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OPERATIONAL GUIDELINES AND POLICIES
OF THE
LAY CHURCH WORKERS’
WELFARE PROGRAM
DIOCESE OF MARBEL
1.
INTRODUCTION.
The Program started as "MUTUAL AID PLAN" for Church
Workers in the DPA-I 3-Year Strategic Plan (1997-1999) of the Diocese of
Marbel. Later it was called "Church Workers Welfare Program" in the
diocesan 5-Year Strategic Plan (2000-2004). Two Interim Committees of
priests were created by the Presbyterium in 2000 and 2001 to design the
Plan, consult Church workers, set-up Management Board, and formulate
policies. A Concept Paper was produced and presented to the Presbyterium
in November 2002. The Paper was approved in principle by the priests
with financial support committed by the parishes and the diocese. It was
agreed, however, that the Plan still needs further refinement. So, Fr.
Roming Buenaobra was assigned to follow-up this task. A consultation
meeting of lay Church workers was called on Feb. 3, 2003 for this
purpose. The Group decided to form another Interim Committee composed of
6 lay members chosen from among themselves. The Committee held two
meetings, (February 14 and March 14) and the results are the ones being
presented here as Operational Guidelines and Policies which was
presented to the lay Church workers on August 19 for final review. This
Draft was then presented to the Presbyterium on November 5 and was duly
approved. Final presentation for the ratification of the document was
made during the General Assembly of Church Workers on December 1, 2003.
2.
NAME
The name of the Plan is LAY CHURCH WORKERS' WELFARE
PROGRAM (LCWWP) of the Diocese of Marbel. It shall be known also in
short as CHURCH WORKERS' PROGRAM (CWP) or simply as PROGRAM as referred
to in these guidelines and policies.
3. OFFICES
The main office of the Program is at the Bishop’s
Residence, Marbel, City of Koronadal. Sub-offices are at the Christian
Formation Center (CFC), Marbel and the Parish where the Program
Treasurer resides.
4.
NATURE
The CWP is a Welfare Plan initiated by the Diocese of
Marbel to provide assistance and incentives to Lay Church Workers in the
parishes and the diocese.
1. This
Program is intended for LAY CHURCH WORKERS (LCW) in the parishes and the
diocese. The Program does not include the Clergy, the Religious, and
other lay Church workers in congregational, educational, or religious
houses and institutions.
2. This
Program is an ASSISTANCE PROGRAM on a limited capacity only. The Program
is intended to provide assistance in addition to those that are provided
by the parishes and diocese to their lay Church workers according to
law. The assistance that can be provided by the Program, however, shall
be limited by its financial capacity and as provided for in its
guidelines and policies.
3. This
Program is CONTRIBUTORY in nature. The Program is supported by financial
contributions of its members in accordance with its membership
guidelines and policies. Other contributions will come from the parishes
and the diocese.
4. This
Program is PART OF THE STRUCTURE OF THE DIOCESE under the authority of
the Bishop. The Bishop exercises full authority over the Program either
personally or through his Episcopal Delegate to the Program. The Bishop
and the Presbyterium will be provided from time to time with status
report of the Program.
5. OBJECTIVES
GENERAL OBJECTIVE. To provide additional welfare
assistance and incentives to lay Church workers in the parishes and the
diocese.
SPECIFIC OBJECTIVES
1.
To strengthen communion and participation among lay Church workers in
the Diocese of Marbel.
2.
To set up programs for the integral development of lay Church workers.
3.
To generate financial support and allocate funds for the Program.
4.
To provide soft loans to members for IGP and emergency needs.
5.
To establish linkages and networking with other groups of similar
concerns.
6.
PROGRAMS
1.
Group insurance for members
2.
Sickness, Accident and Hospitalization Assistance
3.
Retirement and Permanent Incapacity Assistance
4.
Death and Burial Assistance
5.
Loan Assistance
6.
Seminars, Training and Conferences Assistance
7.
Financial Management Program Assistance.
These assistance programs will be governed by the
guidelines and policies pertinent to each one.
7.
ORGANIZATION
There are two
levels in the Organizational Structure of the Program: the General
Assembly and the Executive Committee.
1. The
General Assembly (GA) is the highest decision-making body of the
Program. The GA is composed of all members of the Program. The General
Assembly conducts the affairs of the Program, reviews and approves all
policies, and elects five members of the Executive Committee. The
General Assembly is held every three years. However, special assembly
may be called as the need arises.
2. The
Executive Committee (Execom) is the Corporate Management Body of the
Program and the Officers of the Program. The members of the Execom are
elected by the General Assembly and hold office for a term of three
years, renewable for another term only. The Execom is assisted by a
priest designated by the Bishop. This priest designated becomes an
ex-officio member of the Execom.
8.
OFFICERS OF THE PROGRAM
1. The
Execom elects from among themselves its own officers: Chair, Vice-Chair,
Secretary, Treasurer, and Auditor. The officers meet at least three
times a year and their decisions are subject to review by the General
Assembly.
2.
The functions of the Execom Officers are the standard functions of
officers in similar
positions in any organization or group. Additional duties may be
assigned to any Officer from time to time.
9.
SPECIFIC DUTIES AND FUNCTIONS OF OFFICERS OF THE PROGRAM
Chair
1.
Calls and presides over the meetings of the General Assembly and the
Execom.
2.
Presents reports, plans, and status of the Program to the members.
3.
Reviews and approves disbursements according to the policies of the
Program.
Vice-Chair
1.
Works in close collaboration with the Chair.
2.
Takes the place of the Chair in the absence or incapacity of the
latter.
Secretary
1.
Keeps records and minutes of the Program.
2.
Sends notices of meetings to members of the Execom.
3.
Keeps an updated list of members of the Program.
Treasurer
1.
Receives and safeguards the funds of the Program.
2.
Keeps an accurate and up-to-date record of receipts and disbursements.
3.
Disburses funds according to the guidelines and policies of the Program.
4.
Submits financial statement to the General Assembly and Executive
Committee during meetings.
Auditor
1.
Audits all financial transactions of the Program according to
established accounting principles and procedures.
2.
Helps the Treasurer prepare the Annual Financial Reports.
10.
VACANCIES
1.
Vacancy in the office of Chair will be filled in by the Vice-Chair.
2.
Any other vacancy in any position may be filled in by the Execom until
the next General Assembly.
11.
MEMBERS OF THE PROGRAM
The members of
the Program are the parish and diocesan lay Church workers who have
applied to, been accepted and have maintained membership in good
standing in the Program.
12.
RIGHTS AND DUTIES OF MEMBERS
1.
They have the right to participate actively in the affairs of the
Program such as meetings, assemblies, elections, etc.
2.
They have the right to avail of any assistance that the Program offers
in accordance with its guidelines and policies.
3.
They have the right to be informed of matters related to the Program,
its status and finances.
4.
They have the duty to support and contribute regularly to the Program
funds.
13.
FUNDING
SOURCES OF
INCOME
1.
There are three main sources of contributions for the Program:
individual members, parishes and diocese.
2.
The parishes and diocese shall contribute amount as specified and agreed
upon. (Cf. Schedule below). Such contributions belong to the Program and
are not refundable.
3.
The individual members shall contribute amount as specified and agreed
upon. Starting contribution is P100 a month for every member.
4.
All contributions and their specific amount shall be reviewed from time
to time and may change as agreed upon.
5.
Other sources of income for the Program are from donations, interests in
bank or loans.
14.
USES OF FUNDS
The Program Funds shall be used for the following purposes:
In general - to finance the various programs of the CWP.
In particular - to pay and provide financial assistance for the
following:
1. Group
insurance for members
2.
Sickness, Accident, Hospitalization
3.
Retirement or Permanent Incapacity
4.
Death and burial
5.
Loan credit
6. Seminars,
trainings, and conferences
7. Remunerations
and other administrative expense
15.
POLICIES AND PROCEDURES
A. POLICY ON MEMBERSHIP
1.
The Program is open only to parish and diocesan lay Church workers in
the Diocese of Marbel,
2.
Applicant must be an actual employee working either as regular or
part-time worker in the parish or diocese.
3.
Applicant is willing to comply with the guidelines, policies and
requirements of the Program.
4.
Applicant is endorsed by his/her parish priest or competent authority.
B. PROCEDURE IN
APPLYING FOR MEMBERSHIP
1.
Applicant fills in Application Form in two copies (with ID pictures)
(Forms are available in Parish office)
2.
Application is endorsed by the parish priest or competent authority.
3.
Applicant submits accomplished Application Form to the Parish Office or
Diocesan Office.
4.
Applicant pays the required Monthly Contribution.
5.
Application Form is submitted to the CWP Office together with the
payment.
6.
CWP Office issues Official Receipt and Membership Card to applicant
C. PROCEDURE IN
REMITTANCE OF CONTRIBUTIONS
1.
Contribution is collected by the Parish or Diocesan Office through
salary deductions (c/o Cashier/Treasurer).
2.
Parish or Diocesan Office forwards contribution to the CWP Treasurer
either through bank-to-bank transaction or direct payment in cash or
check.
3.
CWP Treasurer issues Official Receipt (O.R.)
D. POLICY ON
CESSATION OF MEMBERSHIP
Membership in the
Program may be terminated through the following reasons:
1.
Voluntary resignation
2.
Delinquency or non-payment of contribution
3.
Permanent incapacity
4.
Retirement
5.
Death
Compensation for any termination will be governed by the policies of the
Program.
Members who have been terminated from the Program lose all their rights
and privileges therein.
E. POLICIES ON
MANAGEMENT OF FUNDS
1.
The over-all management of the CWP funds shall be the main
responsibility of the Execom.
2.
Every year the Execom shall review the financial operation of the CWP
Funds and shall allocate certain amount for its programs.
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In the first year (Year 1) of the Program amount allocated shall be
less due to financial constraint. But as the fund builds up,
allocation shall also be increased.
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For Year 1, only 20% of income shall be allocated. For Year 2 – 25%.
Far Year 3 – 30%. For Year 4 and thereafter – 40%.
3.
The CWP Funds
shall be deposited in a Bank designated by the Execom. Such account
shall be specified as follows:
-
Name of Account – Diocese of Marbel, Church Workers' Welfare Fund.
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Types of Account – Time Deposit, Savings Deposit (or combination
saving-checking account).
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Authorized signatories – Chair, Treasurer, and Priest designated by
the Bishop.
-
For checks and withdrawal purposes – any two signatures will
suffice.
4.
The CWP Funds shall be managed according to established accounting
principles and procedures:
-
All income is to be receipted (contributions, donations, interests,
etc.)
-
Receipts used shall have correct entries and be in proper sequence.
-
Recording shall be based on official receipt also in proper
sequence.
-
All expenses shall have vouchers and be approved by authorized
persons.
-
All expenses shall have supporting papers and documents (receipts,
invoices, orders, etc.).
F. MANAGEMENT Of CHECKS
1.
The CWP shall maintain a checking account for its transactions.
2.
All checks shall be under the custody of the CWP Treasurer.
3.
As much as possible all payments for CWP transactions shall be by check.
4.
Every check issued shall have two signatures of authorized signatories.
G. MANAGEMENT OF INCOME AND EXPENSES
1.
All payments shall be received by the Treasurer who issues corresponding
receipts.
2.
All amount collected shall be deposited in bank.
3.
All requests for disbursement shall have Purchase Orders (P.O.) or
vouchers.
4.
All vouchers shall contain the following items: requested by, checked
by, and approved by.
5.
All disbursements must have the approval of the Chair or Priest
Designated.
H. MANAGEMENT OF PETTY CASH/REVOLVING FUND
1.
For smaller expenses a Petty Cash or Revolving Fund of P3,000 shall be
maintained by the CWP Treasurer.
2.
The Petty Cash or Revolving Fund shall be managed according to standard
accounting principles and procedure.
i. POLICY ON LOANS
1. Loans
may be extended to the members of the Program for justifiable reasons.
2. Any
loan will need the recommendation of the parish priest or competent
authority.
3. The
amount that can be granted is minimum of one-month salary equivalent, up
to maximum of three-months salary equivalent
4. Amortization
of loans:
-
Loan of one-month salary equivalent must be paid within one year.
-
Loan of two-months salary equivalent must be paid within one and a
half year.
-
Loan of three-months salary equivalent must be paid within two
years.
5. All
loans will be charged a 2% interest per annum.
6. No
new loans or re-loan shall be granted to a member unless the previous
loan has been fully paid and the term specified has expired or ended.
7.
All loans are subject to availability of funds as determined by the
Execom.
J. PROCEDURE
IN APPLYING FOR LOANS
1.
Applicant fills in 2 copies of Loan Application Form (Forms are
available in the Parish/Diocesan office).
2.
Applicant states the reason and amount being applied for.
3.
Applicant specifies mode of payment for the loan.
4.
Loan Application Form is endorsed by the parish priest or competent
authority.
5.
Loan Application Form is forwarded to the CWP Office for evaluation.
6.
If Application is found meritorious, loan is approved and amount is
released.
7.
Amount is sent to the member concerned through the Parish or Diocesan
Office.
K. PROCEDURE IN PAYMENT OF LOANS
1.
Payment is through salary deductions c/o Parish or Diocesan Office.
2.
Payment is forwarded to the CWP Treasurer either through bank-to-bank
transaction or direct payment in cash or check.
3.
CWP Treasurer issues Official Receipt (O.R.).
L. POLICIES ON COMPENSATIONS AND
REMUNERATIONS
REMUNERATIONS
1. For
Voluntary Resignation – Program will return total contributions
submitted plus interest. Interest will be computed according to
prevailing rate per annum based on total amount contributed.
2. For
Delinquency or Non-Payment of Contribution – Program will return 80% of
contributions submitted after two notices of warning have been sent.
3.
For Permanent Incapacity due to illness or accident – Program will
return all contributions submitted plus interest.
COMPENSATIONS
For Accidents:
1. Minor
cases - Program will re-imburse only expenses beyond the amount covered
by the Group Insurance. Limit – only up to P500.
2. Major
cases - Program will give assistance only if expenses incurred by a
member exceed the amount covered by the Group Insurance. Limit – only up
to P5,000.
For Retirement
1. Retirement
at age 60 or above or after 25 years of service, whichever comes first –
Program will give assistance of P10,000 plus return of all personal
contributions.
2. Early
retirement from 55 to 60 – Program will give assistance of P7,000 only.
3. Such
benefit assistance will be given only after one year of membership in
the Program.
For Hospitalization
1.
Expenses incurred below P10,000 – Program will give P500 assistance.
2.
Expenses incurred from P10,000 up – Program will give P1,000 assistance.
3.
Expenses incurred from P15,000 up – Program will give P1,500 assistance.
4.
Expenses incurred from P20,000 up – Program will give P2,000 assistance.
5.
For outpatient (not hospitalized) – Program will give assistance on a
case-to-case basis.
For Death and Burial
1. Program
will give assistance of P5,000 to the family of the deceased.
2. Each
members of the Program will contribute P20 or more to be collected by
the Parish/Diocesan Cashier and submitted to the CWP Treasurer who in
turn will give such amount to the family of the deceased member.
All packaged assistance will be subject to review and will be adjusted
from time to time.
M. PROCEDURE IN PROCESSING OF CLAIMS
1.
A member (or any member of the family) fills in the prescribed Request
Form for Claim. (Forms are available in the Parish or Diocesan Office).
2.
Request Claim is supported by pertinent documents.
3.
Request Claim is approved by the parish priest or competent authority.
4.
Request Claim is submitted to the CWP Office for processing.
5.
Once approved, amount claimed will be forwarded to the claimant through
the Parish Office or Diocesan Office.
N.
POLICY ON SEMINARS, TRAININGS AND CONFERENCES
1.
The Program may organize seminars, trainings and conferences for
members.
2.
For special seminars, training and conference, only members approved by
the Execom may receive financial support from the Program.
3.
Such financial support, however, shall be subject to the budget
allocated by the Execom for such purpose.
0. AMENDMENT
1. Amendment
to these Operational Guidelines and Policies of the Lay Church Wokers’
and Development Program may be proposed by any member of the Program.
2. The
proposed amendment shall be considered by the Execom and if found
meritorious shall be presented to the General Assembly for ratification.
3. Such
amendment shall become effective upon confirmation by the Bishop of
Marbel.
P. EFFECTIVITY
These Guidelines
and Policies of the Lay Church Workers’ Welfare Program shall become
effective after ratification by majority vote of the lay Church workers
gathered in a general assembly in December 2003 and after final approval
and promulgation by the Bishop of Marbel immediately thereafter.
Q. START OF OPERATION
The Lay Church Workers’ Welfare Program will
start operation on the first day of January 2004.
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