Sisters Eileen Brick, Sharon Ann Haas. Andrea Westkamp, Stephanie Schmidt, Mary Colleen Schwarz, Marcia Ziska
ABFC Core Team 2015 - 2017
Sister Sharon Ann Haas, ABFC Core Team Chair
Sister Mary Colleen Schwarz, ABFC Core Team Co-Chair
Sister Marcia Ziska, ABFC Core Team Treasurer
Sister Stephanie Schmidt, ABFC Core Team Secretary
Sister Andrea Westkamp, ABFC Core Team Web Coordinator
Sister Eileen Brick, ABFC Core Team Alternate Elect
The Core Team consists of five sisters elected at large at biennial ABFC symposia using a discernment model. The term of office is four years; Core Team members are not eligible for immediate re-election. To assure continuity of leadership two members and an alternate are elected at one symposium, three members at the next one. Ideally the Core Team is representative of all federations.
The officers of the Core Team, as determined in September 2011, are chair, vice-chair, secretary, treasurer and website coordinator. Members of the Core Team decide among themselves who assumes what role based on individual gifts and preferences. The duties formerly assigned to the corresponding secretary have been delegated to other members of the team, primarily the vice-chair.
The Core Team regularly meet in-person for three days in early fall and via a conference call in January. Conference business may necessitate additional communication or meetings; the Core Team determines a suitable meeting format and records transactions in minutes or hard copies of emails. For bonding and balance, opportunities for prayer and leisure are part of the fall gathering.
Generally the responsibilities of the Core Team include arranging electronic correspondence with the membership via the ABFC website (abfconline.org) twice annually; planning and implementing a biennial ABFC symposium; determining site, staff and fees for such ABFC sponsored programs as the Symposium, NADI, BSWR; determining amounts of funds available for scholarships and financial assistance and arranging for their dispersal; attending to needs and requests of ABFC membership.
The detailed job descriptions outlined below list the responsibilities of individual Core Team members:
Chairperson Develop agenda and chair Core Team meetings.
Fall meeting; in-person, three days
Winter meeting; conference call
Facilitate, as needed, communication among Core Team members and transact ABFC business between regular meetings and preserve in hard copy of all emails concerned with the business. Review, with other Core Team members:
Matters for which the Core Team is responsible
Site of the Fall meeting
Level of financial assistance that can be provided each year for ABFC sponsored programs
Work with the liaison from the Council of American Benedictine Prioresses and serve as ABFC contact with that group; send the following information to the prioresses’ liaison:
Minutes of Core Team meetings
Minutes of biennial symposium meeting
Annual financial reports
Other correspondence as appropriate
Prepare and present, with the vice-chair, a “state of the conference” report for the membership at the biennial symposium. Maintain a file of correspondence, hard copies of emails and records; submits these archival materials to the secretary by September 30 each year. Prepare a chair’s letter to accompany semiannual ABFC electronic correspondence to ABFC members and prioresses.
Vice-Chair Maintain regular communication with the directors of NADI and BSWR. Prepare forms for surveys (participation in programs, sites for programs and available presenters) and forwards these to the website coordinator in time for the fall posting Compile member responses to surveys and forward these, as appropriate, to the Core Team, directors of NADI and BSWR and the website coordinator for planning and information purposes; retains the returned surveys for at least 15 months Prepare and present, with the chair, a “state of the conference” report for the members at the biennial symposium and assist the chair as needed. Retain in vice-chair’s notebook, for reference purposes, reports from directors of NADI and BSWR for the preceding five years. Maintain a file of forms, compilations of surveys, correspondence and submit these archival materials to the secretary by September 30 each year.
Secretary Take minutes for all Core Team meetings and all conference calls and distribute to Core Team members. Take minutes of the biennial symposium business meeting, distribute them to Core Team members and submit them to the website coordinator for inclusion with fall ABFC electronic posting. Prepare additional correspondence as designated. Retain, for reference purposes, minutes for the last six year in the recording secretary’s notebook. Serve as contact person for the American Benedictine Formation Conference archives, receives all archival materials from Core Team members and annually transfers these to the archivist.
Treasurer Receive membership forms and fees and update the electronic copy of the membership directory. Forwards the updated membership directory to the website coordinator for the January ABFC website posting Has charge of funds and finances of the American Benedictine Formation Conference:
Receives and pays bills
Manages ABFC CD’s and other ABFC investments
Serves as finanical liaison with directors of ABFC sponsored programs
Maintains all financial records
Presents financial reports at the regular (fall and winter) Core Team meetings and the business meeting at the biennial symposium.
Prepare end-of-fiscal year financial reports and distribute to Core Team
Coordinate the collaborative ad for VISION for Benedictine Sisters (invites participation, facilitates planning, pays fees). Disperse partial scholarships or other financial assistance for ABFC sponsored programs as determined and directed by the Core Team. Perform additional financial management duties as designated. Submit copies of all financial reports generated since the preceding October 1 to the recording secretary by September 30 each year
Website Coordinatorwww.abfconline.org Maintain domain registration, host site registration Receive and post information as directed by the ABFC members and the Core Team:
Fall electronic communication to all members
Letter from the chair
Core Team addresses, phone, email, and faxes
Membership application and listing of Prioress, Formation, and Vocation personnel
Participation in programs (NADI, BSWR, and Symposium) Survey
Presenters/resource persons for ABFC programs
Minutes of the business meeting at the ABFC Biennial Symposium
Year-end financial report
Other pertinent materials
Spring electronic communication to all members
Updated Membership Directory
Listing of possible presenters posted in the resources section of the web site.
Other pertinent materials
Maintain and update web site information, pictures, links, etc. Develop, design password protected section and resource page Obtain written permission from persons for posting pictures or information about them on the website Build a help section for users of ABFC web page that directly connects with the webmaster Submit to the secretary for inclusion in the archives hard copies of archival documents as of September 30 each year