October 7, 2008

Dear Confrere:

May the grace of the Lord Jesus be with us always!

The members of the Preparatory Committee are writing to inform you of the details for Provincial Assembly 2009. The Assembly, which is preparatory for the General Assembly in Paris in 2010, has as its theme Creative Fidelity to the Mission. This theme will weave its way through our days together as we look to the future, striving to foster and deepen our commitment to ministry and community life. Your participation is essential to the process and the discussion of several important issues.

We are being asked by the Preparatory Commission for GA 2010 to enter into a dynamic of dialogue. The confreres are being invited to talk about what is important for us and our life together. We are called to enter into a  process of honest conversation as to what a confrere needs to remain faithful to his Vincentian vocation.

The following components will be part of the Assembly:

Preparation of materials for the General Assembly of 2010

Provincial business: Provincial’s Report, Treasurer’s Report, Ongoing Formation

Planting of Seeds for the Provincial Plan for 2009 -2012

Review of Provincial Norms and Ordinances

Postulata for the General Assembly and the Province

In preparation for our Assembly, we ask that each house call at least two domestic assemblies (larger houses may need as many as four) between now and February 2, 2009.

Before December 15th, we ask that you attend to the following agenda items:

1. 1.the present Provincial Norms and Ordinances (attached),
   

2. 2.Postulata, if any, which affect the Province, and
   

3. 3.Postulata for the General Assembly, according to the directives from Rome (attached).
   

4. 4.According to Norm #16: the election of one member of the house to attend the Assembly as the “official” delegate of the house
   

The Preparatory Committee asks the Superior of each House to do the following:

1. •Ask each confrere in his house to submit written material concerning the first three agenda items at least two days before the scheduled domestic assembly.
   

2. •Give each confrere in his house a copy of the submitted written postulata from the confreres in the house prior to the domestic assembly.
   

3. •Forward the name of the elected confrere, the names of all confreres who wish to be delegates to the Assembly, and the written results of this agenda to Joe Agostino before December 15th at jagostino@stjohnthebaptistrcc.org, or by fax (718-452-3738), or by mail to St. John the Baptist Parish.
   

We suggest the following process for the domestic assembly dealing with these agenda items:

1. 1.Provide time for personal prayer.
   

2. 2.Provide time for discussion and vote on each of the present Provincial Norms and Ordinances noting at the end of each the number of confreres in favor, the number  against, and the number of abstentions.
   

3. 3.Provide time for discussion and vote on each of the written postulata submitted by the confreres of the house noting at the end of each the number of confreres in favor, the number against, and the number of abstentions.  Also, note the postulata, if any, that have been withdrawn.
   

4. 4.Provide time to elect an “official” delegate to the Provincial Assembly.
   

Please note that this process does not prevent an individual confrere from submitting his own postulata for the Provincial Assembly. The Preparatory Committee, however, strongly encourages an individual confrere to present his postulata to the domestic assembly for discussion and vote.

Before February 2, 2009, we ask that the confreres of your house enter into dialogue on the Reflection Questions sent from Rome (attached). This agenda for the Domestic Assembly invites the confreres to speak to one another about those core values which lie at the heart of their Vincentian vocation.

We ask you to send back to us a synthesis of your dialogue.  In order to facilitate this, please name a confrere who will prepare the synthesis which will be sent back to the committee.

The synthesis should be a summary of what the confreres felt lay at the heart of the conversation. It is not a report (minutes) of the details of the conversation. It is a representation of the themes that were the foundation of the dialogue.

We suggest the following process for the domestic assembly dealing with these agenda items:

1. 1.Before the dialogue, confreres are asked to personally address reflection questions
   

10 – 12

2. 2.At the domestic assembly, the dialogue can focus on at least one question in each grouping of themes: evaluation since GA2004, ongoing formation, and creative fidelity to the mission.  It is not necessary to answer every question.
   

3. 3.Present the synthesis to the house before sending it to the Preparatory Committee to see that all major themes have been represented.
   

4. 4.Forward the synthesis to Joe Agostino before February 2, 2009 at jagostino@stjohnthebaptistrcc.org, or by fax (718-452-3738), or by mail to St. John the Baptist Parish.
   

We will review the written responses developed by the domestic assemblies, organize the material and send it to the local houses in preparation for Provincial Assembly 2009.

Finally, please be aware that prior to opening the assembly you will be asked to declare your status as a voting member of the assembly according to Norm #16.1 which states, “All incorporated members are invited to attend and participate with the right to vote, provided that they are present from the beginning and remain for the duration of the assembly.”

Your cooperation is appreciated as we work together for the Province to develop and pass on our charism to future generations.

Let us continue to pray for one another as we forge a future full of hope!

Sincerely,

Joseph Agostino, CM (chair)

Kevin Creagh, CM

Patrick Flanagan, CM

John Freund, CM

Patrick Griffin, CM

Stephen Grozio, CM

Michael Nguyen, CM

Astor Rodríguez, CM

Reclaim our heart, creative fidelity to the Mission