Provincial Policy Handbook Province of St. Joseph of the Capuchin Order (Version: September 2012) Nota bene: This document is currently under revision. Several policies have been updated and are included in the “Addendum” at the end of this document. Those policies include: Affiliation Donations of Real Property Guidelines for Disposition of a Friar’s Material Goods Misconduct with Adults Misconduct with Minors Model Living Agreement Records Management Social Networking Suggestion for finding specific information in this document: Because this document is updated regularly, page numbers are not included in the Table of Contents. The “Table of Contents” is an alphabetical listing. Use the search command (Ctrl + F) and type a word or phrase. Using a word or phrase from the “Table of Contents” will usually provide an accurate search result. Page 1 of 158 (Version: September 2012) Table of Contents Suggestion for finding specific information in this document: Because this document is updated regularly, page numbers are not included in the Table of Contents. The “Table of Contents” is an alphabetical listing. Use the search command (Ctrl + F) and type a word or phrase. Using a word or phrase from the “Table of Contents” will usually provide an accurate search result. Acts of administration Affiliation with the province Archives Archives: director’s job description Bank Accounts Building & Maintenance Commission Bylaws Capuchin Communications Director: job description Cars Chemical dependency Commissions, external ministry councils, caucuses and representative groups Continuing Formation Program Continuing formation - sabbaticals Corporate secretary/treasurer: job description Corporate responsibility agent: job description Cottages/hermitages Director of initial formation: job description Director of Continuing Formation: job description Director of Capuchin personnel: job description Dispensations from religious life and priesthood Disposition of a deceased friars’ material goods Disposition of the material goods of a friar in a nursing home Driver Safety Donations of Real Property Evangelization Commission External Ministry Councils External provincial ministries Extraordinary expenses Finance Commission Financial policy clarification Financial policy specification: friars in pastoral ministry Financial policy Friar honoraria and other income Page 2 of 158 (Version: September 2012) Friar Publications Friar credit cards Funeral rites: where there is no body present Funeral rites: cremation Hiring of employees and performance review Human Resources: director’s job description Initial Formation Council: job description Initial formation program Initial Formation Council Introduction Justice, Peace & Ecology Commission Lawsuits Liturgical Commission Maintenance of provincial property Mentoring Program for Newly Perpetually Professed Friars Mission Effectiveness Office: directors’ job description Mission Effectiveness Office Model living agreement between local community and non-provincial members Monte Alverno: director’s job description Office of Preaching & Evangelization Office of Pastoral Care & Conciliation (OPCC) Overseas Mission Commission Overseas Missions: director’s job description Poor and Marginalized Fund Provincial offices Provincial chapters Provincial celebrations Provincial commissions, ministry councils, caucuses and committees Religious secretary of the province: job description Restated Articles of Incorporation Retirement from ministry Retreat centers in general Retreat Centers Ministry Council Senior Life and Wellness: coordinator’s job description Senior Life and Wellness: director’s job description Serving on Non-profit Boards Sexual misconduct Social Networking St. Lawrence Seminary St. Lawrence Seminary Ministry Council Suffrages Page 3 of 158 (Version: September 2012) Supplemental security income Travel Unlawful absence and liability Vacations and jubilees Vehicle rentals by friars Vocation directors: job description Page 4 of 158 (Version: September 2012) Introduction (Re-approved: July 2003) A provincial policy is any directive of the provincial minister, Provincial Council, or provincial chapter which has repeated application in the life of the province. It is published in the minutes of Provincial Council meetings and must be implemented by the intended members of the province. The provincial minister with the consent of his council may act in exception to these policies if it is deemed to be in the best interest of the province. 1. When helpful, policy level directives from an authority higher than the province are included in the provincial handbook. 2. Job descriptions included in this handbook are approved by the provincial minister and Provincial Council and are intended to guide friars involved in provincial offices in carrying out their responsibilities. 3. At the beginning of each triennium, the provincial minister and his council shall appoint someone to keep this Provincial Handbook up-to-date during the triennium. The appointed person shall update the digital version of the book as changes are made throughout the triennium. At least annually, he shall arrange with Capuchin Communications to publish a downloadable digital copy to friars and relevant partners in ministry. 4. All policies in this version were reviewed by the Provincial Council, and are considered effective on the listed approval (or "re-approval") date. The latest approval date is always considered the valid version. ### Page 5 of 158 (Version: September 2012) Affiliation with the Province (Re-approved: July 2003) 1. Affiliation to the Capuchin Province of St. Joseph can be granted only by the provincial minister and his council. Recommendation for affiliation can only come from an assembled local Capuchin fraternity. Recommendation from an individual friar, without the support of the local community, will not be considered. 2. Recommendation for the affiliation shall be made through a formal letter by the local minister. The letter shall contain reasons for the nomination together with a general biographical history of the person nominated. This request will also include a summary of the local community's discussion on the nomination. 3. The person nominated should have a long standing relationship to the local community or province (e.g., ten years or more). 4. The person nominated must have given faithful service to the local Capuchin community or province, not just a particular ministry or friar. That service will be expressed by a generous giving of time, talent, or support of any kind, to foster the life and ministry of the local community or province. 5. The person should be truly virtuous, have a genuine love for Franciscan ideals and for the church and be well thought of by the local community—both religious and lay. 6. The ceremony of affiliation is to be presided over by the provincial minister or his delegate at a fitting ceremony. 7. A document of affiliation shall be given the person and a copy shall be kept in the provincial office and archives. A notice of affiliation will be sent to all the communities and individual friars of the province. 8. Affiliates' names and addresses will be listed in a special section of the annual directory of the province, listing the friary through which they are affiliated. 9. Our human and spiritual relationship with our affiliates is to be fostered by inviting them to local and provincial gatherings of the friars and by remembering them in our private and communal prayer. The local community is to take the initiative in these matters. ### Page 6 of 158 (Version: September 2012) Provincial Chapters (Re-approved: July 2003) 1. The question of universal suffrage has been assigned by the constitutions to the general membership of the province. Thus, it does not pertain to a provincial chapter to determine the matter. It is a question that can be addressed only by the general membership of the province in accordance with No. 125.2. 2. Once the general membership of the province has pronounced itself on the question in accordance with 125.2, that decision remains in force until another general vote of the province overturns that decision. Thus, concretely, St Joseph Province voted, according to 125.2, to conduct the provincial chapter by universal suffrage. Thus, this chapter and all subsequent chapters will be conducted by universal suffrage unless another vote of the general membership intervenes. 3. Who determines whether or not there should be a vote of the general membership on the question of universal suffrage?" This is a question of a pastoral decision on the part of the provincial minister and his council. If they sense significant feelings on the question in the province, they should call for a vote, either to initiate general suffrage or to reconsider it. In either case, for general suffrage to begin or to continue, a two-thirds favorable vote is required. ### Page 7 of 158 (Version: September 2012) Chemical Dependency (Re-approved: July 2003) 1. The Province of St. Joseph of the Capuchin Order, in accordance with the highest professional authorities, hereby officially recognizes chemical dependency as a human disease condition, which demands our enlightened concern. 2. This disease, which can and does occur among us, generally manifests itself in a threefold impairment of body, mind and spirit which, unless arrested, can lead to irreparable damage. The victims of chemical dependency need, and fraternal charity demands, that they be given proper understanding and professional