PROVINCIAL LAY CARMELITE VISITATION FORM

PROVINCIAL PRE-VISITATION FORM

This form is to be completed by the current Community Director. If the current Community Director is unable to do this, please contact your Regional Coordinator.

Please complete this form within two weeks of receiving the email request. If you have any questions or difficulty complete the form, contact your Regional Coordinator.

If necessary, you can save your information and return later to complete the form using the SAVE FOR LATER button at the bottom of the form. A link will be displayed. You must use that link to return to your partially completed form - copy and save that link!

Note: There is a blank space provided at the end of this form which can be used if you need more room than is provided to complete an answer or if you want to provide additional information you feel is important to share.

COMMUNITY INFORMATION:

City:

STATE (or CANADIAN PROVINCE):

NAME OF COMMUNITY (LCC):

LCC #

DIRECTOR INFORMATION:

(CURRENT INFORMATION)

Community Director's Name

Enter the name of your Community's current Director.

Address

Enter the complete address of your Community's current Director.

Home Phone:

Enter the home phone number of your Community's current Director. If he/she does not have a home phone, leave it blank.

Cell Phone:

Enter the cell phone number of your Community's current Director. If he/she does not have a cell phone, leave it blank.

Preferred Phone:

On which phone number does your current Community Director prefer to be contacted.

Home

Cell

Email

Enter the email address of your Community's current Director. If he/she does not have an email, leave it blank.

IF you, the Director, do NOT have an email, please provide the name, and email address, of someone in the community (preferably someone on the council, if possible) who DOES have email and who could receive an email and relay information to you.

Name for Alternate Email Contact:

Alternate Contact's Email Address

You have been the Director of this community since:

Enter the date (mm/yyyy) when your Community Director's current term started.

YYYY

Is this your first term as Director for this community?

Yes

IF NO, how many consecutive terms have you served as Director?

(Note: The term of office is 3 years, so if you have served as Director for 12 consecutive years, that would be considered 4 consecutive terms.)

Immediately before becoming the current Director, did you serve on the Council (in any capacity)?

Yes

If YES, how many consecutive terms did you serve on the Council?

(Note: no matter what role you may have had on the Council, whether as an elected member or in the appointed roles of Formation Director or Secretary or Treasurer or in some combination of those roles you were still part of the Council. As is true for the Director, the term of office is 3 years, so for example, if you have served 15 consecutive years on the Council, whether all in the same role, or in different roles, you have served 5 consecutive terms on the Council.)

Do you have a copy of the Community Manual?

Yes

Are you receiving email communications and updates from the Lay Carmelite Office? (NOTE: These emails should be shared with your community.)

Yes

FORMATION DIRECTOR INFORMATION

(CURRENT INFORMATION)

Formation Director's (F.D.) Name:

Enter the name of your Community's current Formation Director.

FD Home Phone:

Enter the home phone number of your Community's current Formation Director. If he/she does not have a home phone, then leave blank.

FD Cell Phone

Enter the call phone number of your Community's current Formation Director. If he/she does not have a home phone, then leave blank.

FD's Preferred Phone:

On which phone number does your current Formation Community Director prefer to be contacted.

Home

Cell

Email Address

Enter the email address of your Community's current Formation Director. If he/she does not have an email, enter an alternate contact's name and email address.

You have been F.D. for this Community since:

Enter the date (mm/yyyy) when your Community Formation Director's current term started.

YYYY

Is this your first term as F.D. for this community?

Yes

IF NO, how many consecutive terms have you served as F.D.?

( Note: The term of office is 3 years, so if you have served as FD for 12 consecutive years, that would be considered 4 consecutive terms.)

Immediately before becoming the current F.D., did you serve on the Council (in any capacity)?

Yes

If YES, how many consecutive terms did you serve on the Council?

COUNCIL INFORMATION

LIST ALL ELECTED COUNCILORS:

Councilor's Name

Councilor's Position

First Councilor, Second Councilor, ...

LIST CURRENT APPOINTED MEMBERS/OFFICERS:

Treasurer's Name

Secretary's Name

How and where are the Community records kept?

(e.g. Community Roster, Attendance Records, Dates for Receptions and Professions, minutes of meetings ...)

Are Council Meetings held regularly?

Yes

IF YES, then HOW OFTEN AND WHEN are they held?

IF NO, then why not…. and how is the “business” getting done that pertains to the Council?

Is the date your Council Meetings announced to the Community?

Yes

Describe/explain how this Council functions in guiding the Carmelite Way of Life for the community:

SPIRITUAL ASSISTANT

Does the community have an OFFICIALLY APPOINTED Spiritual Assistant?

An OFFICIALLY APPOINTED Spiritual Assistant, is one who was approved in writing by the Lay Carmelite Office.

Yes

IF YES, fill in the following:

Spiritual Assistant's Name

Enter the first and last name of your Community's Spiritual Assistant.

Spiritual Assistant's Phone

Enter the phone number of your Community's Spiritual Assistant.

Spiritual Assistant's Email

Enter the email address of your Community's Spiritual Assistant.

Describe in detail the role/functions that your Spiritual Assistant does for your community:

Provide detailed information about the involvement of your Spiritual Assistant. (e.g. frequency of interactions, the number of meetings attended, retreats given, other events, ...)

YOUR COMMUNITY

How is your Community currently meeting?

In Person

Hybrid (Combination of In Person and Virtual)

Virtually (online or via phone)

Name of Parish or Institution where your monthly Community meeting is held:

If meeting virtually, enter the name where you were meeting.

Address where your monthly Community meeting is held:

WHEN do your monthly community meetings take place?

DAY of the month (e.g., 2nd Sat., or 3rd Sun.):

Meeting start time:

HOW LONG is your meeting (from beginning to end)?

Meeting end time:

**WHAT IS THE USUAL AGENDA FOR THE MONTHLY COMMUNITY MEETINGS? (Be specific.)**

(Please fill in the following table completely to give a clear idea of the usual agenda for your monthly meetings.)

Time

(Example - 9:00)

What is going on?

(Example - Opening Prayer – Come, Holy Spirit from CARMEL’S CALL, p.139)

How long?

(Example - 3 minutes)

Please include any additional info about your monthly community meetings --- either questions, or concerns, or explanations, or any unique elements that will help give a clear picture of your monthly community meetings:

Which of the styles of approved ongoing Formation is your community currently using?

Clear choice

Original Gumbo Method

Carmelite Potluck "2.0"

Microwave Gumbo

Box of Chocolates

Alternate Book Discussion Format

Describe the process your community uses for Lectio Divina.

Does the community read aloud correspondence from the LCO and/or RC?

Yes

How is this correspondence kept for easy reference?

Do you have a Community website?

Yes - Approved by LCO

Yes - Not Approved by LCO

Do you have a Community Newsletter?

(If YES, remember to always send a copy to the LCO)

Yes

Community Finances

Have you sent your Community Dues to the Lay Carmelite Office for this year?

Yes

How much money is in your Community Treasury?

Your Community's treasury is kept in:

Community Bank Account

Parish Account

Member's Personal Bank Account

Other

If Other, please specify

COMMUNITY LIFE - PARTICIPATION AND COMMITMENT

(CURRENT INFORMATION)

The total number of people who usually attend your monthly Community meeting:

Of the total number of people who usually attend your monthly meeting, how many are Received?:

Of the total number of people who usually attend your monthly meeting, how many have made their Temporary Profession but have not made their Final Profession:

Of the total number of members on your roster how many how many have made their Final Profession:

List those still in Temporary Profession and the date that they made their Temporary Profession:

Name:

Date of Temporary Profession:

YYYY

In the last 3 years, how many Professed members of the community have died?

In the last 3 years, how many Professed members have become housebound or are in nursing homes and therefore CAN NO LONGER ATTEND any meetings?

(These members are considered to be permanently on INACTIVE STATUS WITH GOOD/VALID REASON.)

In the last 3 years, how many Professed members have “just stopped” coming to the monthly meetings, or they come only occasionally (like for the Christmas social, or only 2-3 times during the year)?

Explain the reasons these individuals have chosen to be inactive by not attending the monthly community meetings regularly…. e.g. formed or joined a new community or transferred to another LCC in the vicinity, or they moved away, or are angry/discontent with the community, or ….

Is there any specific situation(s) happening in your Community that needs to be addressed immediately?

List 2 or 3 strengths of the community right now:

List 2 or 3 challenges/problems facing the community right now:

Regional Information

ANSWER THESE QUESTIONS ONLY IF THE COMMUNITY IS PART OF AN ESTABLISHED REGION:

Name of your REGIONAL COORDINATOR (the RC):

Name of your REGIONAL FORMATION COORDINATOR (the RFC):

Do you, as Director and part of the Regional Council, attend/participate in Regional Council Meetings?

Yes

Why or Why Not:

Do all or at least most of the members of the community attend/participate in sponsored Regional activities (e.g., retreats, days of recollection, etc.)?

Yes

Why or Why Not:

What additional support do you, or your Community, requirement from your RC/RFC Team?

INITIAL FORMATION -- PHASE I and PHASE II

(CURRENT INFORMATION)

PHASE I -- (12-month program required as preparation for Reception)

How is your Phase I Formation group currently meeting?

In Person

No candidates in Phase I

Virtually (online or via phone)

If you are conducting Phase I Formation, complete the following questions, otherwise move to the Phase II section.

Number of candidates in Phase I:

Does each have a copy of the Phase I Candidate book?

Yes

Name of Phase I candidate:

Date began Phase I

YYYY

Current Phase I Lesson

Name of person(s) conducting the Phase I classes:

Does this person(s) have a copy of the Phase I Candidate’s book?

Yes

AND the accompanying Phase I Formator’s Guide?

Yes

Your monthly PHASE I Classes are held WHEN?

How long is each Phase I class?

If meeting in person where is your monthly PHASE I Class held?

PHASE II -- (24-month program required as preparation for Temporary Profession)

How is your Phase II Formation group currently meeting?

In Person

No candidates in Phase II

Virtually (online or via phone)

If you are conducting Phase II Formation, complete the following questions, otherwise move to the Ongoing Formation section.

Number of candidates in Phase II:

Does each have a copy of Climbing the Mountain?

Yes

Name of Phase II candidate:

Date of Reception

YYYY

Date Began Phase II

YYYY

Current Phase II Lesson

Name of person(s) conducting/leading the Phase II classes:

Does this person(s) have a copy of Climbing the Mountain?

Yes

AND the accompanying Phase II Formator’s Guide?

Yes

Your monthly PHASE II Classes are held WHEN?

How long is each Phase II class?

If meeting in person where is your monthly PHASE II Class held?

Are there questions/concerns about Phase I and/or Phase II programs?

Yes

(use this space to elaborate)

How does the community assist those in Phase I and II in their continued discernment before professions?

Does the community conduct interviews of the candidates as part of Phase I and II discernment?

Yes

ONGOING FORMATION

(1½ hours of the monthly community meeting; all participate, even Ph.1 and 2 candidates)

Title of your current formation book:

Is this book from the Approved Reading List from the Lay Carmelite Office?

Clear choice

Yes

No, but approved by the LCO

Publisher of your current formation book:

Author of your current formation book:

Date when this book was begun to be used for ongoing formation:

YYYY

Length of time spent during the meeting for ongoing formation:

What were the title and author(s) of the book used just before the present book?

Community Retreat or Day of Reflection

What was the topic/title of your Community's last Retreat or Day of Reflection?

Who was the presenter/leader of your Community's last Retreat of Day of Reflection?

What was the date of your Community's last Retreat or Day of Reflection?

YYYY

When is your next Community Retreat or Day of Reflection planned?

YYYY

Additional Information

Use this space if you need additional room to complete an answer from above, or if you want to provide additional information you feel is important.

Name of Director submitting this form:

Date of Submission

YYYY

Click the Print button to print a copy for your records.

When you have completed all the sections of this form, click the Submit Form button.

Verification

COMMUNITY INFORMATION:

DIRECTOR INFORMATION:

(CURRENT INFORMATION)

IF you, the Director, do NOT have an email, please provide the name, and email address, of someone in the community (preferably someone on the council, if possible) who DOES have email and who could receive an email and relay information to you.

FORMATION DIRECTOR INFORMATION

(CURRENT INFORMATION)

COUNCIL INFORMATION

LIST CURRENT APPOINTED MEMBERS/OFFICERS:

SPIRITUAL ASSISTANT

IF YES, fill in the following:

YOUR COMMUNITY

WHAT IS THE USUAL AGENDA FOR THE MONTHLY COMMUNITY MEETINGS? (Be specific.)

(Please fill in the following table completely to give a clear idea of the usual agenda for your monthly meetings.)

Community Finances

COMMUNITY LIFE - PARTICIPATION AND COMMITMENT

(CURRENT INFORMATION)

Regional Information

ANSWER THESE QUESTIONS ONLY IF THE COMMUNITY IS PART OF AN ESTABLISHED REGION:

INITIAL FORMATION -- PHASE I and PHASE II

(CURRENT INFORMATION)

PHASE I -- (12-month program required as preparation for Reception)

If you are conducting Phase I Formation, complete the following questions, otherwise move to the Phase II section.

PHASE II -- (24-month program required as preparation for Temporary Profession)

If you are conducting Phase II Formation, complete the following questions, otherwise move to the Ongoing Formation section.

ONGOING FORMATION

(1½ hours of the monthly community meeting; all participate, even Ph.1 and 2 candidates)

Community Retreat or Day of Reflection

Click the Print button to print a copy for your records.When you have completed all the sections of this form, click the Submit Form button.

**WHAT IS THE USUAL AGENDA FOR THE MONTHLY COMMUNITY MEETINGS? (Be specific.)**

Click the Print button to print a copy for your records.

When you have completed all the sections of this form, click the Submit Form button.