•  The BEC IHD representatives are members of the PIHD. The group meets every second Tuesday of the odd months.
  • The committee members are elected from within this group.
  • The committee consist of the Coordinator, the Assistant Coordinator, the Secretary and members in charge of the following desk; the poor and needy, migrants and indigenous, the women's desk, environment, justice and peace.

Identified cases for assistance

Definition of IHD reps in the BECS In the context of the absence of IHD reps in the BECs means that the BEC Coordinator will take responsibility and where no BEC Coordinators are found then the Zone Coordinators takes responsibility. In Absence of  Zone Coordinators then the PIHD Ministry takes responsibility. Steps in identifications of poor and needy

  1. Registration of families for aid will be proposed by BECs concerned through their IHD representatives. BECs will also need to identify the issues in their monthly reports without mention of names. The IHD reps must inform the PIHD Ministry with details in the social concern record forms obtainable from the office. Where the need is urgent BECs can on their own proceed with the necessary assistance with records provided to the PIHD Ministry
  2. A visit to evaluate the applicant will be made by members of PIHD, BEC IHD rep and the Zone or BEC Coordinator concerned. An evaluation form needs to be completed.
  3. Cases referred to the PIHD will be discussed at the PIHD meeting, involving the Zone Coordinators and recommendations from PIHD will be discussed with the Parish priest for further action.
  4. Zones concerned will be informed of the decision of the Parish Priest and the BECs’ IHD reps. The Zone must ensure that the duties and responsibilities to the family/ies concerned are carried out. 
  5. In cases where the Zone is not able to carry out the recommendations due to unforeseen circumstances, they should refer back to the PIHD {refer to (c)}.
  6. In the event there is no Zone or BEC Coordinator, a neighbouring Zone can be recruited to assist, failing which the PIHD committee will take the responsibility to implement the recommendations.
  7. All cases will be reviewed on a 6 months rest by the PIHD and IHD reps of the BECs.
  8.  The BEC IHD representatives are members of the PIHD. The group meets every second Tuesday of the odd months.
  9. The committee members are elected from within this group.
  10. The committee consist of the Coordinator, the Assistant Coordinator, the Secretary and members in charge of the following desk; the poor and needy, migrants and indigenous, the women's desk, environment, justice and peace.

       

Cash aids

  1. Cash collection will be made from the parish office. Recipients of cash aids will have to come in person to collect the funds.
  2. In cases where the recipients cannot come in person then an evaluation will be made by PIHD and Zone Coordinator on the next family member to collect or BEC Coordinator to collect on behalf if no suitable family member is available.
  3. Parish office will register the collection data in a Cash aid book. In case where a BEC Coordinator collects on behalf then a form will be issued for the BEC Coordinator and the recipient to sign and return back to the parish office.
  4. The Cash aid book will be signed off each month by the PIHD Coordinator

Groceries and aids in kind

  1. These items can be donated or purchased for monthly distribution or on need basis.
  2. P&N will organise members to assist in packing the items according to the allocations for the families. This is usually done before the 2nd Sunday of the month.
  3. Collections of items will be by the BEC members on 2nd Sunday for distribution to the poor and needy.

Visitation for assessment or Review of case

updated 24Jan2017

  1. Assessment/Review must be conducted by at least 2 members and subject to a maximum of 3 members only
  2. To state they are PIHD members and are representing the church to carry out visitation / assessment
  3. Assessment must be carried out in a friendly manner
  4. Do not ask harsh questions
  5. Avoid going around the home looking for what they own (like TV, fridge, washing machine, etc)  - do it discreetly
  6. Never promise anything on the spot but inform applicant that we will have to go back to the committee, discuss and revert at a later date
  7. Fill up the Biodata Form for applicant, taking note of the supporting documents to be attached
  8. Fill up the Evaluation Form, taking note of the Explanatory Notes
  9. Visiting members (at least 2) to sign on Page 1/2 of the Biodata Form
  10. Submit the Forms (Biodata & Evaluation) and supporting documents for deliberation during PIHD meeting or for urgent case(s), to convene an emergency meeting
  11. For Ad Hoc case
  • can be visited and approved by 3 visiting members, including P&N Coordinator or PIHD Coordinator
  • if required, can purchase some rations subject to a maximum of RM50.00 
    • *recommended items:  rice (5kg), eggs(20 or 30 eggs), oil (2 litres), sugar (1 or 2 kg), flour, maggi
  • must submit original receipts for claim purpose
  • must fill up the Biodata & Evaluation Forms and supporting documents for deliberation during PIHD meeting
  1. For emergency financial aid to existing P&N
  • RM100 can be given to existing P&N who are in desperate need of financial assistance
  • due to unforeseen incident e.g. accident, hospital admission or medical consultation
  • must be visited by at least 2 PIHD members
  • must obtain prior consent of PIHD Coordinator or if not contactable, the PIHD Secretary
  • An acknowledgement receipt to be signed by recipient, verified by PIHD Coordinator and forwarded to the Parish office for claim purpose

 

Management of PIHD activities

PIHD recognized that BECs and other groups are also involved in P&N work and the following suggestion to ensure that these P&N activities are documented by PIHD.

  • Any church group/ministry/BEC involved in P&N activities (other than PIHD projects) should inform PIHD. A form will be developed to collate the information and every 2 months circulated to BECs and Ministries for completion. 
  • For specific PIHD projects like the Master Welder students projects a WhatsApp group will be created for all involved to coordinate the activities so that the main PIHD WhatsApp group will not be congested with messages.
  • On meetings, due to difficulty for some to attend all the time, issues for discussions will be on the main PIHD WhatsApp group a week before the meeting, so that decisions can be taken at meeting based on views from the rest in the group.