Organization and operations of the CMIS
Art. 5. The General Assembly and the Executive Council assure the operations of the CMIS.
A. The General Assembly
Art. 6. The General Assembly is the main governing body within the CMIS.
Art 7. The General Assembly consists of the Directors General. In the case a Director General is unable to attend, he/she may be replaced by a delegate chosen from among the members of his/her Institute. Prior to the opening of the Assembly said delegate is to present a written proxy to the secretary of the Executive Council.
The General Assembly bears exclusive responsibility for the World Conference of Secular Institutes. The quorum necessary for the validity of its acts is more than half of the secular institutes with the right to take part therein.
The Directors General of Institutes have active voice (the right to vote) and passive voice (the right to be elected). Their delegates may only exercise the right to vote.
The members of the outgoing Executive Council who are no longer Directors General participate in the General Assembly without the right to vote.
Art. 8. The presidents of the national and/or territorial conferences are invited to attend the General Assemblies. They have the right to speak, but neither passive nor active voice, except if they are also the Director General of their respective Institute.
Art. 9. Tasks
The tasks of the General Assembly are as follows:
- make decisions by a relative majority except those mentioned at article 24;
- elect its presidency council or moderator/chairperson, who presides over discussion and the proceedings of the Assembly and communicate the Acts to the Holy See;
- discuss and vote on the agenda proposed by the Executive Council;
- receive the report of activities of the Executive Council;
- set the criteria regulating financial participation;
- discuss and vote the proposals that express the needs, the interests and the opinions of Secular Institutes to be submitted to the Holy See;
- determine the directives for the work of the Executive Council until the next General Assembly;
- approve the electoral by-laws;
- elect the Executive Council in conformity with the electoral by-laws;
- vote, if necessary, on the modification of the Statutes;
- elect the three member electoral committee, which will organize the holding of elections according to the electoral by-laws.
Art. 10. Ordinary General Assembly
The General Assembly meets in ordinary session every four (4) years. The date and the place of the meeting shall be proposed by the previous General Assembly. The Executive Council shall inform the Institutes on the choice of the theme. The Institutes shall receive the notice of convocation at least one year before the General Assembly is to take place.
Art. 11. Extraordinary General Assembly
An Extraordinary General Assembly may be held in case of need. It shall be convened by the Executive Council at the request of at least two thirds (2/3) of its members, or at least half (1/2) of the Directors General. The notice of convocation must be sent at least three (3) months before the session and must state the subject and the reasons why such a session is necessary.
If it deems this to be necessary, and with the approval of the Holy See, an Extraordinary General Assembly may elect a new Executive Council.
B,- The Executive Council
The Executive Council implements the directives of the General Assembly. It is elected for four (4) years.
If at any time important events regarding the participation of CMIS. in the life of the Church should arise, and with respect to which the General Assembly has not expressed its views, the Executive Council shall consult all the Institutes before taking any initiative, unless it is a question of urgent and ad hoc matters, in which case it shall inform all the Institutes as soon as possible about any decisions taken,
Art. 13. Composition of the Executive Council
The Executive Council shall consist of nine (9) Directors General. Its composition must express the pluralism of the Institutes; in order to guaranty this pluralism, the General Assembly shall approve the electoral by-laws.
All the members of the Executive Council are equally co-responsible. Consequently, each member shall be informed about all the activities of the other members, including those of the secretariat, and the Executive Council shall decide the assignment of tasks according to needs and possibilities.
Art. 14. Election of the Executive Council
The Executive Council shall be elected in the following manner:
All Directors General, whether present or not at the Assembly and after having given their consent, are eligible, except for those who have already been elected to two consecutive terms of office as a member of the Executive Council. The election will take place in conformity with the electoral by-laws.
Art. 15. Functions of the Executive Council
The Executive Council meets at least once a year.
The functions of the Executive Council are as follows:
- elect its presidency council by an absolute majority in the first two ballots. A relative majority suffices in the case of a third ballot. In the case of an equal number of votes received, the youngest member is elected;
- vote the decisions by a relative majority except if otherwise indicated in the statutes;
- take the initiatives necessary to implement the decisions of the Assembly;
- approve each year’s financial statement and budget;prep
- are the next General Assembly and its agenda after consultation with the members of the CMIS.;
- convene the Assembly and provide for its practical organization;
- present to the Assembly for approval the report of its activities and the financial report covering the previous four years;
- convene, if necessary, an Extraordinary Assembly that may elect a new Executive Council to complete the term of office underway;
- appoint the secretary and the treasurer by a relative majority, for the time determined by itself;
- regularly inform the competent Congregation and the Institutes about its activities.
The Executive Council is responsible for the functioning of the working groups it creates on its own and for any specific encounters organized to deepen the nature and mission of Secular Institutes.
Art. 16. Replacement of a Member of the Executive Council
A Director General of a Secular Institute who is a member of the Executive Council and whose term of office as Director General expires before the next General Assembly, shall remain a member of the Executive Council unless his/her Institute specifically withdraws its authorization.
If such authorization is withdrawn, or if a member of the Executive Council finds it impossible to carry out his/her function, the Council shall replace this member taking into account the total list of elected candidates during the Assembly, and the pluralism of Secular Institutes.
Art. 17. The Presidency
The Executive Council shall elect three (3) of its members to form its presidency.
The person that obtains more votes has the title of President of the Council. In case of parity, the youngest is elected. The President has no decisional power. He/she acts as the coordinator of the Council and the representative of the CMIS.
If a member of the presidency is no longer able to exercise his/her mandate, or resigns from office, the other members of the presidency inform the Executive Council, which at its next meeting will hold new elections for the presidency.
Art. 18. Functions of the Presidency
The functions of the Presidency are to assure the continuity of the operations of the Executive Council and implement its decisions. Among other things, it is to:
- prepare and animate the meetings of the Executive Council;
- have information circulate among the members of the Executive Council;
- maintain contacts with the competent Congregations;
- give the necessary instructions for the operations of the secretariat;
- submit the annual statement of accounts and the annual budget to the Executive Council.
The Presidency regularly informs the Executive Council about its activities.
Art. 19. The Secretary
The Secretary is appointed by the Executive Council, by an absolute majority. He/she is chosen from among the members of the Institutes. In carrying out his/her functions, he/she is accountable to the Executive Council, whose meetings he/she attends without the right to vote.
The duration and the form of the Secretary’s term of office are determined by the council. At the end of the mandate, the outgoing Secretary shall prolong his/her functions until the next Secretary has been appointed.
The main tasks of the Secretary are:
- to guarantee an efficient and well run secretariat;
- to prepare and sign, with the Presidency, the minutes of the meetings of the Executive Council and the Presidency;
- to prepare the documents for the meetings of the Executive Council and the General Assembly;
- to ensure communication between the Executive Council and the Directors General;
- to conserve the CMIS. archives;
- to attend to matters of ordinary correspondence;
- to maintain the updated official list of the Secular Institutes and the Directors General;
- to attend to publications and their diffusion.
The Secretary may represent the CMIS in official meetings, with a proxy from the President.
Art. 20. The Treasurer
The Treasurer is appointed by each Executive Council. He/she exercises his/her functions in dependency of the Executive Council and in close collaboration with the Secretary.
The main functions of the Treasurer are to:
- attend to the bookkeeping and financial administration of the CMIS.;
- collaborate with the Secretary in order to ensure payment of the annual membership fee;
- prepare and present the annual financial statement and itemized budget;
- sign documents relative to the financial administration;
- attend to the payment of ordinary invoices with the agreement of the Secretary and up to the amount set by the Executive Council at each meeting. The prior written authorization of the presidency is needed in order to settle bills exceeding that amount.
Art. 21. Commissions and working groups
The Executive Council may create working groups or ad hoc commissions to implement the orientations of the General Assembly.
These groups consisting of members of Secular Institutes and/or external experts shall work under the responsibility of the Executive Council, which is to inform the CMIS. member Institutes about the results of their work.
Art. 22. Financement
The activities of the CMIS. shall be financed by the membership fees of the Institutes and other contributions.
The membership fee of the Secular Institutes is established each year by the Executive Council and is set according to the number of respective members.
Art. 23. Interpretation
Should interpretation of the Statutes be required, the presidency will consult the competent Congregation.
Art. 24. Modifications
Any modification of these Statutes requires a two/thirds (2/3) majority of the votes of the Directors General present at the General Assembly and approbation by the Holy See.
Art. 25. Dissolution
In the case of the dissolution of the CMIS., the material goods and financial assets belonging to it will be conveyed to a similar organization, with the agreement of the Holy See.