OCDS Provincial Statutes for the Washington Province of
the Immaculate Heart of Mary
This is the text of the
Statutes approved by the General Definitory December 19, 2009.
The STATUTES below
represent the complete and currently in
effective text and includes all 2010, 2011 and 2012 revisions and additions.
I. WITNESSES
TO THE EXPERIENCE OF GOD
[Cf. Const., Section III]
[Cf. Const., Section III]
1. Secular Carmelites are faithful members of
the Catholic Church who are called by the Holy Spirit to “live in allegiance to
Jesus Christ” [cf. Const. #3]. They seek evangelical perfection and union with
God in the Order of the Teresian Carmel for his greater Glory and the good of
his Church. In response to that call, members willingly submit to the “gentle
yoke” (Mt. 12:30) of obligations and commitments contained in The Rule of St.
Albert, our Constitutions and our Provincial Statutes.
2. Practicing Roman Catholics, who are in full
communion with the Church, may be admitted to the Secular Order provided they
are:
a) at
least 18 years of age;
b) able
to provide a current official Church copy of their Baptismal Certificate;
NOTE: Alternative, approved
documentation may be necessary if this document is not available.
c) able
to provide some documentation showing proof of a valid marriage in the Catholic
Church, where applicable;
d) living
the Catholic faith for a minimum of 18 months after Baptism before being
eligible to enter Aspirancy;
e)
not already members of any other group that requires promises or vows
NOTE: It is the local council's responsibility to
research local associations of the faithful in the area to determine approval
of the diocese and whether or not promises are made.
Daily Life
3. The foundation and essence of our vocation is
prayer. Therefore in imitation of our Blessed Mother Mary and heeding the call
of Jesus, her Son, to “pray always without becoming weary” (Lk. 18:1) Secular
Carmelites will seek union with God and strive to live in the constant
awareness of his presence.
They ought to:
a) Practice mental prayer for at least 30
minutes each day in an atmosphere of interior silence and solitude.
4. Secular Carmelites will unite their prayers
with those of the universal Church by participating in the Church’s liturgical
celebrations.
a) Morning
and Evening Prayer of The Liturgy of the Hours are to be prayed each day. The
praying of Night Prayer is highly encouraged.
b) They
will seek, within the limits imposed by their secular state, to participate in
daily Mass whenever possible. When attendance at daily Mass is not possible,
reflection on the scripture readings of the day is encouraged.
5. Called to continual conversion, Secular Carmelites
will seek to identify and place before God any obstacles and impediments to
union with him. Confident in God’s loving mercy, they will:
a) Engage
in a daily examination of conscience, ideally just before retiring or at the
beginning of Night Prayer.
b) Participate
frequently in the Sacrament of Reconciliation (Penance).
6. The early hermits on Mount Carmel, following
in the footsteps of our Lord and of our Holy Father Elijah, sought the solitude
of the desert to pray and to listen for the “still small voice”(1 Kings 19:12)
of the Holy Spirit. Echoing this practice and tradition, Secular Carmelites are
encouraged to:
a) Attend
at least one retreat per year – preferably a Carmelite and/or community retreat
when possible.
b) Participate
in days of recollection.
c) Where possible, retreats and days of
recollection may be cooperative efforts involving more than one Community.
Community Life
7. Our Carmelite vocation is lived out in
community. Communities shall meet at
least monthly allowing sufficient time for:
– prayer:
Morning or Evening prayer from the Liturgy of the Hours/Divine Office and if
feasible, mental prayer as a community
– formation
– socializing/fellowship
– business
meeting.
8. Every Secular Carmelite will strive to place
the good of the community and fraternal charity above self-interest and will
give the community meeting primacy of place in the ordering of his/her schedule.
The desire and ability to attend community meetings are signs of an authentic
vocation. There are no secular member
Isolates in the Washington Province.
9. The Secular will:
a) faithfully
attend monthly meetings
NOTE: Absences should be for serious reasons and in
accordance with the local community’s attendance policy.
b) share
in the duties and responsibilities of the community as designated by the local
council
c) participate,
in some way, in the Community apostolate.
10. Provincial Attendance Policy: Participation in community life is an
essential part of the Secular Carmelite’s vocation. To highlight the importance
of community, there is a Provincial Attendance Policy to underscore this facet
of our vocation and to provide unity throughout the Province. Attendance at
monthly meetings determines a member’s participation in:
- Community membership (Active vs. Inactive)
- Community elections
- Formation for making Promises
a) An active member is one who is professed and
regularly attends and participates in monthly meetings. The order recognizes
that members have legitimate obligations and God-given responsibilities that
may at times conflict with responsibilities of the OCDS community. However,
such conflicts should be the exception in an OCDS vocation.
(1) When a member needs to be absent from the
monthly meeting, s/he must notify the community according to the procedures
determined by the local council.
(2) Members who miss 5 meetings in any given
calendar year must contact the local council, who will then determine if the
member can maintain active status in the community.
(3) Should
a member not be in communication with the local council after missing 5 meetings,
written notice, in the form of a certified letter, should be sent to the member
inviting them back and informing them that they are not fulfilling the
obligation to attend monthly meetings (Statutes: Community Life #7). S/he should be given a 60 day deadline to
return to the community or to seek an appointment with the council.
(4) If the council does not receive any response
from the member within 60 days, the council will send a second certified letter
explaining that if the local council does not hear from the said member within
45 days, the community will understand that s/he no longer wants to be a part
of the community.
(5) The letter should state that s/he will be
removed from the roster and classified as "Inactive" in the OCDS Main
Office database. They are not considered extended members of the community and
have essentially withdrawn themselves from the community.
(6) Minutes from council meetings should document the process and the
circumstances of decisions that deem a member inactive.
(7) Once a member has been dropped from the roster, they cannot
return to the community or active status without meeting with the local council
and being approved to return. If approved, Provincial dues and Clarion
subscription fee for the current year will be collected by the council and sent
to the Main Office. Payment of community dues for the current year will be
collected at the discretion of the local council.
(8) Members
returning to active status will be required to undergo a refresher program of
formation as determined by the local council.
b) Any member missing 5 or more meetings in the
12 months prior to the month in which the triennial Nominating Committee is
appointed (normally January; Statutes:
Local Community Elections #63a) is ineligible to:
(1) serve on the Nominating Committee,
(2)
serve on the community's Council (i.e. President, Formation Director or Councilor)
(3) serve as Secretary or Treasurer,
(4) or vote in the triennial election itself.
Members may only vote in the community of which they are an
official member.
c) Attendance requirements for completing the
three periods of formation (Aspirancy, Preparation for First/Temporary Promise
and Preparation for Definitive Promise) are more rigorous and it is the
responsibility of the local council to ensure that the formation requirements
are fulfilled. Those in formation should expect to make up missed sessions (on
tape, via written assignments, etc.) and/or have their time in formation extended.
11. While the size and unique
circumstances of various communities point to a local approach to the specifics
of attendance policies, some general principles should be kept in mind:
a) The need for each member to receive complete formation
b) Recognition that members have legitimate obligations and
God-given responsibilities that may at times conflict with responsibilities of
the OCDS community. Such conflicts should be the exception in an OCDS vocation.
12. Definitively
Promised members who become homebound due to age or illness (Constitutions #56)
continue to be full extended members of the local community. The community will
show fraternal charity to these valued members.
13. Only local councils may grant a Leave
of Absence to any Promised member who is unable to attend meetings due to a
temporary change in life circumstances. Any Leave of Absence:
a) Will be granted for 1 year.
b) May be extended, at the discretion of the council, for
6-month increments, up to a maximum leave of two years.
c) At the end of the two-year period, if the member is unable
to faithfully return to monthly community meetings, then he/she must make a
decision as to membership in the Order.
d) Council members who are granted a Leave of Absence must
resign from the Council. Replacement
council members must be elected by the council members, not appointed by the
president. It is the responsibility of
the president to notify the Provincial Delegate and the Main Office of any
changes in council leadership during the triennium of their service. (Const.
#47d)
After consulting
with the Council, members on Leave of Absence may return prior to the
expiration date of the leave.
14. Members
who stop attending meetings without communicating with the local council will
be dropped from the community roster and will be considered inactive members if
they do not respond after two certified
letters from local councils.
15.
A member who has been
dropped from the roster must contact the Council if they are interested in
returning to active status. The Council will then inform the Main Office of the
member’s return.
16.
Circumstances for
Voluntary Withdrawal from the Order:
When those in Definitive Promise can no longer faithfully
attend monthly meetings due to changes in their life circumstances for some
reason other than age, illness or distance, which are excused by #56 of the
Constitutions and qualify them to be extended members, they may request
voluntary withdrawal. This relieves them
of the obligations of their Promise, i.e., monthly meetings, praying the
Liturgy of the Hours and half-an-hour of mental prayer each day.
These individuals remain in good standing with the
Order and are eligible to petition the council to return to their community and
request permission to renew their promises and obligations as a member of the
Order, or to request a transfer to another community and permission for renewal
of promises at some future date when changes in life circumstances once again
permit them to live out the obligations of their Definitive Promise. These members will be required to undergo a
refresher program of formation.
17.
Closing of Communities
The Ratio
Institutionis of the Secular Order defines the purpose of the existence of
OCDS communities as the formation and Christian Carmelite maturing of the
community and all its members. (Ratio, 2
& 3).
a)
In the event a Canonically Established
community is unable to select a viable Council:
President, (three Councilors and Formation Director), the Provincial or
his Delegate may deem it necessary to close the community. If it is determined that a community must
close, reception of new candidates for formation is immediately frozen and all
of the members will need to:
(1) Initiate
a transfer to another OCDS community with the intent of actively living out his
or her Promise in community life; recognizing that acceptance by the other
community is a mutual discernment process.
(2) Request
association with another OCDS community as an extended member excused from
attending meetings for reason of distance, but fulfilling all other obligations
of the Promise. The Provincial or his Delegate has the ultimate authority
regarding the OCDS community best suited to take extended members.
(3) Voluntarily
withdraw from the Discalced Secular Order
b)
A small community may choose to close down if
they do not have enough active members to be viable as per Statutes 11-a.
(1) A
majority vote of the council and community can begin the process of closing
that community.
(2) Permission
of the Provincial or his Delegate must be requested.
(3) After
permission is granted:
-
Members in Definitive promise may seek to
transfer to another community. If
necessary, they can request to be extended members based on distance.
-
Members in Temporary Promise will need to seek
to transfer to another community where they can complete their preparation for
Definitive Promise.
-
Members who wish to voluntarily withdraw from
the Order, may do so by completing the voluntary withdrawal form and having the
Council submit it to the Main Office.
-
The council must prepare the transfer forms for
all transferring members, thereby releasing them from the closed community.
(4)
The OCDS Main Office should be informed of this
closure by both the Provincial, or his Delegate, and the President of the
community.
Forms and Days of Self-Denial (Abstinences,
fasting and acts of self-denial)
18. Secular Carmelites will strive to live lives of
simplicity and gentle austerity, witnessing to the joy of embracing the Gospel
in its fullness.
19. In addition to the days of fasting and of
abstinence proper to the Church of the USA and responding to the encouragement
of our bishops “to prepare for each Church festival by a day of particular
self-denial, penitential prayer and fasting” (NCCB Pastoral Statement
“Penitent-Discipline” to the US, Washington, DC, 1966) and to our Carmelite
traditions, unless excused by reasons of illness or age, we will observe the
following:
a) Members
will fast on the Vigils of the following feast days:
St.
Joseph the Worker May
1
Our
Lady of Mount Carmel July
16
The
Prophet Elijah July
20
St.
Thérèse October
1
Holy
Mother St. Teresa of Jesus October
15
All
Carmelite Saints November
14
Holy Father St. John of the Cross December 14
b) For
a sufficient reason, the above special fast days may be anticipated.
c) Anticipated
fast days should never involve fasting on Sundays or Holy Days (cf. CCL
1249-1253).
Remembrances for Our Beloved Deceased
20. Secular Carmelites should remember the deceased members of the
entire Order in their daily prayers, especially on the Feast of All Souls of
the Carmelite Order (November 15).
21. On the death of a Community/group member, the
community:
a) will
have a Mass offered for the deceased member;
b) The community may
also choose from the following:
– attend
Mass together;
– pray
the Liturgy of the Hours – Morning or Evening Prayer;
– pray
the Rosary or other suitable prayers.
22. Each member of the community will do one of the
following (if possible):
a) attend
the vigil and/or funeral Mass;
b) have
a Mass offered for the deceased member;
c) participate
in a Mass and receive Holy Communion for the deceased;
d) pray
the Liturgy of the Hours Office for the Dead – Morning or Evening Prayer.
23. Each community shall maintain an updated record
of its deceased members. At the death of
a member, notification shall be sent to the Main Office, ordinarily within two
months of the member’s death. [cf. Const. #54].
24. Ideally each person in Carmel should designate
beforehand what family member should be contacted on the event of their death
and what involvement the community should have at the wake and funeral. Members
are encouraged to inform their families regarding:
a) his/her
wish to have the Secular Carmelites notified of their death;
b) burial
in the habit as a Secular Carmelite, namely the large brown ceremonial
scapular;
c) having
the initials “OCDS” included on his/her headstone.
II. SERVING
GOD’S PLAN [cf. Const., Section IV]
Apostolate
25. The mission of the Discalced Carmelite Order is
to know God that he may be known.
Secular Carmelites, in response to the Church and the Order are to set
about spreading Carmelite spirituality in concert with the Friars, to address
the need in the Church and the world for authentic spirituality and prayer as
found in the teachings of St. Teresa, St. John of the Cross and St. Thérèse,
while living in the world.
26. Each
community shall strive to have a community apostolate that should flow from
their collective life of prayer. Every member would be expected to contribute
to the community apostolate in whatever manner possible. The implementation of
formation in the apostolate is the responsibility of the local council.
27. In considering an apostolate, the community has
to be sensitive to the interests, abilities, talents and personal circumstances
of its members. Developing a community apostolate is a community exercise. The
community apostolate would mature and evolve commensurate with the formation,
maturity and willingness of a community and need not be static and permanent.
28. The apostolate, whether individual or communal,
when it involves the charism of the Order or its name and reputation or the
reputation of the local community is always conducted:
– within
the guidelines of these Statutes [Const. #58i]
– in
coordination with Provincial Council [Const. #57] and National Council [Const.
#60], and
– in
collaboration with the Provincial Superiors [Const. #26.]
With Mary, the Mother of Jesus [cf. Const.,
Section V]
29. Our primary devotion to Mary is to regard her
as our model of contemplative life and emulate her in our mental prayer and our
practice of the presence of God.
30. In addition to placing our entire spiritual
life under her guidance and care, the Secular Order recognizes the value of
praying:
– the
Rosary,
– the
Angelus,
– the
Litany of Loretto and
– other
devotions recommended by the Church such as those found in Lumen Gentium,
Marialis Cultus, and Redemptoris Mater.
External Signs of Membership in the Secular
Order
31. The large ceremonial brown scapular shall
continue to be given as the habit of the Secular Order at the time of admission
to formation.
32. A smaller brown scapular or the scapular medal
is worn for everyday use.
33. The ceremonial scapular may be worn at
community meetings as well as at ceremonial and/or liturgical events of the
Carmelite Order. It may also be worn at
events at which the Carmelite Order wishes to be recognized (e.g. wakes and
funerals of our members). Local councils
shall determine which events fall into this latter category.
34. If a member wishes to be buried with the
ceremonial scapular, worn externally, prior arrangements should be made with
the member’s family or closest associates.
III. FORMATION
IN THE SCHOOL OF CARMEL
[cf. Const., Section VI]
[cf. Const., Section VI]
35. A person seeking to explore a vocation to
Carmel should attend several meetings as determined by the local council prior
to being considered for entrance into Aspirancy.
36. There are three periods of formation:
a) Aspirancy
–12 sessions
b) Preparation
for First/Temporary Promises – 24 sessions
c) Preparation
for Definitive Promises – 36 sessions
d) If a
community’s meeting schedule does not conform to the 12-month meeting
requirement, then additional formation sessions must be added to achieve the
number of defined formation sessions required by the Statutes.
Discernment of a vocation is a joint
responsibility of the candidate and the community.
37. Communities are responsible to follow the
Formation Outline of the Province.
38. Extensions to complete the courses of study may
be deemed necessary by the local council for the good of the candidate and the
community in the determination of a vocation. An extension of one year may be given when
preparing for Temporary Promise. Up to
three years may be given for preparing for Definitive Promise. If, after consultation with the Provincial
Delegate, further time is granted to prepare for the Definitive Promise, the
member must renew their Temporary Promise to the community, for the specific
period of time determined by the local council.
When an extension is granted, it is the responsibility of the council to
ensure there is an understanding that if the candidate is discerned by the
council not to have a vocation to Carmel at the end of the extension, then he
or she will be asked to leave the community.
39. When making the Temporary Promise, the
candidate’s baptismal name is retained to which the candidate may add a
devotional name.
NOTE: These names are not an outward sign of being
a religious and therefore it is not appropriate that they be used as “titles”
in lieu of the Baptismal name. These
names are not assigned by the community and under no circumstances are the titles
“Sister” or “Brother” appropriate.
40. For serious reason, and with the permission of
the local council and the Provincial Delegate, any of these periods of
formation may be shortened.
41. Ongoing Formation is the responsibility of each
Definitively Promised member; and should be pursued in
accordance with the Formation Outline of the Province [cf. Const. #34].
42.
At each step of formation, the local council,
by a majority vote, will discern if the candidate has a vocation to Carmel and invite
him or her to receive the Scapular or to make Temporary or Definitive
Promise. This must be a face-to-face
meeting of the council; telephone calls or email are not acceptable. At any time during the six years of
preparation, a candidate may be “sent away” from the community and taken off
the community roster. This is not
a dismissal. It is not intended to imply
that the candidate is not a good Catholic or not a great lover of Carmelite
Spirituality. This is a decision
that must be respected by other OCDS councils.
Therefore the candidate is not eligible to apply to another OCDS
community.
IV. ORGANIZATION
AND GOVERNMENT
[cf. Const., Section VII]
[cf. Const., Section VII]
Vows [cf. Const. #39]
43. Vows are made directly to God
and it is the Order acting on the authority of the Church that accepts
them. This authority is conferred on her
[the Church] by Jesus: “As my father
sent me, so I send you.” The local
community council is the competent authority to admit vows.
44. In the code of Canon Law we
read: ‘A vow, that is, a deliberate and
free promise made to God about a possible and better good, must be fulfilled by
reason of the virtue of religion.‘ (Canon law 1101.1)
45. One may take a vow to do some
good action to which one is already obliged under some other title (for OCDS,
their Definitive promise).” NOTE: The following is taken
from Be Holy: The Commentary on the Rule of Life of the Secular Order of
Discalced Carmelites by Rev. Hilary Doran, OCD; Dublin, 1992, pg 254-255.
a) Any member who feels called by God to make
vows of chastity and obedience for life may petition the local community
council not less than three years after the Definitive Promise.
b) After receiving the consent of the local
council and in consultation with the Provincial Delegate, the member will then
begin a year of prayerful discernment under the supervision of the Director of
Formation. No formal program is required.
c) After the year of discernment, the member
will send a formal letter to the local council and their Provincial Delegate
requesting consent to make vows.
d) When making its decision, the local council
should consider the following criteria:
i. The member must be faithful in living the
Promise
ii. The member’s life must be suitably ordered
with any major irregularities resolved so that there is no hindrance to grace
iii. The member must have a healthy, balanced
integration of the experience of God in their daily life and there should be an
evidence of growing in charity, detachment and humility
e) Initial discernment and formation for this
call will generally include the assistance of one’s own confessor or spiritual
director, the local council of the community, and/or the Spiritual Assistant to
the community.
f) The vows are strictly voluntary. The promise
makes one a full member of the Order. The vows do not change that status. The
member must be informed of both the serious obligation and the rich graces
associated with the vows. As with the
promises, they are not binding under pain of sin.
46. “The vows entail a greater moral
responsibility. The binding force of these vows, freely made, renders more
visible the bond of love and commitment that exists between Christ and His
Bride the Church.” Found in Secular Order of Discalced Carmelites: Legislative
Documents for the OCDS: Ritual for Promises and Vows. 10 December 1990, p.78
(see especially n. 7.)
The Local Council and Provisions for its
Actions [cf. Const. #46-#47, #51-#52]
47. The local council shall meet regularly, at
least four times per year. It shall meet
more often if the needs of the community and formation require it. Phone calls and email exchanges do not
constitute a valid meeting of the council.
The minutes of all council meetings are to be kept on file in the
community records. To insure that the
Council members are able to participate fully in the monthly meeting, the
Council should avoid scheduling a meeting during the monthly community meeting
if at all possible.
48. Those attending local council meetings are
obliged to respect the confidential nature of these meetings and of all council
business.
49. Recognized parliamentary procedure (e.g.
Robert’s Rules of Order), shall be observed by the council to the extent it
applies, with the following provisions:
a) A
quorum for the purposes of a valid action requiring a vote by the local council
shall be three council members.
b) A
majority of voting members present will be required to carry an action.
c) The
President will cast an additional vote when necessary to break a tie. If a tie vote occurs in the absence of the
President, the vote shall be set aside until the President can be in
attendance.
d) Voting
by letter or proxy is invalid.
50. The local council may establish additional
duties for individual councilors, and appoint other members of the community to
assist in those duties, within the scope of the Constitutions and these
Statutes.
51. For very serious reasons, the local council may
seek the dismissal of a member from the Order. All such requests must be:
a) Documented
and notarized
b) Submitted
to the provincial
c) In
accordance with Canon Law.
52. It is the responsibility of existing council
members to turn over all community records after a triennial election, or in
the event a council member leaves mid-term.
Resolving Conflicts in Local Communities
[cf. Const. #43, #47]
53. The local council should make every effort to
promote fraternal charity and reconciliation.
Community members should be urged to seek grace in prayer for the
resolution of disputes within the community.
Correction should be dispassionate and administered with patience and
kindness. (Matt. 18: 15-17; Const. #46,
#47, #51; Canons 1713, 1733.1.)
54. In working to resolve a dispute, the President
along with another member of the local council, or two councilors, should meet
privately with the individual or individuals in an attempt to understand the
issues involved. The local council may
seek the advice of the Provincial Delegate. Parties must be given the
opportunity to explain their viewpoint and to defend themselves if necessary.
55. The local council shall keep a confidential written
record documenting the process and actions taken to resolve a dispute,
attempting to accurately represent the positions of those involved. E-mail does
not constitute a valid written record.
56. Preference should always be given to resolving
disputes rather than imposing a solution, although the imposition of a solution
may be necessary in some cases. [Const. #47]
57. In cases in which the local council is unable
to bring about a resolution of a dispute, or is itself involved in a dispute,
the President is obliged to bring the matter to the attention of the Provincial
or his Delegate [Const. #43, #47g].
The Canonical Establishment of Local
Communities [cf. Const. #42, #49]
58. There are three types of groups recognized by
the Order in the Washington Province. All groups in the Washington Province
must have approval from the Provincial. The different types of groups/communities
are:
a) Group in Discernment: They have obtained the Provincial Delegate’s
permission to meet, and the Delegate has appointed a Formation Director. The
Provincial Delegate may replace the Formation Director at his discretion.
b) Recognized Community: The Provincial Delegate has given permission
to form a Recognized Community and has appointed a Spiritual Assistant. The
council, President, and Director of Formation serve with the approval of the
Provincial or his Delegate. The Provincial or his Delegate will inform the
community when he feels it has reached sufficient maturation to hold elections.
[Juridical Personality, Cf. Const. #40] Prior to canonical status, the
Provincial or his Delegate may replace any officers or members of the council
at any time.
c) Canonically Established Community: In order for a Recognized
Community to pursue Canonical Establishment, they must have been meeting as a
Recognized Community for at least five years and have held at least one
triennial election. The
Community must show progress and growth and demonstrate the determination,
cohesiveness and compatibility as a group to move toward that goal. Once a community has discerned that they want
to become canonically established, they are to follow the requirements in #49
of the OCDS Constitutions and work closely with the Provincial Delegate
throughout the process. Upon approval by
the Provincial Delegate, the required paperwork will be submitted to Rome by
the Main Office.
59. The city and town of their meeting
location identify secular communities.
In the event the need arises to change where a community meets, the
council must first seek the approval of the Provincial Delegate. Once approved, the president must notify the
Main Office of the change.
Local Community Elections [cf. Const.
#50-#55]
60. Community elections shall be held every three
years in April, prior to the Provincial elections of the Friars. The newly
elected council members shall assume their duties at the end of the meeting in
which they are elected. To preserve freedom of the newly elected council, all
other offices (Secretary, Treasurer, Formation Director, et al.) shall be
vacated at the end of the same meeting.
61. To be eligible to vote a member must be:
a) in Promises;
b) on
the community roster;
c) in
compliance with the Provincial attendance policy regarding voter eligibility.
62. Notification of elections:
a) The
date of triennial elections will be announced at the January meeting of the
election year.
b) Members
eligible to vote, but not present at the meeting, will be notified.
63. Elections of the community President and three
Councilors shall be conducted in accordance with recognized parliamentary
procedures[1] with the following particular provisions:
a) A
nominating committee of at least two Promised members[2]
shall be appointed by the council and the names of the committee members shall
be announced to the members at the January meeting prior to the election.
b) The
nominating committee shall select qualified nominees for each office who have
consented to serve if elected. Priests, deacons and seminarians are ineligible
to hold a community office. For the office of President there should be two or
three nominees, all of whom have made their Definitive Promise [Const. #51].
For the offices of the three Councilors there should be a minimum of three
nominees (1 for each council position[3])
c) Only
Promised members of the community may serve as members of the
council. A candidate does not have to be present at the election to be on the
ballot.
d) The
report of the nominating committee (list of nominees) shall be presented to the
Council to verify that the nominees are in good standing. Once the nominees have been verified, the
list of nominees shall be presented to the members at the February meeting
prior to the election. With their
consent, nominees for President may also be nominated for the Councilor ballot
if not elected as President..
e) Nominations
may be made from the floor at the February meeting prior to the election. Nominations must be seconded by another
member of the community and must have the consent of the nominee. Those
nominated from the floor will be considered as on the election ballot unless
they contact the President to decline within two weeks of their
nomination. Floor nominations will not
be accepted at subsequent meetings.
f) Voting
is to be by secret ballot. A quorum[4] of eligible voting members
being present, a majority[5] shall be required for election.
g) Voting
by letter or proxy shall be invalid.
64. Election of the President
a) The
Spiritual Assistant shall invoke the guidance of the Holy Spirit. In the
absence of the Assistant, this shall be the duty of the incumbent President.
b) In
order that leadership qualities be developed in our communities, the
President’s stay in office should be limited to two consecutive terms, after
which postulation [6] shall be required from the Provincial
Delegate.
c) Election
of the President shall be on a separate ballot from Councilors and shall
precede election of the Councilors.
d) If
a majority is not reached by any nominee on the first ballot, the names of the
two nominees receiving the highest number of votes shall be placed on the
second ballot. If there is a tie on the second ballot, there shall be a third
and final ballot. In the event of a tie on the third ballot, seniority of
profession shall be the determining factor of the election. If there is a tie on
the profession date, then seniority by age shall determine the election.
65. Election of the Local Council
a) The
outgoing President shall preside at the election and conduct it in accordance
with item 63 above.
b) In order that leadership qualities be
developed in our communities, Councilors shall not serve more than two
consecutive terms without postulation from the Provincial or his Delegate. A member who has served one (1) term on the
Council is eligible to serve for two (2) terms if elected President. A member who has been a Councilor for two (2)
consecutive terms cannot serve as President or Councilor in the next triennium
without approval of the Provincial or his Delegate. A member who has served as President for two
(2) consecutive terms is not eligible to hold any elected or appointed office
in the next triennium.
c) The
three incumbent Councilors shall count and verify the votes. The Secretary shall record them in the
minutes. However the incumbent local council may exercise its discretion as to
whether the actual tally of votes should be made public.
d) The
three Councilors shall be elected on a single ballot. Each voter shall enter on
the ballot their first, second, and third choice for Councilor. First choice
candidates shall receive three points in the tabulation of the ballots. Second
choice two points, and third choice one point.[7] The candidates
with the three highest points shall be elected Councilors. The candidate with
the fourth highest points shall be elected Councilor only if the Director of
Formation is elected by the local council from one of its newly elected
members.
e) In
case of ties, the same rules outlined in 64d above apply.
66. Elections – Appointments by the Local Council
a) In
the election of the Formation Director [Const. # 50 & # 53] the local
council may not elect a priest or deacon as Formation Director. The Formation Director may be elected for no
more than two (2) consecutive terms without postulation.
b) The
procedure for appointing the Secretary and Treasurer should be left to the
discretion of the newly elected local council.
The secretary for meetings of the local council does not necessarily
need to be the same person who acts as secretary for the community. [cf. Const. #54-#55]
Footnotes:
[1] e.g. Robert’s Rules of Order.
[2] Those who have made at least their
First/Temporary Promise.
[3] Article 52 states that Councilors
“generally are community members with Definitive Promise, [but] in particular
circumstances, members with First/Temporary Promise can serve.”
[4] For the purposes of an election, a quorum
is defined as the voting members present, provided notice of the election was
given in accord with item 3 above.
[5] A number greater than half the valid
votes cast.
[6] “Postulation” is a petition (to the
Provincial or his Delegate) for exemption from the normal policy.
[7] To eliminate confusion the nominating
committee should prepare ballots in advance that look like this:
First choice: ______________ [3 points]
Second choice: ___________________ [2
points]
Third choice: _______________ [1
point]
Keeping of Local Records [cf. Const. #54]
67. A basic community register must contain, at a
minimum, a membership roster with contact information. It should also contain a
record of admissions, promises, vows, dismissals, deaths, transfers, and
devotional names taken, if any. This information must be kept as a common
document that can easily be reviewed. The community register is required for
elections, and should be readily available for local council meetings, and
visitations. An updated copy of the
membership roster shall be submitted to the Main Office annually in the format
requested.
68. Other records to be maintained are: minutes of
all council and community meetings, formation forms, copies of ceremonial
forms, attendance records of community meetings and formation classes, and a
book of Promises and Vows.
69. It is strongly recommended that the community
maintain duplicate records or take other measures to safeguard community
records.
Local Community Finances [cf. Const. #55]
70. All OCDS members of the Washington
Province are obligated, to the degree possible, to fulfill their financial
responsibility to the Order and pay monies as requested by the Provincial
Superior to the treasurer of their community. It is the community’s
responsibility to submit monies for each member listed on the roster. These
dues, along with Clarion subscription fees, will be forwarded as one combined
payment to the Main Office no later than January 31st of each year.
a) A person is obligated to
begin paying dues and support other community financial responsibilities
determined by the council, when they receive the scapular.
b) Extended members, excused
from attending meetings because of distance, age, or health and members on a
Leave of Absence, remain on the community roster and are
expected to pay their dues directly to the community.
c)
Inactive members do not appear on the community
rosters, but their status, as reported by the community, is maintained in the
OCDS database. Dues for
inactive members who wish to return to active status cannot to be submitted to
the Main Office until the member's change in status has been approved by the
Council of the local community.
71. Each community will submit via their treasurer,
along with their annual dues, the yearly financial report required by the
Constitutions #55. This report will
itemize the income and outflow of community funds.
72. A portion of the dues submitted to the Main Office will be
contributed to help support the International OCDS Office.
73. A portion of the dues submitted to the Main
Office will also support the financial needs of the OCDS Provincial Council.
74. Community councils may solicit dues from their
membership to support local needs. The
local council will determine the amount of this contribution, as well as the
timing and method by which such donations are made.
75. The local council shall also determine how the
local community will assist the needy in their community, including those
unable to contribute local or provincial dues, and those unable to finance
retreats or other community functions.
76. OCDS members and communities are encouraged to
support the outreaches of the Order financially, such as the Carmelite
missions, our seminarians, and apostolic works of OCD and OCDS, including the
apostolate of one’s own community; and the Provincial Congress.
The Division of Local Communities [cf.
Const. #58g]
77.
Communities are encouraged to maintain a size
that is conducive to fostering a spirit of cohesion and fraternal charity.
78.
When communities become too large there is a
danger of losing a sense of intimacy that exists in smaller communities. There
should be serious thought given on the part of the local council as to whether
those characteristics of fraternal charity and intimacy are being impeded by
the size of the community. Once a community reaches sixty active members, the
local council should consider the possibility of dividing the community.
However, a community may at any time discern a need to divide. If a community
discerns the need to divide,, the local council must contact the Provincial
Delegate to begin the process. The Provincial is the sole authority to divide
OCDS communities.
79.
The new community is not considered an
extension of the original community and does not share the status of being
Canonically Established. The council of
the original community cannot play a role in the decisions of the new
community. It is to be an independent
entity, which must identify its own leadership and council. If Definitive Promise members from the
original community are on loan to mentor the new community, they may not serve
on the new community’s council.
Extended Members [cf. Const. #51, #56,
#58b]
80. OCDS members who have been Definitively Promised and can no longer attend meetings due to reasons of
distance, age or illness, will be regarded as extended members and retain their
status as members of the secular Order, per the OCDS Constitutions #56. “It
is the responsibility of the President of the community to establish contact
with those members and the responsibility of these members to maintain contact with
the community. (Constitutions #56)
81. Extended members who transfer within our
Province may apply to be received by the nearest community with the
understanding that both parties recognize that acceptance by the other
community is a mutual discernment process and local councils make the final
decision regarding a member’s acceptance.
82. A Definitively Promised
individual who has moved into an area with no OCDS communities may also petition the Provincial Delegate to start a Group
in Discernment under the Delegate’s supervision.
83. Extended members are responsible to pay annual
dues. If this presents a hardship, their dues and/or Clarion subscription
should be paid for by the community as a part of the community’s support of
their needy, when deemed appropriate by the council.
Transfers Within and Between Provinces and
Between
Third Order Carmelites (TOC/O.Carm) and OCDS
Third Order Carmelites (TOC/O.Carm) and OCDS
84. Transfer of members within the Province [cf.
Const. #47]
a) Recognizing
that transfers may be necessary due to a move or for other serious reason, an
application to transfer is made to the original member’s community after a
sufficient time has passed for the new community to evaluate the potential new
member. It is strongly recommended that a sufficient time for this evaluation
be from three to twelve months.
Acceptance by the receiving community is a mutual discernment process as
noted in the statute on Extended Members, #2.
b) The
transfer form will be provided by the new community. This form will be sent to
the member’s current community. The pertinent dates of the individual’s
progress in Carmel will be stated, verified and signed by the appropriate
member of the council, usually the President or Formation Director. Other
official records may be copied and sent along to the receiving community. Until the member’s application has been
approved by the receiving community, the individual remains a member of his/her
original community.
c) This
form is then signed by the receiving community and a copy is given to:
– The member
– The Provincial
Delegate’s Office
– The Main Office
– The releasing
community
85. Transfer of members between provinces
a) Secular
Carmelites fall under the juridical authority of the province in which they
reside. When a member from another
province moves into the Washington Province the same transfer procedures as
noted above in item 84 shall apply.
b) When
a member of the Washington Province moves into another province, that member
shall contact the provincial office of the new province for information and
procedures for transferring into that province.
The transferring member can obtain contact information for the U.S.
provinces from the Main Office of the Washington Province.
86. Transfers of members from the TOC to OCDS*
*Note:
In line with the statement of the OCDS National Council of the United
States of America, as approved by Fr. Aloysius Deeney, OCD, General Delegate on
September 27, 2005.
a) The
community council of the Lay Carmelites shall communicate the type of formation
the candidate has already received. A letter of recommendation from the former
community is to be highly expected.
b) It
is to be assumed that formation in the OCDS will be necessary even if the
candidate has been Definitively Promised in the TOC.
c) The
Lay Carmelite, who desires to become a Secular Carmelite, will retain his/her
TOC profession during a discernment period of directed OCDS formation agreed
upon by the receiving local council.
d) Formation
time frames and curriculum will be established by the Formation Director and
the other members of the receiving local council.
e) Upon
completion of formation and after a period of discernment to be established by
the receiving local council a letter of release from the Provincial Delegate of
the TOC must be obtained. The first promise confers membership in the OCDS.
The OCDS Provincial Council [cf. Const.
#57]
87. The primary responsibility of the OCDS
Provincial Council is to assist in formation and the apostolate [cf. Const.
#57]. The Provincial Council shall also serve as a consultative body to the
Provincial Superior and be of service to the Secular Order.
88. The OCDS Provincial Council shall consist of at
least five
Definitively Promised members of the Washington Province,
with the right to vote on matters pertaining to our Secular Carmelite life in
the Province in accordance with the Constitutions, these Statutes and the
direction of the Superiors of the Order. Each shall serve a six-year term.
Councilors may not serve two consecutive terms. The terms will be staggered,
three councilors beginning to serve a six-year term, and three years later two
councilors beginning service for a six-year term.
89. The OCDS Provincial Council shall meet at least
once a year in person; with other meetings to be conducted by conference call
or by other electronic means as needed. The President of the Provincial Council will
normally coordinate all activities and preside at the meetings of the PC. The PC may be contacted through the Main
Office of the Province.
90. A quorum for a
valid vote consists of one less than the current active membership of the
Provincial Council, one of whom must be the President or the presider. This
number shall never be less than four. In the absence of the President, the
senior Promised of the members present will be the presider. This number shall
never be less than four. If a deciding
second ballot is needed in order to break a tie vote, the President will cast
the deciding additional ballot.
91. The Provincial Council shall elect a President
and elect or appoint a secretary every three years. The Secretary may be
someone from outside the council.
92. Confidentiality is required of all members and
the outside secretary, if there is one.
93. The Provincial Council will replace any
councilor who can no longer serve, unless these events occur during the last
year of the individual’s term.
94. The Provincial Council, in concert with the
Provincial Delegates, shall appoint three representatives to the National
Council. At least one appointee must be
a member of the Provincial Council. At
least one appointee must not be a member of the Provincial Council.
95. The three Provinces of the United States
currently intend that there be a National Congress held every ten years. Our
jurisdiction shall normally hold a Provincial Congress every three years. The OCDS Provincial Council coordinates with
this Congress.
96. The Provincial or his Provincial Delegate may
appoint other consultative bodies to assist with the tasks of the Provincial
Council.
97. At the invitation of the Provincial or his
Delegate, members of Provincial Council or others deemed suitable may be asked
to visit a local OCDS community. The purpose and scope of such a visitation
shall be at the sole discretion of the Provincial or his Provincial Delegate.
98. Each local council, after prayerful
consideration and consent of the nominee, may place the name of a qualified
person in nomination to serve as a Provincial Councilor for a six-year
term. Trusting in the guidance of the
Holy Spirit, all Provincial Councilors shall be selected by lot (Acts 1:15-26)
from candidates submitted by local councils, the Provincial or his Delegates or
the Provincial Council.
a) Nominations
shall be submitted by mail to the Main Office.
b) The
Provincial Council will announce the beginning of the nomination process to the
presidents of local communities in January of the year after the triennial
election year. This announcement will include a restatement of the
qualifications needed by the candidate contained in these Statutes, as well as
the appropriate nomination form. Communities wishing to place a name in
nomination must do so no later than March 15th.
Names received after this date at the Main Office, will not be included
in the pool of candidates.
c) To
be considered for nomination a prospective Provincial Councilor must be
Definitively Promised, demonstrate spiritual maturity, and
have served as a President, Councilor, Director of Formation, or any
combination thereof, for a minimum of three years. Candidates should exhibit
leadership and organizational skills as determined by the OCDS Provincial
Council
d) Any
nominee who is not fully qualified to serve will be ineligible and will not be
placed in the pool of candidates.
e) Councilors
will be selected from the pool of candidates at the Annual Meeting of
the OCDS Provincial Council by the Provincial or his
Delegate. After invoking the Holy Spirit, the Provincial shall draw the names of the replacement Councilors. The
names of the new Councilors shall be announced as they are drawn. Once the
members accept, their names will be posted on the Washington Province website
and announced in the Clarion.
f) The
new Councilors’ terms begin upon their notification.
The Main Office of the Province
99. The Province shall have a Main Office to assist
the Provincial, his Delegates, the OCDS Provincial Council, and the OCDS of the
province in their duties.
100. The Main Office will be the central repository
for official records relating to the OCDS of the Province. The Main Office maintains records of the
status of each community and records of individual formation and meeting
attendance status (extended, on a leave of absence, inactive, etc.) of all OCDS
members and candidates.
101. It
is the responsibility of local councils, usually via their secretaries, to
submit official records to the Main Office in a timely manner using the
appropriate forms (rosters and formation).
Paperwork relating to the change in status of members or prospective
members should normally be submitted within two months of a change in status.
102. The
Clarion is an official means of communication for the Province to the OCDS
membership. All members are expected to receive it in order to stay abreast of
changes and news in the Province and the Order.
The Washington Province website also contains pertinent information for
the OCDS membership. It is the
responsibility of the community President to remain informed on the current
issues in the Province and also to pass all communications from the Main Office
on to the local council and entire community when asked to do so by the Main
Office or Provincial.
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