Minutes for the September 9, 2010

South Central Regional Business Meeting

ACTION ITEMS/STATUS

-The SCR Council Action Item Status has not been updated.  The Chair asked that each Council review and forward an email to Liz Disco-Shearer (ldisco@svdpscr.org) within the next two weeks.  If the information is correct  send a confirmation email OR send an email with corrections if changes need to be made.  A response from each Council is needed.

- The Chair stressed that all Conferences/Councils/District Councils need to have their membership on the National Website.  This is a very useful tool for all of us to be able to use in working problems and when sending out mailers to everyone. 

-Governance -  During this year, we have had difficult times with 501C3 and EIN issues, funding, Bylaws, Policies & Guidelines and lack of training.  We have several conferences that have been penalized by the IRS and we are currently working these issues.  We had one council close completely and two others struggling with funding.  The SCR office staff are diligently working with Arkansas and Tyler to help both of these Councils.  The Council of Austin and the SCR staff are working to help revitalize Corpus Christi. 

-Twinning - Twinning assistance is also being provided by San Antonio and SCR staff to a Conference at the colonia at Cameron Park, Brownsville.  Because of Hurricane Alex we have been working with Sr. Irma Vargas to make her conference a part of the Hurricane Alex response.

-Committee Assignments  -  The Chair stressed that if your name is on the committee member list, you are expected to be present at all three meetings (SCR, Mid-Year and National) and if you are not at all three meetings then we are not being represented and the committee cannot do their job.  If your name is on this list then you have a commitment from your Council to provide funding for these members to attend the meetings. 

- Standards in Excellence Program  -  We were unable to conduct Group 1 and 2 standards as planned.  Next year we will receive $3,500 budget to fund this and go forward.  With this funding we should be able to get through Groups 1 and 2 next year.  If we receive additional funding we will work on moving faster.

- Council Formator Role  - The Chair reminded everyone that they were tasked in April to assign a Council Formator and Spiritual Advisor.  If you have not done this, the Chair asked all Council Presidents to please do this so that we can continue with the spirituality portion of the Society.  Because of budget constraints we are going to spend $5,000 and try to accomplish this meeting via Webinar.  The SCR office will purchase and schedule.

DETAILED MINUTES:

The meeting was called to order at 4:00 PM by the Chair, Ralph Hassel, Regional  VP of the South Central Region (SCR).

Sr. Joan Pytlik, DC, South Central Region Spiritual Advisor – As requested by our National Office, Module VI – Our Vincentian Conference of Serving in Hope was used as the opening prayer.  Open discussion and reflection of Vincentian Discernment followed.  A closing prayer was read by all.

Each person present introduced themselves and gave their affiliation.  20 of the 31 members or proxies of the SCR Operating Team were present.

The Chair asked that the reading of the minutes of the April 23, 2010 meeting be waived and approved as provided by email prior to the meeting.  Motion for approval of the Minutes was made, seconded and unanimously approved.

Financial Report:

The Chair presented the report on the finances for the SCR as of Sept. 3, 2010 with   detailed discussion of Income and Expenses following.  The Chair noted there is one revision for the year of Other Income of $25,000 which was monies received for the startup of the SCR Office.  Solidarity overrun/underrun was at 96%, which means we did not receive all our solidarity dues.   Total cash on hand as of September 3, 2010 is  at $6,003.63.  Projected balance by End of Year will be zero or possibly negative of  ($243.93) as shown.  Motion for approval of the Financial Report was made, seconded and unanimously approved.

OLD BUSINESS:

We have had several issues that have consumed an inordinate amount of our time over the last five months and this has resulted in several of our regional activities not getting completed or being slowed down.

Current Council Bylaw Status:

We have had significant improvements since last meeting.  Austin and Sante Fe have been approved.  San Antonio has changes and we have not submitted and sent them back but hope to get that completed soon so that their Bylaws will be ready.  The remainder of Council Bylaws are in various states at this time.  This status chart may not be totally accurate but we will incorporate changes as each Council status changes.

New Business

Solidarity dues are always due October 1, 2010 - $150 for National and $35 for Regional.   The Chair asked that everyone please submit their solidarity dues on time.

- Review of the Program activities budget provided for the Rise Program, Social Services Block Grant (SSBG) and Hurricane Alex (FEMA) was reviewed and discussed.  The Hurricane Alex Program, which covers the Diocese of San Antonio, Brownsville and Laredo, is going to need Case Management and we are working on trying to find the funds to make this happen.  We are working on a Memorandum of Understanding (MOU) to  work with Catholic Charities on the Case Management for this program.  We have established indirect rates and are awaiting approval. 

The SCR Programs budget was approved, seconded and unanimously approved.

We hope to be able to use indirect funds (when rate is approved) to help with sending council presidents to meetings.

Vencentian Leadership Grant is being worked and reviewed by Fr. Ron Ramson and we are trying to get more information to share with the remainder of the Society.    

The Chair reported on the furniture delivery to 65 families in the Beaumont area.  These are families that have done without since Hurricane Ike.  All 65 families were individually visited and Vincentians delivered to each family.

Annual Reports  -  the forms are already on line.  Last year’s annual report was just received within the last two weeks.  Our region was the worst of the Society.  Those reports are used to pursue grants and we must do this.  Also, the Bishops see these reports and calls have been received asking why the SVDP in their Diocese is showing zero when they know they have active councils/conferences in their Diocese.  All Councils annual reports must be submitted by December 1, 2010.

Sr. Joan gave commendation/recognition to Liz and the SCR office staff for their support since its opening in March.

Also, Cathy Garcia recognized the professionalism of Liz and Jim during their visit to Brownsville for Hurricane Alex.  They have a very good rapport with the federal disaster  and other disaster representatives.

Committee Reports:

The committee representatives gave brief reports and were asked to send their reports to Liz so they can be included in the minutes. None received.

Oral Council Reports:

Any council that would like to make inputs in the SCR Newsletter, please send your info to Liz or Katie and it will be incorporated.

-Mike Pazzaglini introduced Jose Zamora, a scholarship selectee, which they brought to the National meeting.  The Austin Diocese is doing this as part of cultivation for future leaders in the their Diocese.  Every National and Regional meeting they hope to bring a new representative in order for them to experience what the Society is all about so as to cultivate future leaders for their Diocese.  Austin is going through reorganization in the council trying to reform some district councils and allow for more face to face interaction.  They are continuing to work  with Corpus Christi.

-Gail Bertrand reported that they are looking for an extension to the RISE program that will hopefully go on for at least another year.  They are getting monies from SSBG for additional trailers in order to prevent homelessness.

-Philip said nothing new since last meeting.  They have been redoubling efforts to focus on conference ministries and training.  They have successfully divested themselves from a lot of previous work that was being done on disaster so that they are able to put the effort toward a lot of good things going forward.

-Edgar Hancock reported that it has been 30-45 days since the opening of their new distribution center which is now being called The Vincentian Service Center.  This is a 6,000 SF center.

-Bill James reported that the Oklahoma Archbishop has contacted him for a meeting in order to find out what is going on with conferences/councils dropping out.  The Archbishop stated that he wants a conference in every parish.  This meeting will occur in the near future.

-Mary Esther reported that San Antonio had to recently drop out of the new shelter as it was a private donor and the district cost were becoming too much for their council.  They also had to close the dining room which provided hot meals to the homeless.  They have now opened and are now feeding cold lunches to the homeless from St. Vinnie’s Bistro.

-Linda Strasburg reported that they have an Archbishop banquet coming up in October and all Vincentians are invited.  Since January, 2010, they have conducted 5 Ozanam orientations, trained 147 people and 2 more formators have been trained.

-Tyler is going through growing of conferences at this time.  They are working with Sr. Joan and Bea Garza on training.  Funds are low but they are still working hard.

-The Mid-Year meeting is scheduled for April 5-8, 2011 and all conference presidents and Executive Directors are expected to attend.  The Chair stated that he will be contacting all that did not attend this meeting to encourage them to attend.

Philip Young reported that the 2011 National Meeting will be August 30.  The venue will be at the Gaylord Texan in Grapevine, Texas, which is just short distances from Dallas and Fort Worth.  The theme is “Open Your Heart to Change the World” which is to promote the spirituality of our Society.  Additional information will be provided at the Mid-Year meeting and the website will be forthcoming for online registration.

The meeting adjourned at 6:00p.m. with the Closing Prayer

Respectfully Submitted:

Ann H. Hassel

Ann H. Hassel

Secretary

South Central Region