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OUR LADY OF THE ANGELS REGIONAL FRATERNITY GOVERNANCE GUIDELINES
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APPENDICES
MISSION STATEMENT
Our Lady of the Angels Regional Fraternity is a union of the Secular Franciscan fraternities, reflecting a rich diversity of ethnic heritage, located in Manhattan, Staten Island, Yonkers, and Mt. Vernon in New York State, and those in Central and Northern New Jersey.
We seek to build community among fraternity members, along with the entire Franciscan family, in our home and work situations, in our service to the Roman Catholic Church, and in the public arena. We strive to promote a life of prayer and simplicity, peace and justice, and respect for all creation. Members pledge themselves "through their baptism and profession to proclaim the 'good news' by their life and words"[1], going from "gospel to life and life to gospel"[2]
Chapter One
The Regional Fraternity
Chapter Two
The Regional Fraternity Council
a) The Regional Fraternity Council is composed of the Regional Executive Council and ministers or authorized delegates from each local Fraternity and the conference of spiritual assistants.
b) The Regional Fraternity Council shall meet at least once a year to promote the life of the Regional Fraternity and the local Fraternities.
b) The Regional Fraternity Council suggests and approves policies to be implemented by the Regional Executive Council.
Chapter Three
The Regional Executive Council
9. The Regional Fraternity is animated and guided by the Regional Executive Council. The Regional Executive Council is composed of the following:
Regional Minister Regional Vice Minister Regional Secretary Regional Treasurer Regional Formation Director President of the Conference of Regional Spiritual Assistants Plus four (4)[5] Councilors.
The Regional Executive Council may appoint positions as deemed necessary according to Canon Law: however only those persons duly elected to office shall have voting rights within the executive council.
10. The President of the Conference of Regional Spiritual Assistants is a member of the Regional Executive Council and represents the Conference of Regional Spiritual Assistants at the executive. Together with the Regional Executive Council, the President of the Conference of Regional Spiritual Assistants provides for the spiritual welfare of the Regional Fraternity, assists in achieving the purpose of the Regional Fraternity Council and provides such other assistance and advice as may be requested from time to time. The President of the Conference of Regional Spiritual Assistants shall not exercise active voice on matters concerning finances.
11. The purpose of the Regional Executive Council is as follows:
a) To foster cooperation-operation and communion among the local Fraternities, to suggest helpful policies to the Regional Fraternity Council and to carry out the decisions and policies of the Regional Fraternity Council;
b) To represent properly and respectfully the multiplicity of interests and aspirations of the local Fraternities in accordance with the Franciscan vocation;
c) To foster contact with other branches of the Franciscan family within the Region;
d) To make the charism of our Seraphic Father present in the life and mission of the Church wherein the Region is located;
e) To promote knowledge of the Franciscan way of life and commitment to it;
f) To suggest the formation program for the instruction of Inquirers and Candidates in the Local Fraternities;
g) To provide a forum for discussion of common problems and goals;
h) To be a voice in the public forum for Secular Franciscans;
i) To represent Secular Franciscans in contacts with other church or civil organizations, and to promote mutual relationships with such other organizations when appropriate:
j) To make Fraternal and Pastoral Visits To local Fraternities when requested in accordance with the provisions of general and particular law;[6]
k) To provide, in general, for the life of Secular Franciscans at the level of the Regional Fraternity;
l) To present the agenda for the Annual Regional Council.
12. The Regional Executive Council meets at least twice each year, at a time and in a place determined by its membership.
13. Special meetings may be called at the request of the Regional Minister or at the written request of two or more members of the elected Executive Council.
14. Notice of Regional Executive Council Meetings shall be given in writing by the Regional Minister at least one month prior to the meeting.
15. Fifty percent plus one of the Regional Executive Council members constitutes a quorum for doing official business at any meeting. Chapter Four
The Regional Officers
16. The Regional Minister is the chief executive officer of the Regional Fraternity.
a) The Regional Minister shall carry out the duties of his/her Office as determined by the provisions of the general and particular law.[7]
b) In addition to the duties prescribed by norms of the Secular Franciscan Order, the Regional Minister shall preside at the meetings of the Regional Executive Council and the Regional Fraternity Council. The Regional Minister is the spokesperson for the Regional Fraternity in all contacts with other church and civil organizations as well as with the general public.
17. In addition to the duties assigned by general and particular law[8], the Regional Vice Minister performs such duties as the Regional Fraternity Council may designate.
18. The Regional Secretary distributes and keeps all records of the minutes of both the Regional Executive Council and Fraternity Council; preserves the important documents and correspondence of the Regional Fraternity: assists the Regional Minister in sending out announcements of forthcoming meetings of the Regional Executive Council; and performs such other duties as the Regional Executive Council requests.
19. The Regional Treasurer keeps accounts of all money and has the oversight of the property of the Regional Fraternity, unless otherwise determined by the Regional Executive Council. The Treasurer deposits all funds of the Regional Fraternity in such bank accounts as the Regional Executive Council designates and in the name of the Regional Fraternity.
20. The Regional Treasurer shall make Financial Reports for approval at each regular meeting of the Regional Executive Council and Regional Fraternity Council.
21. The Regional Treasurer pays out money, by check only, as the business of the Regional Fraternity may require, on the order of the Regional Executive Council. All checks over $250.00 need two signatures.
22. An audit shall be conducted once a year by at least two competent professed members selected by the Regional Executive Council and who do not currently serve on the Executive Council. The results of the audit shall be presented at the annual Regional Fraternity Council meeting.
23. The Regional Formation Director shall coordinate the formative activities according to the Procedures outlined in the General Constitutions and other appropriate directives.
24. The Regional Councilors participate in deliberations of the Regional Fraternity Council and of the Regional Executive Council as full voting members in each of the sold bodies and perform duties as the Regional Executive Council may deem necessary.[9] Chapter Five
Relations with the National Fraternity Council
25. Once every three years, the Regional Minister and Executive Council must invite the National Minister to make a Fraternal Visit to the Regional Fraternity.[10] A Fraternal Visit by the National Minister may also be requested at other times for important reasons.
26. Once every three years, the Regional Minister, with the consent of the Regional Executive Council, must request a Pastoral Visit from the National Conference of Spiritual Assistants.[11]
27. The Regional Minister is a member of the National Fraternity Council and is to attend its meetings. If he/she is impeded from attending the annual meeting of the National Fraternity Council, he/she shall be represented by the Regional Vice Minister or, if necessary, by some other elected member of the Regional Executive Council or a duly authorized delegate.
28. The common fund of the Regional Fraternity shall pay the travel expenses of the Regional Executive Council when on official business.
29. The Regional Fraternity contributes annually to the common fund of the National Fraternity as called for by the directives of the National Fraternity Council.[12] Chapter Six – Local Fraternities
30. A Professed member has made on act of profession as defined in the Rule and the General Constitutions of the Secular Franciscan Order.[13] For the purposes of determining local fraternity contribution to the Regional Fraternity[14], a Professed member is:
a) One who participates both by attending fraternity meetings and by providing financial support to the fraternity according to his/her means;
b) One who has been excused from attending fraternity meetings, either on a temporary or permanent basis, but does provide financial support to the fraternity;
c) One who neither attends meetings nor supports the fraternity financially, but whom the fraternity has excused from such obligations.
31. The term "Excused" means that, as members of their fraternity, they have-been granted a special status for reasonable cause. This granting has been done by the Fraternity Council on an annual basis for specific and appropriate reasons such as age, illness, or work. This does not mean such an excused person is freed from other obligations, such as praying some daily office, contributing to the Fraternity Common Fund, and wearing some outward symbol of the Order. An Excused member enjoys full status of membership in the fraternity, therefore, the fraternity has an obligation to maintain contact with its Excused members, to visit and communicate with them. By the same token, the Excused member has on obligation to keep contact as for as possible with his or her fraternity.[15]
32. The fraternal transfer, withdrawal, suspension, and dismissal should be done according to the General Constitutions, Articles 55 to 60. However, Professed members who do not attend meetings, nor support the fraternity financially for a period of a year, and who, after personal invitations to return to the fraternity, reject or ignore the invitation, will be termed ‘lapsed’ and will not be counted for the financial contribution to the Regional Fraternity. A 'lapsed' status cannot be used for consecutive years for the some member without well documented due causes since in these circumstances appropriate actions ore required by the Local Fraternity Council.[16]
33. Fraternity Elections shall be conducted according to the provisions set forth in the General Constitutions, National Statutes, the Ritual and the procedures established by the Conference of National Spiritual Assistants.[17]
34. The Local Fraternity Council shall perform their duties as described in the General Constitutions, Article 50, and also faithfully implement the directives and decisions from the higher level fraternities.
35. When a fraternity disbands, its records shall be distributed in accordance with the General Constitutions, Article 48, Paragraph 1 and the Conference of the National Spiritual Assistants Guidelines. Chapter Seven
Finances
36. A tentative budget will be prepared by the Regional Treasurer and presented to the Regional Executive Council who approves it. When approved it is then submitted to the Regional Fraternity Council at its annual meeting. At that time, it is amended or adjusted and then voted on for final ratification.
37. The amount of a fraternity's contribution is computed on the number of professed members it has. Using the member unit as a basis, the amount of money needed to be raised for the Regional budget through fraternity contributions is roughly divided by the number of members in the Region. That unit amount is then used to determine the amount each fraternity's contribution should be; it is multiplied by the number of professed members of the fraternity, as defined in the articles 31 and 33 of these guidelines. The fraternity's contribution is made from the Fraternity's Common Fund. Chapter Eight
Regional Elections[18]
38. The Regional Fraternity Council meets for the purpose of elections once every three years as the Chapter of Elections.
a) The National Minister or his/her delegate shall preside at and confirm the election of the Regional Minister.
b) A Regional Minister may not, at the some time, be a local Fraternity Minister. (A Local Fraternity Minister may be nominated for Regional Minister, but if elected, must resign present office.)
c) The Regional Fraternity Council shall determine nomination procedures in accordance with the provisions of general and particular law.
d) Election procedures shall follow the norms of general and particular law.
39. All members of the Regional Fraternity Council as defined in article 6 section (a) above have active voice and may vote.
a) The ministers of each Local Fraternity has the primary responsibility for casting the vote of the Local Fraternity.
b) In the event a Local Fraternity Minister is impeded from attending the Chapter of Elections, a duly authorized delegate may cast the vote if presented. Such delegate must present a written evidence of his/her authorization to represent the Local fraternity.
c) No Local Fraternity may cast more than a single vote on any issue or any election.
c) Even if a person has a right to vote in his or her own name by more than one title, such person may cast only one ballot.
40. Regional elected officers shall consist of a Minister, Vice Minister, Secretary, Treasurer, Formation Director, plus four (4) Councilors[19]. They shall be elected by the Regional Fraternity Council at its Chapter of Elections. They shall serve for a period of three years, and be eligible for reelection to the same office for no more than two consecutive terms, partial or complete. A third (3rd) term is permitted according to the General Constitutions, Article 79. They shall be installed and take office at the conclusion of the Chapter of Elections.
41. Elections shall take place according to the norms of the Canon Law, the General Constitutions, the National Statutes and the present guidelines.
42. The convocation of the Regional Fraternity Council for the purpose of elections shall be governed by the provisions of Article 76 of the General Constitutions. a) At least four months prior to elections, the Regional Executive Council shall appoint a Chairperson for a Nominations Committee. The Nominations Committee, acting in accordance with the directives of the Regional Executive Council, will present a slate of nominees for the different offices to the Regional Executive Council. This presentation shall be made approximately two months prior to the date set for the elections.
b) It shall be the duty of the Nominations Committee to ensure that each candidate meets the qualifications for the office for which he/she is proposed, has reviewed the duties of that office, and is willing to serve if elected.
43. Office vacancy, resignation, and dismissal shall be governed by the General Constitutions Articles 81 to 84.
Chapter Nine
Interpretation of the Guidelines
44. Interpretation of these Guidelines shall follow the rules of Canon Law, civil law where applicable, and may have recourse to Robert's Rules of Order in regard to procedural matter, with the understanding that in the event of any dispute the most cogent resource is prayerful consideration of our Father and Founder St. Francis, that most courteous and peace-loving man, and his probable point of view.
46. Interpretation of these Guidelines shall also be used in conjunction with the Conference of National Spiritual Assistants Guidelines, as officially approved.
Date September 9, 1995
Submitted by the Steering Committee of OUR LADY OF THE ANGELS REGIONAL FRATERNITY.
Kevin Corbett, SFO POLL Cubita, SFO Marion Curry, SFO Paul Di Lena, SFO Ruth Dowling, SFO John Henderson, SFO Peter Leone, SFO Barbara Lyne, SFO Edith Meissner, SFO Coroline Penzack, SFO Fr. Michael Ristori, OFM Cap. Dito Schwartz, SFO Richard Spana, SFO John Trause, SFO Fr. Richard Trezza, OFM Anna Triono, SFO Sheila Tuohy, SFO Danuta Wyszynski, SFO
A P P E N D I C E S
APPENDIX A
Resolution to Increase the Number of Councilors in Regional Executive Council(To be voted on at the Chapter of Ministers, November 10, 2001)
Aware that the Our Lady of the Angels Regional Fraternity is the largest regional fraternity of the Secular Franciscan Order in the country;
Aware that in view of the size of this Regional Fraternity, ministering to the needs of each and every member fraternity is an enormous and a very daunting task for the Regional Executive Council as constituted at present;
We, the ministers of the local fraternities, members of this Regional Fraternity, hereby propose, and hereby approve, that the present two (2) councillors be increased by two (2), each of these four to represent each of the four existing clusters, namely: the Manhattan, the Central New Jersey, the Northern New Jersey and the Westchester clusters. In addition to their general responsibilities as members of the executive council, these councillors will ensure that the needs and concerns of each member fraternity within their cluster will be brought to the attention of the Regional Executive Council. In turn, these councillors will bring to the attention of the member fraternities whatever the Regional Executive Council has approved for the Regional Fraternity.
The councillors will be elected as, follows: • the member fraternities of the cluster will nominate at least two (2) perpetually professed member from the cluster • these nominees will be voted on at the Regional Fraternity's chapter of elections by the entire Regional Fraternity
The method of electing these councillors and their terms of office will coincide with the other members of the Executive Council.
APPENDIX B
Guidelines for Determining the Status of a Professed Member
The following guidelines are promulgated in order to clarify the meaning of certain terms that has been used in connection with the status of Professed members. This will serve to amplify and to clarify Articles 31, 32 and 33 of the Governance Guidelines of the Our Lady of the Angels Regional Fraternity.
· Active – a Professed member is given this status if he or she consistently meets the obligations of the life of the Fraternity, that is, attends Fraternity meetings regularly, participates in Fraternity activities and apostolates, supports the Fraternity financially, and so forth.
· A Professed member who consistently does not meet the obligations of the Life of the Fraternity, as specified above, may be described as an “inactive” member. However the term “inactive” will not be used as a status category because a member’s “inactivity” may be the result of circumstances beyond his or her control or it may be the conscious choice made by the member.
A Professed member who is inactive as a result of circumstances beyond his or her control may be given the status of “Excused” as follows: (cf. Article 56 par. 1 of the General Constitutions)
· Excused – a Professed member who has not been active can be excused: (a) from attending Fraternity meetings and participation in Fraternity activities and/or apostolates on a temporary or a permanent basis, but support the fraternity financially; (b) from attending Fraternity meetings and from supporting the Fraternity financially. (cf. Article 31 of the Governance Guidelines)
It is within the competence of the Fraternity Council to place a Professed member in the “Excused” status provided that the extent, in terms of time and as to whether it includes exemption from Fraternity financial support, is specified. The Council can act upon the written request of the member concerned or on its own initiative if the member is incapacitated enough to be unable to apply for the “Excused” status. The reasons for such exemption may be any one or more of, but not restricted to, the following: · age or infirmity – the Professed member is already advanced in age and has difficulty attending meetings and participating in Fraternity activities and/or apostolates due to weakness brought on by his or her age. · illness - the Professed member has a lingering illness that prevents him or her from participating from attending meetings and participating in Fraternity activities and/or apostolates. A distinction or differentiation should be made here between being sick for a day or two or even up to a week and being ill for a month or more. · work – the Professed member has work days and work hours that are in conflict with the days and the times that his or her Fraternity has its meeting/s. · family – the Professed member has family obligations such as taking care of a sick relative that prevent him or her from attending Fraternity meetings and participating in Fraternity activities/apostolates.
The Professed member, if he or she is able to, shall put his or her request in writing to the Fraternity council. The Fraternity council acting collegially has the option to approve or to disapprove the request. It also has the option to invite the member to appear before the Council to present his or her case.
The Council, in consultation with the member, whenever possible, determines the duration for which the member will be excused.
An “Excused” member is excused only from attending Fraternity meetings and from participating in Fraternity activities or apostolates. Article 32 of the Regional Fraternity’s Governance Guidelines stipulates that the “Excused” is not excused from praying some daily office, financially supporting the Fraternity, if able, and wearing the Tau cross symbol of the Order. In return, the Fraternity has the obligation to keep in contact with its “Excused” members, making sure that they are fully informed of what is going on with and in the Fraternity. This should include, especially, assigned lessons or readings for the continuing formation of the Fraternity members.
Only the Fraternity Council, acting collegially, not just the Minister nor the Spiritual Assistant nor one single individual, has the sole authority to approve or to disapprove applications to be “Excused”. The approval or disapproval shall be conveyed to the applicant in writing. Appropriate records should be kept in the Fraternity’s archives.
For the purpose of determining the local Fraternity’s financial contribution (per capita fee) to the Regional Fraternity, all “Excused” members are counted as Professed members for whom the local Fraternity must contribute (Article 31 of the Governance Guidelines.) In this connection, an “Excused” member who cannot support the Fraternity financially should not be placed in the “Lapsed” status in order to avoid paying his or her per capita fee to the Regional Fraternity.
A Professed member who has been “inactive” not as a result of circumstances beyond his or her control , as described above, but because it is his or her conscious choice, shall be given the status of “Lapsed” as follows:
· Lapsed – A Professed member who has been “inactive” for a period of at least six (6) months, because it is his or her conscious choice, not because of any circumstance beyond his or her control, shall be placed in the status of “Lapsed”. With much love and prudence, the Fraternity Council shall try to work out with the “Lapsed” member whatever problem/s he or she has, and try to resolve them, up to a period of not more than one year. In the meantime, the local Fraternity is not under any obligation to pay the per capita fee for the “Lapsed” member to the Regional Fraternity only for one year that the member is in this “Lapsed” status.
The “Lapsed” status can also be applied to a member who has been inactive for a period of at least six (6) months and during that period the Fraternity Executive Council has not been able to reach a proper decision due to a lack of information on the case at hand or any other reasons that impede the Council from constructively reaching a determination.
· Suspended - After one year, if the member has not returned to being an “Active” member, it is within the competence of the Fraternity Council to suspend the member through a secret vote. The Fraternity Council communicates its decision to suspend in writing to the member. (cf. Article 56, Par. 2 & 3; Article 57, Par. 1 & 2 of the General Constitutions).
A member can be in the “Lapsed” status for one year only, after which the member either returns to being: · Active, or · Excused, if the Fraternity Executive Council reaches proper justification or · Suspended, if the member persists in ignoring his or her Fraternity obligation and the Council provides the member with the formal suspension letter.
The Fraternity is not under any obligation to pay the per capita fee for the “Suspended” member.
Additional comments:
The General Constitutions speaks of “voluntary withdrawal”. There are two (2) types of “voluntary withdrawal”, namely:
· Voluntary withdrawal from the Fraternity but not from the Order. This has the same effect as being “Suspended”. (cf. Article 56, Par. 3; Article 57, Par. 1 & 2, of the General Constitutions.
· Definitive voluntary withdrawal from the Order which has the same effect as being “Dismissed”. (cf. Article 58, Pars. 1-4 of the General Constitutions) APPENDIX C
Guidelines for Transfer from One Fraternity to Another
Regarding transfers from one fraternity to another, Article 55 of the General Constitutions states:
If a brother or sister, for any reasonable cause, desires to transfer to another Fraternity he or she informs the Fraternity to which he or she belongs, then makes the request, including the reasons for the transfer, to the Minister of the Fraternity to which he or she wishes to belong. The Council makes its decision after having received the necessary information from the Fraternity of origin.
The following guidelines for transfer from one Fraternity to another are promulgated in application of the above provision of the General Constitutions: a) the member, who may have already been professed or who may still be a candidate, who wishes to transfer to another Fraternity, shall inform the Council of the Fraternity to which he or she presently belongs, in writing, of his or her intentions. The member shall cite the reason/s why he or she wishes to transfer. If the member presently belongs to an “emerging fraternity”, sometimes also referred to as a pre-fraternity, the written request shall be sent to the Council of the Fraternity that is sponsoring the “emerging fraternity” or pre-fraternity.
b) the Council of the Fraternity to which the member presently belongs, shall collegially evaluate the request with love and prudence, taking into careful consideration the reason/s cited and above all else, the welfare of the member. If the reason/s appear to be well founded, the Council shall inform the member of the approval of his or her request. The Council will then proceed to forward the request to the Council of the Fraternity to which the member wishes to belong. If the member is a professed member, the Council of the Fraternity of origin shall inform, in writing, the Council of the Fraternity of destination of the member’s date of profession, and such other things that the Council of origin may wish to say about the member. If the member is still a candidate, the Council of the Fraternity of origin shall inform, in writing, the Council of the Fraternity of destination, the candidate’s date of admission, and his or her status as far as Formation is concerned.
It is anticipated that no member will ask to transfer to another Fraternity for some frivolous reason/s. However, if the Council of the Fraternity of origin, after careful evaluation of the reason/s cited, feel that the reason/s is or are not well founded, the Council shall call the member for a fraternal dialogue at which time the Council will ask the member to reconsider. The member in turn will be given the opportunity to present his or her case personally to the Council and to ask the Council, in turn, to reconsider. If the Council fails to dissuade the member from transferring, the only Franciscan thing left to do, is for the Council to accede to the request and proceed to inform, in writing, the Council of the Fraternity of destination as specified above.
c) The Council of the Fraternity of destination shall take the request into consideration, if possible as soon as it receives the written communication. It is not however, in any manner or form, obligated to approve the transfer. This Council will have the option to accept or not to accept the transfer. It can also choose, if possible, to interview the transfer applicant. Whatever it decides, it shall forward their decision in writing to the Council of the Fraternity of origin. In case of a negative decision, the reason/s for denial may be specified. Again, the Council of the Fraternity of destination shall consider the application to transfer with utmost love and prudence.
d) If the transfer is effected, the Executive Council of the Our Lady of Angels Regional Fraternity need not be notified by either the Fraternity of origin or the Fraternity of destination. This will be automatically done, when the Fraternities submit their annual roster or changes to their roster of members to the Regional Fraternity. Furthermore, as have been intimated by some members before, the Provincial Spiritual Assistant of the obedience with which the member's Fraternity is affiliated need not be notified at all.
APPENDIX D
Guidelines for Conducting Fraternity Elections of Council Members
A. Preliminaries:
· At least six (6) months (preferably longer) before a local Fraternity’s elections are due, the local Fraternity Minister should inform the Regional Fraternity Minister, in writing, that the Fraternity is due for elections. The local Fraternity Minister and the Regional Fraternity Minister and a Regional Spiritual Assistant shall make arrangements among themselves for a mutually convenient date and time for the elections to be held. The lead-time of six (6) months or longer, is necessary in order to give both the Regional Fraternity Minister or his delegate and the Regional Spiritual Assistant or his delegate ample time to fit the local Fraternity elections into their schedules.
· It should be noted that paragraph 2 of Article 76 of the General Constitutions of the Secular Franciscan Order provides that: 2. The elective Assembly, or Chapter, will be presided by the Minister of the Council of the immediately higher level, or by his or her delegate, who confirms the election. (Where a local fraternity is concerned, the Minister of the Council of the immediately higher level, is the Minister of the Regional Fraternity).
In the local or regional Fraternities, the President or delegate to preside should not be a member of the Fraternity in which the elections are taking place. (If "Regional Fraternity Minister A" is a member of the "Local Fraternity A", he cannot preside over the elections of the "Local Fraternity A .)
The Spiritual Assistant of the immediately higher level or his delegate is to be present as a witness of the communion with the First Order and the TOR. (If needed, the Regional Spiritual Assistant may appoint the local Fraternity's own Spiritual Assistant as the Regional Spiritual Assistant's delegate. In this case, the local Fraternity's Spiritual Assistant, who ordinarily has an active voice or a right to vote in the Fraternity's elections should give up this right to vote during this particular elections to avoid conflict of interests.)
These constitutional provisions are quoted in here to ensure that the local Fraternities know that any local Fraternity elections without the Regional Fraternity Minister or his delegate as the presider and the Regional Spiritual Assistant or his delegate as a Friar witness is totally invalid, totally null and void. B. Nominations:
· In the same manner as the notification of the Regional Fraternity Minister of the local Fraternity elections due, at least six months (or even longer) before the elections, a committee of at least three Fraternity members should be formed to accept written nominations for candidates to Fraternity Council offices.
· As soon as the "nominations committee" is formed, each member of the Fraternity should be asked to submit his or her nominations for the members of the Fraternity council, namely: · The Minister · The Vice Minister · The Secretary · The Treasurer · The Formation Director · Other Elective Councillors, if any
· Only perpetually or temporarily professed members and the Fraternity's Spiritual Assistant will be allowed to nominate the candidates.
· Each member shall be allowed to nominate one and only one person for a council office. The nominations shall be made in writing and should be submitted to the "nominations committee".
· Only permanently or perpetually professed member may be nominated for any of the offices. A permanently or perpetually professed member may be nominated for more than one council office. A permanently professed member may nominate himself or herself for any office or offices.
· The "nominations committee" shall tabulate the names of the nominees for each office. At least before three months before the elections, the "nominations committee" shall review the nominations that the committee has received. If there is any office for which nobody has been nominated, the committee shall ask the members for nominations for that office. Also, if there is any office for which only one person has been nominated, the committee shall ask the members for more nominations for that office.
· At least two months before the elections, the "nominations committee" shall inform, in writing, each member who has been nominated for any position or positions in the Fraternity council. The nominees shall respond, in writing, to the "nominations committee" indicating for which office or offices that he or she has been nominated, he or she will accept or reject the nomination or nominations. Those who accept their nomination or nominations shall further state that if elected, he or she will be willing to serve.
· After all the nominees have sent in their acceptances or rejections, the "nominations committee" shall review the nominations a second time to ensure that there are at least two (2) qualified (perpetually or permanently professed) members have been nominated for each post or fraternity council office. If all the nominees for a position reject the nomination, the "nominations committee" shall ask for nominations for that position. In the same manner, if a position has only one nominee for it, the committee shall ask for more nominations for the position.
· After the nominations process is completed, the "nominations committee" shall publish the line up of candidates for each of the Fraternity council office. These can be accomplished through the Fraternity's newsletter or in the absence of a Fraternity newsletter, the "nominations committee" may choose to write to each member of the Fraternity informing each member who has been nominated for each of the Fraternity Council positions.
B. After the Nomination Process: · The Fraternity Minister assisted by the Council shall look for a suitable place where the elections will be held. The place should be large enough, so that at the time of the elections, all those who are eligible to vote, that is, all the perpetually or temporarily professed members of the Fraternity and the Spiritual Assistant, can be separated from those who are not eligible to vote, for example, candidates and inquirers and guests. The environment around the place should be suitable for elections. · The Fraternity Minister shall direct that ballots be prepared for the elections. For each position, ballots with the names of the nominees for the position printed on each ballot shall be prepared before the elections. All candidates are listed alphabetically. In addition to the known nominees for the position, space should be provided on each ballot for two or more nominees that may come from the floor at election time, at which time the name/s of the additional candidates can be written on the ballot. Enough ballots should be prepared so that each eligible voting member will have a ballot for each position. · More than one set of ballots should be prepared for each position on the chance that more than one balloting or voting may be required for a position. Three sets is recommended. Each set of ballots should be labeled according to the office and votation, e. g. Minister, ballot #1; Minister, ballot #2; Minister, ballot #3; etc. In addition to the ballots, Tally Sheets should be prepared for use by the Presider, The Friar Witness, the Election Secretary and the scrutiners or tellers. The Tally Sheets should contain the names as listed in the ballots, space for nominations from the floor and space to list the number of votes cast.
· The Fraternity Minister shall ensure that, at election time, at least two (2) copies (more will be better) of the RITUAL BOOK, the Rule, the General Constitutions, the National Statutes, the Governance Guidelines of the Regional Fraternity, the local Fraternity's statutes or by-laws (if any) and the Handbook for Spiritual Assistants should be readily available at election time. This is to anticipate any need to refer to any of these documents at election time.
C. Election Time
office.
· The Presider instructs the voters to mark only one name on the ballot. The ballot may be marked: · By putting a check ( ) mark to the left or to the right (not both) of the name of the candidate being voted for or · By putting an ( x ) mark to the left or to the right (not both) of the name of the candidate being voted for Any ballot where more than one candidate was voted on or any ballot that is not marked as specified above will be considered invalid and shall not be counted in determining absolute majority. For example, if 100 electors participate in an election and 100 ballots are counted but 3 are found to be invalid, the absolute majority will be based on the 97 valid votes cast not on 100. In this example the absolute majority will not be 51 but 49. (97 ÷ 2 = 48.5, round off to 49)
A ballot that is returned blank, that is, without any mark on any of the candidates listed in the ballot (the voter chose not to vote for anyone) will be considered valid and will be counted in determining absolute majority.
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