isdealtwithandshouldbeitemizedontheagenda.22

a. ………………….23

b. ………………….etc.24

l. Thespiritualadvisorisaskedforamessageandblessing.25

m. Thepresidentasks–“Isthereanyfurtherbusinesstocomebeforethismeeting?”Ifnot,thena26motiontoadjournisinorder.27

Themeetingmayclosewithaprayerandahymn.28

29


SAMPLEMINUTES1

St.MaryParishCouncilofTheCatholicWomen’sLeagueofCanada2MinutesoftheRegularGeneralMeetingHeldonFebruary16,20133

TheregulargeneralmeetingofSt.MaryParishCouncilofTheCatholicWomen’sLeagueofCanada4washeldonFebruary16,2013,at7:00p.m.,intheparishhall.5

1. PresidentKayFinecalledthemeetingtoorderat7:00p.m.6

2. SpiritualAdvisorFr.JamesBrownledthemembersintherecitationoftheLeaguePrayer.7

3. A scripture reading and reflection was given by Spiritual Development Chairperson Cathy8Baker.9

4. PresidentKayFinerequestedtheadoptionoftheagenda.10

MOVEDbyJoanSmiththattheagendafortheFebruary16,2013,regularmeetingofSt.Mary11ParishCouncilbeadopted.MOTIONCARRIED12

5. Secretary Betty Green read the minutes of the January 14, 2013, general meeting and the13followingcorrectionwasmade: “The treasurer reportedabankbalanceof$516.24.”Minutes14wereapprovedascorrected.ShethenreadareportoftheexecutivemeetingheldonFebruary154,2013.16

6. CorrespondingSecretaryMaySmithreportedthefollowingcorrespondence:17• received a thank you from Fr. Smith for anniversary gift and information on diocesan18

conventionfromdiocesanpresident19• sentasympathycardtofamilyofIrmaWhite20

7. TreasurerFernPlantreportedabalanceof$560.00onhandasofFebruary15,2013.Financial21reportwasfiledforaudit.22

MOVED by Joan Smith that the bill for $14.60 presented by Betty Green for supplies and23stationerybepaid.SecondedbyFranJones.MOTIONCARRIED24

8. StandingCommitteeReports25

Spiritual Development: Chairperson Cathy Baker reported on the World Day of Prayer and26informedmembersoftheEastercelebrations.Copyattached.27

Organization: Chairperson Joan Smith reported that attendance at this meeting was 2528members including all theofficers.Attendance report attached. Joan thendescribed theCWL29trainingmaterialshehadreceivedfromnationalofficeandsuggestedwaysitcouldbeused.30

CommunityLife:ChairpersonThelmaBaxterreportedontheCCODPprogram,theValentine’s31Daypartyheldattheseniors’homeandontherequesttoassistwiththeCancerFund.Report32attached.33

MOVEDbyThelmaBaxterthatmembersof thiscouncilassist theCancerFundbycanvassing34duringthedriveforfunds.SecondedbyAnnBrown.MOTIONCARRIED35


SpecialCommitteeReports1

Convention Committee: Chairperson Ann Brown reported that plans to host the diocesan2conventionwereprogressing.Acopyofthecommittee’sreportisattached.3

9. UnfinishedBusiness4

Reception for First Communion – the following motion was postponed from the January5meeting:MOVEDthat this council purchase a rosary for each first communicant at a cost of6$5.00each.MOTIONCARRIED7

10. Newbusiness8

Recognition of CharterMembers –MOVED by EllenBrown that this council present 25‐year9pins to our chartermembers on the occasion of the council’s 25th anniversary. Secondedby10FranSmith.MOTIONCARRIED11

Announcements– ThediocesanCWLmeetingtobeheldonSaturday,March17,2013,at the12DiocesanCentreat2:00p.m.13

11. Fr. Brown spoke about the catechetical program for adult parishioners and imparted his14blessing.15

12. PresidentFineannouncedtheprogramfortheevening;anaudio‐visualpresentationonFamily16LifeEducationwithasocialhourtofollow.17

13. Meetingadjournedat8:10p.m.18

14. MeetingclosedwiththePrayertoOurLadyofGoodCounselandthesingingofthehymntoOur19LadyofGoodCounsel.20

__________________________________________________________ __________________________________________21BettyGreen,Secretary DateApproved22

__________________________________________________________23KayFine,President24

NotePointsofProcedure: 7:motiontopaybill25 9:postponedmotionasunfinishedbusiness26

27


SAMPLEPARISHCOUNCILBUDGET1

OurLadyofGoodCounselParishCouncil2January1,20____toDecember31,20___3

EstimatedReceipts4 Membershipfees $1,5005 SaleofCWLitems 1006 Fundraisingevents 7 Bazaar 3,0008 Cardparty 9009 Bakesale 30010 Saleofcalendars 10011 Interestonbankbalance 1012 5,91013EstimatedExpenditures14 Percapitatonational $1,30015 Hallrental 25016 Leaguesupplies 40017 Cardsandgiftsforshut‐ins 3518 Stationery 2519 Postage 5020 Kitchensupplies 100 21 Christmasgifts 15022 Conventionexpenses(presidentandspiritualadvisor) 50023 Honorariums 20024 Donationstovoluntaryfunds25 CoadyInternationalInstituteFund 20026 NationalPro‐LifeFund 20027 CanadianCatholicOrganizationforDevelopmentandPeace 20028 Otherdonations29 MealsonWheels 10030 Breakfastprogram 10031 Women’sshelter 7532 Birthright 15033 Elementaryschoolprize 5034 Highschoolleavingbursary 10035 Firstcommunicants 10036 Newtablesandchairsforthechurchhall 60037 Bankcharges 2538 Newinitiativesifrevenueallows 1,00039 5,91040

NetRevenue $041


SAMPLEPARISHACTIVITIESREPORT1

Parish: St.Mary’s2

Diocese: Hamilton,Ontario3

ParishActivity: Attended all meetings of the parish pastoral council and reported League4activities;broughtreportsbacktomembershipfrompastoralcouncil.5

In cooperation with various committees of the pastoral council, the6followingactivitiestookplace:7• cateredtoreceptionfornewlyordainedpriest8• assistedinarrangingmarriageencounterweekend9• arrangedparishanniversarycelebrationsforthoseparishionersmarried10

for25or50years11

FundsRaised: IrishConcert $40012 FallBazaar 4,00013 WeddingDinner 2,50014 Saleofticketsonquilt 50015 $7,40016

ParishAssistance: Purchasechairsforsanctuary $2,00017(Financial) Purchasetablesforparishcentre 80018 Purchaseinstructionalmaterialsfor19 ReligiousEducationProgram 1,00020 $3,80021

ParishAssistance:22(Other) CWLMembers23

• serveassacristans24• assistwithhospitalityprogramforweekendmasses25• countSundaycollectionandpreparebankdeposit26• assistreligiouseducationcoordinatorinpreparationofchildrenforfirst27

communionandconfirmation28

2930


SAMPLESTANDINGRULES1

Registration21. Each person attending this convention shall register at the convention registration desk and3

shallberequiredtoweartheofficialconventionbadgeforadmissiontoallmeetings.42. Registrantsshallbeclassifiedasvotingdelegates(provincialpresidents),accrediteddelegates5

(national officers, provincial accredited, diocesan accredited, honorary life members, life6members),CWLmembers,spiritualadvisorsandguests.7

3. Theregistrationandcredentialscommittee,atthebeginningofthefirstbusinesssession,shall8reportthenumberofvotingmembersregisteredattheconventionandshallsubmitalistofthe9names.Whenadopted, this list shallbe theofficial rollofvotingmembers to thisconvention.10Supplementaryreportsshallbegivenatthebeginningofeachday’sbusinesssession.11

Publicity124. Officialpublicstatementsofthenationalcouncilshallbereleasedbythenationalpresidentor13

thenationaladministrativecommitteeonly.InterviewsabouttheworkandpoliciesoftheCWL14shallbeatthediscretionofthenationalpresident.15

5. Allpublicityshallbeunder thesupervisionof theconventioncommunicationschairperson in16cooperationwiththenationalchairpersonofcommunications.Registrantswithnewsitemsare17requestedtosubmitthemtothenationalchairpersonofcommunications.18

SeatingArrangements196. The business sessions of the convention shall have a designated area in which all voting20

memberswillbeseated.Allmembersarerequestedtobeintheirseatsatleastfive(5)minutes21beforethescheduledsessionsopen.22

Debate237. Themoverofamotion,orherdesignate,mayspeaktoopenandclosedebate.Noothermember24

shall speakmore than once on the same motion on the same day, or longer than three (3)25minuteswithoutpermissionoftheassemblygrantedbyatwo‐thirdsvotewithoutdebate.26

8. Thosewishing to speak shall use the floormicrophones, takeaplace in line and,uponbeing27recognizedbythechair,statename,status,dioceseandprovince.28

9. Whentimeisoftheessence,votingmembersshallbegivenprioritytospeakovernon‐voting29members.30

Voting3110. Voting cards shall be issued to voting members and these cards shall be exhibited when a32

membervotes.3311. The chair shall ask for affirmative and negative votes only. A voting member wishing her34

abstentiontoberecordedintheminutesshallrequestsamebeforethevoteistaken.35

Motions/Resolutions3612. Five (5) copies of substantive motions or amendments to resolutions shall be prepared in37

advanceofthetimeofpresentationtotheassembly:four(4)copiessubmittedtotheexecutive38directorandone(1)retainedbythemover.39


13. Only resolutions submitted to the resolutions committee by provincial councils or national1chairpersons by the deadline date set by the national resolutions chairperson shall be2consideredforpresentationtothisconvention.3

14. Resolutions concerning urgentmattersmay be accepted after the deadline date and shall be4presentedtotheconventionatthediscretionoftheresolutionscommittee.5

15. Theprocedureforpresentingresolutionstothebusinesssessionsshallbe:6a. the resolutions chairperson shall read the resolutionsafter theappropriate chairperson’s7

report8b. thepresidentoftheprovincesubmittingtheresolutionshallmoveitsadoption;ifmorethan9

oneprovincehassubmittedtheresolution,theprovincialpresidentsconcernedshalldecide10priortothemeetingwhowillmoveitsadoption11

c. thepresidentoftheprovincesubmittingtheresolution,orherdesignate,shallspeakfirstto12theresolution13

16. Finalwordingoftitlesandbriefsshallbetheresponsibilityoftheresolutionscommittee.1417. AdoptedresolutionsshallbeprintedinthefallissueofTheCanadianLeague.1518. Grammatical orminor corrections to a resolutionmaynotneed tobe formally amended,but16

may be given to the resolutions committee prior to the resolution being presented to the17assembly.18

Miscellaneous1919. No materials shall be distributed, displayed or sold at this convention without the prior20

approvalofthenationaladministrativecommittee.2120. Noappealsforsupportorcollectionsofanykindshallbemadeunlessawrittenrequest,clearly22

statingthepurposeandidentifyingthepersonsmakingtherequest,ispresentedinadvanceto23thenationalpresidentandapprovedbythenationalexecutive.24

21. Any motion adopted at this convention shall become effective at the adjournment of the25conventionunlessthemotionhassetanalternatetimefortheactiontobecomeeffective.26

22. Minutes:27a. Thenationalpresidentshallappointaminutesreviewcommitteetoverifytheminutesofall28

meetingsoftheconvention.29b. Thenationalexecutiveshallapprovetheminutesofthisconventionatitswintermeeting.If30

correctionsarenecessaryafterapproval,theymaybemadebymotionataconvention.31


NationalManualofPolicyandProcedure:RevisionstotheP&P Page201

APPENDIX4:REVISIONSTOTHEP&P1

SubmissionFormat2

Note 1: Proposed amendments to this manualmay not conflict with existing League policy as3stated in the C&B. Refer to Section 11 P&P Purpose and Revision on page 155 for additional4information.5

Note2:InorderforthenationalexecutivetohavetimetoconsiderproposedchangestotheP&P,6thisformmustbereceivedatnationalofficenolaterthanDecember1st.7

Page and Line Number(s)

Current Wording Proposed Wording Reason for Change

Date: ________________________________________________8

NameofSubmitter: ________________________________________________9

Parish/Diocese/Province: ________________________________________________10

ContactInformation: _______________________________________________11

NationalManualofPolicyandProcedure:ArchivesGuidelines Page202

APPENDIX5:ARCHIVESGUIDELINESFORLEAGUEHISTORY1

PROVINCIAL,DIOCESANANDPARISHCOUNCILS2

Archivesarethepermanenthistoryof theLeague.Preservationofarchives isapriority forevery3past president! If archives and history are not her priority or interest, the past president is4encouraged to appoint an archives sub‐committee or an interested and experienced council5member tomaintain thearchivesandhistory.Funds shouldbe included in the councilbudget to6purchaserequiredarchivalsupplies.Thesub‐committeeorinterestedmemberwillinformthepast7presidentaboutanyrequirementsforarchivalsuppliespriortothesettingofthecouncil’sbudget.8

LocationofArchive9Allarchivesshouldbekeptinalockedfilingcabinetonchurchpropertyorinasecurefacilityatthe10diocesanarchives location.However,Leaguearchivesmustalwaysbekeptseparately fromother11diocesanfiles.12

UpdatingandIndexingArchives13Archives should be updated and reviewed every two years. An inventory of archival materials14shouldbemaintained.Threecopiesoftheinventorywillensurecontinuity.Onecopyistobekept15withthearchivalfiles,onecopykeptinthepastpresident’sarchivalfile(withthisguideline)anda16copygiventothecurrentpresidentandnotedintheminutes.17

HistoryBooks18All councils (parish,diocesanandprovincial)areencouraged tosendacopyof theirownhistory19booktoCWLnationalofficeatC‐702ScotlandAvenue,Winnipeg,MBR3M1X5,marked“Archives.”20Aletter,signedbythecurrentpresidentofthatcouncil,authorizingtheLeaguetoplacethishistory21alongwithotherhistoriesofthatyearintheLeaguearchivesattheArchivesofManitobamustbe22included.(Nationalarchivesarekeptatthislocation.)Onceayear,nationalofficestaffwillprepare23anacidfreefileboxwiththecouncilhistoriesreceivedthatyearandsubmititandanindexofthe24contentstotheArchivesofManitoba.Anindexofthecontentsofeachboxwillbekeptatnational25office.26

RecommendedFilingofInformation27a. Binders (large three‐ring) and acid free file folders or large envelopes are usually the best28

mannerinwhichtopreservehistoricalinformation.29b. Photographalbums,withnames,dates, locationandoccasionnoted,are invaluable.Useofan30

acid freepenonacid freepaperor typewritten informationplacednear thepicturewill give31informationaboutthepeopleinthephotographwhenmemoriesfail.32

c. Allinformation(especiallynewspaperclippings)shouldincludenames,publicationanddate.33d. Computerdiscscanbeutilizedforpreservationofwritteninformation,butmembersneedthe34

visualhistorysoallinformationstoredondiscsshouldalsobecommittedtopaper(acidfree35paper,wherepossible).36

e. Accountingrecords(ledgersonly)areretainedandmaybeplacedinarchivesafterfiveyears37(keptpermanently).Chequesandreceiptsarekeptforfiveyearsandthendestroyed.38

ContentsofBindersorArchivalFiles39a. Members: Councils are encouraged to set up a binderwith a page, in alphabetical order, for40

eachmember. This pagewill include information about themember, including the year she41


became a member, offices held (which should be updated if the member advances to other1Leaguelevels),otherLeaguework(projects,conventionconvener,dinners,Leaguecommunity2relatedactivities,WorldDayofPrayer,etc.),ministriesinthechurch,awardsandpinsreceived,3aphotographofthememberandanyotherpertinentinformationasdeterminedbythecouncil.4Inlargecouncils,afileboxcouldbeusedforeachmember’sinformation.Thispageshouldbe5sent to thenewcouncilwhenamembermoves.When thememberdies, thispage shouldbe6transferred to a separate binder or file for deceasedmembers, noting the date of death and7includingdeathnoticesandfuneralcardswhereavailable(see“c”below).8

b. PastPresidents: Eachpastpresident is encouraged towrite twoor threepagesoutlining the9highlightsofhertermaspresident.Thesehighlightsbecomevaluedhistoricalnotesforfuture10councilhistories.Thereshouldbeaphotographofthepastpresidentandoftheexecutive.11

c. DeceasedMembers:Whenthecouncilkeepsapagerecordofeachmember(asindicatedin“a”),12the page will be kept in an archival binder, alphabetically or by the year of death, to be13determinedbythecouncil.ThisfilecanbeinadditiontooraspartoftheBookofLife,inwhich14thenamesofalldeceasedcouncilmembersarekept.15

d. Minutes:Pastminutesarearchivedaftersixyears.Theyshouldberetainedindatedbindersor16files. These minutes are a permanent record of council activities and must be kept forever.17(Councilminutesarekeptby the secretary for the currentpresident’s termand theprevious18twotermsforatotalofsixyearsbeforebeingarchived.)19

e. MotionsBooks:Amotionbookshouldbekeptinanactivefilebythesecretaryforsixyearsand20then placed into an archival motions binder for historical purposes. Standing motions are21retained in the active file until a motion ismade to rescind that particular standingmotion22whenitwillbeplacedintothearchivalmotionsbinder.Standingmotionsmaybeamendedand23asamendedarekeptinthecurrentmotionsbook.24

f. Treasurers Ledgers: Accounting records (ledgers only) are retained and may be placed in25archivesafterfiveyears(keptpermanently).26

f. AnnualReports:Annualreportsofthecouncilandstandingcommitteechairpersonsarekeptby27thesecretaryforsixyearsandthenretainedinanarchivalbinderforreferenceandindexedby28theyearthereportwasgiven.29

g. Resolutions:Resolutions initiatedor adoptedby the council arekeptuntil the resolutionhas30beenacteduponand resolved.Only the resolution,brief,works citedandactionplanwill be31placedinthearchives.32

h. MiscellaneousArchives:33 ‐listofpresidents,spiritualadvisors,addresses,termsinoffice,dates34 ‐listofthecouncil’sexecutiveforeachyear35 ‐listofrecipientsofawards,mapleleafservicepins,otherpins,withdateofpresentation36 ‐listoflifemembers,honorarylifemembers,addressesandyearawarded37 ‐ correspondenceofhistorical interest, i.e., letters from/tochurch,politicalorcommunity38

leaders,congratulations,plaques,documentsforanniversaries,specialservices,etc.39 ‐specialprojects,includingfinancialstatementsoftheproject40 ‐copiesofcouncilnewsletters(oneperyear,unlessseveralwereoutstanding)41 ‐arecordofthecharter,dates,namesofchartermembers42

43


AdditionalInformationforArchiving1

SETUPthefiles:2 the ultimate archival and historical records of the council are the minutes of executive and3

general meetings (preferably the approved and signed versions). This is why complete and4accurateminutesaresoimportant–theyaretheofficialrecordofthecouncil’swork.5

otherkeyitems:councilcharterandlistofchartermembers,membershiplists,annualreports,6annual financial statement or summary, council policies, special events programs, council7newsletters,significantpiecesofcorrespondence(e.g.signedby“important”peopleorregarding8collaborativeLeagueprojects),etc.Correspondencefilescancontainrealjewels–besuretogo9throughthemcarefullybeforediscardinganything.10

subjectfiles,organizedalphabeticallybytopic(materialsorganizedbydatewithineachfile)11 indexofthefiles(foreasyfilingofincomingitemsandtopreventduplication)12

GATHER:Leaguearchivesfromallmembers,mostespeciallytheofficersafterevery2‐yearterm13

KEEP:14 anything the local council creates, and be sure to make print copies of electronic items15

(technology changes frequently, rendering older forms of electronic files obsolete and16unreadableveryquickly;papermaybeold‐fashioned,butitendures!)17

photos, scrapbooks, etc. – preferably labelled with dates, events and names of people in the18pictures; newspaper clippings should be photocopied to circumvent disintegration of the19newsprint20

selectedinformationfromotheragenciesthatpertainstotheworkoforhascontentaboutthe21Leagueoramember22

DISCARD:23 duplicates,materials fromother agencies if they have their own archives, and the accounting24

records (receipts, cheque stubs) that are more than 5 years old (Do keep annual financial25statement/summary,andselectedfinancialartifactsthatcouldbecomehistoricallysignificant)26

Finallyandmostimportantly,ifindoubt,KEEPIT!Onecanalwaysdiscardlater,butthe“undo”27buttonhasyettobeinventedonshreddersandgarbagedisposals.28

NationalManualofPolicyandProcedure:ConflictofInterestPolicy Page205

APPENDIX6:CONFLICTOFINTERESTPOLICY1

DefinitionOfConflictOfInterest2

Aconflictofinterestisasituationinwhichapersonhasaprivateorpersonalinterestsufficientto3appeartoinfluencetheobjectiveexerciseofherdutiesatTheCatholicWomen’sLeagueofCanada4(the“League”).5

“Privateorpersonalinterest”includes,butisnotlimitedto,amember’sself‐interest,theinterests6of her immediate family orbusiness partners, aswell as the interests of anotherorganization in7whichsheholdsaposition(voluntaryorpaid).8

“Objectiveexerciseofduties”referstoanindividual’sabilitytocarryoutherresponsibilitiesinthe9bestinterestoftheLeague.10

TypesOfConflictsOfInterest11

Adirector,memberoremployeeoftheLeaguemaybeinaconflictofinterestsituationthatis:121. Actualorreal,whereherofficialdutiesareorwillbeinfluencedbyherprivateinterests.132. Perceivedorapparent,whereherofficialdutiesappeartobeinfluencedbyherprivateinterests.143. Foreseeableorpotential,whereherofficialdutiesmaybeinfluencedinthefuturebyherprivate15

interests.16

ExamplesOfConflictsOfInterest17

(Notetheseareforillustrationpurposesonlyandarenotintendedtobeexhaustiveorlimiting)18

• Self‐interestedfunding:whenadirector,memberoremployeeusesapositionintheLeagueto19influenceadecisiontoprovidefundingorservicestoanotherorganizationinwhichshehasan20interest.21

• Improper influence: when a director, member or employee solicits or accepts some form of22benefitinreturnforinfluencingtheLeague’sactivitiesorpromotingsomeoneelse’sinterestsin23theLeague.24

• Misuseof informationorproperty:whenadirector,memberoremployeeuses informationor25propertytowhichshehasaccess,andtowhichotherswouldnothaveaccess,forsomepersonal26benefit.27

• Inappropriate outside activity: when a director, member or employee’s activities outside the28League are in conflictwith theofficial positionor interests of theLeague and/or theCatholic29church.30

• Acceptingunduebenefits:suchassignificantgiftswhichplaceadirector,memberoremployee31underobligationtothedonor.32

Responsibilities33

Directors,membersandemployeesoftheLeagueareresponsibleformanagingconflictofinterest34situations in order to ensure that behavior and decision‐making throughout the League are not35influencedbyconflictinginterests.36


TheLeague supports anorganizational culture inwhich individuals freely take responsibility for1both“self‐declaring”possibleconflictsof interest,andrespectfullyraisingpossibleconflicts faced2byothers in theorganization.This culturemakes it possible to avoidmany such situations from3arisinginthefirstplace.Directors,membersandemployeeshavetheresponsibilitytoimplement4practicalpreventivemeasures,suchas:5• Providingmeetingagendasinadvancetoenableparticipantstoforeseepossibleconflicts;6• Ensuringthatpeopleareclearlytoldwheninformationmustbeprotectedfromimproperuse;7• Declininginvolvementinanaction(suchassupportingaquestionableoutsideactivity).8

Wherepreventionisnotthesolution,conflictofinterestsituationsmustbemanaged.Herearethe9steps to be taken by those involved in such situations, working together and supporting one10another’sethicalresponsibilities.11

1. Declareit.Ensuretransparencybyfullself‐declaration,andbymakingsurethatarecordofthe12declarationismade.13

2. Discussit.Ifthereisanydoubtaboutwhetherthesituationinquestionconstitutesaconflictof14interest,discussthematterwiththechairpersonofthemeetingor, ifthesituationwarrantsit,15undertakeafulldialoguewiththerelevantgroup.16

3. Deal with it. Measures to mitigate or eliminate a conflict of interest will depend on what is17appropriatetotheseverityofthesituation.Optionsinclude:18i. Restrict the involvement of the individual.Where appropriate, the conflicted individual19

shouldwithdrawfromdecision‐makingand/oranydiscussionsrelatedthereto.20ii. Recruitathirdpartytoassist.Whereappropriate,adisinterestedpartymaybeaskedto21

sitinonthedecision‐makingand/oranydiscussionsrelatedthereto,orthemediationofa22disputebetweenmembers.23

iii. Remove the individual from affected duties. When restrict and recruit are not suitable24options,considerationshouldbegivenastowhethertheindividualwiththeconflictcan25andshouldberemovedfromanydutiesrelatedtotheconflict.26

iv. Relinquish theprivate interest. Incasesofseriousconflict, the individualmaychoose to27droptheprivateinterest,suchasmembershipontheboardofanotherorganization,which28iscausingtheconflict.29

v. Resignfromtheofficialduties.Inseriouscaseswhereothersolutionsarenotpossible,the30individualmayhavetoresignfromthepositioncreatingtheconflict.31

4. Document what has been done. Minutes, correspondence to interested parties, or other32documentationshallbepreparedtoprovidearecordofstepstaken.33

PolicyApplication34

1. This Policy shall be disclosed to all directors, members, and employees. This policy will be35reviewedandupdatedinatimelymannerandasappropriate(everythreetofiveyears),andall36changesshallbedisclosedtoalldirectors,members,andemployees.37

2. At thenational level,directorsandemployeesmustdisclosepossible conflict situations to the38nationalpresidentinconfidence.Wheretheconflictofinterestinvolvesthenationalpresident,39thesituationmustbedisclosedinconfidencetothepresident‐electandexecutivedirector.Atall40otherlevels,membersmustdisclosepossibleconflictsituationstotherelevantcouncilpresident41inconfidence.Wheretheconflictofinterestinvolvesthecouncilpresident,thesituationmustbe42


disclosed in confidence to the council president‐elect and/or vice‐president. Possible conflict1situationsmustbedisclosedwhentheyfirstemerge.2

3. Inadditiontotheabove,aconflictedindividualwilldeclaretheconflicttoallconcernedbefore3anyrelevantdiscussionoccurs.Inthecaseofdirectors,suchdeclarationwillberecordedinthe4minutesofthemeeting.5

4. At all levels other than the national level; the relevant council president is the appropriate6authority to resolve disputes in relation to the application of this policy. Where a dispute7involves the council president, the appropriate authority to resolve the dispute is the council8president‐elect or vice‐president. Notwithstanding the foregoing, the national president, in9consultationwiththenationalexecutive,isthefinalauthorityonresolvingdisputesinrelationto10the application of this policy and, where appropriate, decisions by a council president or11president‐elect/vice‐president may be appealed to the national president. Where a dispute12involves the national president, the final authority to resolve the dispute is the national13executiveinconsultationwiththeexecutivedirector.14

Conclusion15

The application of this policy relies heavily on the good judgment and common sense of those16affected.17

CouncilsatalllevelsbeargreatresponsibilityforthegoodnameofTheCatholicWomen’sLeagueof18Canada and as such have a special responsibility for ethical matters. The national executive is19ultimatelyresponsibleforpolicy,andshouldreviewthispolicyatleasteverythreetofiveyears.20

Documents

national manual of policy and procedure 2018...National Manual of Policy and Procedure: Introduction Page 1 1 INTRODUCTION 2 The national executive has approved the National Manual