Directive # 2 - 23 September 2009
Past President /Historian: Margaret Ann Jacobs
“Finally, beloved, whatever is true, whatever is honorable, whatever is just, whatever is pure,
whatever is pleasing, whatever is commendable, if there is any excellence and if there is
anything worthy of praise, think about these things.”
Philippians 4:8
Greetings My Fellow Sisters,
Having this kind of positive outlook will be a definite asset as you continue your responsibilities
as past president/ historian.
As a child living in a century old farm house, I spent many happy days lost in the treasures that
were hidden away in our attic. Herein lay not just the memories of past lives but the history of
several generations in collectibles, books, pictures and various keepsakes from days gone by.
Perhaps your council archives have been carefully documented and filed (that means you will
have time to devote to your other duties). But possibly your council archives look a little like my
childhood attic. It will be our task to make sure that these treasures are safely kept for those
generations coming after.
Provincially, I have acquired the files from Shirley George who has agreed to serve as my subcommittee chair. The provincial archives stored in a rented space in Hamilton Diocese are
currently in the possession of Dorothy McGuigan (removed for our 60th Anniversary displays)
and will be retrieved September 25th. As soon as I can evaluate what we have/need to add to
these files, they will be returned to their secure space for safe keeping and my job of sorting and
collecting will begin. Hence the reference to positive thinking!
I have enclosed some resources that I hope you will add to your portfolio and use for reference. I
will draw specific attention in this directive to information contained in the Handbook for Past
Presidents 2004 page 6.
You were asking about archives …
(preservation of League history)
Parish, diocesan, and provincial levels
Archives should be kept in a locked filing cabinet on church property or in a secure facility at the
diocesan archives location.
A review of all archival materials should be undertaken by the immediate past president, or by a
member with archival interest, appointed by the president, who could serve as on-going archivist
for the council.
Every two years, an index of archived items in safekeeping should be updated and submitted to
the president and noted in the minutes.
Parish archives should include

original charter framed and displayed, if possible; contact national office regarding
charters

minutes of executive/general meetings are the permanent record of council activities and
should be kept in dated binders

the recording secretary should retain minutes from the previous two terms only; all other
minutes should be transferred to the archival binders

the recording secretary should retain motion books from the previous two terms only; all
other motion books should be transferred to the archival binders

all accounting records (including cheques and receipts) should be kept for five years

separate binder for other important information related to the life of the parish council

list of parish presidents/spiritual advisors with names/addresses and term of office

list of recipients of Maple Leaf Service Pins/League pins, with names and dates of
presentations

a record of anniversary dates of all members; excellent reference for awards research
(refer to annual per capita lists)
Other

written histories
scrapbooks and/or albums labeled by date and event
annual reports
special project file with financial statements
sample of newsletters, if applicable
each past president should be encouraged to write a two to three page story of highlights
of her term as president (a valuable resource).
The other resource that I have enclosed but want you to use and/or pass on to your counterparts
is an Activity Package on the Constitution & Bylaws. The package consists of 10 different
activities that could be used at parish council meetings to encourage members to become more
familiar with the Constitution & Bylaws of The Catholic Women’s League of Canada. It would
be recommended that the council have extra copies of the C& B on hand for reference when
doing the activities.
And so I wish you well in your role as past president. Your presence for the members of our
councils is essential if the League is to achieve its full potential. Look for ways to be true…
honorable … just … pure … pleasing … commendable … worthy of praise …
Please don’t hesitate to call if I can be of any assistance.
“Keep on, doing the things that you have learned and received and heard and seen in me, and
the God of peace will be with you.”
Philippians 4:9