Regional Fraternity of Eastern Canada, SFO
REGIONAL STATUTES
Approved by the Regional Chapter. 03 August 2008
Introduction:
The Statutes of the Regional Fraternity of Eastern Canada, SF0, adopted by the Regional Chapter of Feb 21, 1998, have been updated with the changes approved at the Elective Chapter of August 1-3, 2008. Article #6 has been added. This version was submitted and approved by the National Fraternity of Canada.
Please note that, there is a difference in the numbering of the articles between this version of the Regional Statutes and the June 5, 1999 version. Article #6, the Heritage Fund, made the re-numbering necessary.
References within the Regional Statutes attached:
GC = General Constitutions of the Secular Franciscan Order.
NS = National Statutes of the National Fraternity of Canada, SF0
Chapter0808 = Regional Chapter of Elections. Resolution & Statutes Session. 03 August, 2008
Document prepared and submitted by: Bob Hunger, sfo, Regional Secretary
DEFINITION:
Article 1:
1.1 The Regional Fraternity of Eastern Canada, SF0 is the organic union of all those Local Fraternities which are located within a territory defined as the provinces of Quebec, New Brunswick, Prince Edward Island, Nova Scotia, and Newfoundland, as well as the Dioceses of Alexandria-Cornwall, Ottawa, and Pembroke in the province of Ontario, and which have signed a Local Fraternity Commitment asking to be included in this Region.
1.2 The western boundary of the Regional Fraternity of Eastern Canada, SFO may be amended to reflect the needs of Local Fraternities in that area, provided that these amendments are made in collaboration with the Trillium Regional Fraternity.
1.3 The Regional Fraternity of Eastern Canada, SF0 shall comprise two Areas, divided by geographic realities, the Quebec/Ontario Area and the Atlantic Area, each with its own priorities for the purposes of fostering unity among the Local Fraternities within those respective Areas but always under the animation and guidance of the Regional Council.
1.4 The Regional Council is the executive committee that acts in accordance with the Regional Chapter in animating and guiding the Regional Fraternity.
1.5 The Regional Conference is the consultative assembly of the Regional Council. It is comprised of the Local Fraternity Ministers, Local Spiritual Assistants, the officers of the Regional Council, and a Franciscan Youth representative.
PURPOSE:
Article 2:
2.1 The purpose of the Regional Fraternity of Eastern Canada is:
a) to carry out the duties of the Regional Fraternity as described in Article 62 a) to j) of the General Constitutions;
b) to provide in general, for the spiritual life of the Secular
Franciscans at the regional level~
c) to foster spiritual unity among the Local Fraternities;
d) to be a link between the Local Fraternities and National
Fraternity as well as with the First and Second Orders;
e) to implement the decisions of the Regional Chapter, and
Council, the National chapter, and the National Council.
THE REGIONAL COUNCIL:
Article 3:
3.1.1 The Regional Council shall comprise the following offices. All officers except the Spiritual Assistant and the Franciscan Youth representative (Ref: GC 51,52,53) are to be elected by the Regional chapter.
- Minister,
- Vice-Minister Atlantic,
- Vice-Minister Quebec/Ontario,
- Secretary,
- Treasurer,
- Director of Formation,
- Spiritual Assistant,
- Franciscan Youth Representative.
3.1.2 Following the election of both Vice-Ministers, a vote shall be taken to determine which of the two Vice-Ministers will replace the Minister in case of absence, illness, or other valid reason.
3.1.3 The Regional Secretary may appoint a Secretarial Assistant who shall attend meetings of the Regional Council for the purposes of recording minutes and generally assisting the Regional Secretary. Because this position is not an office of the Council, the Secretarial Assistant shall not vote on any matter.
3.2 The Regional Council shall make all decisions necessary to carry out its mandate according to the purpose outlined in Article 2 of these statutes.
3.3 The Regional Council shall:
a) provide for the pastoral and fraternal visits to Local Fraternities;
b) establish in collaboration with the competent Religious Superior and the Local Ordinary, where necessary, new fraternities at the request of the concerned brothers and sisters;
c) ensure that the concerns affecting both Areas shall be
considered in all decisions of the Council.
3.4 The Regional Council shall meet at least twice per year at dates and places agreed upon by the members of the Council.
3.5.1 Each of the Area Vice-Ministers shall ensure that his/her Area holds an Area Assembly once per year, except in the year a Chapter is held.
3.5.2 The Area Vice-Minister shall be a link between the Local Fraternities of his/her Area and the Regional Council, reporting on progress and concerns arising from Area Assemblies.
3.5.3 The role of the Regional Vice-Ministers includes the following:
a) attend all Regional Council meetings;
b) take part in the deliberations and decisions of the Regional
Council;
c) familiarize themselves with the International national, and
Regional documents, including the General Constitutions,
Statutes, Formation programs, procedures and Ritual;
d) to act as a liaison between the Regional Council and the Local Fraternities in their respective Area;
e) to act in the capacity of Visitor to the Local Elective Chapter when so designated by the Regional Minister or Council;
f) to co-ordinate the activities of certain Regional Council
committees, and/or ad-hoc committees when assigned by the
Regional Minister or Council.
3.6.1 The Area Assembly shall be the gathering of Local Fraternity Ministers and Spiritual Assistants and/or Spiritual Animators, the Area Vice-Minister, other Regional Council members if available, and members of the Local Fraternities, for the purposes of fostering spiritual growth and unity among the brothers and sisters.
3.6.2 The Area Assembly shall formulate objectives for the next year based on current needs throughout the Area and on an assessment of progress on objectives for the previous year. These objectives must be in complete compliance with Regional Statutes, as well as resolutions and objectives of the Regional Council.
3.7.1 An Area Conference shall be a meeting of the Local Fraternity Ministers and Spiritual Assistants and/or Spiritual Animators, the Area Vice-Minister, and other Regional Council members, for the purposes of Area planning.
3.7.2 At Area Conferences, the Vice-Minister shall preside and shall appoint a Secretarial Assistant for the purposes of recording minutes and other related duties. The position of Secretarial Assistant is not an elected office and not permanent. The Regional Secretary shall distribute the Area minutes.
3.8 Whenever possible, to reduce costs, conference-call meetings should be considered as a viable alternative to meetings of the Regional Council and its committees requiring travel.
THE REGIONAL CHAPTER:
Article 4:
4.1 After consultation with the Regional Council, the Regional Minister shall convoke the Chapter of Elections every three years. Written notice (NS-4.6) shall be forwarded to the Local Ministers at least six months before the Chapter.
4.2 The Regional Minister shall convoke the Regional Chapter at least three months prior to the date of the Chapter.
4.3.1 At least three months prior to the date of a Chapter of Elections the Regional Minister, in collaboration with the Regional Council, shall appoint a Nominations Committee who will receive nominations for all offices of the Council. Consent must be secured from each nominee.
4.3.2 When the Chairperson of Nominations accepts to run for office at the Chapter, he/she shall arrange to delegate the duty of presenting the nominees for election to a member of the Nominations Committee.
4.3.3 The Chairperson of Nominations has the right to vote in accordance with Article 4.5 of these same Regional Statutes.
4.4 The nominees for the office of Vice-Minister for each of the two Areas must live within the Area represented by that same office.
4.5 The Regional Chapter shall comprise the members of the Regional
Council. the Local Ministers and Spiritual Assistants and/or Spiritual Animators, the Regional Franciscan Youth Representative, and the delegates of the Local Fraternities. The members of the outgoing Regional Council shall be entitled to vote until the dissolution of the Chapter.
4.6 Only permanently professed members of the Secular Franciscan Order may be delegates to the Regional Chapter. The Local Fraternities (NS-4.3) delegate these members according to the norms established by the Regional Council.
4.7 An annual Regional Area Conference shall be held in each year that a Chapter of Elections is not held.
4.8 At least two months prior to the Regional Chapter or Regional Conference an agenda shall be made available to all the Local Fraternity Ministers.
4.9 The Regional Chapter shall:
a) evaluate the actions taken by the Regional Council since the last Regional Chapter;
b) formulate objectives for the next three years based on the
current need throughout the Region and an assessment of
progress on objectives for the previous three years;
c) table these objectives in the form of resolutions.
4.10 The Regional Council shall ensure the proper implementation of these objectives.
4.11 The site for the Regional Chapter and Assemblies shall alternate to the extent possible between the two Areas.
FINANCE:
Article 5:
5.1 The fiscal year shall extend from January 1 to December 31.
5.2 All moneys shall be deposited under the name of the Regional Fraternity of Eastern Canada, SF0.
5.3 All cheques and money orders shall be made payable to the Regional Fraternity of Eastern Canada. SF0.
5.4 To provide for the needs of the Regional Fraternity and to support the higher levels of the Order, the Regional Treasurer shall prepare an annual budget which shall be approved by the Regional Council and a copy forwarded to each Local Fraternity Minister.
5.5 Any unusual expenditure not budgeted for may not be transacted without the prior approval of the Regional Council.
5.6 For the needed financial resources of the Regional Fraternity, the Regional Common Fund shall receive an annual contribution from each
Local Fraternity. Ref.: SF0 Rule, Article 25.
5.7 This contribution shall be due at the date specified by the Regional Minister, with the consent of the Regional Council, and shall be based upon the number of active professed members and candidates recorded in the last census.
5.8.1 The expenses for the fraternal and pastoral visits by the Regional Minister and the Regional Spiritual Assistant shall be paid from the Common Fund of the Regional Fraternity.
5.8.2 When on official business for the Regional Council, travel and living expenses shall be paid or reimbursed from the Regional Common Fund.
5.8.3 Official travel must receive prior approval from the Regional Minister and normally shall be by the most economical mode of travel available and by the most direct route.
HERITAGE FUND
New Section added by the Elective Chapter of August 1-3, 2008 (Chapter0808)Article 6
6.1 Purpose and Objectives
To provide financial support for:
a) Leadership training
b) Education of Spiritual Assistants who are members of the SF0
c) Youth Initiatives
d) Outreach Ministry
e) Franciscans International
f) Other projects for the strengthening of the SF0.
6.2 Board of Director
a) The fund will be administered by a Board of Directors made up
Three (3) SF0 members appointed by the Regional Elective Chapter, one of whom will also be a member of the Regional Council.
b) Members appointed to the board will serve for three years until the next Regional Chapter, and will be eligible for re-appointment. The Board of Directors will appoint from among themselves a chairperson at their first meeting.
c) A board member may resign by submitting a letter to the Chairman.
d) The Regional Council is authorized to appoint a replacement of a member who resigns, who will remain in office until the next Elective Chapter.
6.3 Administration
a) Financial support for the items given under Article 6.1, will
be restricted to the amount of interest earned on the capital.
b) Decisions for the investment of capital or the disbursement of funds will require a unanimous vote by board members.
c) The investment of capital will be limited to Canadian
Bank Guaranteed Investment Certificates, Bank
bearing Savings accounts or Government of Canada Bonds.
6.4 Financial Statements
a) The fiscal year will be January 1 to December 31.
b) An annual financial statement made up of a Balance Sheet and an Income and Expense report is to be provided to the Regional Minister.
c) The Regional Elective Chapter will appoint an Auditor for a
three year term to examine the books and records of the fund.
The Auditor will submit a report each year to the Regional Minister. A report will also be submitted to the Regional Elective Chapter.
FORMATION:
Article 7:
7.1 The Regional Director of Formation shall provide workshops and teaching materials to the Local Directors of Formation.
7.2 The Regional Director of Formation shall meet at least once a year with all Local Directors of Formation to assess the formation program and if necessary, formulate recommendations for change.
OFFICERS OF THE CORPORATION:
Article 8:
8.1 The Regional Minister and the other officers of the Regional Council shall be the respective Directors of the Corporation of the Regional Fraternity Of Eastern Canada. SF0.
INTERPRETATION:
Article 9:
9.1 Outside the Regional Chapter, the authentic interpretation of the Statutes shall be the responsibility of the Regional Council. Such interpretation made outside the Chapter shall remain binding until the next Chapter.
AMENDMENTS:
Article 10:
10.1 The Regional Council has the authority to make provisional amendments to these Statutes, subject to the approval of the Regional Chapter and the National Council, SF0.
10.2 Any proposed amendments must be forwarded to the Local Ministers at least two months prior to the Chapter for consultation with their Fraternities. The proposed amendments shall require a two- thirds (2/3) majority vote of the Regional Chapter for approval.