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Officers

Annual Reports 2022

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Instructions for Annual Reporting:

Annual reporting season is upon us, and SnapSurveys will be used to collect the annual council activity information. National officers have chosen their questions and a new survey has been loaded onto the site. This year it was decided there would be one survey per council instead of one survey for each position. The reduction from 12 surveys to one will make the reporting process more user-friendly and efficient, cause less demand on the technical capability of parish executive, eliminate confusion about which council activities fall under which committee, and promote teamwork among each executive team as they work together to compete the survey.

The questions have been carefully crafted by national officers, entered by staff, and tested. If, however, you encounter issues with question logic (e.g. cannot skip where not applicable), please inform staff immediately and we will address the logic and/or provide a suggested response.

Council Input

There are three options for councils:

  • Some councils will prefer to print a pdf copy, write in their responses, and mail or scan them to national office. The deadline for printed input is December 15, 2022. The pdf copy of the survey became available on November 1st and may be obtained by visiting https://cwl.ca/resources2/1000-series-annual-report-surveys/.
  • Some councils will prefer to print a pdf copy, write in their responses, and then enter them into the survey site digitally. This is the recommended approach as it gives time for team consultation and preparation of answers before entering them.
  • Some councils will prefer direct entry into the survey site. For these councils, it is important that they save/print a pdf copy of their digital input before they submit their information. Access to the survey site can be found by clicking on the link: https://wh1.snapsurveys.com/s.asp?k=166438024170

Every council submitting their input digitally will need their alphanumeric council code, which is found on their paid membership lists. The deadline for completion is December 15, 2022 for paper copies and midnight on January 15, 2023 for digital input.

Each section of the survey will be devoted to an executive position, with the final section specific to the strategic plan and how parish councils are moving toward the League’s envisioned future.

The annual report survey became available on November 1st at https://wh1.snapsurveys.com/s.asp?k=166438024170. Please complete and submit the report online to national office by January 15, 2023. If you are returning the report by regular post, please submit no later than December 15th.

The time and energy you and your members devote to completing the survey are appreciated. It is because of your efforts that the League continues to be a needed presence in Canada and the world.

To complete the surveys on a Windows based computer or tablet, you will need:

  • Windows 10, 8x. 7 OR Windows Server or later version
  • a browser such as Chrome, Firefox or Internet Explorer 8 or later
  • a modern PC with at least 250 MB of square disk space

To complete the survey on a tablet or phone you will need:

  • Apple iPad, iPhone or iPad Touch running iOS8 or later
  • Android tablets or smartphones running 4.4 or later
  • Amazon Kindle Fire or later

Please keep in mind, not all cell phones can open the reports. You may find using a laptop or desktop computer most efficient.

Important Tips

  1. Enter the address listed above exactly into your address bar. You will not be taken to the correct page if you type the address into a search engine such as Google. If you have typed it in correctly, you will be taken to a page that looks like the image below, but with the correct heading.
    An address bar looks like this:
  2. Enter your alphanumeric council code to begin the survey, e.g., W-001 or T-123 and press next.
  3. Once you get to the first page of the survey, you will see the name of your parish council, the town in which the council is situated and a “reporting to” field that has already been filled in for you.
    i. DO check the parish council name and town. If it is not yours, you have entered your council code incorrectly and are using someone else’s code. Please press escape and try again.
    ii. DO NOT write over the information if it is incorrect. You must abort and re-enter your council code.
  4. Enter the answers to the questions. If you are unable to complete the report in one sitting, you may log in multiple times time to complete the report, as long as you press the SAVE button before ending your session. The SAVE button saves the report to the website, not to your device.
  5. To keep a copy of your answers for your own record, you press the PRINT button. You may print the report on your local printer, or you may choose to save it as a PDF file on your device. PRINT is how you keep a copy for yourself and your council. For this function to work, you must allow popups on your device.
  6. You may find it helpful to PRINT the report and review your answers before submitting the final version of the report. This will give you an opportunity to correct any errors.
  7. Once you are fully satisfied with your responses, press SUBMIT to load your report to the website. There is NO way for you or national office to change your report once it is submitted. Please review your answers and print a copy before submitting it.
  8. There are several buttons on the bottom of the screens to help you navigate the survey.

← Back – This will take you back one screen.
 Clear – This will clear all answers on the page.
│ Reset – This will erase all your answers and start from the beginning.
 Print – Print a copy of your survey for your records (ensure you allow for pop ups)
Please print before submitting. You cannot access the print function after the survey is submitted.
 Save – Saves your work to date on the website so you can access it at a later time. This feature allows you to complete the survey over several sessions. Save does not submit the completed survey to national office.
→ Forward – This will take you to the next page.
↓ Submit – This will mark the survey as complete and submit the survey to national office. Please make sure that the survey reflects exactly what you want it to say. National office does not have the ability to alter surveys after they are submitted.

If you prefer to complete the reports on paper, please contact national office and staff will be happy to send you a link to a printable copy of the surveys. Please note the deadline for paper copies is December 15th.

Staff will be available by telephone or email to assist you with reporting, with the exception of the days between Christmas and New Year’s Day when the office will be closed. We look forward to being able to assist you in any way we can during this busy time.

 

 

Guide to Virtual (Online) Meetings During COVID-19

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The following are guidelines to be used by councils holding virtual (online) meetings if meetings cannot take place in person during the COVID-19 pandemic. The League is governed by the Canada Not-for-profit Corporations Act, and at the moment, the by-laws do not allow councils to have “official” online meetings. The following is a summary of how meetings can take place, decisions can be made and councils can move forward.

  1. Online or virtual meetings of parish, diocesan and provincial councils can be held.
  2. Business can be discussed and decisions can be taken.
  3. The secretary or other person who would normally be recording minutes should take “notes” of the meeting.
  4. Decisions that do not require a motion but simply approval by those present can be made and acted on by the council.
  5. If an “item” would normally require a motion to confirm the action, then it should be submitted to the meeting, discussed and a vote taken.
  6. The “item” is either accepted or rejected. If rejected, it goes no further.
  7. If accepted, then a vote should be taken that the “item” be recommended for approval at the next in-person meeting of the council. If this is rejected, it goes no further.
  8. If accepted, the council may take any action required on the “item” recommended for approval. For example, the treasurer requested that a donation of $200.00 be made to the national voluntary fund for Catholic Missions In Canada. This “item” was voted on, discussed and accepted. The treasurer then requested the donation of $200.00 be recommended for approval at the council’s next in-person meeting. This was accepted. A cheque for $200.00 can be written and sent to national office for this donation.
  9. When an “item” has been recommended for approval, it should be added to a list to be maintained by the secretary (or other recording individual). These accepted “items” should be submitted as motions at the next in-person meeting of the council for formal approval and insertion in the official minutes of the in-person council meeting where they are passed.
  10. All “items” requiring a formal motion can be processed in this way, including other donations, approval of council official minutes, etc.
  11. The “notes” taken at virtual meetings should be kept for future reference (similar to minutes) so that there is a record of what has taken place by the council during all virtual meetings it holds.

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