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By-Laws

BY-LAWS

1. Annual General Meeting
2. General Chairperson
3. Resolutions
4. Annual General Meeting Agenda
5. Motions
6. Annual General Meeting Prayers
7. Annual Plenary Meeting of the Board of Governors
8. Annual Plenary Meeting Agenda
9. Non-Board Attendees of Board Meetings
10. Non-Board Attendees of Board Meetings Reimbursement
11. Office of the President
12. Office of the Vice-President
13. Office of the Secretary
14. Office of the Treasurer
15. Board of Governors
16. Office of the Executive Coordinator
17. Election of Officers
18. Convention Speaker Suggestions by Members
19. Amendment of By-Laws, Guidelines
20. Amendment of By-Laws, Effective Dates


1. The Annual General Meeting of the Society shall be held preferably in the month of October for at least two full days.
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2. As specified in No. 11 of the By-Laws, it shall be the responsibility of the President to appoint a General Chairperson and Press Officer for each general meeting. The Board of Governors shall delegate or appoint the Office of the Executive Coordinator, a committee, an independent contractor or other appropriate person or entity to carry out the following duties under the general direction of the General Chairperson:
  1. To make detailed arrangements with the hotel or other establishment where the general meeting will be held.
  2. To arrange for the printing of the announcements, notices, programs, and other material incidental to the meeting.
  3. To send out notice of the general meeting as provided in Article VI, no. 2 of the Constitution.
  4. To submit to the Treasurer the receipts of the general meeting for deposit and the expenses incurred for payment.
  5. Upon the advance request of a speaker to prepare copies of material for members attending the general meeting.
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3. (a) Resolutions should be submitted to the Committee on Resolutions as early as possible and at least six weeks before the opening of the convention so that the proposed resolutions may be sent to the members of the Society for their consideration. Normally, this will be done when the material for the convention is mailed out about one month prior to the convention. The membership of the Society is encouraged to consider the resolutions when they receive them and to send any remarks to the Resolutions Chairperson.

(b) Resolutions shall be subject to the following criteria:
  1. They shall be positive in nature, and in keeping with the scope, purpose and resources of the Society.
  2. Their content shall be simple, precise, direct and in language befitting a professional society; vague or ambiguous phrases should be avoided, and "whereas" clauses should be kept at a minimum.
(c) An announcement shall be made at the beginning of the convention providing an opportunity to the members to submit proposed resolutions to the Committee on Resolutions before the resolutions hearing. The committee will normally have available duplicating equipment and will offer its assistance to the authors of resolutions in providing copies of the text for all the members.

(d) During the convention, at least one day prior to the day on which voting will take place, the committee shall conduct a resolutions hearing for the purpose of discussion of resolutions previously proposed. At this hearing, additional resolutions may be introduced and discussed. These resolutions should be presented in writing and, if possible, with copies for the members present.
Priority in discussion at the hearing shall be given to proposals submitted in advance to the Committee on Resolutions and presented by that committee.

(e) The Committee on Resolutions has the right and obligation to reformulate resolutions after the hearing in the light of the discussions, unless the author of the resolution has specifically stated that he/she wishes to prepare the final form of the resolution.

(f) At the annual business meeting at the convention, the Committee on Resolutions shall report only those resolutions presented prior to the conclusion of the resolutions hearing, except as provided for in the following paragraph.

(g) During the annual business meeting, before the resolutions previously discussed at the hearing are presented, a member, on being recognized by the chair, may propose a new resolution for consideration. The member shall read the resolution and explain it briefly and then submit one copy of the resolution in writing.
Two-thirds of those present and voting may agree to consider the proposed resolution. If consideration of such an added resolution is approved, it shall be discussed and voted upon after the other resolutions have been discussed and voted upon.
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4. At the session or sessions of the Annual General Meeting at which the business of the Society shall be conducted, the agenda shall include:
  1. The reading of the minutes of the latest general meeting;
  2. The election of Officers in accordance with the relevant Articles of the Constitution and By-Laws;
  3. A report of the activities of the Society during the past year by the President, or, the President being absent, by the presiding officer;
  4. A financial report from the Treasurer; (and)
  5. The consideration of any unfinished business and the consideration of any new business proposed by the chair, or by active members of the Society from the floor.
This agenda may be changed, and/or any of the above items omitted by a majority vote of the active members present at the session and voting.
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5. Any active member may offer a motion requesting that a non-member be allowed to address the assembly from the floor, but such a motion must receive the approval of two-thirds of the active members present and voting.
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6. At each session of the Annual General Meeting an opening and closing prayer shall be offered.
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7. The Annual Plenary Meeting of the Board of Governors shall be used to conduct the affairs of the Society. To this meeting the President shall invite those chairpersons of committees, as well as any other member of the Society, whose presence, at the President's discretion, would be necessary or helpful to the transaction of the business at hand.
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8. The meeting of the Board of Governors held immediately prior to the Annual General Meeting of the Society in accord with Article VI, No. 5 shall review the final arrangements of that meeting and consider other imminent matters. To this meeting the President may invite any other members of the Society who may be helpful to fulfill the purposes of the meeting.
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9. Everyone who attends meetings of the Board of Governors shall have a right to take part in all discussions but only the members of the Board shall vote and make decisions respecting the matters discussed.
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10. All who attend the Annual Plenary Meeting of the Board of Governors or other special meetings, other than the one prior to the Annual General Meeting of the Society, shall have their expenses for transportation, room, and board defrayed from the Treasury of the Society.
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11. The office of the President shall include the general duties named in Article VII of the Constitution, and the following specific duties:
  1. To appoint, with the approval of the Board of Governors, a General Chairperson and a Press Officer for the Annual General Meeting;
  2. To offer, or provide for the offering of a Mass for the living and deceased members of the Society on the occasion of the Annual General Meeting; (and)
  3. To select the time and place of the Annual Plenary Meeting of the Board of Governors and to extend invitations to all persons eligible to attend the meetings of the Board.
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12. The Office of the Vice-President shall include the duties outlined in Article VII of the Constitution as well as any other duties assigned by the President. These shall include, but not be limited to, the supervision and coordination of all committees of the Society in the name of the Board of Governors, and the regular reporting of the progress of each to the Board of Governors.
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13. The Office of Secretary shall include the general duties named in the Constitution.
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14. The Treasurer shall:
  1. Make a full report of the receipts and disbursements of the year at the Annual General Meeting of the Society.
  2. Supervise and be responsible for the overall financial operations of the Society.
  3. Review the investment instruments of the Society.
  4. Chair Resource and Asset Management Committee.
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15. The Board of Governors shall have the following specific duties in addition to the general duties named in the Constitution.
  1. To receive the recommendations of the Committee on Convention Planning.
  2. To determine the honoraria for the symposia and special study participants as well as for the speakers at the Annual General Meeting in accord with Article X, no. 5b of the Constitution.
  3. To examine the evaluation of the Annual General Meeting prepared by the Committee on Convention Planning in accord with Article X, no. 5c of the Constitution.
  4. To determine the registration fee for the annual General Meeting of the Society. This fee should be sufficient to meet the cost of the meeting.To determine the recipients of the annual Canon Law Society of America Role of Law Award. The following criteria shall be used:
    1. Embodiment of pastoral attitude
    2. Commitment to research and study
    3. Participation in development of law
    4. Response to needs or practical assistance
    5. Facilitation of dialogue and the interchange of ideas within the Society and with other groups
    6. The recipients shall not be anyone currently serving on the Board of Governors
  5. To receive applications for active membership from other practitioners in canon law who demonstrate a broadly based competence in canonical issues, in accord with Article III, no. 2 of the Constitution and to determine by a two-thirds majority vote whether or not they qualify for active membership. Such applicants are required:
    1. to be sponsored and personally recommended by an active member
    2. to hold an advanced degree;
    3. to have at least five years experience in canon law;
    4. and to have been an associate member of the Canon Law Society of America for at least three years.
The decision of the Board of Governors will be communicated to the applicant and to the sponsor.
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16. The Executive Coordinator is the authorized agent for the Canon Law Society of America in all matters for which such agency is required, unless the Board of Governors or officers of the Society shall determine otherwise in particular cases. The Executive Coordinator is authorized to finalize contracts for facilities and make other legal arrangements for the Annual General Meetings on behalf of the Society after consulting with the General Chairperson and the President.
Specifically, the duties of the Executive Coordinator shall include the following:
  1. The Executive Coordinator shall maintain an office for the CLSA. Included in the services of this office shall be the following:
    1. To keep a current list of the names and addresses of the active, associate and honorary members of the Society. This list shall be made available upon request to any member, at the latter's expense, provided the use of the list be for the purpose of the Society.
    2. To maintain the files of the Society on a current basis and serve as liaison with the archives of the Society.
    3. To see to it that notice of the Annual General Meeting is sent to the membership.
  2. The Executive Coordinator shall see to the publication and distribution of the Proceedings of the Annual General Meetings, and shall also compose and see to the distribution of the Newsletter on a regular basis, and the publication and distribution of various special reports to the membership as directed by the Board of Governors.
  3. The Executive Coordinator shall serve as liaison between the CLSA and the staff of the NCCB, the NCCB Canonical Affairs Committee, other professional societies within the Church, and other groups designated by the President or Board.
  4. The Executive Coordinator shall be responsible for publicity and public relations for the Society.
  5. Collect and disburse all funds of the Society.
  6. Send notice to those active and associate members who become delinquent in the payment of their dues.
  7. Deposit in the name of and to the credit of the Society all monies and other valuables of the Society in banks and trust companies or the like approved by the Board of Governors.
  8. Keep the accounts of the Society in books designated for that purpose.
  9. To keep an account of monies received and expenses incurred in connection with the General Meeting.
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17. The elections of officers of the Society will be carried out in accordance with Article IX of the Constitution. The method of election follows:
For the election of single offices:
  1. The results shall be determined by an absolute majority of the active members present and voting. If an absolute majority is not reached on the first ballot, the names of those receiving the two highest number of votes shall again be proposed to the electorate. In case of a tie for any of the offices, one more ballot shall be taken for that office in which the tie resulted.
For the election of the Consultors:
  1. There shall be at least four nominees for the office of Consultor, plus any others who may be nominated from the floor. Members shall, on one ballot, vote for two Consultors. If anyone names the same Consultor twice, that vote for this office shall be considered invalid. An election shall be determined by an absolute majority of the active members present and voting.
    1. If an absolute majority is not reached by anyone on the ballot, the names of the top three candidates shall again be proposed to the electorate. Again the membership shall vote for two candidates. The two with the highest number of votes are considered elected.
    2. If in the first ballot only one person receives an absolute majority, the other top two candidates shall be placed on the second ballot. The two with the most number of votes are considered elected.
    3. If on the first ballot there are three or four persons who have a majority of the votes, the two with the most votes shall be considered elected.
  2. Any ties not taken care of in the above procedure shall be resolved by lot.
  3. The ballot for the election of all Officers and Consultors shall be prepared by the Office of the Executive Coordinator before the Annual General Meeting. Extra nominations for all offices shall take place before any office is voted on. After all the nominations have taken place, the members will mark their ballots, thereby voting for all offices at one time. The run-off elections, if necessary, shall be held by using unprinted ballots, but again all at one time.
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18. It is the right of the active members to suggest in writing to the Committee on Convention Planning the names of speakers and topics for the Annual General Meeting. It is the right of active members to suggest in writing to the Board of Governors proposals for research and study.
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19. To amend these By-Laws there is needed the approval of the Board of Governors and the consent of a majority of the active members present and voting at the Annual General Meeting at which the amendment is proposed. Without the approval of the Board of Governors, these By-Laws may be amended in the same manner as the Constitution itself in accordance with the provisions of Article XII:
  1. That the proposal to amend the Constitution has been filed by an active member with the Secretary at least three months prior to the Annual General Meeting of the Society at which that member intends his proposal to be submitted.
  2. That notice of the proposed amendment has been sent to each active member of the Society at the last known mailing address not less than one month in advance of that Annual General Meeting mentioned in No. 1a of this Article.
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20. Amendment of these By-Laws shall become effective at the close of the general meeting at which the amendment was adopted.
AS AMENDED
OCTOBER 22, 1980, OCTOBER 10, 1984,
OCTOBER 12, 1988, OCTOBER 11, 1989,
OCTOBER 16, 1991, OCTOBER 14, 1992,
OCTOBER 12, 1994, OCTOBER 18, 1995,
OCTOBER 9, 1996, OCTOBER 15, 1997,
 OCTOBER 11, 2006, and OCTOBER 15, 2008.
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