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St. Joan Of Arc Reginal OFS HandbookRegional Guidelines

SECTION 1 – AFFILIATES OF THE SECULAR FRANCISCACN ORDER/ WAYS OF COMMITMENT TO THE SPIRIT OF ST. FRANCIS OF ASSISI

A. Purpose1. To define an affiliate to the Secular Franciscan Order2. To provide information on the ways of commitment to the Spirit of St.

Francis of Assisi3. To provide recommendations for individuals who wish to participate in

the life and activities of the fraternity without becoming a member of the Order

4. To provide guidelines for the orientation of affiliatesB. Reference

1. Rule of the Secular Franciscan Order, article 132. General Constitutions, article 53.5 and 103.13. Handbook for Spiritual Assistance to the Secular Franciscan Order —

2012, pages 35, 36C. Regional Guidelines

1. Processa. Interested individual makes written request to the local fraternity

minister and is interviewed by a member of the fraternity council.

b. Individual submits a letter requesting affiliate status to the local minister.

c. A sponsor (professed member or certified affiliate) is assigned and orientation materials are provided.

d. At the beginning of the affiliate orientation, the local minister and assigned sponsor must clearly advise that the affiliate, once approved, has no juridical bond, no voice (cannot vote and hold office) and has no official status in the Secular Francisca Order.

e. If the affiliate seeks to become a member of the Secular Franciscan Order, the individual must participate in the formal formation process. Affiliation orientation does NOT shorten or alter the norms of the formation process of the Secular Franciscan Order.

f. The Affiliate will contribute to the life and activities of the local fraternity.

SJAH 06-01 Guidelines Regional


2. Orientationa. The sponsor and affiliate in process will complete 12 monthly

sessions using an approved resource.b. At the beginning of the sessions, the person seeking affiliate

status, is presented to the Fraternity.c. After orientation, with recommendations by sponsor and

minister, the local council approves the affiliate.d. Once approved, the initial affiliation is made for a period of two

years and commences with a simple welcome in the context of a fraternity social gathering, (Not a Mass or Rite) and a simple certificate of affiliation is presented.

e. An additional medal of St. Francis may be presented, but not the TAU or TAU jewelry, (which is reserved for members of the Order)

3. On-Goinga. The affiliate must express a desire to remain as an affiliate and

make a written request for renewal every 2 years.b. If approved, a renewal ceremony occurs, similar to the initial

welcoming.c. The affiliate continues to grow through prayer, study and

immersion into the life of the local fraternity.

4. Some Resources for Affiliate Orientation and On-going Studya. Praying with Francis of Assisi by Joseph Stoutzenberger and John

Bohner; St. Mary's Press; Winona, Minnesotab. Francis and Clare, A Gospel Story, Helen Julian; The Word Among

Usc. Francis, the Journey and the Dream, Murray Bodo OFM; St.

Anthony Messenger Press, as the basic primer on the Franciscan Mind

d. The Way of St, Francis: The Challenge of Franciscan Spirituality for Everyone, Murray Bodo, OFM; St. Anthony Messenger Press

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SECTION 2 – ARCHIVES

A. Purpose:1. To provide a central location for the safekeeping of the Region's

Records.2. To provide a means to preserve the history of our Region and the

local Fraternities in the Region.

B. Location: To be decided

C. Access to Archives1. Persons approved by the Regional Minister may access the archives2. Access should be for research, obtaining history, etc.3. Prior to the visit, arrangements should be made with the abbess.

D. Archivist1. This is a voluntary position and approved by the Executive Council.2. Qualifications

a. Organizational abilitiesb. Interest and desire to preserve the history of the Regionc. Manifests a perspective for detail and accuracyd. Ability to travel to New Orleans

E. Contents1. See page C2, Handbook for Spiritual Assistance to the Secular

Franciscan Order 2005, Guidelines for Archival Materials2. The Rule of the Secular Franciscan Order — up to the present3. The General Constitutions of the Secular Franciscan Order — up

to the present4. The National Statutes of the Secular Franciscan Order in the

United States of America — up to the present5. Minutes of the Area (prior to regionalization)6. Minutes of Preparation for Regionalization7. Handbook of Regionalization8. Provincial Correspondence/ Regional Correspondence9. Records of Area/Regional Elections and Visitations10. Conferences/ Workshops/ Retreats as Area/Region11. Document of Canonical Establishment for St. Joan of Arc Region12. Spiritual Assistants of the Area/Region13. Minutes of Executive Council and Regional Council.

The minutes will be placed in the archives after five years SJAH 06-01 Guidelines Regional


14. Treasurer Reports15. Commission Reports and Activities16. Photographs of Events Persons, places and events should be identified17. Quinquennial/Provincial Meetings in Area/Region18. Local Fraternity File

a. Copy of the Canonical Establishment Documentb. Records of electionsc. Records of visitationsd. Records of anniversaries — establishment, professionse. Quarterly Reports to Region

F. Preservation of the Archival Materials1. Archival materials should be stored in acid free binders, folders,

boxes.2. There are archival quality pens available for writing comments

especially on photos.3. Place news clippings in a sheet of acid free plastic.4. Article from the 2007 Quinquennial Congress – See Appendix

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SECTION 3 – COMMUNICATION BY ELECTRONIC MAIL (E-MAIL)

A. Purpose1. To provide guidelines for the use of electronic mail (e-mail) in our

Region.2. To increase efficiency, productivity and decrease in operating

expenses.B. Regional Specifics

1. E-mail should be utilized whenever possible; i.e., Minutes, agendas, communications between the Executive Council, Commission Chairpersons, local fraternities, and the like.

2. E-mail will not be used if the contents are highly personal or confidential in nature. This information should be sent by US mail.

3. When sending a message, preface the subject with 'ofs' which will call attention to the receiver that it is Franciscan business.

4. It is desirable that e-mail is checked daily or every other day to assure timely reception of information.

5. Decisions which need to be made before the next Regional Executive Council or Regional meeting, may be e-mailed for vote or consensus determination. The results of which will be noted at the next meeting and recorded in the minutes.

6. Changes to the Regional Directory may be e-mailed. However, a hard copy will be placed in the Executive Council and Fraternity Ministers folders for distribution at the next meeting.

Rev: 02/2013

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SECTION 4 – DATABASE – NATIONAL

A. Purpose

1. The NAFRA Internet Database is intended to assist the National Fraternity in collecting and maintaining a list of membership of the Order in the United States.

2. To maintain a permanent record of the membership of the Order in the United States for historical and administrative purposes.

3. To enable a member who have lost their documentation to verify the date and place of their Profession.

4. To enable the National Fraternity to determine an accurate profile of the membership of the Order to better serve the needs of the membership. F.

5. To provide the TAU-USA, the national newsletter, to the entire membership.

6. To enable members with similar interests and ministries to find one another.

7. To improve communications within the Order.

B. Security

1. Great care has been taken to ensure privacy and security in the system. None of the information collected will be available to the public in any way.

2. Out of respect for the privacy concerns expressed, access to the system, even within the Order, will be carefully limited.

3. Many features of the system will not be available to all users. Access is limited with the intention that no user will be able to view or edit any more information than he or she actually needs. This is the only way to ensure that privacy concerns are respected.

C. Access1. There are three basic access levels available:

a. National access1) Intended for members of the National Executive Council2) Others that the Executive Council determines to have

legitimate need to see data.b. Regional access



1) Each Regional Executive Council will receive one regional user account which will allow access to information for the entire region.

2) Each region will be responsible for the maintenance of its own data.

3) The Regional Executive Council has determined that we have a data base coordinator for the Region who will also enter data for local fraternities as needed and assist local fraternities as needed.

c. Local access1) Local fraternity ministers/designees can obtain

authorization to access only their fraternity in the National Database for the purpose of reviewing and/or entering new information, editing data, and the like.

2) Request is made to Regional Minister for this authorization and to receive a password.

3) Regional Minister is only one who can obtain this authorization.

2. The system requires each user to change his/her password regularly.

3. The Regional Fraternity will determine who can access the system.4. If another member of the fraternity has a legitimate need to access

the data, a new, separate user account should be requested for that person.

D. Database Coordinator

1. Is appointed by the Regional Minister and approved by the Executive Council

2. Responsibilitiesa. Enters into the database the information submitted by the

region and local fraternities.b. Maintains current data in the system.c. Has a Internet Database User Manual for reference.d. Is knowledgeable and skilled in computer operation.e. Obtains requested information for legitimate reasons.f. Will enter data for local fraternities as needed

3. Current database coordinator and contact information is listed in the Regional Directory.



4. Relies on the prompt and accurate submission of necessary information.

5. It is the responsibility of the fraternity minister to submit information to the data base coordinator; however, that duty can be delegated.

E. Regional Information in the Database

1. Regional Officers2. Appointed positions i.e. Commission Chairs3. Regional Spiritual Assistant4. Local Fraternity List5. Deactivated Fraternities6. Regional Details

a. Regional Numberb. Regional Fraternity Namec. Geographical Descriptiond. Establishment Datee. Headquarters of the Regionf. Date of Last Electiong. Date of Last Pastoral Visitationh. Date of Last Fraternal Visitationi. Permanent Address and Contact Informationj. Website URL

F. Local Fraternity Information in the Database

1. Local Number2. Fraternity Name3. Establishment Date4. Establishing Friar5. Establishing Bishop6. Status

a. Newly Forming Groupb. Emerging Fraternityc. Established

7. Affiliated Province8. Date if deactivated/reactivated9. Meeting Time10. Regional Fraternity to which fraternity belongs



11. National Fraternity12. Date of Last Election13. Date of Last Pastoral Visit14. Date of Last Fraternal Visit15. Spiritual assistant16. Local Fraternity Details17. Local Fraternity Officers/appointees18. Active Professed Members19. Candidates20. Inquirers21. Inactive Members22. Deceased Members23. Permanent Address and Contact Information, include Website

URL

G. Individual Fraternity Member Information in the Database

1. Name2. Display Name — exactly how this person's name should appear on

reports, mailing labels, etc.3. Birth Date4. Member Type

a. Professedb. Candidatec. Inquirer

5. Clergy/Lay6. Admission date (Month/Day/Year Absolute Necessity)7. Local Fraternity Where Admitted8. Temporary Profession Date, if applicable9. Local Fraternity Where Temporarily Professed10. Permanent Profession Date (Month/Day/Year Absolute Necessity)11. Local Fraternity Where Permanently Professed12. Receive TAU-USA

a. Yes or Nob. Professed and Candidates

13. Other Informationa. Mailing List person wishes to joinb. Languages in which person is fluentc. Fluent Language



d. Interests1) ministries2) apostolates

e. Contact Information1) Address2) phone number C. fax number3) e-mail address4) website URL

f. Dismissal (date must be entered)g. Withdrawal — temporary or definitive/ Suspension (date

must be entered)h. Deceased (date must be entered)

H. Timely and accurate submission of the necessary information by the fraternities to the database or to the data base coordinator is the primary means of maintaining a reliable and functional database. Two weeks is considered a timely framework.

Rev. 1/2014

I. Duties of the Database Coordinator (From Servant Leadership Position Descriptions)

A. Will enter into the database the information submitted by the regional and local Fraternities.

B. Will maintain current data in the system.C. Will obtain requested information for legitimate reasons.

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SECTION 5 – DIRECTORY/ REGIONAL

A. Purpose1. To provide and maintain a current, resource for communication

throughout the Region including: names, addresses, telephone numbers, e-mail addresses, meeting day, time and location of fraternity meetings, council members, Commission chairpersons, Data Base Coordinator, Prayer Request Contact; as well as, fraternity members — professed, candidates and inquirers.

2. To provide listings for the National and International Secular Franciscan Order Executive Council and Commission Chairpersons.

3. To provide listings of Regional and National Spiritual Assistants.

4. To provide resources to acquire Franciscan materials.

B. Regional Specifics1. The Regional Directory will be furnished to each local fraternity,

canonically established and emerging, and to each member of the Executive Council.Local fraternities may make copies as desired.

2. Responsibilitiesa. The Regional minister will send update information from

the National and International Fraternities to the Regional Secretary.

b. The Regional Secretary is responsible for the distribution of updated information to the Executive Council and the local Fraternity ministers.

c. On the local Fraternity level, the minister is responsible for sending information to the Regional Secretary within one month of the changes.1) council members, spiritual assistant, commission

chairpersons; address, telephone number, e-mail address

2) the Fraternity roster should be reviewed and updated at least annually. Send to the Regional Secretary at the time of the Annual Report.



3) following elections, the "Record of Elections and Statistics" should be completed and sent to the Regional Secretary within two weeks.

d. The Database Coordinator is to be informed of all changes

3. The Regional Directory will be completely updated every three years following Regional elections.

4. The Regional Secretary will notify members of changes as they occur.

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SECTION 6 – ELECTIONS/ NOMINATIONS/ COUNCIL/ REGIONAL EXECUTIVE / LOCAL FRATERNITY

A. Purpose1. To comply with article 21 of the Rule of the Secular Franciscan

Order.2. To comply with Article 31.1, 31.2, 31.3 of the General Constitutions

of the Secular Franciscan Order.3. To comply with Article 1 1 in the National Statutes of the Secular

Franciscan Order.4. To emphasize the importance of providing a slate of officers for the

Regional Executive Council and local Fraternity Council who will animate and guide the fraternities.

5. To provide guidelines for the nomination process.6. To provide guidelines for the functions and duties of the Nomination

Committee.

B. Duties of the Nomination Committee1. Provide a slate of officers who will:

a. Meet the qualifications of the officeb. Have received a copy of the dutiesc. Are willing to serve

C. Eligibility / Qualifications for Nominees for Offices

1. Eligibilitya. All permanently professed Secular Franciscans who are

actively involved in the life of a local fraternity are eligible for nomination and election to the Regional Executive Council / Local Fraternity Council. Ref Article 77.1 of the General Constitutions.

b. Permanently professed Secular Franciscans of newly forming groups or emerging fraternities are eligible; the Letter of Eligibility will be completed by the sponsoring Fraternity Minister and Spiritual Assistant.

2. Qualificationsa. Attends at least six meetings a year with no unexcused absences

for the past year.b. Supports the fraternity with a fair share donation.



Each fraternity should devise a method by which the council can determine that the members are contributing to the Fraternity Common Fund — example: envelopes.

c. For the Regional Executive Council, should have served on the local fraternity council. (ideally)

d. Because of variable circumstances, the decision for eligibility and qualifications is open to the discernment and discretion of the local fraternity council.

e. Shall be professed at least three years.f. Must be able to travel to meetings.g. May be nominated by any professed Secular Franciscanh. Nominations may be made outside of the local fraternity

D. Nomination Process1. Select the Regional Nomination Committee chairperson at least three

months (preferably four months) prior to election date2. Elections date determined by availability of National Presider and

Spiritual Assistant Witness3. The Nomination Committee Chairperson shall:

a. Have two persons to assist him/her.b. Designate duties to the assistantsc. Begin preparations for the elections ascertain that all forms are

available1) Letter of Notification 2) Nomination Form 3) Copies of the Duties and Responsibilities of each office are

available in Servant Leadership Position Description section of the St. Joan of Arc Regional Handbook

4) Letter of Acceptance and Responsibility by Nominee to Office on the Regional Executive Council

5) Letter of Eligibility from Fraternity Minister and Fraternity Spiritual Assistant

6) OFS Biography

d. A copy of all of the forms can be found in the OFS Forms section of the Regional Handbook.

e. The utilization of e-mail for the distribution of the forms and information is encouraged.

4. Four Months Prior to the Elections Date (For Region)



a. Nomination Committee sends (postal or e-mail) the Letter of Notification to all of the fraternity ministers.

1) indicate date of elections2) indicate members of the Nominations Committee

b. At the same time the committee sends the Nomination Form to the Fraternity Ministers.

1) indicate the return by date2) indicate the contact information of the committee chairperson

a) Nameb) Addressc) Phone Numberd) e-mail address

3) the fraternity minister should make the form available to the professed members of the fraternity.

4) Nominations do not have to come from one's own fraternityc. Return the Nomination Form to the Nomination Committee within one

month. The contact information will be noted on the form.

5. Three Months Prior to the Elections Date (For Region)a. When the nomination Form is received, the Nominations Committee

sends the following to the Nominee:1) Duties and responsibilities of the office for which nominated.2) Letter of Acceptance and Responsibilities by Nominee to

Office on the Regional Executive Council.a) Acceptance may be verbal, but must be followed by

the Letter of Acceptanceb) Contact information will be indicated on the form

3) Short OFS Biographyb. Nominee should return the forms to the Committee chair person within

one month.6. Two Months Prior to the Elections Date

a. After receiving the Acceptance letter and the OFS biography, the Nomination Committee sends the Letter of Eligibility from the Fraternity Minister and Fraternity Spiritual Assistant to the Fraternity minister to which the nominee belongs.

b. The local fraternity minister should return the Eligibility Letter to the Nominating Committee within one month.

7. One Month Prior to the Elections Date The nominations Committee should:



a. Compile the slate of officersb. Submit to the Regional Executive Council Minister/ Local Fraternity

Minister.c. If possible, send a copy of the OFS biography to local fraternities to

assist in their decision making.d. Make up ballots.e. Keep all forms and send to the secretary — Regional and Local — for

placement in files.8. Requirements for Nominees

a. Letter of Acceptance and responsibilities completed and signed by the Nominee.

b. Letter of Eligibility from Fraternity Minister and Spiritual Assistantc. OFS Biography

9. Nominations from the Floora. Nominations from the floor are allowed and the person(s) nominating

should have written documentation concerning the nominee.1) Date of birth2) Date of Profession

b. Written acceptance from the nominee if electedc. Verbal acceptance such as by telephone should be followed by written

acceptanced. A brief biography of qualifications would be helpful

Rev 9/2012

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SECTION 7 – FEDERAL TAX EXEMPTION

Purpose

A. To provide information of Federal income Tax exemptions as provided in the Internal Revenue Code of 1939, section) 01 (6) and of section 501 (c)(3) of the1986 Code. These are three documents which update each year and can be found on The USCCB website.1. Internal Revenue Group Ruling Determination Letter

http://www.usccb.org/about/general-counsel/upload/Group-Ruling-IRS-Determination-Letter.pdf

2. Group Ruling Memo http://www.usccb.org/about/general-counsel/upload/Group-Ruling-Memo.pdf

3. Group Ruling Letter http://www.usccb.org/about/generalcounsel/upload/Group-Ruling-IRS-Determination-Letter.pdf

B. To provide information regarding Finances and Fraternity, See the article, FINANCES AND FRATERNITY, by Fr. Ben Brevoort OFM cap.

The entire article is in the Appendix.

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http://www.usccb.org/about/generalcounsel/upload/Group-Ruling-IRS-Determination-Letter.pdf

http://www.usccb.org/about/generalcounsel/upload/Group-Ruling-IRS-Determination-Letter.pdf

http://www.usccb.org/about/general-counsel/upload/Group-Ruling-Memo.pdf

http://www.usccb.org/about/general-counsel/upload/Group-Ruling-Memo.pdf




SECTION 8 – FEDERAL TAX/ OBTAINING AN EMPLOYER ID NUMBER

A. Purpose1. To provide information about the Taxpayer's Federal ID Number

(TIN)a. For individuals, the TIN is one's Social Security Number.b. For Organizations and businesses, the TIN would be an

Employer ID Number (EIN)2. To provide instructions to obtain an EIN.

This is updated each year and available at NAFRA FORMS - https://www.nafra-sfo.org/forms/ UNDER: NAFRA Treasurer's Documents of general interest Obtaining an Employer ID Number (EIN)

B. Regional SpecificsThe Region and each Local Fraternity are encouraged to obtain their own EIN.

SECTION 9 – FORMATION

See For Up To Now Formation Manual

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https://www.nafra-sfo.org/forms/


SECTION 10 – GEOGRAPHICAL DIVISIONS OF THE REGION

A. Purpose1. To divide the Region into geographical areas with an elected

councilor from each area which will increase Regional representation on the Regional Executive Council.

2. To divide the Region into areas with the elected councilor of that area serving as a Formation Team Leader, under the direction of the Regional Formation Director and the Executive Council which will facilitate formation of groups in remote areas.

B. Area Divisions

1. North North of Alexandria, Louisiana which includes Northeast Texas; Jackson, Mississippi; North Mississippi, all of Arkansas; and Memphis, Tennessee

2. South South of Alexandria, East of Lake Charles, Kinder area; Baton Rouge area; Louisiana Gulf Coast

3. East North of Lake Ponchartrain in Louisiana; South of Jackson, Mississippi; the Mississippi Gulf Coast; Alabama.

4. WestLake Charles and Kinder, Louisiana, west of Lafayette, Louisiana, and the area of Houston, Texas; East Texas Gulf Coast and North to Lufkin, Texas.

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SECTION 11 – LIABILITY INSURANCE

A. Purpose To provide information of the acquisition of Liability Insurance by the National Fraternity of the Secular Franciscan Order — USA. The insurance also covers Regional and Local Fraternities.

We can inform the Pastors of our respective parishes that we now have liability insurance for youth activities and the like.

B. To provide instructions in the event a claim needs to be filed.1. Notify the National Minister immediately as that person is the

primary contact for the insurance company.2. The insurance company requests that in the event of a claim, talk to

no one except the police and our insurance company.

C. Certificate of InsuranceEach year the certificate of insurance is renewed. Contact the Regional Minister if Liability Insurance is needed.

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SECTION 12 – MEETINGS/ REGIONAL EXECUTIVE COUNCIL AND REGIONAL FRATERNITY COUNCIL MEETINGS / LOCAL FRATERNITY

A. Purpose1. To enhance community, interaction and awareness of the business,

purposes, and duties as noted in the General Constitutions # 62.1 between the Regional Fraternities and the Regional Executive Council.

2. To provide guidelines for structure of local fraternity meetings

B. Meeting Structure for Local Fraternity4. Opening and closing prayers, the Ritual of the Secular Franciscan

Order suggested.5. Short business meeting6. Spiritual input, on-going formation with time for silence and sharing 7. Prayer service — Liturgy of the Hours, Mass, Other prayer services.

Eucharist recommended on special occasions e.g. Profession8. Periodic reports on the Commissions — Peace and Justice, Work,

Ecology, Family, Formation, Youth and Young Adults 9. Time for socializing

C. Regional Specifics for Regional Meetings

1. The Regional Council Meetings will be held four times a year with dates, times, and locations determined annually.

2. The Regional minister will send written notice of the meetings one month in advance and may delegate this task.

3. The local minister, the vice-minister, in the minister's absence, or the elected delegate will represent the local fraternity. (National Statutes, 8.3, 8.3a and 8.3b) This will assure that each fraternity has a voice in the Regional Fraternity Council.

4. If a fraternity minister is on the Regional Executive Council, the Fraternity Vice minister or elected delegate should attend the meetings to vote in elections or on other Regional matters. (National Statutes, Article 8.5 states: Even if a person has a right to vote in his or her name by more than one title, such person may cast only one ballot. (cf Code of Canon Law # 168))

5. Other members of local fraternities are welcome and encouraged to attend and participate in the meeting but do not have a vote. This is a way of gaining leadership training.



6. One of the meetings per year may be dedicated as a day of Recollection, a one-day conference or workshop and not for business.

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SECTION 13 – NEWSLETTER/ REGIONAL

A. The Minister's Report and local Fraternity Quarterly Reports will serve as the Regional Newsletter.

B. Events and other communications will be posted on the Regional Website.

SECTION 14 – PRAYER REQUESTS (EMERGENCY)

A. Purpose

To ensure that emergency and other prayer requests for members of the Region are sent out promptly to the appropriate destinations.

B. Regional Specifics1. This procedure is reserved for emergencies; other prayer

requests can be sent to the person designated by the Region whose name and e-mail address will be in the Regional Directory

2. When prayer is needed, contact your local fraternity minister who will contact the Regional Minister. The Regional minister will e-mail the request to the appropriate addresses.

3. If a local fraternity minister does not have a computer, another fraternity member should be delegated to receive emergency information and prayer requests.

4. Each fraternity should have a method of contacting their members, including those who do not have e-mail.

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SECTION 15 – PRISON MINISTRY

A. OBJECTIVES

1. To provide guidelines for the members in St. Joan of Arc Region who participate in Prison Ministry apostolates.

2. To define Prison Ministry as it relates to the fraternity members in St. Joan of Arc Region.

B. REGIONAL SPECIFICS

1. After prayerful discussion, the Regional Council, has determined that we will adhere to the recommendations of the Conference of Spiritual Assistants as noted on page 51 of the Handbook for Spiritual Assistance to the Secular Franciscan Order — Revision 2012.

2. The purpose of Prison Ministry is NOT to profess prisoners. The ministry is to evangelize our brothers and sisters who are inside prison.

3. Secular Franciscans who are involved in Prison Ministry are NOT to profess, recruit or form prisoners as Secular Franciscan.

4. No one outside of the Secular Franciscan Order can authorize profession of prisoners.

Rev. 11/16/12; Rev. 10/11/2013; Rev 01/10/2014 and accepted 01/11/2014

NAFRA Guidelines concerning the SFO Prison Ministry adopted October 19, 2013 is in the Appendix.

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SECTION 16 – RECORD MAINTENANCE

A. Purpose1. To provide guidelines for maintaining the essential records of the

fraternity. 2. To provide guidelines for improving the quality of fraternity record

keeping.3. To provide guidelines for the safekeeping of the fraternity records.

B. Important Records1. Canonical Establishment Document/ Shall be kept in a safe place/A

copy is kept in the Regional Fraternity files2. Fraternity Register — the book in which the information regarding

members' Receptions and Professions are entered, Articles 39 and 42 in the General Constitutions, and includes:

a. Name of member received as a Candidateb. Date of Receptionc. Name of Fraternity Minister who received the candidate.d. Name of priest presente. Name of Candidate making final or temporary profession; if

necessary, consequent renewalsf. Name of the Fraternity Minister who received the Professiong. Names of the priest and two witnesses of the ceremony of

Professionh. Similar information should be entered into the Registry for all

Secular Franciscans transferring into the fraternity. This information is on the Official Transfer Form or may be obtained from the National Database

i. In the area of the Register marked "remarks" the following should be entered: 1. Date of transfer in or out of the fraternity2. Date of member's death 3. Any change of status, i.e. withdrawal, dismissal, inactive 4. No personal observations on the Candidate shall be entered

nor shall the record of the vote be enteredj. The Register book shall be made with solid covers and acid free

paper to enhance preservation

3. Fraternity Minutes/Should be accurate, neat, legible, typed if possible/Should indicate the presence or absence of members at the



meetings/Should include a summary of reports given/Communications received and acted upon/Other pertinent topics

4. Financial Records/Should be accurate and neat/Should indicate expenses and income itemized and the balance/Should be audited annually

5. Election Records /All information regarding the elections should be retained.a. Copy of the Request for Elections and retain three yearsb. Written confirmation of the date of the election and retain three yearsc. Copy of the completed and signed Verification of Elections Form

1) the Regional Secretary will send this to the fraternity2) keep this form permanently

6. Visitation All of the information regarding the visitation should be retained a. Copy of the request for Visitation and retain three years b. Written confirmation of visitation date and retain three years c. Copy of Pre-Visit Questionnaire completed – retain until after next

visitation — may want to compare d. Copy of Visitation Record

1) will be sent by the Regional Secretary 2) keep permanently

e. Copy of the Visitors Report to the Fraternity 1) will be sent by the Regional Minister 2) keep permanently

7. Correspondence/ Information pertinent to the Fraternity

8. Individual Member File a. Begin a file on each member at the time of orientationb. Include all applications, letters of recommendation, and Profession

request c. Include formation director's reports — any reports, and notes

regarding the member d. Copy of Profession Document e. Attendance Record

9. Confidentiality SJAH 06-01 Guidelines Regional


a. The official public records of the Fraternity are open to the fraternity members.

b. The individual member's file is confidential and open only to the individual and the fraternity council and for cause.

10. Safekeeping a. The records should be kept in a safe place b. May need to be placed in a sturdy plastic container with a tight-fitting

lid c. If evacuation is necessary and if possible, the minister should take

important records especially the Fraternity Register

11. Disposition of Fraternity Recordsa. May be placed in the Fraternity Archives after five years except for

the Register and current member files b. If the Fraternity ceases to function, the Secretary and Fraternity

Minister shall assure that all the official records of the Fraternity are sent to the Regional Minister

c. In the event that the Regional Fraternity ceases to function, the official records would be sent to the National Fraternity Minister

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SECTION 17 – REPORTS/ ANNUAL / FRATERNITY AND TREASURERA. Purpose

To provide communication and statistical data from the local fraternities to the Region which is also used to complete reports to the National and International Fraternities.

B. Regional Specifics

1. The local fraternity minister is responsible for the completion of the Annual Report; and may delegate this task. Forms available on-line.

2. The completed form will be remitted to the Regional Minister or designee by a date designated by the Regional Minister

3. The Regional secretary will distribute the form to each fraternity minister at the Regional Council Meeting prior to the designated date

4. Note the date of the last Elections and Pastoral and Fraternal Visitation on the Annual Report.

5. Review and revise, as necessary, the Fraternity Roster and send with the Annual Report to the Regional Secretary.

6. Treasurer's Report is also part of the Annual Report to the Region. Utilize the Annual Treasurer Report Form and attach the specifics of the local fraternity Common Fund

a. Beginning Common Fund Balanceb. Income received each monthc. Total Incomed. Monthly expensese. Total Expensesf. Ending Common Fund Balance

7. The Annual Report must include the Apostolates in which

members are involved Rev. 03/2012; 01/11/2014Page Break



SECTION 18 – REPORTS/ QUARTERLY

A. Purpose

1. To provide a means of communication between the Regional Council and the local fraternities

2. To provide a means to preserve the history of the Region


1. The local fraternity's quarterly report will be a part of the Regional minutes and will be maintained in the Archives after five years.

2. The minister of the local fraternity is responsible for the completion of the quarterly report which is due at each Regional Council meeting. Send the report to the Regional secretary if no one can attend the meeting.

3. The Regional secretary will distribute copies of the quarterly report to each fraternity.

4. Suggested contents of the report

a. Professions / Admissionsb. Elections / Visitationsc. Retreats / Days of Recollectiond. Fraternity ministries / Apostolatese. Highlights of Commission activitiesf. Births / Deathsg. Pertinent events one would like to share with the

other fraternitiesh. The report should be concise.

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SECTION 19 – STIPENDS

A. Purpose

1. To comply with National Statutes, article 18.8 which states," The local Fraternity will present to the Regional minister, or his or her delegate and the Regional Spiritual Assistant or Representative of the Conference of Regional Spiritual Assistants, a stipend appropriate to the journey made and the length of stay required at the time of the pastoral and fraternal visits, also on the occasion of their presiding and witnessing.

2. To provide for an appropriate stipend for Regional fraternity members traveling on approved Regional business

3. To provide for an appropriate stipend for speakers, out of Region participants for conferences, retreats, days of recollection and the like.

4. To provide for an appropriate stipend for facilities in which meetings are held.


1. Presider of elections, Friar Witness, Fraternal and Pastoral Visitors will receive travel fare, meals and lodgings and $ 100.00 per day.

2. Speakers for Retreats, Conferences and the like will receive travel fare, meals and lodging and $ 100.00 per day.

3. The Presider, Friar Witness, Fraternal and Pastoral Visitors within the Region will receive travel fare, meals and lodging, or at least mileage determined by the Executive Council, as guided by IRS allowances, if a one-day trip.

4. Regional Fraternity members on approved Regional business will receive travel fare, meals and lodging, or at least mileage as determined by the Executive Council, as guided by IRS allowances.

5. If a local fraternity is unable to provide the recommended stipend for elections and visitations, inform the Regional Minister, remit what you can and the balance will be supplied by the Regional Common Fund.

6. Stipends/ fees for the use of facilities will be determined on an individual basis by the Executive Council and the Facility.

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SECTION 20 – TRANSFER FROM ONE FRATERNITY TO ANOTHER

A. Purpose1. To comply with the General Constitutions, Article 55 and the National

Statutes of the Secular Franciscan Order, Article 20.

2. To provide guidelines which will expedite the transfer process and enhance record keeping

B. Procedure

1. Member informs council of current fraternity of desire to transfer.

2. Member will receive the Request for Transfer to Another Fraternity form (Form Available on-line) from the minister of his/her present fraternity, complete it and submit it to that fraternity council.a. Member may write a letterb. Include the reason(s) for request to transferc. If member opts to write a letter requesting transfer, attach the letter

to the Request form

3. The Council's decision will be added to the request form, copied and returned to the member along with the Transfer Acceptance Form. (Form Available on-line)a. Fill in the return address information on the acceptance formb. Retain copy and place in members file.

4. The member will send the completed Request for Transfer Form and the Transfer Acceptance Form to the minister of the fraternity desired.a. May be sent by US Postal service or scanned and e-mailedb. Member should retain copies for own records

5. When the Minister of the current fraternity receives notification of acceptance by the receiving fraternity, the Official Transfer Form will be sent to the receiving fraternity. a. Member should receive a copy of the Official Transfer Form.

6. Copies of all forms should be maintained in the fraternity files/ member individual file.



7. Notify the minister, secretary and database coordinator of the higher fraternity

8. Enter the transfer information in the Fraternity Register

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SECTION 21 – TREASURER/ FINANCES/ FRATERNITY /COMMON FUND

A. Objectives

1. To provide guidelines/general principles regarding the fraternity treasury/common fund.

2. To help members decide the amount of their contributions to their common fund in support of their fraternity.

3. To help the fraternity council determine how much money should be kept in the bank in their fraternity treasury.

B. Resources1. SFO Rule, article 25: Regarding expenses necessary for

the life of the fraternity and the needs of worship, of the apostolate and of charity, all of the brothers and sisters should offer a contribution according to their means. Local fraternities should contribute toward the expenses of the higher fraternity councils.

2. Letter from the National Fraternity of the Secular Franciscan Order — USA, Office of the Treasurer

C. Responsibility

1. It is the responsibility of the members to support their fraternity according to their means.

2. It is the ultimate responsibility of the council who is charged with the leadership of the fraternity to determine the specifics of the common fund, i.e. budgeting, expenditures etc.

3. It is the responsibility of the fraternities, not the members, to support the higher councils.

D. Priority of necessary expenses1. Life of Fraternity

2. Needs of Worship



3. Needs of the apostolate

4. Needs of charity

E. General rules to assist in making decisions in regard to your fraternity and amount of individual contributions to the common fund.

1. Current operating expenses should always be paid out of current common fund donations and other current earnings.

2. Extraordinary income, such as from a bequeath, should be used for extraordinary purposes, never for day to day expenses.

3. Members are required in conscience to contribute according to their means toward the everyday expenditures of the fraternity.

4. There is nothing wrong with accumulating a modest treasury so that unexpected financial burdens may be covered.

5. It is definitely wrong to ignore a known financial responsibility in the near future and expend all treasury funds, even for a worthy cause.

6. Members must be kept fully informed of fraternity finances; where money is being spent; how much is being collected, etc. How else can they respond generously to fraternity needs if they are not aware of those needs?

7. An accumulation of funds in the treasury of a full years-budgeted needs' is not an unreasonable amount to be kept. An accumulation of funds sufficient to cover 4 or 5 year worth of ordinary expenses is clearly excessive.

8. Expenditures from one year to the next are usually similar, except that they tend to expand due to inflation and other factors. Each fraternity should have a BUDGET in place each year in advance. The budget is merely a reflection of past experiences with expenditures, and income, to be used as a guide for the future. For instance, you know you will have 10 or 12 meetings in the next year and you must pay expense for those meetings. You know you must pay a just stipend to your Spiritual Assistant. You know the per capita is due each year. You know the fraternity is expected to contribute to



special fundraisers in the parish where you meet. To ignore and not plan for your known future expense is wrong.

9. To have a reasonable cushion for unknown expenses and emergencies is not wrong, but prudent.

10. It is wrong for an outgoing minister and council to leave an empty treasury for the new minister and council.

11. It is wrong for the council to give away all treasury funds or a large part of the funds, to one charity or activity while ignoring its responsibility in other matters. For instance, it would be wrong for a fraternity that donates regularly to a local hospital, food bank, etc., to plead poverty and give only a token stipend each month to its Spiritual Assistant or fail to pay for its minister to attend the provincial/regional chapter.

12. There is an obligation in justice to pay all fraternity debts and obligations first before donating to charities.

13. The treasury should never be allowed to go below a set base amount, depending on the fraternity, that would be enough to cover foreseen expenses in the next several months.

14. It is prudent management to have at least enough to cover close to a full year of known expenditures and a small amount to cover unknown expenses.

15. The members should be appraised of the financial burden of the fraternity so they can assess their own ability to support it. If a member regularly donates surplus funds to various charities while his fraternity is scraping for pennies to support its apostolate, this is wrong. But if the member does not know of the fraternity's needs, it is the council's fault.

16. Charitable donations must be made by all fraternities, but this is the last of the four priorities listed in the Rule. A good guideline for charitable donations has always been the tithe, i.e., 10% of income. If you stick to that you cannot be faulted, but there will be times when 10% cannot be afforded because of responsibilities in the other areas.

17. Each member should search his/her conscience when told of the budget for the upcoming year. For example, if the fraternity's budgeted expenses are expected to be $500 and



there are 15 members, that means that I should try to contribute to the common fund about $4 or $5 per month as my share of the expenses. However, if I have a large income and $5 per month is very little for me, and I give $10 or $15 or more to my parish each week, I should seriously consider giving more to the fraternity to help make up for those who cannot afford to give their $4 or $5 monthly.

01/02/2013

F. To provide information regarding Finances and Fraternity See the article, FINANCES AND FRATERNITY, by Fr. Ben Brevoort OFM cap

The entire article is in the Appendix.

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SECTION 22 – TREASURER/ FAIR SHARE CONTRIBUTION

A. Purpose

1. To comply with the General Constitutions, article 30.3, and with the National Statutes, article 18.7 a. and 18.7 b.; that is "The local fraternity is responsible for contributing to the Regional Fraternity on a fair share basis from its Common Fund to underwrite the costs of that fraternity."

2. To define membership in the local fraternity for the purpose of reporting to the National Fraternity of the Secular Franciscan Order.

B. Definitions

1. An active member is:a. One who participates both by attending fraternities and by

providing financial support to the community, and attends six meetings a year

b. One who does not attend fraternity meetings, either on a temporary or permanent basis but does provide financial support to the community

c. One who neither attends meetings nor supports the community financially but whom the fraternity has excused from such obligations.

2. Excused memberOne who is unable to attend meetings for reasons known and approved by the council; such as, work, homebound, infirm, incapacitated members and those in nursing homes. Member remains in contact with the Fraternity Council.

3. Lapsed membera. One who does not attend meetings nor supports the

community financially for at least one year.b. One who, after personal invitations to return to the

Fraternity, consciously and deliberately rejects or ignores the invitation.

c. Will not be carried on the fraternity membership rolls nor reported as a member to NAFRA



C. Regional Specifics

1. The annual fair share contribution is determined by the Regional Executive Council with concurrence by the Regional Council.

2. It is the responsibility of the Fraternity minister to assure that the fair share contribution is paid.

3. If there are financial concerns, the local minister should inform the Regional minister.

4. The fair share contribution is an annual assessment, but payments can be made annually, semi-annually or quarterly to avoid undue hardship on the local Fraternity.

5. The local Fraternity Treasurer will complete the "Fair Share Contribution to the Regional Common Fund" form, attach the check and remit to the Regional Treasurer.

6. Fair Share Contribution to the Regional Common Fund forma. Make copies as needed from the form in the Regional

Handbook.b. Complete the form in its entirety. Be sure to note the

year for which payment is made, the number of members and the type of payment; i.e. annual, semiannual or quarterly.

c. The Fair Share Contribution form must accompany each payment to assure proper credit.

d. The name and address of the current Regional Treasurer will be printed on the form.

e. As changes occur, the Regional Secretary will send out an updated form to be placed in the Regional Handbook.

7. The fair share is sent for whom ever is in the Region on December 31st. The same applies to the local fraternities. For example: if you have 20 professed and 5 die on December 30th, you only count 15 for that year. This information must also be entered in the National Database

Rev : 2/23/2013

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SECTION 23 – TREASURER/ FISCAL YEAR

A. PurposeTo establish a business year which is conducive to the reporting time frames within the Secular Franciscan Order in the United States.

B. Regional SpecificsSt. Joan of Arc Region has set its fiscal year as January 1 through December 31st.

Rev.03/2012

SECTION 24 – TREASURER/ REIMBURSEMENT FROM THE REGIONAL COMMON FUND

A. PurposeTo provide a uniform means by which expenses are reimbursed to fraternity members.


1. The expenses/ reason for expenses must be approved by the Regional Minister, the vice-minister in his/her absence or in the unlikely situation where neither is available, a member of the Executive Council who will inform the minister as soon as possible.a. The Executive Council will be informed of expenses and

reimbursements by means of the Minister's Report and the Treasurer's Report

b. Expenses of $200.00 or greater require minister and treasurer's signature on the check.

c. Exceptions to approval1) office stationary,2) supplies,



3) postage4) materials, items less than $ 50.00

2. The form " The Secular Franciscan Order — To Provincial/ Regional Treasurer" will be completed and all pertinent receipts attached before sending to the Region Treasurer. (Form available on-line)

3. Any stipends received by the Seculars will be remitted to the Regional Co on Fund. The Request for Reimbursement with receipts, mileage, etc. will be submitted to the Treasurer prior to receiving a check.

4. When a minister or delegate visits a fraternity forming or emerging under his/her Fraternity, stipend and reimbursement should be the responsibility of the new group or emerging fraternity.a. Compensation should reflect the current cost of travel,

meals, etc. with mileage commensurate with the Regional Fraternity determination s guided by the IRS

b. If a hardship is incurred, the Regional minister should be notified the minister of the sponsoring fraternity

5. The Regional Executive Council will determine the rate of mileage reimbursement annually or as needed.

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SECTION 25 – VISITATION/ FRATERNITY/ COUNCIL SELF EVALUATION

A. Purposea To provide a tool by which the fraternity members can objectively

and subjectively evaluate the fraternityb To assist in assessing the needs and in making goals for the

fraternity.

B. Regional Specifics1. It is recommended that each local fraternity member take a prayerful

and honest look at the fraternity, the Council, the meetings and self on an annual basis.

2. The form can be completed anonymously.

3. The Council should consider the returned evaluation forms prayerfully and with an open mind and make changes as indicated. Consider our Rule, article 21; "The Council has the duty to guide and animate the fraternity. The Council is " the servant of the servants."

4. The Evaluation form is available on-line.

5. The Fraternity Council is to use this form as an individual preparation for Visitation to be completed and sent to the Regional Minister three weeks before the scheduled Visitation.

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SECTION 26 – WEBSITE/ REGIONAL

A. PurposeThe website has been designed to provide communication, information, resources from all levels of the Secular Franciscan Order, the Franciscan family and those seeking information about our Region.

B. Accessing the website1. Enter http://stjoanofarcregion.wordpress.com2. Click on desired topics and links

C. To send information to be posted on the website, use this e-mail address: [email protected]

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http://stjoanofarcregion.wordpress.com/


SECTION 27 – WITHDRAWALS / SUSPENSIONS

A. To provide guidelines for the withdrawal / suspension of professed members of the Secular Franciscan Order

B. The steps for withdrawal from the Order are outlined in the General Constitutions. 1. Article 56 — 1,2,3 2. Article 57 — 1,2 3. Article 58 — 1,2,3,4 4. Article 59 5. Article 60

C. Regional Specifics 1. The fraternity minister notifies the minister and secretary of the

higher level in writing and sends a copy of the withdrawal correspondence to each.

2. The Database Coordinator is notified by the local fraternity minister or delegate.

3. The Regional Secretary maintains the notification letter in the fraternity file.


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