GUIDELINE MEETING

GUIDELINE OF GENERAL CONSULTATIVE ORGAN MEETING
SISTERS OF OUR LADY AMERSFOORT
IN TERM OF OFFICE OF GENERAL COUNCIL 2010 - 2016
A.  THE BACKGROUND OF GCO MEETING
On August 14th till September 6th, 1979, The Dutch council took initiative to hold the meeting of council members of three countries – Nederland / Brasilia- Indonesia, and Malawi - with the facilitators. This meeting became the beginning of solidarity and collaboration on the international form.
In 1984, in the new Board Structure of governing in the congregation, the meeting of the councils was called General Consultative Organ (GCO) and its purpose:
“The general consultative organ guards and promotes the unity of the congregation. In the general consultative organ experience and vision are exchanged and collaboration on the international level finds concrete form.” (Statutes 20.1)
The spirit of collegiality in leadership has continually been enhanced.
In the following years, GCO is more often held in the congregation for the renewal of the Constitutions and to seek the appropriate form of Board structure for the whole Congregation. In 1988 formed a new Board Structure in the presence of: General Council, The Council of The Dutch Province, The Council of Indonesian Province and the Regional council of the Region Malawi.
In the year of 2011 we are now carrying on the 25th GCO meeting.
B. THE BASIC STRUCTURE OF IMPLEMENTATION OF THE GCO MEETING
Constitutions no.16.3:
The general Superior with the consent of the general council convenes the general consultative organ at least two times per term of office.
Statutes no. 20.1 – 20.3:
20.1 The general consultative organ guards and promotes the unity of the congregation.
In the general consultative organ, experience and vision are exchanged and collaboration on the international level finds concrete form.
20.2 The general consultative organ is formed by:
−          the members of the general board
−          the members of the provincial/regional boards.
The general consultative organ can be assisted by other persons depending on the subject to be discussed.
Note: The coordinating committee of the Region Malawi is present at the meeting of the general consultative organ

20.3    The general consultative organ meets at least two times during the board period of the general board.
The general consultative organ is convened by the general superior. The general consultative organ can also be convened by the general superior upon request of one or more provincial/regional boards.
C. THE TASK AND AUTHORITY OF THE GENERAL CONSULTATIVE ORGAN.
In the statutes no 21.1 – 21.9 is mentioned clearly the tasks and authority of the general consultative organ as follows:
21.1 The general consultative organ discusses how the policy that is decided upon by the general chapter is to be carried out on the general, provincial and regional level.
21.2 The general consultative organ discusses the formation programs of the various provinces/regions (this item 21.2 was based on the statutes no. 26.2.)
In the decision of general chapter 2000 pg. 18, the statutes no. 26.2 has been changed as follows: “the Provincial / regional councils develops the program of formation in collaboration with the novices mistress. The program is then presented to the general council for consideration and requires its approval”.
21.3 The general consultative organ evaluates how the decisions of the general chapter are carried out on the general, provincial and regional level.
21.4 The general consultative organ evaluates how the decisions of the provincial/regional chapters in the various provinces/regions are carried out and how the recommendations of the chapters are enacted.
21.5 The general consultative organ, after considering the input of the various provinces/regions, suggests the subjects for discussion at the general chapter.
21.6 The general consultative organ draws up the tentative agenda for the general chapter.
21.7 The general consultative organ may for well-grounded reasons recommend to the general superior and her council to call an interim general chapter.
21.8 The general consultative organ determines the way in which the vacancy of a general assistant shall be filled.
21.9 The general consultative organ determines the number of candidates for the list of candidates on behalf of the sounding which precedes the election of a general board.
D.    PARTICIPANTS
1.    The members of the general council
2.     The members of the provincial council
3.    The members of the regional council
The general consultative organ can be assisted by other persons depending on the subject to be discussed. (Statute 20.2)
E.     THE SCHEDULE PROGRAM OF IMPLEMENTATION
Refers to the Constitutions no. 16.3, the general council in the period of 2010 – 2016 will carry out the GCO meeting two times with the special purposes as follows:

1.    GCO 2011 :
  1. To guards and promotes the unity of the congregation.(Statute 20.1)
  2. To discuss how the policy that is decided upon by the general chapter 2010 is to be carried out on the general, provincial and regional level.(Statute 21.1)
  3.  In the general consultative organ, experience and vision are exchanged and collaboration on the international level finds concrete form. (Statute 21.1)
2.    GCO 2015 :
  1. To evaluate how the decisions of the general chapter 2010 are carried out on the general, provincial and regional level. (Statute 21.3)
  2. To evaluate how the decisions of the provincial/regional chapters in the various provinces/regions are carried out and how the recommendations of the chapters are enacted.( Statute 21.4 )
  3. To prepare the general chapter 2016 (see Statute 21. 5 and 21.6 )
  4.  To determines the number of candidates for the list of candidates on behalf of the sounding which precedes the election of a general board. (Statute 21.9)

F.  THE WAY OF PREPARE THE GCO MEETING AND THE AGENDA ITEMS.
Based on the decision of the general chapter 2006: “The General Chapter 2006 assigns to the general council to involve, from the beginning, the councils in the preparations for the GCO meeting:
  1.  The general council arranges working papers and the topics for GCO meeting are taken the decisions of general chapter 2010
  2. The certain topics or actual issues that need to be discussed from the provincial / regional council.
  3. The reactions of the working papers would become the material for discussion at GCO.

G. ORGANISATION / JOB DESCRIPTIONS/ ROLE OF EACH FUNCTION
The GCO meeting is organised by the general council together with her secretary. The role of each function is described as follows:
1.    The chairwoman is in hand of the General Superior.
  •  To lead, open and close the meeting and give direction to the whole process of meeting. In this point she is assisted by the discussion leader.
  • To lead the agenda committee meeting.
  • Together with the general council members arrange the report/ agreement of the GCO meeting.  
2.    The facilitators:
The General Chapter 2010 emphasizes that only those persons (Facilitators/ advisors) who have for a long period of time attached themselves to the council concerned in order to facilitate or to advice it, will partake in and attend the meetings of the General Consultative Organ and general chapter
(See Resolution Booklet of the General Chapter 2010 p. 19)
The role and tasks of the facilitators emphasised in actively assist and guide the participants in the process of meeting, so they can experience the proper atmosphere in the light of spirituality of SOL. (See the role of the facilitators/ enclosure paper).
3.    The Discussion Leader/Moderator
The discussion leader is chosen by the general council with the following role and tasks:
  • To lead the process of discussion during the plenary session in objectively.
  • To direct and accelerate the participants to have a proper discussion in the plenary session and to take decisions or agreement effectively.
  • To indicate the important items that need to be paid attention by the participants.
  • To create and stimulate the active discussion among the participants and keep the balance atmosphere during the plenary session.
  • To inform the steps that should be done for the process of GCO meeting.
  • Attending in the agenda team meeting.

4.    The Secretary:
            The secretary of GCO is the general Secretary (with the help of secretarial staff). She helps the general council   to keep on the run-well of organisation and the meeting.
  • To coordinate the implementation of GCO organisation together with the secretariat staff.
  • To take minutes and report during the meeting.
  • To provide the documents needed for the meetings.
  • To make archive all results and document of GCO meeting well.
  • To assist the participants regard with the practical things needed refers with the meeting.
  • Together with the general council, arrange the final report of GCO meeting.
5.    The agenda committee.
The members of the agenda committee consist of:
  • The chairwoman of GCO meeting
  • The delegation of participants  from Dutch and Indonesian province,  and region Malawi
  • The Facilitators
  • The discussion leader.
The role and task of the Agenda Committee:
  1. To plan the agenda and to determine the schedule and direction of for the following day.
  2. To evaluate every day the process of meeting that has been done of the day.
  3. To keep the process of meeting can run well and smoothly.
  4. To accommodate the suggestions and ideas of participants that relate with the interest of GCO meeting.
  5. If the solution of the agenda meeting is not satisfied, the agenda committee can invite the participants to vote in the plenary session. 

6. The Interpreters.
  • The interpreters assist all participants to understand the content of talks / discussion well.
  • The interpreters are also expected to help the translation matter in the small groups when the participants need to report the result in other language.

H.    THE ACTIVITIES / PROGRAM OF GCO
Based on the suggestion of GCO 2001, the GCO meeting is divided into 2 parts:
  1. Formation for the councils
  2. Working /Business meeting of GCO
I.       THE BOOKLET OF GCO MEETING
To socialize the results (decision and agreements) of the GCO meeting to the sisters in the province and region, the general council will arrange a booklet of GCO meeting in three languages.
Before it is distributed to the sisters in the province/ region, the general council will consult the content of the concept to the provincial and regional councils.
J.     CLOSING
We hope, by knowing this guideline, we all take part actively in the whole process meeting and try to create a proper atmosphere in which we can realise and strengthen our vision of internationality of the congregation as Sisters of Our Lady of Amersfoort in the light of our spirituality.
Amersfoort, September 2011
General Council

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