Organization Officers

The Coordinator is the highest elected or appointed officer of the group and as such is required to dutifully attend to the following tasks:

Presides over the regular monthly and special meetings of the organization.
Coordinates with the Office of the Shrine Rector all the activities of the group.
Represents the group in all official functions in the Shrine and in the Archdiocese.
Leads the group in the proper direction/vision in accordance with the pastoral plans of the Shrine.
Assigns a member of the group to be in-charge of monitoring the performance, punctuality and basic duties of their fellow volunteer prior to service in every mass.
Informs/Coordinates with the Office of the Shrine Rector of the on-going projects and plans of the organization
Looks into the individual progress of all his/her members.
Guides his/her members on the proper movement and duties especially during the celebration of the Holy Eucharist.
Inspires his/her members in giving courtesy and respect to the Shrine Rector, other priests and leaders of the Church, the volunteers and the Shrine Community.
Performs other tasks that may be assigned to him/her by the Shrine Rector.

The Vice-Coordinator is the second highest elected or appointed officer of the body and he/she performs the following duties:

Assumes the role of the Coordinator in case of his/her reasonable absence / unavailability or disability.
Assists and works hand-in-hand with the Coordinator in the proper implementation and disposal of his/her duties.
Plans/Studies/Initiates programs for the group such as formation seminar, training, outreach and the like, that would improve the knowledge and values of the members and the organization.
Serves as a liaison and informs the members of the group, the other organizations and the Office of the Shrine Rector, any incident regarding a member or any other major occurrence in the family of a volunteer and initiates a plan of visit or how to extend assistance.
Performs other tasks that may be assigned to him/her by the Shrine Rector.

The Secretary is the third highest elected or appointed officer of the body and he/she is expected to perform the following duties:

Implements a proper system of documentation of the group’s attendance, minutes of the meetings, correspondences of the organization, service schedules and other pertinent items.
Implements an effective system of communication channel to bridge in the specifics and details of individuals and group relationships.
Informs the members of emergency and/or special meetings and activities.
Coordinates in advance with the Shrine Office the schedule and the room for the monthly or special meeting of the group and secures the key of the room on the day of the meeting.
Reproduces the Minutes of the previous Meeting for distribution to each member or send through email / social media before the scheduled meeting.
Keeps an updated profile/directory of all the members of the organization and informs the Office of the Shrine Rector & other organization’s officers whenever changes have been applied.
Initiates ways to acknowledge the birthday and anniversary, or other pertinent celebration of their members.
Performs other tasks that may be assigned to him/her by the Shrine Rector.

The Treasurer is an independent position from the others except with the Coordinator and the Office of the Shrine Rector.

Collects the monthly dues and other fees as mandated from all the members of the organization.
Keeps an updated record of the group’s financial status.
Allocates the money identified for a specific project/program of the organization as agreed by the officers and the members and as approved by the Office of the Shrine Rector.
Reports on the group’s financial standing during the regular monthly meeting.
Furnishes the Coordinator, the Temporalities Ministry Head and the Office of the Shrine Rector the financial statement of the group on a monthly basis.
Keeps in the bank the finances of the group, with the coordinator & the treasurer as main signatories. In the event of change of leadership, the outgoing coordinator & treasurer should close the bank account and turn over the finances to the new officers who will open a new account.
Allots Five Thousand Pesos (Php5,000.00) as Petty Cash Fund for the group and replenishes it regularly as needed.
Ensures that disbursements of the organization’s funds shall only involve authorized payments and donations as an organization to any project or activity of the Shrine as prescribed in the Guidelines of Cash Disbursement and Liquidation of Fund. Gifts or financial assistance to a needy volunteer, group, priest or individual should be on an individual basis by the members and not coming from the funds unless approved by the body and the Office of the Shrine Rector.
Performs other tasks that may be assigned to him/her by the Shrine Rector.