1. Name and Constituency
A. The Name of the association is The Association of the English and French Speaking General Treasurers.
B. The membership will be drawn from the General Treasurers of institutes of consecrated life and of societies of apostolic life and their Assistants.
A. The main aim is to promote the ministry of its members in accord with Gospel values and the needs of the times.
B. Secondary aims are:
- To promote the benefit of the members by organizing and co-ordinating such services as they may require and by providing information concerning new developments, methods and approaches to their ministry.
- To promote association and co-operation between the members and their institutes.
A. The membership of the Association will be open religious institutes and societies of apostolic life, which will be normally represented by the General Treasurer and/or her/his Assistant(s). A member institute can however be represented in the Association by another person specifically designated in writing by the Major Superior of the institute or society.
B. Membership at any given moment will be reckoned to be that number of religious institutes and societies of apostolic life who have paid the annual dues (a year going from September to June of the following year), as recorded and acknowledged by the Executive Committee. Each institute or society will pay one membership subscription even though it may have more than one member attending the meetings of the Association
C. By a majority vote, the Executive Committee may grant admission to activities of the association to individuals who are not members of an institute or society. They shall pay the same meeting charges as members, but may not hold office or vote in the Association.
D. In case of uncertainty, the Association shall have the right to determine or terminate membership by a majority vote of members at a plenary meeting.
A. The affairs of the association shall be managed by an elected Executive Committee of no less than six and not more than eight members. No two members of the same institute or society shall be Executive Committees members at the same time.
B. Members of the Executive Committee shall be elected for a period of two years and may serve for no more than two consecutive terms of two years. The Membership will suggest names of candidates to fill empty positions on the Executive Committee. From these suggestions, the Executive Committee will propose a slate of members for the new Executive Committee to be approved by a majority of the number of member congregations voting, either through electronic voting via the internet or at the annual meeting, or via another method having been predetermined by the Executive Committee. Each congregation will have one vote. In case of the slate of members to the committee being rejected, a new slate is to be proposed for approval within two months of the publication date of the result of the first vote.
C. The duly elected members of the Executive Committee will choose from amongst themselves at least four officers – consisting of a Chairperson, Vice-Chairperson, Secretary and Treasurer.
D. The Executive Committee will meet at least three times each year (in presence, through videoconference or using a combination of both methods). A quorum for an Executive Committee meeting shall be half of the total Executive Committee members. Resolutions shall be passed by a simple majority. In the event of a tie, the Chairperson or acting Chairperson shall have a casting vote.
E. The Executive Committee may appoint any member of the Association to fill a vacancy caused by the retirement of one its serving members. This member shall hold office until the next election of members, and if elected, shall be eligible for re-election once.
E. The Executive Committee shall have power to appoint sub-committees, as it deems necessary. The members of a sub-committee shall be appointed or elected at an ordinary plenary meeting of members, or by the Executive Committee.
F. The Executive Committee or any of its sub-committees may invite a person who need not be a member of the Association, to attend certain meetings and/or to give specialist advice.
A. The Agenda shall be circulated prior to each meeting.
B. At least three plenary meetings to which all the members are invited shall be held each year. Evening social gatherings shall be organized as convenient.
C. One of the plenary meetings each year shall be designated as the Annual General Meeting at which certain items of business shall take place:
i. The vote for the slate of Executive Committee members for the following year, or, if necessary, finalization of the process for of the balloting for the slate of Executive Committee members for the following year.
ii. A résumé of the year’s business shall be given by the Chairperson or acting Chairperson.
iii. The Annual Statement of Accounts shall be presented.
iv. Members will have the opportunity of proposing motions for decisions or discussion, but notice should be lodged with the Secretary at least a week in advance. It shall be at the discretion of the Executive Committee to admit or reject motions received late.
v. The annual dues and/or fees shall be decided.
D. Resolutions shall be passed by a simple majority.
E. In all matters submitted to a vote at a meeting, each institute or society present shall have one vote. Provision can be made for an absentee ballot for major issues.
A. The Executive Committee shall assume the managerial role in the administration of the funds of the Association.
B. The Executive Committee shall operate a Bank Account to which all monies received by the Association shall be lodged and from which all payments made on behalf of the Association shall be drawn. The Executive Committee may authorize exceptions.
C. All checks drawn on the Bank Account shall be signed by the Treasurer or by the second person nominated as signatory to the Association Account.
D. The Annual Statement of financial position and activity shall be presented at the Annual General Meeting and will include all activity from the preceding Annual General Meeting up to the current Annual General Meeting.
E. The amount of the annual dues and/or fees shall be determined by the members of the Association at the Annual General Meeting after a recommendation from the Committee.
A. Amendments to the above By-laws shall be made only by a majority vote at any regularly scheduled plenary meeting of the Association.
B. Notice of motions for amendment should be submitted in writing to the Executive Committee at least two weeks before a regularly scheduled plenary meeting so that the text of the motions may accompany the agenda sent to all members.