Volunteer

 

            The Conference of St. Vincent de Paul at Divine Mercy Church is always in need of volunteers to perform the work inherent in our operation.  The various tasks are: Case Worker, Case Worker Assistant, Food Delivery Member, Food Packer, Food Purchase Assistant, Fund Drive Coordinator, Fund Drive Helpers, Special Projects Coordinator and Helpers, Nursing Home Visitor, writing our congresspersons and assisting with chores of  the various Chairs.  

 

            All volunteers are eligible to fill any officer or chairperson positions.  These are: president, vice president, treasurer, secretary, and spiritual advisor, including the following chairs: food, membership, fund raising, public relations, project development, formation leader, nursing home visits and Voice of the Poor.

 

            A description of each of the tasks follows.

 

Case Worker – Team Leader

 

            A member who responds to phone calls made by the brothers and sisters (recipients) who need help from our Society.

            Duration of the task is 2 hours each Monday, Wednesday and Friday from 10am to Noon.  Some additional time may be required when the member is confronted with a more difficult case.  Also if the recipient has requested gasoline or a bus ticket, the Case Worker is required to make arrangements to meet the recipient after the phone period has ended.

            The procedure to complete each individual task is outlined in detail within the SVdP Training Manual.

            The Team Leader is responsible for directing the activities of the Case Worker Assistant.  If the Assistant is unable to provide three days coverage, the Leader must arrange with another member as replacement. 

            Team Leaders are required to work closely with the Delivery Team.  The transfer of pantry keys and vouchers must be decided in advance of first day's activities.  A Case Worker may chose to complete all vouchers and then meet the Delivery Team at the pantry. 

            Information regarding the list of recipients, and their addresses, who will receive food must also be given to the Team.

            A Case Worker may also be a member of the Delivery Team.

 

Case Worker – Assistant

 

            A member who assists the Team Leader during the phone answering process. 

            The Assistant may chose to be present for each day's activities or volunteer for one or two days. 

            At the discretion of the Leader, activities may consist of: pulling and refiling of  index cards of recipients, filling out work sheets and preparing vouchers.  Case discussion and decision support is also an important part of the Assistant's functions. 

            The Team Leader and the Assistant may jointly propose to share phone answering responsibility.  In this instance members will alternate responding to recipient's calls and each member will fulfill the paper work requirements for their respective cases.

            Leaders and Assistants may act as the Delivery Team or may participate as a member of a Delivery Team.

Food Delivery Team

 

            A team of two members who bring the food and vouchers to our neighbors in need.

            Duration of the task is 1 to 3 hours each day that the phone is open.  Delivery time is at the discretion of the Team, usually beginning shortly after the Case Worker's tasks have ended and a schedule of deliveries is available.  For safety reasons, all deliveries must be completed in daylight hours.  Except for parishioners, all deliveries are restricted to Merritt Island. 

            The Case Worker and the Delivery Team may prearrange responsibility for completing a response to a recipient's request for gasoline and/or bus transportation if they desire.

            After the Team has obtained the Case Worker's schedule, they must pick up the food bags from our pantry.  Often, food bags are supplemented with additional items from our pantry whenever we are aware of large families.

            The Team must adhere to our “Food Delivery Policy” regarding those areas where safety may be an issue.

 

Food Packer

 

            A group of members who, directed by the Food Chairman, assemble the food bags which will be distributed.

            Duration of this task is about 1 hour, usually twice a month; but also as required by the Chairman.  Other responsibilities may include sorting food, obtaining a bag supply from a supporting grocery and assisting with the transfer of donated food from the food chests, located at the church entrances, to our pantry.  Food packers may also be requested to assist the Chairman with food purchases.

 

Special Tasks

            Holiday food deliveries (twice per year) and fund drives (four times per year) and “coffee & dough nuts” (twice per year) are performed with the assistance of all members.

            A sundry of tasks are required to successfully complete each of these functions and are therefore coordinated by the respective Chairpersons; i.e., Food Chairman (holiday deliveries), the Fund Drive Committee Chairman (fund drives) and the Vice President.

 

Officers and Chairs

            The following are descriptions of those positions designated by the National Chapter of SVdP or those our conference has identified as functionally important.

 

President

            The President attends to the progress of the Conference.  The President supports the Conference members in their Vincentian action, helping and assisting them as circumstances require.

            The President insures that links and communications are effectively maintained between the Conference and the Council to which it is attached.  The President develops working relationships with neighboring Conferences, the Parish Council, and with agencies and government welfare organizations.  The President represents the Conference in contacts with religious and civil authorities.”*

 

Vice President

            “The Vice-President, ... ,replaces the President at Conference, Council or other meetings when the President is unable to attend.  Vice-Presidents collaborate constantly and effectively with the President  They organize the election of the next President.”*

 

Treasurer

            “The Treasurer is responsible for the Conference funds, for preparing the Conference budget, and for keeping accurate and appropriate records of all the receipts and expenditures.  The Treasurer keeps the accounts which should be audited at least once a year by two members delegated by the Conference or by a qualified person or organization.

            The Treasurer keeps up to date financial reports, reflected in the Society's Official Minute Book.  .....

            Conference funds should be deposited regularly and promptly in a bank account in the Conference's name.

            A bank report and balance should be submitted and verified.....Whenever possible, all payments should be made by check ....

            The credit of the Conference must.....be safeguarded and therefore all just accounts should be paid as they come due.” *

                         

Secretary

            “The Secretary carefully prepares the minutes of the meetings and reports thereon.  The secretary is responsible for keeping the records and for the statistical and clerical work of the Conference.”  The Secretary also is responsible for correspondence with benefactors and donors who financially support our conference.*

           

Spiritual Advisor

            The Spiritual Advisor's task is one of animation.  ...his participation is primarily that of a spiritual guide and moral counselor.  “

            “Traditionally, Spiritual Advisors have been members of the clergy.  Increasingly the responsibility for spiritual leadership falls on the Conference itself, and a vincentian lay person acts in this capacity.  When this happens a priest should be involved as a consultant and regularly scheduled meetings should take place between the two..... Nevertheless, it continues to be important that each Conference have a Spiritual Advisor whose role is to help the development of the spiritual life of the members and to enable them to better understand the meaning of charity and its practical application toward those in need.” *

             

Food Chairperson

 

            A member who has accepted responsibility to collect, sort and pack into bags all donated food.  This member must also purchase those necessary food items which balance the nutritional value of the food bag.  Purchases are made from local grocery stores or from Second Harvest.  The Chairperson is responsible for the collection of donated food items at the end of daily as well as Saturday & Sunday masses.  The food is then transported from the collection chests to the pantry and set aside for sorting.  All items are sorted to their respective positions on the packing conveyor or into storage containers.  Storage containers require labeling.  Some inspection is necessary to eliminate damaged cans or packages.

 

            The Chairperson is also responsible for directing the Thanksgiving and Christmas Food Basket Programs.  The programs require the procurement of turkeys or hams and the assembly of specific food items for each basket.  The Chairperson also coordinates the distribution and delivery of the baskets. 

   

Public Relations Chairperson

 

            A member who accepts responsibility for enhancing the visibility of our SVdP Conference within the local community.

 

            A sundry of activities is included within the domain of this function and requires that the Chairperson have presence on various other Conference Committees; i.e., Fund Raising Committee, New Membership Committee, and the Project Development Committee as required.

 

       Specific functions entail:

·       publishing a SVdP column within the parish bulletin

·       composing bulletin board fliers which are posted in the church Narthex.

·       involvement (reporting & photography) whenever SVdP interfaces with other parish ministries or school functions

·       animate activities at bi-weekly Conference meetings

·       computer skills are an important attribute for this Chairperson

·       punctuality is necessary in order that we adhere to the parish's established publishing dates for bulletin announcements

                               

Fund Drive Chairperson

 

            A member who accepts responsibility for all fund raising activities necessary for the continuation of the day to day financial operations.

 

            The Fund Drive Chairperson must direct his / her committee to maximize the financial response of donors through unique application of signage, fliers, novelties and direct solicitation.  Cordial relations with local business managers and other financial benefactors is an important attribute for this individual.  He or she also works with the Food Chairperson during preparation of the Thanksgiving and Christmas Food Basket Program.  This Chairperson also directs and coordinates the Conference volunteers to assist in the collection process.

 

            This Chairperson must coordinate the Conference's Quarterly Fund Drives with the Church's other numerous activities. Attention to possible conflicts between other ministries or church functions should be avoided if possible.      

                                   

Membership Chairperson

 

            A member who accepts responsibility for ensuring the continued growth in Conference membership. 

 

            This individual works with the President and Vice President and often with the Fund Drive Chairperson.  Membership drives, when considered necessary, are to be coordinated with fund drives.  Some specific functions are:

·       follow up phone calls to prospective members who have signed a membership drive register

·       follow up calls to new members to remind them of pending meetings

·       coordinating Conference volunteers to assist during a membership drive

·       providing the necessary facilities to support a drive

 

Project Development Chairperson

 

            A member who accepts responsibility for extending the outreach of our SVdP Conference beyond our normal activities within the Merritt Island community. 

 

       This Chair will study and develop plans and proposals of major undertakings which may benefit our brothers and sisters who live in the surroundings communities of Cocoa, Rockledge, Cocoa Beach and Cape Canaveral, aka, “Central Brevard”.  The Chairperson  will act as DMCC Conference Representative on County initiated or joint efforts by faith based organizations pertaining to Central Brevard Community assistance programs.  This individual is required to identify major sources of funds which may include, but not be limited to:

·       Federal assistance programs for the needy

·       Grants at both the State and Federal levels

·       DMCC Conference financial self sufficiency through business operations; e.g., a thrift store

·       Joint affiliation with area churches and other organization that address poverty issues.           

             

            The Chairperson works with the President & Vice President.  This individual forms his or her own committees from within the Conference membership.  The Chairperson is also required to interface, via the Internet, with other SVdP conferences throughout the U.S.A. in an attempt to ascertain “Best Practices”.

Formation Leader

            A member who has trained in all aspects of Vincentian Spirituality and who is capable of extending that knowledge for the benefit of greater spiritual growth among the Conference members.

            The fruit of this effort can be seen in the level of confidence of case workers as they assist our neighbors in need.           

 

Nursing Home Visits Chairperson

 

            A member who is responsible for contacting and arranging, with local nursing homes, accessibility of our Conference members to visit patients.

 

            Planning and scheduling of activities are important functions of this position as well as prompting members to fulfill our commitments in this important ministry.

Voice of the Poor Chairperson

            In the spirit of Christian love and justice, the Voice of the Poor Chairperson must uphold Catholic values by researching, validating, documenting, advocating, and promulgating issues related to the condition of the poor and disenfranchised for the purpose of helping Vincentians to live their faith by acting knowledgeably and credibly as a unified body speaking with one voice for the purpose of building up the Kingdom of God.

Member Participation

            The Society recognizes 3 levels of member participation: “Active”, “Associate” and “Benefactor”.

             An Active Member is one who attends 60% of all conference meetings, as well as, who consistently volunteers for one or more activities of the conference.** 

            An Associate Member attends less than 60% of meetings and because of other  demanding commitments is not able to volunteer for major activities of the conference.  Associate Members provide conference assistance by packing food, delivering food during holiday programs and  participating during fund and membership drives. Other opportunities; i.e., assisting on committees is also available.

            A Benefactor Member is one who supports the work of the Society but is not active in any form.  This level of membership requires consistent financial support of the Conference.

  

 

*  Extracted from the U.S. Manual of the Society of St. Vincent de Paul

 

** Winter residents can qualify as active members with respect to the foregoing definition when their meeting attendance and volunteer activity is proportional to the time spent on Merritt Island.