Policies and Procedures

2016 Nashville Diocesan Council of Catholic Women

Policies and Procedures

Sources of Income:

· Stipend from Bishop

· Affiliate Dues

· Individual Dues

Annual Budget

· Developed by the Finance Committee composed of the treasurer and two (2) board members appointed by the president for fiscal year July 1—June 30

· Approved at a Nashville DCCW Board Meeting

· May be amended by the Executive Committee and by the Board when in session to meet the needs of the organization

Accounts & Purposes

· Checking Account

1. Used for day-to-day operating expenses as approved in the annual budget by the Nashville DCCW Board

2. Income from Diocese of Nashville (Bishop)

3. Funds may be transferred from other accounts

· DCCW Diocesan Convention Account (May be subdivision on spreadsheets of Checking Account)

1. Start-up funds for annual convention

2. Profit income may be transferred to Checking Account

3. Losses may be covered by Checking Account

· Certificate of Deposit

Held to secure meeting facilities

Financial Costs of Attending National Conventions

Registration:

Registration for those approved to attend designated meetings will be reimbursed for early registration fees only after attendance. No expenses will be reimbursed if the member does not attend.

Hotel Room:

The room for women attendees will be shared, whenever possible with DCCW reimbursing those Board members approved to attend.

Transportation:

· Gasoline and parking fees shall be reimbursed by those who drive to National Council of Catholic Women (NCCW) meetings.

· Carpooling is required when more than one person is attending.

· Gasoline will not be reimbursed in an amount above the lowest available airfare.

· Attendees can chose to share the funds if all choose to drive.

Transportation (Con’d)

· Airfare will be reimbursed at the lowest available Internet fare established 28 days prior to the event from the Nashville Airport.

Requirements for Reimbursement:

· Receipts, to be turned in (or postmarked) to the Nashville DCCW treasurer within three weeks of the event, are required for all pre-approved expenses to be paid or the right to reimbursement is forfeited and considered a contribution to the Nashville DCCW.

· The Nashville DCCW will reimburse approved expenses after the NCCW Convention upon receiving the receipts.

· The Nashville DCCW will not reimburse any expenses covered by another organization.

· All other expenses such as meals, banquets, fund-raisers, and tips are the responsibility of the individual.

· If the designated participant is unable to attend, reimbursement will not be made.

Education and Financial Support of Membership

Nashville DCCW Board

· Orientation

1. Retiring Board Members shall turn over their files, records, books to their successors within 30 days of installation/appointment

2. Training for new Board Member shall be scheduled

Bishop

· Since the Bishop is an ex-officio of the board that the NDCCW should not be responsible for registration, room and board, meals and transportation and other related expenses to the NCCW convention and/or NDCCW convention and retreats.

· Orientation of new bishops will be done by a committee including the president and past presidents/province directors may be provided.

Nashville DCCW Spiritual Advisor

· Registration (and the included meals) and room expenses at Nashville DCCW Diocesan Conventions and Retreats

· Registration, room, transportation, Province Dinner and Spiritual Advisor’s Lunch at NCCW Conventions

· Orientation of a new moderator shall be scheduled by the President

Province Director

· Annual stipend as approved in operating budget

· Registration and room at Nashville DCCW Conventions and Retreats

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President

· Reimbursed for Nashville DCCW expenses as approved in the annual budget

· Registration and room at Nashville DCCW Conventions and Retreats according to Diocesan Convention guidelines

· Registration, room and transportation assistance to attend the NCCW Convention as approved in the operating budget during calendar odd numbered year of her term.

Vice President

· Registration, room and transportation assistance to attend the NCCW Convention the year prior to taking office of Nashville DCCW President

All other Officers and Commission Chairs

· Elected Officers and Commission Chairs will be reimbursed for expenses associated with their commission work.

· Elected Officers and Commission Chairs, may receive financial assistance in the form of reimbursement for early registration fees will be provided to officers or commission chairs who attend the NCCW Convention.

· Reimbursement of early registration fee will be dependent on the number of attendees and the amount proposed in the operating budget of the current year.

Publicity

· Newsletter

· Website fees

· Convention

· NCCW Annual Giving (e.g. ad in NCCW convention book)

Special Projects and Commitments of the Nashville DCCW

· Reimbursement for expenses relating to Prayers for Priests, including greeting cards and postage.

· Proposed as approved by the NDCCW.

· No single member can commit the organization to any fund raising project or commit the resources of the organization to any project.

· Projects should be brought to the board for discussion and approval.

· Projects of $250 or less may be approved by the board. Projects should be voted on by a yea or nay, or by hand count if unable to determine the majority of the vote.

· Projects that require the cooperation of the full membership should be approved by the board for presentation to the general membership. The general membership must then vote on the projects.

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Responsibilities of Nashville DCCW Board Members

· Attend all Nashville DCCW Board Meetings unless excused by the President

· Serve on committees as appointed by the President

· Create a positive image of NCCW, Nashville DCCW and Parish CCW at all times

· Attend Nashville Annual Convention/Retreat

· When expenses are fully or partially paid by Nashville DCCW to attend national meetings, the member shall:

1. Provide a written report to the Nashville DCCW Board at the next meeting or sooner, if requested by the President

2. Write an article for the newsletter upon request

3. Provide any materials for exhibit/display at Board Meetings and Annual Convention/Retreat

4. Pass handouts and materials received to the appropriate members as soon as possible, as some materials are time sensitive

5. Make presentations to Deanery, Parish Affiliates and/or Annual Convention, on request

Gifts

· The President will be provided a President’s pin at installation and a thank-you gift at the end of her term.

· The Spiritual Advisor will be provided an appreciation gift annually.

· On the occasion of death, a Mass will be offered for the repose of the soul of the Bishop, Spiritual Advisors, current Nashville DCCW Board members, current members’ spouse or child, former Nashville DCCW Presidents and Diocesan priests serving in the Diocese of Nashville.

· In lieu of flowers, spiritual bouquets, visits and random acts of kindness are encouraged when a member is ill.

Revised January 16, 2016