GUIDANCE AND RESOURCE MANUAL

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SDCCW Guidance and Resource Manual January 2017

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TABLE OF CONTENTS PREFACE................................................................................................................................... 5

NCCW MISSION STATEMENT ................................................................................................. 5 INTRODUCTION ........................................................................................................................ 6

MEANING OF ABBREVIATIONS .............................................................................................. 6 Mother of Good Council – NCCW Patroness ......................................................................... 7

SDCCW CONSTITUTION .......................................................................................................... 8 ARTICLE I. NAME .................................................................................................................................................... 8 ARTICLE II. OBJECTIVES ....................................................................................................................................... 8 ARTICLE III. AUTONOMY ...................................................................................................................................... 8 ARTICLE IV. MEMBERSHIP .................................................................................................................................... 8 ARTICLE V. OFFICE & OFFICERS ......................................................................................................................... 8 ARTICLE VI. EXECUTIVE COMMITTEE................................................................................................................ 9 ARTICLE VII. BOARD OF DIRECTORS ................................................................................................................. 9 ARTICLE VIII. AMENDMENTS ............................................................................................................................. 10 ARTICLE IX. FUNDS .............................................................................................................................................. 10 ARTICLE X. RULES OF ORDER ........................................................................................................................... 10

SDCCW BYLAWS.................................................................................................................... 11 ARTICLE I. MEETINGS .......................................................................................................................................... 11 ARTICLE II. DUES................................................................................................................................................... 11 ARTICLE III. COMMISSIONS AND COMMITTEES .......................................................................................... 11 ARTICLE IV. REPRESENTATION ......................................................................................................................... 12 ARTICLE V. ELECTION OF OFFICERS............................................................................................................... 12 ARTICLE VI. DUTIES OF OFFICERS ................................................................................................................... 13 ARTICLE VII. NATIONAL CONVENTION .......................................................................................................... 15 ARTICLE VIII. AMENDMENTS ............................................................................................................................. 15 ARTICLE IX. RULES OF ORDER .......................................................................................................................... 15

SDCCW GUIDELINES ............................................................................................................. 16 SDCCW JOB DESCRIPTIONS................................................................................................ 21 DIOCESAN/DEANERY SPIRITUAL ADVISORS/PASTORS .............................................................................. 21 PRESIDENT (Diocesan/Deanery/Parish)............................................................................................................. 21 SPECIFIC DUTIES FOR DIOCESAN PRESIDENT ............................................................................................. 23 PAST PRESIDENT .................................................................................................................................................. 24 PRESIDENT-ELECT................................................................................................................................................ 24 SECRETARY ............................................................................................................................................................ 25 TREASURER ............................................................................................................................................................ 27 PARLIAMENTARIAN ............................................................................................................................................. 28 WEBMASTER.......................................................................................................................................................... 29 COMMISSIONERS................................................................................................................................................. 29 COMMITTEE CHAIRS ........................................................................................................................................... 32 SPECIAL AND AD HOC COMMITTEES............................................................................................................. 35

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GUIDELINES FOR THE ANNUAL SDCCW CONVENTION ................................................... 36 CHRONOLOGICAL ROTATION OF HOST DEANERIES ................................................................................ 36 CONVENTION DUTIES ........................................................................................................................................ 37 CONVENTION COMMITTEES ............................................................................................................................ 38

REGISTRATION ................................................................................................................................................. 38 PACKETS/TOTE BAGS ..................................................................................................................................... 39 INFORMATION DESK ...................................................................................................................................... 39 PUBLICITY .......................................................................................................................................................... 39 SPEAKERS .......................................................................................................................................................... 40 BOARD MEETING............................................................................................................................................. 40 BANQUET .......................................................................................................................................................... 40 SIGNS .................................................................................................................................................................. 41 FLOOR PLAN ..................................................................................................................................................... 41 GREETERS .......................................................................................................................................................... 42 MORNING RECEPTION ................................................................................................................................... 42 LlTURGY .............................................................................................................................................................. 42 INSTALLATION.................................................................................................................................................. 43 LUNCHEON ....................................................................................................................................................... 43 COMMISSIONS/COMMITTEE DISPLAYS ..................................................................................................... 43 SILENT AUCTION ............................................................................................................................................. 44 GIFTS................................................................................................................................................................... 44 PAX CHRISTI ...................................................................................................................................................... 44 SCHOLARSHIP................................................................................................................................................... 44 EVALUATION..................................................................................................................................................... 45

PAX CHRISTI ........................................................................................................................... 48 HISTORY AND GENERAL PROCEDURE............................................................................................................ 48 PROCEDURE FOR PARISH CCW PAX CHRISTI CHAIR / CONTACT ........................................................... 49 GUIDELINES FOR JUDGING THE DOSSIERS .................................................................................................. 51 GUIDELINES FOR SCORING A DOSSIER ......................................................................................................... 52 SCORE SHEET........................................................................................................................................................ 53 NOMINATION FORM........................................................................................................................................... 55 NOMINATION EXAMPLE FORM ...................................................................................................................... 56 EXAMPLE DOSSIER .............................................................................................................................................. 57

SCHOLARSHIP........................................................................................................................ 61 HISTORY AND GENERAL PROCEDURE............................................................................................................ 61 PROCEDURE FOR SCHOLARSHIP COMMITTEE CHAIR................................................................................ 62 SDCCW MARY JANE MORANCYK HENNESSY SCHOLARSHIP APPLICATION........................................ 63 SAMPLE BULLETIN ANNOUNCEMENT............................................................................................................ 66 SAMPLE WINNER NOTIFICATION LETTER ..................................................................................................... 68

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PREFACE The Superior Diocesan Council of Catholic Women is an organization of which all women of the diocese are members. In addition to the Superior Diocese, there are four additional dioceses in the State of Wisconsin; Green Bay, La Crosse, Madison and A/Milwaukee. All affiliated parishes and individual members are members of the National Council of Catholic Women. The five dioceses comprise the State of Wisconsin Province of Milwaukee, which is headed by a Province Director, elected every two years from one of the five dioceses on a rotating basis. The province director of each province in the United States is a member of the National Council of Catholic Women (NCCW) Board of Directors and is a representative of its diocese on all issues. The diocesan council, receiving direction from the NCCW through the Milwaukee Province Director, provides information, direction and assistance to the dioceses and deaneries, which in turn, are impelled to do the same for parish affiliates. Although the NCCW is highly structured and hierarchical in effect, it draws all its members together as one. From a national to a parish council of Catholic Women, we have an opportunity to strengthen our love for Christ and serve his Church through our involvement.

NCCW MISSION STATEMENT The National Council of Catholic Women acts through its membership to support, empower, and educate all Catholic Women in spirituality, leadership and service. NCCW programs respond with Gospel values to the needs of the Church and Society in the modern world. National Council of Catholic Women 200 N Glebe Road Suite 703 Arlington, VA 22203 Phone: (703) 224-0990 email: nccw01@nccw.org; website: www.nccw.org

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INTRODUCTION The resource manual, which is designed for all members of the Superior Diocesan Council of Catholic Women, is a comprehensive summary of all phases of council work. In recent years there have been many changes and developments in council work. This manual presents authentic materials, descriptions, and directives used in the function of the SDCCW in order to make clear its purpose. The sources quoted are taken from previous handbooks and NCCW materials, which have been incorporated into one manual and should be used as a resource tool for all SDCCW members. The Diocesan committee shared the task of compiling this manual upon review of the outline and revisions of various drafts. All parts of this publication are a result of shared effort to be used for efficient operation of the Superior Diocesan Council of Catholic Women. This manual and directives are to be followed by this Diocesan Council of Catholic Women, and cannot be changed without a majority vote of approval by the Board of Directors at a regularly called meeting. Deaneries and Parishes, since their autonomy is their own, may use the manual in its entirety, or use those portions and policies that apply to them. In any case, parishes and deaneries must always follow their own Constitution and Bylaws in governing their organization. Using this manual as a guideline is encouraged. If a Parish Council Committee is similar or runs parallel to CCW committees, the Parish Council Committee takes precedence over this CCW committee. The CCW committee will co-operate and assist the Parish Council Committee in all ways. It is not the intention of the CCW to take control or regulate parish operations in any way. Please keep this manual intact and pass it on to your successor at the completion of your term of office. Copies may be made of any and all portions of this manual for individual use.

MEANING OF ABBREVIATIONS

NCCW National Council of Catholic Women

SDCCW Superior Diocesan Council of Catholic Women

DCCW Name of Deanery Council of Catholic Women

CCW Name of Parish Council of Catholic Women

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MOTHER OF GOOD COUNCIL – NCCW PATRONESS

God of heavenly wisdom, you gave us Mary, Mother of Jesus, to be our guide and counselor.

Grant that we may always seek her motherly help in this life and so enjoy her blessed presence in the life to come.

Oh Mother of Good Counsel, patroness of the

National Council of Catholic Women, Intercede for us, that we may be wise, courageous

and loving leaders of the Church. Help us, dear mother, to know the mind of Jesus, your son.

May the Holy Spirit fill us with reverence for God’s creation

and compassion for all God’s children. May our labors of love on earth enhance the reign of God

and may God’s gift of faith and living hope prepare us for the fullness of the world to come. Amen.

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SDCCW CONSTITUTION ARTICLE I. NAME This organization shall be known as the Superior Diocesan Council of the National Council of Catholic Women, hereafter referred to as SDCCW.

ARTICLE II. OBJECTIVES The objectives of this organization shall be:

• To serve as the medium through which the Catholic women of the diocese may speak and act as a unit on all matters of public interest.

• To stimulate the work of existing Catholic organizations of women to greater efficiency and usefulness to meet the needs of the time.

• To render assistance to all Catholic organizations of women in the diocese in their efforts to give service in their respective fields.

• To establish relations with civic and social agencies in the endeavor to create interest in, and aid in the solution of present day religious, civic, social and educational problems.

• To further spiritual and material undertaking which may be recommended to the diocesan council by the Bishop, and to work as a part of the National Council of Catholic Women in the interests of the United States Catholic conference.

ARTICLE III. AUTONOMY This organization shall not in any way interfere in the government or violate the autonomy of any organization affiliated with it.

ARTICLE IV. MEMBERSHIP The membership of this organization shall consist of any Catholic woman, any Catholic organization of women, individual membership, and the Sisters' Forum within the diocese, as defined by the policy of ecclesiastical authority.

ARTICLE V. OFFICE & OFFICERS Section 1. Eligibility for Office To be eligible to hold an elected office, a member must:

A. Be a practicing Catholic B. Have been an active member of the CCW for the past two years

Section 2. The term of office shall be two years. The treasurer may hold the same office for two consecutive terms.

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Section 3. Elected Office: The officers of this organization shall be President, President-elect, Secretary, and Treasurer. All officers shall be elected at the spring meeting of the Board of Directors. The President-elect and Secretary shall be elected in even years; the Treasurer shall be elected in odd years. Section 4. Appointed Office: the President shall appoint the Parliamentarian, Webmaster, Commissioners and all Committee Chairs. Section 5. Any officer within the meaning of sections 1, 2, 3, 4 shall keep or retain her office and all files until her successor is officially installed; and shall then release to her successor all materials relating to her office by no later than July 1 following installation. Section 6: Spiritual Advisor: The Bishop of the Diocese of Superior shall be ex-officio Spiritual Advisor of the Superior Diocesan Council of Catholic Women. He may, at his discretion, name some other person to discharge the duties of that office. The Spiritual Advisor shall review and modify any programs or resolutions proposed by the Board of Directors of the Superior Diocesan Council of Catholic Women.

ARTICLE VI. EXECUTIVE COMMITTEE Section 1. The Executive Committee shall consist of the following:

A. President, President-elect, Secretary, Treasurer B. Parliamentarian, with voice but no vote C. Past President D. Spiritual Advisor

Section 2. The Executive Committee shall have the power to act on behalf of the Board of Directors in emergencies, as determined by the President and in consultation with the Diocesan Spiritual Advisor. Section 3. With the approval of the Executive Committee and Spiritual Advisor, the President shall appoint a replacement for any vacancy on the Board.

ARTICLE VII. BOARD OF DIRECTORS Section 1. The Board of Directors shall consist of the following:

A. President, President-elect, Secretary, Treasurer B. Parliamentarian C. Webmaster D. Past President E. Spiritual Advisor F. Commissioners and Committee Chairs

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G. One Deanery President, One President-elect and one Past President from each Deanery, elected by the respective deanery, with voice and two votes cast by the President and President-elect. The Deanery Past President may vote in the absence of either the President or President-elect

H. Sister appointed by Sisters’ Forum of Superior Diocese with voice but no vote I. Priests and Consultants, with voice but no vote

Section 2. The Board of Directors shall have jurisdiction over all matters relating to the management of all the affairs of the SDCCW, subject to the final approval of the Bishop of the Diocese or the Spiritual Advisor, appointed by him. Section 3. Any member of the Board of Directors missing two consecutive meetings without good and sufficient reason accepted by the President automatically loses her power to vote. Section 4. It is the responsibility of all Officers, Commissioners, and Committee Chairs not attending a meeting to contact the Secretary to obtain all information and material regarding said meeting.

ARTICLE VIII. AMENDMENTS This Constitution may be amended or repealed or a new Constitution and Bylaws may be made and adopted by the Board of Directors at any annual or special meeting of the Board at which a quorum is present upon a 2/3 vote. Notice of the changes must be sent out by electronic email and/or mail to the Board of Directors at least 30 days before the meeting date.

ARTICLE IX. FUNDS All funds and properties shall be held under the title of the Superior Diocesan Council of Catholic Women, parent body.

ARTICLE X. RULES OF ORDER Robert's "Rules of Order Newly Revised" shall be the authority of parliamentary procedure for all meetings.

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SDCCW BYLAWS ARTICLE I. MEETINGS Section 1. The Diocesan Council shall meet annually for the transaction of such business as shall be brought before it. The call to the annual meeting must be sent out not less than thirty days before the date of the meeting. Section 2. The Board of Directors shall meet three times a year: fall, winter, and spring. The time and place to be left to the decision of the Board and announced not less than thirty days prior to the date of such meetings. Special meetings may be called by the President or on written request by at least eight members of the Board. Section 3. Meeting of the Executive Committee shall be subject to the call of the President or two- thirds of the executive committee. The Executive Committee shall report any meetings or business transacted to the Board of Directors at its next regularly called meeting. Section 4. Voting at any time shall be confined to members present unless the Board of Directors shall authorize a ballot by mail or phone for a particular purpose. Section 5. A quorum for the transaction of business shall be as follows:

A. Annual meeting - Representatives of 25% of all affiliated organizations. B. Board of Directors - Eight members, of whom three shall be officers. C. Executive Committee - Three members.

ARTICLE II. DUES Section 1. Annual dues for membership in the Diocesan Council of Catholic Women for each affiliated unit shall be set annually by the SDCCW. Any dues payable shall be made payable to SDCCW and sent to the diocesan Treasurer by December 1st each year. Section 2. Annual dues for membership in NCCW will be mailed directly to each affiliated unit and individual member by NCCW and are payable to NCCW at the due date specified by NCCW to the address they indicate.

ARTICLE III. COMMISSIONS AND COMMITTEES Section 1. The purpose of the Commissions and Committees shall be to promote Council endeavors along the lines set down by the Second Vatican Council, the United States Conference of Catholic Bishops and the National Council of Catholic Women.

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Section 2. The Commissions of the SDCCW shall be: A. Spirituality B. Leadership C. Service

Section 3. Committees of the SDCCW could include: A. Respect life

B. Publicity C. Pax Christi D. Scholarships E. Historian F. Nominating G. Budget H. Membership I. Resolutions

Section 4. The President shall appoint the Chair of each Commission and Committee as set forth in Sections 2 and 3.

ARTICLE IV. REPRESENTATION Section 1. Each affiliated organization shall be entitled to be represented at the annual meeting by one delegate or her alternate. Section 2. Each delegate at the annual meeting shall have one vote. No delegate shall be allowed to represent more than one organization. Section 3. The voting membership of the annual meeting shall consist of the Board of Directors and parish delegates.

ARTICLE V. ELECTION OF OFFICERS Section 1. Process of Nominations

A. At the Fall Board meeting the President shall appoint a Nominating Committee from the deaneries in the Diocese of Superior. The members of the Nominating Committee need not necessarily be members of the Board of Directors. The Diocesan Spiritual Advisor shall be a member of the Nominating Committee. B. The Nominating Committee shall present a slate of at least two nominees for each office open for election to the Board of Directors at the Winter Board meeting. Nominees for each office shall be a cross section of the entire diocese as much as is feasible. C. Qualified nominees shall be called for from the floor.

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D. The election of officers shall be conducted by the Parliamentarian and shall be by ballot. If there is only one candidate for office, the vote may be by voice.

E. The President may not be a member of the Nominating Committee. Section 2. The election shall be held at the Spring Board meeting Section 3. Voting shall be in person. Each member of the Board of Directors shall have one vote. Section 4. The President shall announce the results of the election before the close of the meeting. Section 5. Newly elected officers will assume all duties relating to their office immediately upon their installation at the Diocesan Annual Convention. Section 6. The nomination of the Province Director shall be the responsibility of the Nominating Committee every ten years beginning in 1985, and elected at the Winter Board Meeting and according to Sections 3, 4 and 5 above. Her installation occurs at the Annual National Convention.

ARTICLE VI. DUTIES OF OFFICERS Section 1. The President shall preside at all meeting of the Diocesan Council, all meetings of the Board of Directors and of the Executive Committee; shall be ex-officio member of all Committees, and shall perform other duties as devolve upon her office. The President shall appoint the chairs of the Diocesan Council's Commissions and Committees, as specified in Article III of these Bylaws. She shall appoint a Parliamentarian with the approval of the Diocesan Spiritual Advisor to serve during her tenure. Section 2. The President-elect, upon request or in the absence of the President, shall assume the duties of that office. In case of death or resignation of the President, the President-elect shall assume the duties of the office of President. The office of President-elect shall then be filled by an election to be held at the next immediate Board of Directors meeting according to due process. The President-elect shall perform any other duties the President may assign her at any time. When a member has served her full term as President-elect, she shall automatically become President for a full term upon her installation to that office. Section 3. The Presidents of their respective deaneries shall promote the interests of the Diocesan Council. It shall be their duty to report annually to the Board of Directors.

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Section 4. The Secretary shall keep the minutes of the Diocesan Council and all executive meetings, and shall have charge of all papers pertaining to her office. She shall furnish a typed report of all actions taken by the Executive Committee and Board of Directors at meetings, to all members of the Board of Directors no later than thirty days following said meeting. Section 5. The Treasurer shall hold all monies belonging to the Diocesan Council in a special account for that purpose. She shall receive Diocesan dues from the parishes if billed. She shall pay all ordinary expenses with the approval of the President. She shall pay extraordinary expenses with the approval of the Board of Directors and/or two-thirds of the Executive Committee. She shall close the books at the end of the fiscal year, June 30, and submit the books to an auditor immediately. The final audit of her term shall be done no later than one month following the annual meeting, so that all convention expense may be taken care of. Immediately after the audit, she shall submit her books and records to her successor. Upon completion of her term of office, she shall turn over all monies and records to her successor by July 1, after paying all expenses of the annual convention, which have been approved by the President and/or Diocesan Spiritual Advisor. Section 6. The Parliamentarian shall rule upon matters of parliamentary order and procedure in accord with the Constitution and Bylaws. She shall advise the presiding officer, when requested, on questions of parliamentary law and matters of procedure, and shall serve as a non-voting member of the Executive Committee and voting member of the Board of Directors. Section 7. The Webmaster is responsible for the maintenance of the Diocesan CCW website and Social Media as well as communicating CCW updates to the Diocese of Superior Webmaster (catholicdos.org/catholic-organizations). Section 8. Each officer and chair shall turn over to her successor all books, papers and other property pertaining to her office within thirty days after the expiration of office. Section 9. Each chair and officer shall render a written report of her year's work annually, to be entered into the proceeding of the annual meeting. The President shall submit an annual report to NCCW President, and one copy for her file. The Commission Chair and the Province Director shall submit an annual report to the corresponding NCCW Commission Chair and the SDCCW President. Each shall retain one copy for her file.

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ARTICLE VII. NATIONAL CONVENTION Section 1. Registration, transportation, food and lodging expenses incurred at the National convention shall be allowed for the President and the President-elect of the Diocese. Section 2. Expenses for Officers, Commissioners and Committee Chairs for whom workshops are offered will be reimbursed as the budget allows.

ARTICLE VIII. AMENDMENTS These Bylaws may be amended or repealed or a new Constitution and Bylaws may be made and adopted by the Board of Directors at any annual or special meeting of the Board at which a quorum is present upon a 2/3 vote. Notice of the changes must be sent out by electronic email and/or mail to the Board of Directors at least 30 days before the meeting date.

ARTICLE IX. RULES OF ORDER Robert's "Rules of Order Newly Revised" shall be the authority of parliamentary procedure for all meetings.

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SDCCW GUIDELINES The Board of Directors of the Council of Catholic Women is very important to the success and effectiveness of the Council; therefore, effort and time should be put into proper organization and implementation. While these guidelines are printed specifically for the Diocesan Board of Directors, they are adaptable to Deanery and Parish Board of Directors as well. For better understanding, uniformity and effectiveness to create a better council, we urge all Board of Directors of the Council of Catholic Women to adapt these norms. Parish Council Chair coinciding with CCW Chair have precedence over CCW Chair. At no time shall the CCW Chair interfere with Parish committees other than to cooperate and lend assistance to Parish Councils, if asked. I. FORMING BOARD OF DIRECTORS FOR DIOCESE/DEANERY/PARISH

A. Spiritual Advisor

A Diocesan Priest is appointed by the Bishop to act as Spiritual Advisor. The Dean of each deanery is the Spiritual Advisor of that respective deanery. The local pastor is the Spiritual Advisor of his parish organization.

B. Elected Officials

All elected at large from their membership. 1. Past President 2. President 3. President-elect 4. Secretary 5. Treasurer

C. Members of the Diocesan Board of Directors by virtue of their office

1. Delegates at-Large, usually the immediate past President of her respective deanery

2. Deanery Presidents: elected by the deanery membership 3. Deanery President-elect

D. Board members appointed by the Diocesan/Deanery/Parish Presidents

It may not be feasible for Parishes and even Deaneries to appoint all the above standing committee chairs, however, all are very important for a well-rounded functioning Council. 1. Parliamentarian 2. Webmaster

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3. Commissioners • Spirituality • Leadership • Service

4. Committee Chairs • Respect life • Publicity • Pax Christi • Scholarships • Historian • Nominating • Budget • Membership • Resolutions

E. Any officer or appointee of the Diocese/Deanery living within a parish or deanery,

by virtue of her office, is a member of the Board of Directors of her respective deanery or parish.

F. The Milwaukee Province Director, if residing within the boundaries of the

Diocese/Deanery/Parish is also a member of the Board of Directors of the Diocese/Deanery/Parish Council, by virtue of her office.

G. A representative of the Sisters’ Council, appointed/elected by their Diocesan Sisters

Council. II. ELECTIONS Candidates for the following offices, preferably two for each office, shall be presented to the Diocesan Board of Directors by the Nominating Committee to be voted upon at the Spring Board meeting. Deanery and Parish officers may be selected in the same manner, or at the discretion of their respective Board of Directors and their Constitution and Bylaws.

A. Diocesan President The President-elect, upon completion of her two-year term, shall assume the position of President, immediately after being installed as such at the Annual Diocesan Convention.

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B. Diocesan President-Elect Elected in even years for a term of two years. Must have served on the SDCCW Board of Directors for at least one full two-year term; or have completed or be completing a full two year term of Parish or Deanery CCW President; and cannot be re-elected to succeed herself.

C. Diocesan Secretary

Elected in even years for a term of two years from the entire membership of the Diocese. Need not have served on the Diocesan Board of Directors. Should have computer skills.

D. Diocesan Treasurer

Elected in odd years for a term of two years from the entire membership of the Diocese. Need not have served on the Diocesan Board of Directors. Must have knowledge in bookkeeping or financial records.

III. EXECUTIVE COMMITTEE Meetings of the Executive Committee as provided for in the Constitution and Bylaws of each organization. Invited to Executive Committee meetings are the following:

A. President, President-elect, Secretary, Treasurer B. Parliamentarian C. Past President D. Spiritual Advisor

IV. MEETINGS

A. Diocesan Meetings

1. The Board of Directors of the SDCCW shall hold three regular meetings per year: early fall, mid-winter and spring (the day before the annual Diocesan Convention). The President shall send a notice of each meeting to the Diocesan Spiritual Advisor and all Board Members, stating the time, place, date and a proposed agenda, at least a month in advance. This will allow Board members time to respond with additional items to be placed upon the agenda for consideration.

2. Mass, Benediction, Sacred Scripture Readings, Eucharistic Services and Prayers should be on the agenda, adding the proper perspective to all Council work

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B. Deanery Meetings 1. Two meetings are held per year: one in the fall and one in the spring. to which

all members of the deanery are invited. The Deanery President shall send a notice of each meeting to all Parish CCW Presidents, stating the time, place, date and a proposed agenda, at least a month in advance. This will allow Presidents time to respond with additional items to be placed upon the agenda for consideration.

2. The Diocesan President and Spiritual Advisor should be invited to attend. Expenses of those invited shall be paid by the host organization.

3. Mass, Benediction, Sacred Scripture Readings, Eucharistic Services and Prayers should be on the agenda, adding the proper perspective to all Council work.

C. Parish Meetings

1. It is advised that at least four meetings of the Board of Directors or Executive Committee be held in over the course of the year and will follow the dictates of their respective Constitution and Bylaws. The Parish President shall send a notice of each meeting all Board members, stating the time, place, date and a proposed agenda at least a month in advance. This will allow Board members time to respond with additional items to be placed upon the agenda for consideration. It is also advised to advertise the meetings to all women of the parish.

V. WORKSHOPS It is advised that Officers and Committee Chairs conduct a workshop for all deanery and parish personnel in early fall to give directives and programs they wish to have implemented throughout the Diocese, and to assist those persons with their role in the SDCCW as deanery and parish officers and committee chairs. VI. REIMBURSEMENTS

A. Expense vouchers for official expenses must be used all Board members and maintained by the Treasurer.

B. Official expenses include: meals, lodging, mileage, fees, postage, etc. If in doubt

whether the expense is personal or official, it should be resolved before incurred, if at all possible in consultation with the President or Spiritual Advisor if necessary. Mileage costs will be reimbursed as allowed by Federal regulations.

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C. Within one week of its reception, the President must approve a voucher, forward it to the Treasurer, who in turn must honor it within one week, or the President may reject a voucher, returning it to the sender, stating the reason(s) for rejection.

D. Anyone on special or ad hoc committees or special assignments is to have all

official expenses paid.

E. Vouchers are to be submitted by all, especially as regards the normal run of official expenses. Anyone inclined to return any expense money to the Diocesan Treasurer may do so, but it must be done anonymously.

VII. NEW BOARD MEMBERS

A. Shall be given all records and material relating to her office by the former officer no

later than July 1.

B. Shall be strongly encouraged to attend the Annual Board Meeting prior to her taking office.

C. Shall become acquainted with all aspects of SDCCW as soon as possible.

D. Nominees, other than board members, shall attend the Annual Board Meeting at which she is a candidate, and shall have necessary expense paid.

VIII. MASSES FOR DECEASED BOARD MEMBERS

A. Masses for deceased board members and their immediate families, (spouses, children and parents) are to be arranged for by the Spiritual Advisor or his delegate (the President). The stipend is to be paid by the Diocesan Treasurer.

B. Once a death is heard of, the Parish President is to be informed, who will in turn

inform the Deanery and Diocesan President and Spiritual Advisor, so proper condolences can be made and attendance at the funeral service, if feasible.

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SDCCW JOB DESCRIPTIONS DIOCESAN/DEANERY SPIRITUAL ADVISORS/PASTORS The Spiritual Advisor supports the work of the Council and is to give spiritual advice to the Council Officers and the membership he serves, as well as other advice that may be requested by the Council Officers. The title of Spiritual Advisor is given to a person appointed by the local bishop. The Spiritual Advisor fulfills his role in the following ways:

• Regular attendance at Council Meetings. • Attendance at other events that are sponsored or supported by Council. • Witness to the work of Council whether at the local, Diocesan, Province or National

levels. • Attendance at Diocesan Conventions. • Attendance at the National Convention. • Willingness to work with the women of Council to ensure that the women fulfill the

mission statement of the NCCW. • The offering of a day of recollection, or some spiritual event for the women each year

to engage them in spiritual growth. • To provide a spiritual presence at all gatherings of the women of Council ensuring that

all meetings begin and end with prayer, and that the Council never loses sight of the spiritual dimension of the NCCW.

• Inform Council on matters of importance and updates on special events occurring in the local diocese.

• Write articles of interest for the biannual diocesan newsletter. Articles should be typed not more than 400 words.

• Represent the (arch) bishop to the women of Council.

PRESIDENT (Diocesan/Deanery/Parish) • Must have served on Board of Directors for at least two years before serving as

President. • The President shall preside at all meetings of the CCW, of the Board of Directors and

the Executive Committee, and shall perform all the duties of the office. • By virtue of her office, she shall be an ex-officio member of all committees except the

Nominating Committee. She shall appoint a Parliamentarian with the approval of the Bishop, Diocesan Spiritual Advisor or Pastor, to serve during her tenure.

• Upon her installation as President, she shall begin the process of appointing board positions for her term of office. As soon as the roster is completed, she shall compile a directory for all members of the Board of Directors, containing address and phone number of the Bishop, Diocesan Spiritual Advisor/Pastor and Dean. The first name,

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surname, address, telephone number and email address of all officers, Board of Directors, Commissioners and Consultants, according to the Constitution and Bylaws. These directories shall be printed and ready for distribution to all Board members by the fall meeting.

• Represents her organization in contacts with the Bishop, Spiritual Advisor or Pastor, with the NCCW, and all units of her organization, and shall serve as its public spokeswomen.

• Is responsible for overall work of CCW. • Is thoroughly familiar with goals, structure, Bylaws, standing rules, policies and

programs of the CCW, and make decisions accordingly. • Appoints Commission Chairs, Committee Chairs, Parliamentarian, Webmaster and all

special committees, according to the Bylaws. • Is available to and keeps in close communication with all Board members. • Sees that Officers, Commission Chairs and Committee Chairs are acquainted with their

work and follow through with all directives. • Delegates tasks and responsibilities fairly. • Reads and studies organization correspondence and available resource material. • Responds to correspondence promptly. • Passes on pertinent information and material to Board members promptly. • Is responsible for planning programs for each commission with the Commission Chair. • Checks with necessary board members prior to meetings for input on agenda items. • Prepares an agenda for all meetings. • Sets dates for all meetings, events, in consultation with Spiritual Advisor/Pastor. • Checks and approves the minutes of the Secretary prior to distribution to all board

members. • Approves expense vouchers for all disbursements to be paid by the Treasurer. • Appoints auditor annually to audit Treasurer’s books/financial records prior to the

annual convention. • Cooperates with other diocesan/deanery agencies on requests compatible with

SDCCW programs and policy. • Encourages Commission Chairs to keep in close touch with their CCW counterpart,

reporting annually to NCCW Commission Chairs their activities, and encourages Commission Chairs to attend the NCCW Convention and Institutes.

• Directs planning for all affiliates/deanery/parish members to attend National Convention.

• Upon the completion of her two-year term, she arranges for an installation ceremony, moving the President-elect into the office of President.

• She shall be reimbursed for expenses incurred while serving in her Office.

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SPECIFIC DUTIES FOR DIOCESAN PRESIDENT To the Province

• Represents SDCCW on Province Board. • Has responsibility, with Past President, for SDCCW workshops. • Directs Diocesan Treasurer to send dues to Province Director on time. • Keeps in close communication with Province Director, notifying her immediately of any

changes in any representatives of SDCCW who might serve on Province Board. • Includes Province Directors name and address on SDCCW mailing list. • Keeps Province Director informed of any activities, events or concerns that should be

communicated to NCCW Board Meetings. • Sends copy of annual report to Province Director. • Invites Province Director to attend and speak at annual Convention/Conference as a

guest. To the Bishop

• Meets personally, by appointment, with Bishop to review past year, preview upcoming year and discuss pertinent issues. Conference with bishop on theme for next annual meeting prior to Fall Board meeting.

• Checks well ahead with Bishops Administrative Assistant or Office for any appointments, or information for any SDCCW event.

• Submits tentative agenda of any Diocesan meeting well ahead before any personal meeting.

• Keeps Bishop well informed on all activities and important issues of SDCCW. • Invites Bishop to concelebrate Mass and give the homily at the SDCCW Convention. • Serves on Diocesan committees when asked or appointed by the Bishop. • Brings request from the Bishop to SDCCW Board Meetings.

To CCW Members

• Plans the Annual Diocesan Convention, with consultation of the Board of Directors. • Attends Deanery Meetings, bringing pertinent information concerning NCCW as to the

dues structure, the services and privileges provided, and the privilege of parishes of submitting possible names for nominations for SDCCW offices according to the Bylaws.

• Keeps deaneries/parishes informed and communicates regularly regarding: o NCCW Conventions o SDCCW Conventions and Workshops

• Encourages, by communication, attendance to all Deanery and Diocesan meetings. • Encourages participation in Leadership Training Sessions and Catholics at the Capitol,

a bi-annual event. • By communication, assists and encourages all DCCW programs: Madonna Plan, Help-

a-Child, Works of Peace, Legislative Issues, etc.

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• At fall Board meeting, and during any Deanery Meetings she attends, she indicates the actual site (which may be different than that of the host deanery), the approximate date and any other information pertaining to the upcoming annual meeting and convention.

• Submits names of outstanding women of the diocese to the Province Director for potential officers or committee persons for NCCW.

• Represents SDCCW at NCCW Conventions. • Is responsible for contact with NCCW, reporting annually on activities and programs of

SDCCW to NCCW. • Arranges to have Diocesan Treasurer send any changes of President, Spiritual Advisor,

Treasurer and Commission Chairs to NCCW. • Checks records to see that all deanery/parish Presidents and affiliated organizations

names and addresses are correct and annual dues are collected, recorded and transmitted to NCCW.

To Spiritual Advisors/Pastors • Consults regularly for spiritual direction and advice on important Board matters. • Keeps Spiritual Advisors/Pastors well informed as to time and place of Board meetings,

workshops, institutes, conventions and all CCW activities. • Includes Spiritual Advisors/Pastors on important CCW committees. Recognizes their

support, in the name of Board, vocally and with Thank You's when appropriate. • Advises personally when deaths of family members of the Board of Directors have

occurred, so that the proper condolences can be given.

PAST PRESIDENT • The Past President serves as a member of the Board of Directors, and as a consultant,

being available to all members of the board. • Plans SDCCW retreats. • Plans Banquet for the Annual Diocesan Convention. • She shall be reimbursed for expenses incurred while serving as a member of the board

PRESIDENT-ELECT • Nominee for Diocesan President-Elect must have served on the SDCCW Board of

Directors for at least one full two-year term. • The President-elect shall perform the duties of the President in the absence of the

President, and assist the President whenever she requests her assistance. • Serves as the President's representative at any meeting that the President is unable to

attend. • Studies the Bylaws and become knowledgeable in the works of the CCW, its goals and

programs. • Serves on the Executive Committee. • She shall be reimbursed for expenses incurred while serving as a member of the board.

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• At the Completion of the President's two-year term, the President-elect shall be installed as President of SDCCW.

SECRETARY • Keeps an account of all meetings of the council, Board of Directors and Executive

Committee, and perform any other duties as delegated by the President or Executive Committee.

• The Diocesan Secretary must send a copy of the minutes to the Diocesan President within one week after a meeting for any corrections and approval. A corrected or approved copy of the minutes shall be sent to all Board members at least one week prior to any Board meeting. Executive Committee meeting minutes are also sent to the Board members prior to a regular Board meeting. Executive Committee meeting minutes need not be read at a meeting, but should be open for discussion should a member ask for same.

• Keeps a correct list (roll call) of officers of the Council, members of the Board of Directors, Commission Chairs and chairs of outstanding and special committees.

• Keeps a file of all committee reports; date received and action taken. • In the absence of the President and President-elect, calls the meeting to order and

presides until the election of a chair pro-tem, which should take place immediately. The Secretary never acts as chair of the meeting.

• Calls the roll: a silent roll may be taken by passing a roll call book for each member to sign.

• Maintains all documents, Bylaws, special rules and other pertinent materials, to be available at each meeting should any questions arise.

• Reads correspondence at the request of the President. • Prepares enough copies of the previous annual meeting minutes to be included in the

packets for each person attending the annual convention. • Assists Deanery and Parish Secretaries when necessary. • Serves on the Executive Committee. • She shall be reimbursed for expenses incurred while serving as a member of the board. • Expenses of attending National Conventions shall be paid as the budget allows.

Minutes

• Are a record of what is done by action of the Board of Directors, the Executive Committee, or a committee, not what is said by the members.

• Should be as brief as possible and should be recorded according to the order in which the business is presented at the meeting.

• Include points of the program, which are noted without comment and never reflect the opinion of the Secretary.

• Need separate paragraphs for each subject. • "Respectfully submitted" is not used.

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• Include exact wording of all main motions, carried or lost. o Include all subsidiary privileged and incidental motions that were carried. o Include all points of order and appeals sustained or lost. o All counted votes must be recorded. o Lengthy motions should be written by the maker and presented to the Secretary

for record. • Include the full election report of votes received. • Record the bare essentials of a report and the statement that a full report is filed with

minutes. • Keep with the minutes a file of all reports of Treasurer, budget, revisions, audit and

other reports that should be a matter of record. Date this matter. • Minutes of an Executive Committee are never read or approved by the general

assembly, but may be ordered read with a two-third vote. Minutes of previous meeting are never read or approved at a special meeting. Annual meeting minutes are approved at the next regular meeting.

How to Write Minutes Heading

• Name of the organization and kind of meeting - regular, special, annual, etc (eg: SDCCW Spring Board Meeting)

• Date and location of meeting Call to Order Record names of person presenting:

• Prayer • Pledge of Allegiance to the Flag of the United States of America • Roll Call

Minutes Whether the minutes of the previous meeting were read and approved as read or as corrected, or if dispensed with; or approved as circulated, or by a committee. Reports

• Treasurer's report. Show balance. Correspondence not requiring action. • Officers’ reports. • Commissioners’ reports

Standing Committees: Called for as appears in the Bylaws if they are to report. Record fact of the report, any important data in it, and action taken or recommendation if any.

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Special Committees: Reports of committees to which were referred motions, and the actions taken as result of their reports. Unfinished Business: The chair brings up subjects not completed at the previous meeting: motions which were postponed from the last meeting and any amendments to Standing Rules or Bylaws. New Business

• Correspondence requiring action, and action taken. • All main motions, Points of Order and appeals whether sustained or lost, and all other

motions not withdrawn or lost. • Give the name of the maker of motions but not the person seconding. • All motions which bring a question again before the assembly as Rescind. Take from

the table. • Elections: Names of tellers, report of nomination committee those nominated from the

floor; exact wording of the report of the tellers in complete form, and who the chair declared elected. Always give the exact number of votes on any ballot vote, or on a motion requiring a 2/3 vote.

Program: President introduces the program. If a speaker, record the name of speaker and subject. Do not summarize the contents of the speech. Announcements: All important announcements not made before are recorded. Adjournment: Give the time and the manner the meeting was adjourned. Date approved: Signature: (name) Secretary

TREASURER • Administrates the CCW checking account, dues account, charities account and

Contingency Fund. The Treasurer shall take her directives from the President, Executive Committee, and or Spiritual Advisor/Pastor.

• Receives all monies, including dues and charity donations as paid by the deaneries and records them in the proper account.

• Deposits all monies in a bank as approved by the Executive Committee and/or the Spiritual Advisor/Pastor.

• Pays NCCW and Province dues upon receipt of the billings • Pays all ordinary expense as approved by the President or Executive Committee. The

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President, Board of Directors or, membership and Spiritual Advisor/Pastor, must approve extraordinary expenses.

• Obtains vouchers approved by the President for all money she disburses prior to disbursement.

• Uses a computer program, preserve all receipts, vouchers, cancelled checks, bank statements and keeps record of all pertinent transactions and information.

• Prepares and presents a Treasurer's Report for every meeting with copies for every member.

• Prepares and presents an Annual Report to the Board of Directors at the annual SDCCW Convention with copies for all delegates present.

• Closes the books at the end of the fiscal year, June 30, and submits the books to an auditor immediately. The final audit of her term shall be done no later than one month following the annual meeting, so that all convention expense may be taken care of. Immediately after the audit, she shall submit her books and records to her successor.

• Serves on the Budget Committee. • Prepares a preliminary budget with the necessary information concerning income and

disbursements according to previous year. • Presents the President with financial information for the Diocesan allocation meeting

and may be asked to accompany the President to the meeting. • Attends any training sessions offered, and shall be available to assist any other

Treasurer: i.e., Deanery-Parish. • At the end of her term she shall assist in a smooth transition to the new Treasurer. • Prepares an article containing information concerning dues - the amount, what they are

used for, and charities supported by the organization - and presents it to the Publicity Chair for publication, or to the Deanery/Parish Presidents, annually in the fall.

• She shall be reimbursed for expenses incurred in her office and for expenses for attending Diocesan Board Meetings and Conventions. She shall be reimbursed for attending the National Convention when workshops pertaining to her office are offered.

PARLIAMENTARIAN • Knows parliamentary law and procedures. • Advises, when requested, the President, the Executive Committee and Board on

parliamentary questions concerning the council. • Runs elections for the nominating committee at the fall meeting if the President does

not appoint someone else to run them. • Runs the election of the officers at the Convention unless Bylaws state otherwise. • Presents any Bylaws amendments procedure to Board. • Presents Bylaws and Rules to Board. • Prepares and presents brief instruction on parliamentary procedure at regular Board

meetings, when requested by the President.

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• Serves on the Executive Committee. • Rules upon matters of parliamentary order and procedures in accord with the

Constitution and Bylaws. • She shall be reimbursed for expenses incurred while serving as a member of the Board. • Expense of attending National Conventions shall be paid as the budget allows, and

only on the approval of the President and/or Spiritual Advisor.

WEBMASTER • Creates, revises and maintains the website for SDCCW. • Creates, revises and maintains a Social Media presence (eg: Facebook) for the SDCCW. • Communicates updates to the Diocese of Superior Webmaster

(catholicdos.org/catholic-organizations). • Attends and reports at meetings of the SDCCW Board of Directors. • Review this job description annually and report amendments to the Secretary. • She shall be reimbursed for expenses incurred while serving as a member of the board.

COMMISSIONERS The mission of NCCW is carried out through the work of three commissions:

• Spirituality • Leadership • Service

General Duties

• Each Commission shall focus on one program as adopted and defined by the National Commission Chairs and approved by the Board of Directors of NCCW.

• The selected national program may change from time to time. In addition to the program suggested by the national organization, the Diocesan Commission Chairs may add an additional program if approved by the Diocesan Board of Directors.

• Diocesan Commissioners provide program information to Deanery/Parish Commissioners. In the event that no information is received from the Diocese, it shall be the obligation of the Deanery and Parish Commissioners to implement programs for their own organizations. Local issues and programs of value are always available from local sources and should be implemented.

• Frequent communication between the Diocesan/Deanery/Parish Commissioners is encouraged.

• Commissioners are to write articles of interest pertaining to their Commission for the biannual diocesan newsletter. Articles should be typed and not more than 400 words.

• Completes and returns all annual reports when due, as requested by the Deanery/Diocesan/National Committee Chair.

• Diocesan Commissioners shall prepare directives for the year’s projects, presenting

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them at a fall workshop for all Deanery/Parish Commissioners. If no workshop is held, these directives should be sent to all Deanery/Parish Commissioners within thirty days of the Board meeting. It is the duty of the Deanery chair to forward the Diocesan directives to the Parish Chair. Resolutions adopted at the NCCW Convention should be a starting point for Commission work on all levels.

• Diocesan Commissioners shall furnish Deanery Commissioners with a report form, copies from the form received from National. (See Reports in the Board of Directors guidelines section.) These are for the purpose of reporting work done by the Deanery/Parish corresponding commissioner.

• Understands the functions, programs and general overall work of the organization. • Diocesan expense pertaining to her office shall be paid while performing her duties. • Attend National Conventions, expenses paid as provided by Bylaws. • No Commissioner shall be paid out-of-Diocesan expense without prior approval of the

Board of Directors, or in the case of an emergency, the President's approval. Spirituality The Spirituality Commission reinforces faith and supports service to the Church and to the world through discipleship and spiritual growth; and encourages legislative advocacy at the local, state, and national levels, guided by Catholic social teaching.

• Assists the President with the planning the Liturgy for conventions, workshops or meetings. Contact Spiritual Advisor/Pastor for advice.

• Assists Deanery/Parish Church Commissioners to promote the teachings of the church. • Stays informed about liturgy and liturgical functions. • Attends any workshops or teaching seminars to gain a better understanding of

sacramentals. • Provides materials or ideas on liturgy and liturgical functions in the

Diocese/Deanery/Parish to the proper committee especially to Parish Council Liturgy Committees.

• Maintains contact with the Diocesan Vocations Director and assist him with methods of recruitment and training programs.

• Promotes and provides information about retreats available in the area. • Serves as a resource person in promoting Bible studies. • Promotes Ecumenism according to the latest church policies and statements of the

Pope, U.S. Conference of Catholic Bishops, and NCCW. • Encourages legislative advocacy at the local, state and national levels, guided by

Catholic social teaching. • Assists women in understanding the legislative process. • Analyzes current and proposed laws and promotes activities that will bring about

greater social and economic justice in our society at the local, state and national level. • Attends Catholics at Capital annual event in Madison. • Reminds all members to vote in local elections.

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• Attends NCCW conventions when possible. Network with Commissioners from NCCW for ideas.

Leadership The Leadership Commission provides organization development, opportunities for training, as well as publicity resources, and publications to strengthen leadership.

• Purchases/uses the NCCW Guidance and Resource Manual • Assists the President in maintaining the Diocesan directory. • Keeps current lists, including e-lists and emails, of the affiliated units, Officers of the

Diocesan council, Commissioners, and Chairs of Standing Committees. She shall coordinate and maintain addresses for mailing purposes of all members without email addresses. The addresses will be listed by deanery so that specific messages can be sent by deanery if necessary.

• Coordinates and maintains all email addresses by deanery. • Keeps current list of “snail” mail members by deanery. • Assists the President in arranging meetings, promotion and development. • Plans workshops to explain and assist organizations in an understanding of council

work. • Assists in training programs for officers and commissioners of the organization. • Emphasizes membership to the CCW throughout the Diocese on individual and affiliate

levels. • Works in collaboration with Publicity Chair and Webmaster to provide accurate

information and promotions. • Coordinates and sends thank you cards for volunteers at all Diocesan CCW events

Service The Service Commission engages the members of NCCW, and all people, in working to address the needs and concerns of their individual communities; and supports and enhances family life within the Church and society.

• Promotes NCCW - Celebrate Council Sunday. Plans a reception after Mass, invites guests from other parishes or diocesan organizations or honor a member for outstanding service to Council. Sends pictures with story to NCCW and area papers.

• Protects families from pornography. • Promotes Religious Freedom. • Supports marriage. • Feeds the hungry - Researches local communities for Catholic Charities, Churches,

food pantries, soup kitchens and other organizations that feed the hungry. Grows extra garden produce and donates to the organizations that provide meals for the less fortunate.

• Visits veterans, elderly and shut-ins - Gets involved with the NCCW Respite Program, takes small gifts to the residents in the nursing homes and shut-ins, sends cards, and

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prays for them. • Starts a book club - Invites all women of the community to attend using local and

diocesan advertising. Have information available from the Catholic Woman magazine and the NCCW Connect.

• Educates regarding international human trafficking and poverty. • Prays - Invites members to sign up to lead opening/closing prayer at meetings.

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COMMITTEE CHAIRS General Duties

• Attend Diocesan CCW Board Meetings • Diocesan Committee Chairs provide information to Deanery/Parish Committee Chairs

through workshops and communication. In the event that no information is received from the Diocese, it shall be the obligation of the Deanery and Parish Committee Chairs to implement programs for their own organizations.

• Frequent communication between the Diocesan/Deanery/Parish Commissioners is encouraged.

• Committee Chairs are to write articles of interest for the biannual diocesan newsletter. Articles should be typed not more than 400 words.

• Understands the functions, programs and general overall work of the organization. • Diocesan expense pertaining to her office shall be paid while performing her duties. • No Committee Chair shall be paid out-of-Diocesan expense without prior approval of

the Board of Directors, or in the case of an emergency, the President's approval. Respect Life

• Acts according to the norms and directions proved by the Diocesan Respect Life Coordinator and the Bishop, promoting those directives within the Diocese/Deanery/Parish, and providing Deanery/Parish Chair with information to carry out the programs.

• Provides a report for the Annual Convention, with assistance from Parish/Deanery Chair.

Publicity

• Receives and edits all material destined for publication in the Diocesan Newsletters, and in our Diocesan and local papers. She is in frequent contact with the President. All material received for publication must be current and of interest to the entire membership. Commissioners will submit articles for publication to the Publicity Chair, who will be responsible for having them published in an orderly and timely fashion.

• Sets up a timetable of publications in consultation with the Diocesan President. • Compiles and prints Annual Diocesan Convention Booklet. • Presents all CCW actions, stories and positions taken in a positive manner, by not

leaving the Council open for criticism from the inside or outside.

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• Conducts workshops to assist Deanery and Parish Publicity Chair in their endeavors. • Writes stories on all events planned by the Council, in addition to workshops,

conventions, both local and National. Feature news stories on projects/ministries work of the Council in cooperation with the Commissioners, Project Chair, such as Madonna Plan, Water Tanks for Kenya, Help-a-Child, and other local projects, and Standing Committee Chair.

• Rules for release of information to newspaper: o Learn as much as you can about your organization and the particular subject you

wish to publicize. o Contact the editor and the member with whom you will be working. Find out

what they expect of you and what they will do for you. o Leave an inch margin on all sides. In the upper left-hand corner type: "TO"

(name of paper or staff member), "FROM" (your name. address. phone number. title. organization. and date) "TO BE RELEASED" (tell when: next issue, immediately, or month).

o Be accurate: short sentences, full names, easily understood language, correct time, place and spelling; avoid glowing tributes and adjectives.

o Be brief, answer the questions: who, what, where, why, when and how. o Be prompt-send copy in early. o Check with paper about pictures. Names make News! Please include addresses. o Keep a final of all copies of every release you send out.

Pax Christi

• Provides application forms and directions for completing the application to every Parish in the Diocese.

• Coordinates Judging Committee, which consists of one woman from each Deanery. • The Parish Pax Christi chair and her committee, appointed by the Parish President, shall

seek a candidate, and prepare a dossier of that candidate, following the format and information found in the Pax Christi Guidelines section of this handbook.

• Compiles dossiers from each parish. • Sends dossiers to Judging Committee members. • Compiles finalists’ dossiers and sends to Diocesan CCW President and Bishop. • Notifies each nominee that they are candidates for the award and ask them to be

present at the convention. • The Pax Christi nominees will be presented to the Bishop at the Annual Convention.

The Diocesan Pax Christi chair arranges to have all nominees seated at the Liturgy within a short distance from where the Bishop will make the award presentation.

• Arranges for pictures and submits all the above information to the Publicity Chair for publication in the Catholic Herald.

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Suggested Timeline

• October: Provides application forms, instructions and information to all Parish CCW Presidents or Pax Christi Chairs.

• November: Coordinates Judging Committee, which consists of one woman from each Deanery.

• January: Follows up with the Parish CCW Presidents or Pax Christi Chairs to assure that they understand the process and deadlines for completing the dossiers.

• February: Send completed dossiers (anonymized) to Judging Committee for scoring. Top scores from each Deanery are returned by the Committee to the Pax Christi Chair.

• April: Compiles finalists’ dossiers and sends to Diocesan CCW President and Bishop. Writes a summary up to 200 words each of the finalists and forward it to the Publicity Chair for inclusion in the convention booklet. Notifies each nominee that they are candidates for the award and ask them to be present at the convention.

• May: arranges for a photographer to take pictures of nominees at Annual Diocesan Convention. Arranges Pax Christi display. Arranges identification and special seating for candidates.

• June: Sends Thank You notes to those involved. Historian

• Compiles a condensed history of the year's activities for the Convention Booklet. • Custodian of all past historical records and books for the Organization. • Arranges for pictures to be taken at major events and assembles the pictures in a

permanent historical book as a part of the history of the Organization. Nominating

• Diocesan Nominating Committee Chair shall follow the directives of the SDCCW Bylaws, Article V. Section 1.

• Deanery/Parish Nominating Committee Chair shall follow the directives of their Bylaws. If their Bylaws have no specifics, then it is advised that a committee of at least three persons be appointed by the President to seek out nominees for the offices for which a candidate is needed. The slate of officers should be presented at the spring Board meeting or membership meeting for consideration by the membership.

• Prepares a resume of each candidate in cooperation with the candidate, and mails or distributes it to the membership, at least one month prior to election.

• Presents the nominees for office at the meeting for election.

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SPECIAL AND AD HOC COMMITTEES Budget

• May consist of: o Past President o President o President-elect o Treasurer

• Diocesan Committee prepares a Budget every three years and presents to the Bishop and Diocesan Administrator for approval

• Deanery/Parish Committee: set and approve Budget according to Deanery/Parish directives

Membership • Actively pursues increasing membership throughout the diocese

Resolutions • Committee appointed when Bylaws, Constitution or Guidelines need to be updated

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GUIDELINES FOR THE ANNUAL SDCCW CONVENTION These Guidelines are designed to include the policies and format used in preparing annual SDCCW conventions. They have been revised and clarified to assist the host deanery/parish in making a smooth transition from year to year in order to operate a well-organized meeting. It is necessary that each person involved in the annual convention preparation familiarize themselves with the Guidelines. Some overlapping of tasks or duties is inevitable and often necessary, so that all will proceed in an orderly fashion.

CHRONOLOGICAL ROTATION OF HOST DEANERIES This cycle was created to involve the entire diocese in the workings of the Convention. Every attempt should be made to encourage each deanery to host.

South Central Deanery 2016 2021 South West Deanery 2017 2022 North West Deanery 2018 2023 North Central Deanery 2019 2024 Eastern Deanery 2020 2025

The Diocesan convention date and site, with suggestions from the host Deanery President, shall be subject to the approval of the Diocesan President and Spiritual Advisor.

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CONVENTION DUTIES

Committee

Name

Email

Phone

Registration

Packets

Information Desk

Publicity

Speakers

Board Meeting

Banquet

Signs

Floor Plan

Greeters

Morning Reception

Liturgy

Installation

Luncheon

Commission/ Committee Displays

Silent Auction

Gifts:

Past President, Spiritual Advisor, Bishop

Pax Christi

Scholarship

Evaluation

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CONVENTION COMMITTEES REGISTRATION

• The Chair of this Committee is usually the Diocesan Treasurer. She and her committee are responsible for taking advanced registrations as well as running the registration table on the day of the meeting itself.

• All Registration Chair expenses are the responsibility of the Diocese and must be submitted to the Diocesan President.

• Registrations are organized alphabetically at registration table. • On the day of the convention, at least two committee members should be working at

the registration tables. • Committee is responsible for verifying registrations and printing and distributing name

tags and distributing packets. Inform registrants that the packet contains the convention booklet with the agenda of convention events for both days.

• Prepare two lists for the SDCCW President: one of the Priests and one of the Sisters and Distinguished Guests before the Board Meeting so that introductions can be made by the SDCCW President and the Spiritual Advisor. On the day of convention, provide with additional walk-ins.

• The Registration Fee is set by the SDCCW board, and should include the costs associated with:

o Morning hospitality and luncheon o Speaker honorarium o Convention space rental fees o Printing expenses for the Convention Booklets and Worship Aids

• The host deanery/parish is to set a reasonable price for the banquet, morning hospitality and luncheon, agreed upon by the SDCCW Board.

• The registration form must clearly define specific cost for the banquet and for the luncheon and any discount for attending both.

• Registration / Banquet / Luncheon fees waived for the following guests: o Priests, sisters and religious (registration are to be paid by SDCCW or their

respective parishes or deanery. This is to be determined by the SDCCW board annually)

o Bishop o Spiritual Advisor o Pax Christi deanery finalists and their one guest o Scholarship recipients and one guest o Province Director and/or National Invited Officers o Speakers o SDCCW Officer Candidates o Diocesan Presidents of Green Bay, La Crosse, Madison, and Milwaukee o Any other guests at the discretion of the SDCCW President.

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• Reimbursements of all fees will be limited to the following: 100% refund allowed until 30 days prior to the convention; 50% refund up to a week before the convention, and no reimbursement after the registration deadline has passed.

• Money (coins and bills) are to be provided by Diocesan Treasurer for the registration desks, Silent Auction, etc., so that delay will not occur due to lack of proper change.

• All registration money goes to the Diocesan Treasurer. PACKETS/TOTE BAGS

• The Packet Committee makes or secures donations for a packet/tote bag for each convention attendee that includes:

o Convention Booklet (from Publicity Chair) o Evaluations (from Diocesan President) o Other donated items

• The Chair approaches area businesses and the Chamber of Commerce for contributions. Monetary contributions could go towards items such as holy cards, “Magnificat” issues for the next month, small water bottles, candy, etc.

• Packet Committee prepares the Packets upon the availability of materials. • The Chair shall see that the completed packets/tote bags are given to the Registration

Chair for distribution. • The Chair appointed should preferably be from the area where the Annual Meeting will

be held. INFORMATION DESK

• The Chair of this committee is responsible for setting up and staffing the Information Desk during the Convention and should be able to direct traffic and answer questions about the event.

• The Information Desk is headquarters for the following: o The Girl Scouts, who present the US flag at the Liturgy. o The Greeters o Lost and Found o Evaluation Form collection box

• The Chair shall see to it that an easily readable list of the following phone numbers is on display:

o Local police station o Fire station o Nearest doctor and hospital

PUBLICITY

• Publicity Chair assembles and prints the Convention Booklet, which may include: o Agendas for the convention days o Letter from the Bishop

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o Letters/articles from the Spiritual Advisor and Board members o Summary of Spiritual Days o NCCW Convention advertisement o SDCCW Directory o Other articles of interest from NCCW

• Set up a timetable for the various Chairs for articles on the progress of their work. • Distribute Convention flier (from Diocesan President) throughout the Diocese and urge

Deanery and Parish Presidents to promote Convention through parish bulletins, pulpit announcements, reminders at meetings, etc.

• Handles all publicity for the Convention in the Catholic Herald and secular papers, including booking the photographer from the Herald to be present for the events. Works with Diocesan Webmaster for social media publicity.

SPEAKERS

• This Committee is responsible for choosing and booking speaker(s) for the convention, including making travel and hotel reservations if needed.

• Speaker(s) must be approved by the Executive Committee prior to booking. • Speaker(s) are invited to the Banquet, free of charge.

BOARD MEETING

• Run by Diocesan President • Nominating Committee invites nominees for office to be present • Election of officers is held • Commission and Committee annual reports are given

BANQUET

• The SDCCW Past President is the Chair of this committee. • The Chair chooses a nearby hotel/motel for convention attendees traveling from out-

of-town. • The Chair, along with the Diocesan President, selects a menu and site for the Annual

Banquet Dinner. All reservations for the dinner are to be made with the Treasurer/Registration Committee Chair including any special guests and Clergy. Members other than the Board of Directors may attend the dinner, provided that prior reservations are received by the Treasurer.

• The Chair provides a map showing the location of the church or convention site, place of Board meeting, dinner, etc to the Registration Chair for distribution to all Convention attendees.

• Arrange entertainment for the Banquet Dinner. • Contact the Dean of the host Deanery, asking him to invite all clergy residing within his

Deanery to attend the Board Meeting and Banquet Dinner. The dinner expense shall be the obligation of each respective parish.

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• The chair shall provide place cards for those at the head table in accordance with the wishes of the Diocesan President.

• The bouquet for the head table is paid for by the host deanery or parish. The Chair may also bring this bouquet for decoration at the Bishop’s Mass.

SIGNS

• The Chair of this Committee is responsible for all Convention signage, which should be large and easy-to-read.

• Typical signage includes: o Registration o Information Desk o Banquet o Spirituality o Leadership o Service o Silent Auction o Lavatories

• Check with Diocesan President for additional signage needs. • Place traffic directional signs showing the way to the site of meeting, especially if it is

held outside a town. Naturally, any permission needed to post signs will be obtained from the proper authority concerned.

• While much information is given on the printed sheets handed to each registrant, it would also be helpful to have a display directory at the main entrance with locations of first-aid room, restrooms, meeting rooms, etc. Work with Banquet Chair to ensure maps/directories are consistent.

FLOOR PLAN • The Chair of this committee is responsible for choosing spaces and set-up of the

spaces for the Convention events at the host location. Works with Diocesan President and host parish.

• Consult with Commissioners and Committee Chairs for arranging their displays. • Floor plan includes:

o Registration Area o Information Desk – in the public eye, but away from congestion o Speaker o Rooms for Workshops (if needed) o Liturgy o Commission/Committee Display tables o Silent Auction o Luncheon

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• Arrangements for rooms may include:

o Chairs in meeting rooms o Tables for display areas o US flag and Our Lady of Good Counsel Banner for general meeting and

assemblies o Flowers (optional-home deanery expense if purchased) o Microphones wherever needed o Portable whiteboard or presentation equipment for speaker (if needed) o Signage (work with Sign Chair)

GREETERS • The Chair of this Committee is responsible for contacting the host parish and recruiting

approximately four women to serve as Greeters on Convention Day. • These women greet and usher at the Bishop's Mass, help visitors find their proper

meeting rooms, guide people at the general assembly, and so forth. • Greeters should be stationed outside each meeting room, or at least be readily

available in the event more chairs or equipment are needed. • The Information Desk is their headquarters. • Special tags marked "Greeter" would be helpful, so they can easily be identified.

MORNING RECEPTION

• The Chair of this Committee is responsible for planning and serving refreshments for morning hospitality.

• Set up the areas as needed to eliminate congestion and to enhance efficiency. • Appropriate signs should be available for those with special dietary needs and de-

caffeinated coffee, tea and milk should be available. • If a soft drink machine is located in the building, the committee women should know of

its location.

LlTURGY

• The Chair of this Committee is the Diocesan Spirituality Commissioner, with the assistance of the President, Diocesan Spiritual Advisor and sacristan and music minister from the host parish.

• Together they assist the host pastor of the city where the meeting is held with the following:

o Decide where the Bishop's Mass will be said. o Appoint specific clergy and alternates as chaplains to the Bishop. o Provide a worship aid for the Mass including liturgical texts and hymns o Set up altar (if necessary). o Provide all the Sacred Vessels and things necessary for Mass.

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o Remind clergy appointed to bring along whatever vestments they will need -e.g., surplices.

o Plan the Communion stations. o Check with the Chancery Office on the Bishop's desires in the above matters. o Place flowers near altar.

• Work with the Bishop and Diocesan President for the installation of officers during the liturgy

• Work with the Pax Christi Chair to set up the presentation of the award INSTALLATION

• The installation of the new Diocesan officers shall occur at the Bishop's Mass. • The "Installation Ceremony" shall be performed by the Bishop or, in his absence, the

Diocesan Spiritual Advisor. • The Chair of this Committee is the Diocesan President. • The officers to be installed are seated in a convenient place to be available when

needed. • The outgoing Diocesan President will present the incoming President with a president

pin purchased from the NCCW. • The script for the “Installation Ceremony” is to be updated and made available to the

Bishop or in his absence, the Diocesan Spiritual Advisor.

LUNCHEON

• The Chair with her committee and the Diocesan President and host Parish President are to plan the Luncheon.

• The number of women cooking and serving the meal will depend upon the type of meal served. A caterer may be contacted.

• The price decided upon for the luncheon must be determined by the publishing of spring newsletter, so it can be included in the Convention Day fee on the registration form.

• The luncheon can be a buffet type or a "sit-down" meal depending on the cost and size of the group in order to provide efficiency in serving on a timely manner.

• Prepare small table decorations that reflect the theme of the Convention.

COMMISSIONS/COMMITTEE DISPLAYS • Each Diocesan Commissioner is responsible for a display of their work over the past

year. Committee Chairs may also prepare a display at their discretion or at the request of the Diocesan President.

• Each Commissioner/Committee Chair must provide personnel to be available at their displays and to explain them to their visitors, especially during the luncheon.

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SILENT AUCTION

• The Chair of this Committee is responsible for acquiring and displaying items for the Silent Auction and Raffle, which are used to cover some of the cost of the Convention. Theme baskets should be requested from each parish in order to encourage involvement in the convention.

• The Silent Auction occurs during Convention Day, beginning with the morning hospitality and closing in the early afternoon.

• At the close of the Silent Auction bidding, the committee will organize the items by purchaser and collect the bids along with the Diocesan Treasurer.

• Committee members may sell raffle tickets during the Convention. The Spiritual Advisor will choose the Raffle winner at the very end of the day. The Raffle Winner receives her money from the Diocesan Treasurer.

GIFTS • The Past President selects a token of appreciation for the current Diocesan President,

who is to receive this gift upon the completion of her term of office. • The Past President also selects a gift for the Diocesan Spiritual Advisor to be

presented at the same time as that of the Diocesan President. • Each gift may be up to $100. • The gifts should be presented at the conclusion of the Annual Board Meeting or at

another time as determined by the Diocesan President. • The Diocesan President selects a remembrance of the day, which will be presented to

the Bishop at the Banquet or at another convenient time depending on when the Bishop is able to be part of the convention.

• The expense of this remembrance is that of the diocese and may be up to $150.

PAX CHRISTI • The Chair of this Committee is the Diocesan Pax Christi Chair • Notifies each nominee that they are candidates for the award and ask them to be

present at the convention. • Arranges to have all nominees seated at the Liturgy within a short distance from where

the Bishop will make the award presentation. • Arranges for pictures and submits all the above information to the Publicity Chair for

publication in the Catholic Herald. SCHOLARSHIP

• The Chair of this Committee is the Diocesan Scholarship Chair • Notifies the recipients of their award and invites them (and one guest) to attend the

Convention free of charge. • Creates and presents certificates to recipients during the Liturgy or other convenient

time.

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EVALUATION

• The Evaluation form is the responsibility of the Diocesan President and should be included in the Convention Packets.

• The forms used for the immediate past convention will be reviewed by the Diocesan President. She will report the results to the SDCCW Board no later than 30 days following the event.

• She will determine if additions or changes are needed to the form in order to provide sufficient feedback for the next Convention.

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INSTALLATION CEREMONY FOR DIOCESAN OFFICERS As Catholic women, you have turned to the Mother of God time and time again in joy and in sorrow. It is for this reason the National Council of Catholic Women has chosen as its patroness, Our Lady of Good Council, whose feast day is April 26. You have chosen Our Blessed Mother in several of her titles to be the patroness of the various offices. We pray that she will be with those who hold these offices throughout their days, guiding them as they serve this organization. We are about to install the new officers of the Superior Diocesan Council of Catholic Women. The selection of officers is an important event for our Diocese. The welfare of an organization and its standing in the community are greatly affected by the actions of the officers. Will the officer being installed and those re-confirming their offices please come forward. These women standing before you have been elected to be your officers. They were chosen because you believe them capable of directing council activities and representing you in any way that may be required. It is important that you remember your individual responsibilities to them when they call upon you so that they will never regret having taken office. (Red Candle) President __________________ __________________, remembering that it truly requires more humility to lead than to follow, we ask you to accept as your Patroness, Our Lady of Humility. The president guides and directs the organization. She presides at all meetings and may call special meetings if necessary. She performs all other duties related to her office. She is tactful, patient and adaptable. She is versed in the meaning and fields of Catholic Action. Do you promise faithfully to assume/(reconfirm) the responsibilities of this term of office? Answer: I do. (Blue Candle) President-elect __________________ __________________, your patroness is Our Lady of Fair Grace. You have been given a most responsible position. You are expected to assist the president in every capacity she shall desire, and if the president is unable to complete the term for which she has been elected, you will step into her place. Do you promise faithfully to assume/(reconfirm) the responsibilities of this term of office? Answer: I do.

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(Green Candle) Secretary __________________ __________________, your patroness is Our Lady of Fair Love. Yours is one of the most important positions in the entire organization. It is your duty to keep an accurate record of all meetings. You will receive and reply to all correspondence promptly and cooperate with the president at all times. Do you promise faithfully to assume/(reconfirm) the responsibilities of this term of office? Answer: I do. (Purple Candle) Treasurer __________________ __________________, your patroness is Our Lady of Perpetual Help. The office of treasurer demands honesty, accuracy, punctuality and thrift. You will be expected to continue to safeguard the council's funds in order that all bills, after they have been properly passed on, may be paid without delay. Your records shall be kept in such order that they may be audited at any time. Are you willing to assume/(reconfirm) these responsibilities for your term of office? Answer: I do. (White Candle) Past President __________________ __________________, your patroness is Our Lady Queen of the Universe. You will advise and assist the new president whenever possible. You will also assist and advise other officers when called upon. You represent your Diocese on the Pax Christi award committee. Do you promise faithfully to assume/(reconfirm) the responsibilities of this term of office? Answer: I do. Please congratulate your new officers. Extra Information for the Bishop: There will be candles in a candelabra on the table. As the officers are installed, take the proper color for that office, light it from the nearby candle, and hand it to the officer. President – RED President-elect – BLUE Secretary – GREEN Treasurer – PURPLE Past President – WHITE

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PAX CHRISTI GUIDELINES FOR WRITING A DOSSIERAND JUDGING THE AWARD

HISTORY AND GENERAL PROCEDURE

In 1950, the late Albert Cardinal Meyer, then Bishop of Superior, encouraged the parish women’s societies to unite their groups with the National Council of Catholic Women. The intention was to more actively involve women in the work of the church on a broader scale.

At the time the “Mother of the Year” award was initiated. It was to recognize a woman’s outstanding dedication given to this intention. It did, however exclude many worthy women who had no children.

In 1960, Bishop Hammes updated the award to the “Pax Christi Medal” which bears the legend Pax Christi, appearing on his coat of arms. It means Peace of Christ. This award has the wholehearted endorsement of the Bishop of the Superior Diocese.

This award recognizes the devout, hard working Christian women within our parishes. It is a way to honor these deserving women who live their faith as an example for us all.

Nominees may be either lay or religious, single or married women. Each parish nominates one woman for the award annually. In order to recognize more of the many deserving women of our Diocese, a parish is advised to choose a different nominee each year.

The Pax Christi Committee chooses up to five finalists, one from each Deanery. The finalists’ dossiers are sent to the Bishop, who selects the winner. The winner is announced at the annual Superior Diocese Council of Catholic Women (SDCCW) Convention.

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PROCEDURE FOR PARISH CCW PAX CHRISTI CHAIR / CONTACT • Select a nominee

o She is to be an adult woman within the Diocese of Superior.

o She may be either lay or religious, single or married.

o She must be a living, registered member of the parish.

o Besides her personal qualities, she will have done some "above the ordinary" service in the parish.

o She has used her talents in a prayerful Christian way for family, church, community, country, and global community.

• Interview nominee

• Write a dossier for the nominee and submit it to the Diocesan Pax Christi Chair

• Honor nominee at the parish level, eg:

o Flowers and a gift

o Create a plaque with her name to be displayed in the parish

o Announce her nomination at Mothers’ Day masses

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o PROCEDURE FOR DIOCESAN CCW PAX CHRISTI CHAIR

• Copy the following pages:

o HISTORY AND GENERAL PROCEDURE

o PROCEDURE FOR PARISH CCW PAX CHRISTI CHAIR / CONTACT

o GUIDELINES FOR WRITING A DOSSIER

o NOMINATION FORM and EXAMPLE FORM

o EXAMPLE DOSSIER

• Send copies to every parish CCW President or Pax Christi Chair in the diocese in October.

• Coordinate the Judging Committee, which consists of one woman from each Deanery (the Deanery Pax Christi Chair or Deanery Contact Person).

• Compile the dossiers from each parish in February.

• Copy the following pages:

o Each completed NOMINATION FORM

o Each completed dossier

• Assign a number to each nominee in order to make them anonymous for the Judging Committee.

• Write the number on each nomination form and dossier.

• Copy the following pages and send to the Judging Committee members:

o Each completed dossier, labeled with the nominee number

o GUIDELINES FOR JUDGING A DOSSIER

o SCORE SHEET, labeled with the nominee number

• Compile up to five finalists’ dossiers, one from each Deanery, and send to the Diocesan CCW President and the Bishop in April.

• Invite the finalists to the SDCCW Annual Convention

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• GUIDELINES FOR WRITING A DOSSIER

• The dossier should be typed, two to four pages, one-sided.

• The dossier should be double-spaced, using size 12 font.

• The intention is to give a brief overview of nominee’s life, recognizing her meritorious achievements as well as her hardships.

o Her history, birth to present.

o Her outstanding qualities.

o How she uses her God given gifts.

o Her personal achievements.

• Considerations

o How do the nominee’s deeds reflect a gentle and steadfast spirit?

o How does her service reflect her love for God and her neighbor?

o How is she a role model in your parish?

o How has she risen above hardship and difficulties to perform her works of charity and justice?

• Tell the nominee’s story

o How has she related to her own family, extended family, parish family?

o How does she show compassion for her community?

o How is she concerned for youth, seniors, the disadvantaged members of her community?

o How has she served her church through activities such as Eucharistic Minister, other leadership roles or CCW officer or commissioner in the parish, deanery or diocese?

o How has she used her time and her talent to address her concern for her community, country and the world?

o How does she show her Christian spirit in life?

• It is important to keep her identification out of the dossier so judges do not recognize the nominee.

• No name of parish, pastor, town, or place of employment should be included.

• Each Parish CCW Pax Christi Chair or Contact submits its nominee's dossier to the Diocesan Pax Christi Chair.

• Deadline for submission is in February.

GUIDELINES FOR JUDGING THE DOSSIERS

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ROUND ROBIN JUDGING

• Pax Christi Chair assigns a number to each nominee in order to make them anonymous for the Judging Committee

• Each Committee member judges the dossiers from one deanery that is not her own (eg: East Deanery Committee Member judges dossiers from Southwest Deanery)

• The highest scoring dossier from each deanery becomes the finalist

• The Committee members return all score sheets to the Pax Christi Chair in March, who sends the finalists (up to five) to the Bishop in April

GUIDELINES FOR SCORING A DOSSIER PERSONAL QUALITIES: 40 POINTS

• Do the nominee’s deeds reflect a gentle and steadfast spirit?

• Does her service reflect her love for God and her neighbor?

• Is she a role model in the parish?

• Has she risen above hardship and difficulties to perform her works of charity and social and economic justice?

CHRISTIAN ACTIVITIES: 60 POINTS

• Has she related to her own family, extended family, parish family?

• Does she show compassion for her community?

• Is she concerned for youth, seniors, the disadvantaged members of her community?

• Has she served her church through activities such as Eucharistic Minister, other leadership roles or CCW officer or commissioner in the parish, deanery or diocese?

• Has she used her time and her talent to address her concern for her community, country and the world?

• Does she show her Christian spirit in life?

SCORING

• Nominees will remain anonymous.

• Score each nominee using the score sheet.

• The nominee with the highest score will be the finalist for her deanery.

• In case of a tie, score the tied nominees again.

NCCW Mission Statement

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“To support, empower and educate all Catholic women in spirituality, leadership and service”

SPIRITUALITY

• Prayer life

o Adoration

o Bible Study

o Rosary

• Mass attendance

• Retreats

• Stations of the cross

• Pro-life work

• Evangelization

• Work on behalf of justice

LEADERSHIP

• Family

o Care for children, elderly, divorced, widowed, etc

o Education – spiritual, physical, emotional

• Church

o Fundraisers

o Decorating

o School helper

o Food Shelf

• Community

o Meals on Wheels

o 4H, Scouts

o Red Cross

SERVICE

• Service at mass (lector, sacristan, music, Eucharistic minister, etc)

• Service at funerals

• CCW offices

SCORE SHEET

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Nominee Personal Qualities (0-40) Christian Service (0-60) Total

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

etc

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NOMINATION FORM please print information clearly

NOMINEE

WI

ADDRESS CITY STATE ZIP

PHONE NUMBER E-MAIL ADDRESS

PARISH DEANERY

NAME OF PARISH CCW PAX CHRISTI CHAIR / CONTACT

WI CONTACT ADDRESS CITY STATE ZIP

PHONE NUMBER E-MAIL ADDRESS

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NOMINATION EXAMPLE FORM please print information clearly

NOMINEE

WI 54016

ADDRESS CITY STATE ZIP

PHONE NUMBER E-MAIL ADDRESS

PARISH DEANERY

Deborah Anderson

NAME OF PARISH CCW PAX CHRISTI CHAIR / CONTACT

555 Oak St Hudson

WI 54016 CONTACT ADDRESS CITY STATE ZIP

PHONE NUMBER E-MAIL ADDRESS

Jane Smith

715-441-1000 jsmith@gmail.com

St. Patrick Southwest

715-441-5000 danderson@gmail.com

1000 2nd St Hudson

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EXAMPLE DOSSIER

PAX CHRISTI DOSSIER

This candidate has led a life of quiet service to God and the church. She is remarkable, but

doesn't see anything remarkable in the countless hours she has devoted to helping people in

need. She humbly shrugs off her work with the needy, the elderly and the bereaved as just

doing her part. She sums up her philosophy of service by saying simply, "If someone needs

help, I'm going to help them."

PERSONAL QUALITIES

This candidate was born and raised about 20 miles from her current parish. She was the

second oldest of five children, and grew up in a Catholic family. She has been married for

nearly 48 years and has two adult children and five grandchildren. She has been a member

of this parish for 48 years. She had worked for most of her adult life doing office work, taking

a few years off to raise her children.

Her greatest gift is a willing and steadfast spirit. She works many hours at different ministries

within the parish and community, and is happiest when doing something for a person in

need. She is a model of humility and generosity, working quietly without seeking thanks or

recognition.

CHRISTIAN ACTIVITIES This candidate's service is characterized by concern for people in need. For the past three

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years she has chaired one of the groups who prepare funeral meals, calling and scheduling

workers for setting up, preparing and serving food, and cleaning up. Her husband of 47

years often helps by setting up tables for funeral meals. Her group serves for approximately

one funeral per month. Before taking over as chair, she worked many years serving at funeral

lunches.

She is generous with her time serving the needy as well. She has worked at the community

food shelf for six years and works at the Monday food giveaway at her parish. She also has

worked with a local charity, packing and distributing items donated by parishioners. She has

helped with the mail carriers food drive and worked with a local grocery store's "stuff a

truck" food drive. She has also helped with her granddaughter's Girl Scout cookie sale.

Her concern for others extends to the elderly as well. For several years she has paid weekly

visits to two local care centers, visiting the elderly. She began by visiting a friend who

suffered from Alzheimer's Disease, and ended up befriending so many other residents that

she continued visiting every week even after her friend died.

In previous years she served as a Eucharistic minister, but had to give up that ministry

because of rheumatoid arthritis; however she says she is able to "just keep plugging away"

at all of her other activities.

This candidate exemplifies the love of God and the gentle, willing spirit of Mary in the many

ways she serves her parish, and is an inspiring role model for those around her.

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EXAMPLE DOSSIER 2

Our candidate for the Pax Christi Award was born March 27, 1947 in Eau Claire,

Wisconsin. She has one sister and one brother. While attending college at Eau Claire,

she came to northern Wisconsin to work under a work study program. She returned an

attended the University of Wisconsin in Madison, and received a degree in biology.

After graduating, she returned to northern Wisconsin, and over the years, has worked

at the local newspaper, local factory, and at the post office.

She married a Catholic on December 12, 1982, and then decided to enter the RCIA program

in 1996 and was confirmed in March of 1997. In the fall of that year, her husband signed her

up to teach catechism, and she has been teaching ever since. She demonstrates Christian

values in everything she does. She has taught religious education for 17 years and has

served as religious coordinator for many of those years. She has helped many family

members in the parish prepare for receiving the sacraments. She is currently head of the

Safe and Sacred training program.

She has put in many hours getting teaching materials and keeping it up to date for the CCW

program, many times paying out of her pocket. She also supplies pizzas, treats, and prizes for

her classes. When a teacher is unable to show up, she will find a sub and have them take the

class to the local nursing home to visit the residents rather than send the children home. She

goes out of her way to inform parents what the children are doing in class. These children are

very important in her life, being she has none of her own. These are “her” children. Whatever

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she is doing with the children – whether it is making posters, banners, baking cookies for the

Christmas bazaar, collecting food for the food shelf, organizing the Christmas program,

driving the youth to a retreat, etc. – she has a smile on her face and tears in her eyes.

She also finds time to attend retreats and meetings regarding the CCW program. She is a

lector, serves on the funeral committees, help with parish fundraiser, and is a member of the

Council of Catholic Women. She is an avid reader, and has been President of the local

Friends of the Library for 34 years. She has spent a lot of time and effort through fundraisers,

donations, drives, and volunteering. They were able to furnish the inside of the new library.

She has also been involved with the inception of the Friends of the Library Bell Ringer Run.

Some of the words to describe our candidate are: Christian, dedicated, hard worker, the best,

generous and selfless, does good deeds, good friend, true leader, gives much more than

anyone knows, and has never sought praises for what she does.

Our candidate was recognized by the committee in being chosen Person of the Year in

2013. We would love to have our candidate recognized for all she has done for the

children.

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SCHOLARSHIP GUIDELINES FOR SCHOLARSHIP COMMITTEE CHAIR

HISTORY AND GENERAL PROCEDURE

The Scholarship program of the Superior Diocese Council of Catholic Women exists to assist women of the diocese with their educational goals. The scholarship is for Catholic women who are finishing their second year of advanced education or continuing their education through colleges, universities, and online institutions in order to advance in their current careers or return to the work field. In the past, the Council has awarded as many as four scholarships each year. In 2012, the SDCCW scholarship was renamed the “Mary Jane Morancyk Hennessy Scholarship” for the wife of Mr. John Hennessy, who generously donated $10,000 in her memory. The council has decided to award two $500.00 scholarships for the next five years. A committee reviews applications to select the recipients. The committee looks at transcripts, cost of education, and a personal essay describing each candidate’s leadership, spirituality, and service in her local parish and community. In order to qualify for the scholarship, the scholarship committee must receive the application, resume, two or more letters of recommendation, and Official Transcript(s). The Scholarship funds will be sent directly to the educational institution after the winner has shown proof of enrollment.

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PROCEDURE FOR SCHOLARSHIP COMMITTEE CHAIR • Update the application form and send to Webmaster to put on the SDCCW website.

• Use the SDCCW Directory to email Parish Secretaries the Bulletin Announcement requesting scholarship applications. Request announcements to be placed in the bulletin from January through March.

• Contact Parish CCW Presidents for help in advertising the scholarship at their parishes.

• Coordinate a Judging Committee. Past committees have included former scholarship applicants and retired teachers.

• Compile the applications from each parish for the Judging Committee by the end of March.

• Score each application and choose two scholarship recipients.

• Notify the recipients of their award and invite them to attend the SDCCW Convention mass to receive a certificate of the award.

• Request proof of registration from the recipients for fall classes, which will be forwarded to the SDCCW Treasurer for payment directly to the institutions of higher education.

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SDCCW MARY JANE MORANCYK HENNESSY SCHOLARSHIP APPLICATION Application for Mary Jane Morancyk Hennessy continuing Educational Scholarship for Women of the Superior Diocese who are completing their second year of college or those pursuing career advancement. Application must be postmarked by [Date] Send to: SDCCW Scholarship Committee [Scholarship Committee Chair’s name] at [Scholarship Committee Chair’s address] Or email with the subject: SDCCW Scholarship Application to [Scholarship Committee Chair’s name] at [Scholarship Committee Chair’s email address] Personal Information: Name:______________________________________________________________________

Mailing Address:______________________________________________________________

Email:______________________________________________________________________

Phone, Home:_____________________________ Cell:______________________________

Present Occupation:_______________________________________Full____ Part time_____

Name, Address of Employer:____________________________________________________

___________________________________________________________________________

Home Parish:________________________________________________________________

Marital Status:_________________________ Number of dependents:___________________

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Educational Goals

What college/university are you attending? ________________________________________

What is your career choice? ____________________________________________________ What

degree will you work toward? ______________________________________________ Have you

been accepted into the program? ________________________________________ Will you be a

full or part time student? ____________________________________________ When do you

hope to complete your studies (Month, year)? ______________(Undergraduate)

Graduate? (If applicable)_______________________________________________________ What

are your future employment goals? __________________________________________

Educational Background

Name of Colleges attended:_____________________________________________________

Location_______________________________________________________________

Did you earn a degree_________________________ Major______________________

Additional Education__________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Activities and Honors__________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

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School Expenses

List annual school expenses:

Tuition and fees $____________

Room and Board $____________

Books and Supplies $____________

Total Annual Expense $____________

What financial aid do you hope to receive during the [next] school year?

1. Name/Amount ___________________________________

2. Name/Amount____________________________________

3. Name/Amount____________________________________

Please share any information that you feel would be helpful to the committee:

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

______________________________________

Additional Information:

1. Please have official transcript(s) from college(s) sent to the Scholarship Committee

2. Please have at least two letters of recommendation mailed or emailed to the Scholarship

Committee

3. Please attach a recent picture of yourself to your application

4. Please send a resume along with application

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SAMPLE BULLETIN ANNOUNCEMENT The Superior Diocesan Council of Catholic Women will award two (2) $500.00 Scholarships at its Annual Convention [Date and location of Convention]. Would you please post this announcement in your church bulletin or newsletter until [Date]? Thank you. [Scholarship Committee Chair’s address] [Scholarship Committee Chair’s email address] Announcement as follows: SDCCW Mary Jane Morancyk Hennessy Scholarships The Superior Diocesan Council of Catholic Women will award two (2) $500 scholarships to women completing their second year of post high school education by the spring of [next year] or continuing their education for career advancement, or returning to the work field. Applications may be obtained by contacting the SDCCW Scholarship Committee Chair, [Scholarship Committee Chair’s address]; Telephone [Scholarship Committee Chair’s phone number]; email [Scholarship Committee Chair’s email address] or on our website: www.sdccw.me/programs/scholarships/ The Committee will notify the winners by phone or mail. The recipients will be recognized at the Annual SDCCW Convention at [location and date of the Convention mass. Applications will be accepted starting [Date] and postmarked no later than [Date].

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SAMPLE JUDGING SHEET

Name: ______________________________________________________________________

School: ______________________________________________________________________

Accepted into program: Y/N

Expected graduation date:

GPA:

Application complete Y/N

Resume Y/N

Official Transcripts Y/N

Letters of recommendation Y/N

Leadership:

Spirituality:

Service:

Cost of education:

Student loans:

Misc:

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SAMPLE WINNER NOTIFICATION LETTER SDCCW Scholarship Committee [Scholarship Committee Chair’s address] [Date] Dear [Scholarship winner’s name], Congratulations! You have been selected as one of the recipients for the Mary Jane Morancyk Hennessy Scholarship awarded through the Superior Diocese Council of Catholic Women. The Scholarship winners will be recognized at the SDCCW Convention being held at [location and date of Convention]. You will be guests at the Convention along with another person of your choice. Your recognition will take place on [Date of Convention Mass]. You and your guest may also attend the Banquet on [Date and location of Banquet]. Please notify me if you will be attending either the banquet or convention: [Scholarship Committee Chair’s email address] or phone [Scholarship Committee Chair’s phone number]. Other friends or family may attend by making reservations at their own expense. Reservations need to be made by [Date]. An agenda is included for you to view the days’ events and speakers. The Treasurer of the SDCCW will issue a check for $500 to your college for the fall semester after proof of registration is received by the Scholarship Committee. Sincerely, [Scholarship Committee Chair’s name]