? All secretarial duties, including the organisation of Hospitalité
meetings.
? Take the minutes of the Council meetings, and to forward these to the President
of the Hospitalité within 2 weeks and once approved to the other Council
members in the next two weeks
? To prepare a draft agenda for approval of the President of the Hospitalité
for the next council meeting and to forward it to the council members one month
prior to the meeting.
? Each September write a report for the Pilgrimage Management Committee, which
includes input from all Heads of Service and Council. Once checked, send to
Secretary of the PMC.
? Attend the two PMC meetings a year, if Hospitalité President is not
available
? Type correspondence, minutes, memos, etc and distribute them by post or e-mail.
? Maintain membership database to include address, telephone number and e-mail
address.
? Ensure membership database is continually up to date.
? Ensure the database does not infringe the Database Protection Act requirements
by liaising with the secretary to the Trustees of the CA
? Maintain a list of Hospitalité Council contacts for all.
? Arrange for annual elections to the Council, to include obtaining nominations
(by September), a brief synopsis on each person added to Newsletter (Winter
newsletter), to receive the votes and to report to the Council on the vote at
the meeting prior to the AGM.
? Organise the AGM, the lunch, Mass and to collect the money from those attending.
Also take minutes at the AGM.
? Decide on next Pilgrimages Prayer Members with the Hospitalité Council
? Confirm with Pilgrimage Director in April on whether St Joseph’s Chapel
is booked for Hospitalité Service
? Keep Hospitalité membership forms and other files for at least 15 years.
Add to CA archive in Lourdes afterwards.
? Ensure the web-team is kept appraised of any news items, which could be placed
on the web page.
? Liaise with co-ordinator over the biannual Walsingham Retreat and to ensure
the details are passed to the newsletter editor and the web-team.
? Liaise with web-team regarding the maintenance of Hospitalité email
addresses for individuals and for group email (Hospitalite@catholicassociation.co.uk).
Also liaise with web-team about individual email addresses: AGM@ and Newsletter@.
? Liaise with the web-team concerning newsworthy articles, dates and times of
meetings, details of marriages, births and deaths etc.
? Liaise with Hospitalité President as and when, but especially over
meetings and agendas.
? Expenses with receipts sent to Hospitalité Treasurer on a quarterly
basis
Newsletter Editor
• Edit two newsletters per year – Spring (May) and Winter (November)
• Edit newsletter
• Receive articles from all Heads of Service
• Receive articles from others who want to write something
• Write Editorial and Secretary Notes
• Add all Births, Deaths and Marriages to the Newsletter
• Add contact details for Hospitalité Council members to Newsletter
• Print newsletter
• Send newsletter to all Hospitalité members, CA officials, Diocesan
Directors and Accueil/Hotel Assisted Pilgrims from year before.
• Send newsletter to web-team as a PDF to add to CA website, but remove
contact details for council beforehand.
• Provide deadline for next newsletter
Pre Lourdes Administration
• Post Novena to that years Accueil & Hotel AP’s
• Confirm that Hospitalité Insignia is to be given out in Opening
Mass (speak to Pilgrimage Director)
• Speak to Chief Medical Officer to receive AP’s addresses so that
Hospitalité members can go and visit them
• Speak to Chief Brancardier and Chief Handmaid about any other things
needed.
• Create AP’s Souvenir – speak to Simon Gallop who will create
calendar
• Create AP’s Welcome Booklet
• Once Prayer Members have been decided by Council, contact them and confirm
their attendance at Hospitalité Service.
• Update the Hospitalité form and print out 100 copies for Lourdes
• Write Bidding Prayers for Service
• Make sure Service is booked at St Joseph’s chapel – speak
to Pilgrimage Director. Also make sure Service is booked for 8.30pm (as this
time does not clash with hotel meals, etc).
• Speak to August stage attendees to book the Foyer for after Service
drinks.
• Update the Hospitalité form and print out 100 copies for Lourdes
• Print out Library Poster – advertising service
• Create list of new members, and create poster to add to Accueil and
hotels
• Check if all new members (full & ordinary) are actually coming.
Facebook is a good tool for this.
• Various posters
• Put together list of those who have passed away since last pilgrimage
for Hospitalité Service, and also to advise the CA Master of Ceremonies.
Newsletter is a useful tool for this.
• Contact new prayer members and check if they are happy to join.
• Add stuff to CA van
Administration in Lourdes
? Opening Mass:
? Meet all new ordinary and full members before the first Mass to discuss what
they need to do, and what they are doing it for
? Write out a card for each new Hospitalité member and have it signed
by the President
? Insignia to be given per person.
? Advise Heads of Service and President on where to stand, what time to arrive
for insignia Mass
? Call our the names of all new Hospitalité Members so that they can
receive their insignia
? Hospitalité Service:
? Organise Hospitalité Service and speak to Chaplain of the Hospitalité
to discuss what will be in it.
? Advise all new Hospitalité members to attend so they can read the Act
of Consecration
? Advise all new Prayer Members to attend so they can receive their insignia
and card
? Advertise the date and time of Hospitalité Service to all Diocesan/Group
leaders and Heads of Service. Also, let Patron of Hospitalité know.
? Organise with an Elected Member to purchase alcohol and nibbles for party
after Service.
? Make announcements at the Hospitalité Service
Other:
? Organise the following with Elected Member:
? Pilgrimage Candle
? Prayer on the Prairie
? The Robert St John Buller Library (also organise with HCP and Assisted Pilgrim)
? Maintain contact list in Lourdes, requesting that members advise on changes
of address, name etc.
? Attend events, such as the Stonyhurst party, so as to meet members
? Supply replacement Hospitalité badges to members as and when required
? Account to Treasurer of Hospitalité for any monies collected from sales
of Hospitalité badges so the funds can be accounted for in the accounts.
? Collect gifts and donations and to pass them on to the Treasurer.
? Other administrative ad-hoc duties as required.
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