BY-LAWS
Amended November 15, 2006 - Amendments to Article I, Section D. Sub-sections a. & b.
Union of Holy Name Societies - Archdiocese of Philadelphia
Article I
The following By-Laws shall apply to and govern the officers and proceedings of the Archdiocesan Union Executive Board and Lay Executive Committee.
A. DUTIES OF OFFICERS
1. Executive Spiritual Director - The Executive Spiritual Director shall exercise all of the duties and powers vested in him by the Constitution and these By-Laws; he shall be a member of all committees; he shall direct the religious activities of the Archdiocesan Union; he shall have power to direct the Treasurer to issue checks against the account of the Archdiocesan Union for authorized disbursements.
2. President - The President shall preside at the Election Meeting of the Lay Executive Committee and all meetings of the Executive Board; he shall appoint Committees and Committee Chairmen; he shall supervise the Central Office of the Archdiocesan Union; he shall be a member of all committees; he shall call special meetings and he shall perform such other duties as are usually attached to the office of President.
3. Vice Presidents - The First Vice President shall have all the powers and perform all the duties of the President in the absence of the latter. The Second Vice President shall have all the powers and perform all the duties of the First Vice President in the absence of the latter.
4. Secretary - The Secretary shall keep a written record of the meetings of the Executive Board and the Election Meeting of the Lay Executive Committee; he shall prepare, record and furnish such reports as the President shall direct; he shall issue official notices and perform such other duties as are usually attached to the office of Secretary.
5. Treasurer - The Treasurer shall collect and deposit in a bank and form of account to be selected by the Executive Board all assessments and monies paid to the Archdiocesan Union; he shall have power to issue checks for authorized disbursements; he shall submit a written financial report at each regular meeting of the Executive Board. He shall prepare and furnish such other reports as the President or Executive Spiritual Director shall from time to time require; he shall cooperate fully in any audit, review or compilation of his records by other authorized persons; he shall maintain all financial records, vouchers, books and check blanks; he shall perform such other duties as are usually attached to the office of Treasurer.
6. Marshall - The Marshall shall execute instructions of the President and other presiding officers for the orderly administration of official proceedings; he shall check attendance and seating arrangements, when required to do so; he shall perform such other duties as are usually attached to the office of Marshall.
7. Parliamentarian - The Parliamentarian shall advise the officers on questions concerning parliamentary procedure and the interpretation of the Constitution and By-Laws. He shall perform such other duties as are usually attached to the office of Parliamentarian.
B. THE LAY EXECUTIVE COMMITTEE -The lay members of each Holy Name Vicariate Board shall, together with the Executive Board, constitute the Lay Executive Committee, and shall serve for the same term as the terms for officers prescribed by Section F. of these B-Laws. They shall exercise all the duties and powers vested in them by the Constitution and these By-Laws.
C. COMMITTEES: - Committees for the furtherance of Archdiocesan Union business shall be authorized by the Executive Board from time to time as required, and the President shall appoint the Chairmen and members of the same. The President may authorize the Committee Chairman to select his own committee members. Any Holy Name Man shall be eligible for committee work, even though he is not an elected delegate or official.
D. MEETINGS: - Regular meetings shall be held as follows:
a. The Executive Board shall meet on the third Wednesday of every month, with the exception of the third Wednesday in June in odd-numbered years. In odd-numbered years, the President, in consultation with the President-Elect, shall have discretion to cancel the July and August regular meetings, and to substitute "transitional meetings" between outgoing and incoming elected officers.
b. The Lay Executive Committee shall meet biennially, on the third Wednesday in June, in odd-numbered years, for the purpose of nominating and electing officers.
c. The Clerical Executive Committee shall meet at the call of the Executive Spiritual Director.
E. NOMINATIONS-ELECTIONS: - Nominations and elections to the office of President, First Vice President, Second Vice President, Secretary, Treasurer and Marshall of the Archdiocesan Union Lay Executive Committee shall be made and take place at the biennial June meeting of the Lay Executive Committee. Nominations may be made by any member of the Lay Executive Committee, and after nominations are closed, the voting on the candidates shall take place forthwith, but the elected officers shall not be installed in office until the September meeting of the said year.
F. TERM OF ELECTED OFFICE: - The term of the President, First Vice President, Second Vice President, Secretary, Treasurer and Marshall, shall run for two years to begin and end biennially during the month of September. If for any reason a term begins later than September, it shall nevertheless be considered as having run from September. If at the end of any term the successor to a given officer has not yet been elected, said officer shall continue to hold office until his successor is so elected. Failure of an elected officer to take office, however, shall create a vacancy to be fulfilled in accordance with the Constitution.
G. CENTRAL OFFICE: - The Archdiocesan Union shall maintain an official office and address.
H. ASSESSMENTS: - Except for assessments made under special circumstances the Executive Board shall annually fix and announce the assessment to be paid by each member Society to the Archdiocesan Union Treasury for the following calendar year. The Treasurer shall report such assessments to the Member Societies and shall collect such assessments.
I. QUORUM: - No minimum attendance is required for a quorum of either the Lay Executive Committee or Executive Board and a majority vote of those present shall suffice to pass resolutions.
J. RULES OF PROCEDURE: - The proceedings of the Executive Board and Lay Executive Committee shall be governed by the Constitution and By-Laws and by Robert's Rules of Order as last revised, to the extent such rules are not inconsistent with the Constitution and By-Laws.
K. AGENDA: - The agenda for Archdiocesan Union business shall be prepared by the President, subject to the right of any Executive Board member to bring up a topic under "New Business".
L. AMENDMENTS: - Amendments to the By-Laws may be made at any time, by majority vote, by resolution of the Executive Board.
Article II
A. DUTIES OF OFFICERS:
1. Vicariate Spiritual Director - The Vicariate Spiritual Director shall exercise all duties and powers vested in him by the Constitution and these By-Laws; he shall direct the religious activities within the Vicariate; he shall supervise, or direct the President to supervise, the Vicariate Office, if any.
2. President - The President shall preside at Vicariate meetings, appoint committees and committee chairmen; he shall be a member of all committees; he may call special meetings; he shall perform such other duties as are usually attached to the office of President.
3. Vice Presidents - The First Vice President shall have all the powers and perform all the duties of President in the absence of the latter. The Second Vice President shall have all the powers and perform all the duties of the First Vice President in the absence of the latter.
4. Secretary - The Secretary shall keep written records of the Vicariate meetings; he shall prepare and furnish such reports as the President shall direct; he shall issue notices; he shall perform such other duties as are usually attached to the office of Secretary.
5. Treasurer - The Treasurer shall collect and deposit monies paid to the Holy Name Vicariate in a bank and form of account to be selected by the Vicariate Board; he shall issue disbursements as authorized; he shall furnish such other reports as are required by proper authorities; he shall cooperate fully in any audit, review or compilation of his records; he shall maintain all financial records, vouchers, books and check blanks; he shall perform such other duties as are usually attached to the office of Treasurer.
6. Marshall - The Marshall shall execute instructions of the President or other presiding officer for the orderly administration of official proceedings; he shall check attendance and seating arrangements, when requested to do so; he shall perform such other duties as are usually attached to the office of Marshall.
B. COMMITTEES - The President of the Vicariate Board shall appoint such committees as are from time to time authorized by the Vicariate Board, together with Committee Chairmen. The President may authorize Committee Chairmen to select their own committees. Any Holy Name Man shall be eligible for committee work, even though he is not an elected delegate or officer.
C. MEETINGS - The regular meetings of the Holy Name Vicariate Board and the Vicariate Delegates shall be held as follows:
(1) The Vicariate Board shall meet at the call of the Spiritual Director or President.
(2) The Vicariate Delegates shall meet in the months of March, June, October and December.
D. NOMINATIONS AND ELECTIONS - The President of each Vicariate Board shall appoint a Nominating Committee at the December Meeting. The Nominating Committee shall file a Nominations Report at the March Meeting. More than one name may be placed in nomination by the Nominating Committee for an office on the Vicariate Board. Nominations may also be made by any Vicariate Delegate from the floor at the March Meeting, but no nominations may be made after nominations have been closed at the March Meeting. No more than one man from any member Society shall be nominated for any one of the elective offices. The first Nomination of a Delegate from one member Society shall disqualify his fellow parishioners from nomination to the same office. Once a man has been nominated for an elective office and has accepted, he is disqualified to be nominated for another office. At the June Meeting, the Vicariate Delegates shall elect the lay officers of the Vicariate Board. The newly elected officers shall be installed in office at the end of the June Meeting, and shall commence their term of office the following September. Ballots listing the nominees shall be sent to each Vicariate Delegate together with notice of the June Meeting.
E. TERM OF OFFICE - The term of lay officers on the Vicariate Board shall be for two years. The term of Vicariate Delegates shall be two years. For the initial installation delegates shall be elected as follows:
· Two for three (3) years
· Two for two (2) years
Upon the expiration of each initial term, his successor shall be elected for a regular term of two years.
F. QUALIFICATIONS OF DELEGATES - Vicariate Delegates shall require approval of the Parish Spiritual Director, and may be disqualified to serve upon written notice to that effect from the Parish Spiritual Director to the Vicariate Board.
G. CLUSTERS - In his discretion, the Vicariate Spiritual Director may sub-divide the Holy Name Vicariate into clusters. If clusters are created, the parishes in the cluster shall elect from their representatives a cluster representative, an assistant cluster representative and a secretary. Each of the above, together with the Vicariate Board shall constitute the Vicariate Lay Executive Committee. If a member of the Vicariate Lay Executive Committee is absent from two meetings in succession without proper excuse, he shall be so notified by the secretary and if he fails to attend the next meeting, he shall be dropped from the rolls. Replacement of the eliminated representative shall then be appointed to fill the unexpired term by the Spiritual Director of the Cluster or the Vicariate Spiritual Director.
H. CLUSTER ELECTIONS - Cluster Representatives, Assistant Cluster Representatives and Secretaries shall be elected every two years. The meeting to be called by the Cluster Representative. The Secretary shall notify all delegates in the cluster of the time and place. All odd-numbered clusters will hold their elections in odd years and even-numbered clusters in even years (So that all Representatives are not replaced the same year). If elections are not held within proper time selected, it is the responsibility of the Vicariate Board to hold such elections.
I. VICARIATE LAY EXECUTIVE COMMITTEE - Upon organization of any Vicariate Lay Executive Committee, said committee shall meet monthly to receive reports of the activities of the Archdiocesan Union Executive Board, and to carry forward such reports and activities in the Holy Name Vicariate and Clusters. The Vicariate Lay Executive Committee may adopt additional By-Laws not inconsistent with these By-Laws and the Constitution of the Archdiocesan Holy Name Union.