A. The Commission Heads (from the Council of Co-Responsibles Manual)
- They are the moderators of the different Commissions.
- They promote the ideal of “team ministry” among their members.
- They preside over their respective commissions, pursue their objectives, and implement their projects.
- They plan with their members their activities and projects for the year,
- defining and assigning particular tasks.
- They take note of experiences throughout the year, so that their successors may begin their term of service at an advantage.
- They orient and turn over all the files and implements (notes of experiences, soft and hard copies of materials used, equipment, etc.) to the new Commission heads as soon as possible.
- They shall furnish a copy of all Commission files to the outgoing Secretary for proper filing in the PCF Archives.
B. Formation of Commissions
- Commission roles may be reviewed at http://pcfroma.org/docs/category/ccr/.
- A sign up sheet will be posted. Those who do not sign up will be assigned a Commission by the CCR.
C. Practical notes
- Presiding over a Commission, delegating tasks, coordinating its members, following up tasks, assisting Commission Members whenever needed, CCR meetings, coordinating with other Commissions, promoting teamwork, liaison with the Administrators, etc., already demand much from the Commission Head. Hence, he should be able to delegate as much of the specific work as possible to the Commission Members, being as concrete as possible in assigning tasks.
- Each Commission should also: keep its own files, finances (when applicable) and inventory; be represented in all CCR meetings (by a member if the Head cannot make it); make necessary announcements and reminders to the Community within and outside meetings; and if convenient, maintain its corresponding section of the PCF website.
- Each major task listed in these guides (based on previous years’ experience, and open to suggestions) could be assigned to one or two Commission members. Less regular roles could also be combined. Each Commission could come up with its own criteria for task distribution.
- For proper coordination, requests for help from the Sisters or Personnel should always be coursed through the Procurator, who oversees their ordinary tasks.
- Kindly assist the other Commissions whenever needed on a case to case basis. Suggestions may be given to the Officers directly, through the CCR Coordinator, or through the Administrators, whichever is most appropriate to the situation, and at any moment, without having to wait for the next meeting.
D. CCR Meetings
- CCR meetings are scheduled for each month and are held as needed.
- If a Commission Head cannot attend, he should send a representative from the Commission, who could afterwards propose courses of action and update the Head and the rest of the Commission members.
E. Major Positions – Miscellaneous Tasks (aside from those Indicated in the Council of Co-Responsibles Manual)
- Coordinates assigning volunteers for Portineria service for:
- non-Sundays: 12:30-3:30 p.m. and 7:30-9:30 p.m.
- Saturdays: 3:30-7:30 p.m.
- Sundays: 8:45 a.m. to 7:30 p.m. on Sundays.
- Volunteers may carry the cordless phones (even to different parts of the building within range), with which they can open the gates and lobby glass door, and then come to the lobby if needed to receive letters, packages or visitors.
- Visitors may be requested to kindly contact the persons they are visiting directly via celfone, so that the volunteers need not look for them.
- If staying in the portineria, the volunteer may opt to close the door to signify that he wishes to carry out his tasks in silence.