SERVANT LEADERSHIP in the OFS

‘Servant leader’ is a term used in the Secular Franciscan Order to describe a person who takes on leadership in a spirit of service to those to whom they are responsible, as Jesus demonstrated in washing the feet of his disciples. St. Francis embraced this virtue with his friars/brothers, by modelling servant leadership, setting a standard of living, but also mercifully breaking from the austerity he imposed on himself when the occasion presented itself; when a friar called out in the night that he was dying of starvation…..Francis called on all the friars to eat with him and the ailing friar in the middle of the night.

QUALITIES OF A SERVANT LEADER

Willingness to serve and to learn
Prayerful and gentle spirit
Open and welcoming to the challenges that arise
Loving spirit, willing to listen
Seek and work to understand
Love and work for the good of the Order and the brothers and sisters
Vision and creativity

ROLES ON THE REGIONAL COUNCIL

REGIONAL MINISTER ROLE AND DUTIES

Article 63 of the General Constitutions

While firmly preserving the co-responsibility of the local fraternity council for the animation and guidance of the fraternity, it is the duty of the minister, who has the primary responsibility, to see that the directions and decisions of the council are put into practice. He or she will keep the council informed concerning his or her activities.

COMMUNICATION

To call, preside and make an agenda for all meetings of the council
To convoke every 3 years an elective chapter of the fraternity, having heard the council on the formalities of the convocation.
To request, with the consent of the council, the pastoral and fraternal visits at least once every three years from the higher fraternity.
To put into action any directives from the Regional Council
To respond to emails and calls regarding regional and national fraternity matters
Ensure the distribution of Regional and National newsletters to the members

ORGANIZATIONAL STRUCTURE

To promote, animate and co-ordinate the life and activities of the fraternity
To ensure the decisions of the fraternity council are implemented
To ensure that the records of the fraternity are prepared and available to the Regional visitors for Fraternal Visits
To participate in meetings called by the Regional Council
To represent the fraternity in all its relations with ecclesiastical and civil authorities. When the fraternity acquires a juridical personality in the civil order, the minister becomes, when possible, its legal representative
To put into effect those acts which the Constitutions refer to his or her competence

REPORTING

To prepare an annual report for the regional fraternity (see Local TRF Fraternity Council Handbook)
Responding to queries from other fraternities and councils

RECORD KEEPING

Keeping the Fraternity Directory updated on membership information, especially after elections
Preserve the Canonical Establishment document of the fraternity with the important documents

Training

Be familiar with principles of servant leadership and stewardship, to animate, guide and coordinate the Franciscan life and activities of the regional fraternity
The new minister shall be given an orientation to the position role and duties by the previous minister, or a former minister

Documents to be familiar with

OFS Ritual
General Constitutions of the Secular Franciscan
Statutes of the regional fraternity
Fraternity Regional policy and procedures handbook
National statutes and national formation guidelines
The Role of Spiritual Assistants to the OFS
Consilium Internationale OFS (CIOFS) | Secular Franciscan Order
Relevant Vatican documents

OFS Minister Skills

Ability to coordinate and facilitate regular and council meetings, ensuring a balance of prayer, business, discussion and action
Possess interpersonal and collaborative skills; be familiar with conflict management
Experience in working with teams and networking
Computer skills with experience in working with MSWord documents or similar programs
Familiarity in working with telephone and video conferencing; ability to host online meetings
Knowledge of working with annual budgets and financial account management
Ability to drive and travel to attend regional meetings

Assistance to council members

Work with the local spiritual assistant in supporting his role and responsibilities
Ensure each council member has a copy of their Position role and duties
Support training and documentation in providing orientation to vice-ministers
Support orientation of council members to help familiarize them with their roles
Maintain regular contact with councilors regarding issues arising within the Fraternity
Ensure all council members have adequate time to address issues of their work at meetings

Franciscan Leadership Resource: Koinonia_2021_EN.pdf(ciofs.info)

REGIONAL VICE MINISTER ROLE AND DUTIES

Currently there are three Vice Ministers elected to the Regional Council. One of the Vice Ministers is elected to replace the Minister when necessary.

POSITION SUMMARY

The Regional Vice-Minister is a liaison between the Regional Council and local fraternities within a specific geographic area. Collaborates and supports local fraternities in their operative needs.

ROLE DESCRIPTION

The Regional Vice-Minister is to be familiar with all the local fraternities within their area, through which they are able to have an appreciation of their strengths, limitations and needs. Attends all Regional Council meetings and provides progress reports on developments and activities of their fraternities at each meeting and at the Chapter.

RESPONSIBILITIES

To be familiar with and follow the General Constitutions, National Statutes, Regional Statutes, Formation Programs, Procedures, Rule, and the Ritual of the Secular Franciscan Order. To preside at Local Fraternity Chapter of Elections and make Fraternal visits when delegated to do so.

DUTIES

to take part in the deliberations and decisions of the Regional Council
conduct fraternity chapters and visits as requested
complete a report on fraternal visitations and fraternity election results. A copy is sent to the Local Fraternity Minister and a copy to the Regional Council
submit travel expenses to the Regional Treasurer

REGIONAL SECRETARY ROLE AND DUTIES

POSITION SUMMARY

The Regional Secretary is the person responsible for the office work and communication of the Regional Fraternity with other fraternities and with the Council of the next higher fraternity level.

ROLE DESCRIPTION

The Secretary keeps the historical records of the Regional Council , maintains information for the directory and Regional database, and preserves documents. The Secretary must be known for his/her reserve and maintain the privacy of everything concerning individual members and confidential business.

RESPONSIBILITIES

To know and to follow the Rule, General Constitutions (article #52.2), National Statutes, Regional Guidelines, and the Ritual of the Secular Franciscan Order
To attend Council meetings
To work collaboratively with other members of the Council
To notify the Minister in advance if unable to attend a meeting or a gathering

DUTIES

prepare minutes of regular and council meetings and send to respective recipients
prepare draft agendas and packages for regional meetings (electronic or printed copies). Send notice and contact information of virtual meetings as required
collect reports from council members for the meeting and share with the other council members. In some cases, the council members may share their own reports with the other members
make minutes and reports of events such as Chapters, Conferences and Retreats
keep the records and maintain filing (electronic as well as hard copies of records of the minutes of regular council meetings) according to regional requirements, possibly using online storage as well
may receive and send communications from the various levels if the Minister requires it, and may be required to serve as Secretary of Elections at Chapters
record internet decisions between council meetings
prepare action lists for council and follow up. (Optional)
submit secretary expenses approved by council to the treasurer for reimbursement
Prepare and submit a budget for secretary expenses for the next council

RECORDING DECISIONS OF THE FRATERNITY COUNCIL

DATA MANAGEMENT

Local Fraternity Minister and Regional council list and email list
Spiritual Assistants and Resource person list and email list
Historical data; Fraternity opening and closing; Picture Directory; Yearly Statistics
Archives storage
Local Fraternities database
Local Election & Pastoral visit list (regional/national)

Special Considerations

Send data updates to the Regional web-site manager and National website manager

OFS Canada National Website

maintain and update archives on external hard drive and prepare archives and pertinent information for transfer to new council secretary
preparation of documents and their distribution as per communication matrix

REGIONAL TREASURER ROLE AND DUTIES

POSITION SUMMARY

The Regional Treasurer must have the competency and accuracy needed to safeguard and administer the funds of the Regional Fraternity. This entails maintaining the financial affairs of the Region.

ROLE DESCRIPTION

To know and follow the Rule, General Constitutions (article # 52.4) and Regional Guidelines of the Secular Franciscan Order. Have familiarity with creating a basic spreadsheet of accounts in order to produce a statement for each regional meeting and prepare a full report and budget for the Regional Chapter.

RESPONSIBILITIES

to attend Regional Council meetings as required
to work collaboratively with other members of the Council
to notify the Regional Minister in advance if unable to attend a meeting or a gathering

DUTIES

to ensure signing authority has been turned over and order cheques as needed
to collect, record and deposit funds collected from each fraternity
to keep records of disbursements and expenses in conformity with the Council
to put together an annual budget together with the Council members of expected fraternity contributions and regional expenditures for the year
to put together a 3 year budget within the treasurer’s period in office, and for the 3 forthcoming years
to coordinate the sales of formation materials with the formation director
to assist council members in setting the yearly contributions from each fraternity
to maintain update of records regarding each fraternity’s membership annual contribution
to pay the yearly National contribution
to keep all fraternity members updated quarterly or semi-annually regarding finances
to have the Regional financial records audited every 3 years by a designated accountant
to present the audited report to the regional council prior to the regional chapter
ensure that upon termination of office, all monies, and all properties of ‘the Region’ shall be transferred to the successor

REGIONAL FORMATION DIRECTOR ROLE AND DUTIES

POSITION SUMMARY

The Regional Director of Formation is responsible for making known and promoting Franciscan spirituality and programs of formation throughout the Region. To provide/ensure the formation of those responsible for animation, including formators training for members of local fraternities. To offer to local fraternities, activities which support all their formative and operative needs.

ROLE DESCRIPTION

To collaborate with the Regional Spiritual Assistant to develop and articulate a Franciscan spirituality formation. Be knowledgeable of the location of all local fraternities within the Region, including the names and contact information of all Formation Directors of local fraternities to be in communication with them. Be familiar with the formation resources utilized within the Region and National Fraternity.

RESPONSIBILITIES

To know and follow the Rule, General Constitutions (articles 37-44), National Statutes (8.1-8.4), Regional Guidelines, and the Ritual of the Secular Franciscan Order.
To attend Regional Council meetings as required; providing a report of regional formation activities within the Region at each meeting.
To work collaboratively with other members of the Council.
To act as the liaison between the Region and National Fraternity in matters of formation

DUTIES

to collaborate with the National Director of Formation, forwarding any relevant national communication to local members
participate in planning and presenting ongoing formation at the regional level such as workshops for the local fraternity Formation teams and inter-fraternity events
meet with Formation teams and offer support, guidance, and encouragement to local fraternity Formation Directors, especially those newly elected to the position
research materials and resources to be used for local fraternity formation
be informed and utilize formation resources offered through CIOFS, the National program Living Fraternity and other current and approved publications
assist and engage local fraternities in the process of initial and ongoing formation
create a 3 year plan with achievable goals and tasks