Article I: The Name
The community shall be known as The Hospitallers of St. Martin of Tours, Veteran (or The Hospitallers of St. Martin).
Article II: Purpose
The Hospitallers of St. Martin is an inclusive monastic Community, as defined by The Episcopal Church, that focuses on Christian prayer, hospitality, and reconciliation for veterans and all those affected by war, poverty, and violence.
Article III: Obedience
The Hospitallers of St. Martin observes the doctrine, discipline, and worship of The Episcopal Church as the supreme authority under which it functions in obedience. The doctrine and worship of The Episcopal Church is set forth in the Book of Common Prayer, and authorized additions and supplements thereto. The discipline of the Episcopal Church is set forth in its Constitution and Canons.
Article IV: Governing Documents
Section 1. The three documents by which the members of the Hospitallers of St. Martin shall be governed are the Rule of Life, this Constitution, and the Bylaws.
Section 2. The amendment of the Rule of Life or the Constitution shall require the following majorities of the Council held at the Annual Meeting:
The Rule requires a seven-eighths majority for amendment.
The Constitution requires a three-fourths majority for amendment except for those clauses requiring a greater majority for action; in which cases the same majority required for action shall be required for amendment. This exception itself may only be amended by the largest such majority required in any clause of the Constitution.
Proposed amendments of the Rule of Life or the Constitution must be submitted to the Secretary, in writing, no less than 45 days prior to the beginning of the annual Community Meeting.
All amendments to the Rule of Life or the Constitution and actions of Annual Meeting become effective immediately upon the adjournment of the meeting at which they are adopted, unless an alternative effective date is specified in the enabling resolution.
Section 3. The Bylaws will provide working level procedures and remain as a “living document” that provides enough flexibility to address the needs of a growing community.
The Bylaws shall be the responsibility of the Secretary.
Changes to the bylaws requires a simple majority to of the active membership.
Voting on changes to the bylaws can be done in person, by email, other electronic methods, or other methods deemed appropriate by the Leadership Committee.
Article V: Governing structure
Section 1. Leadership Committee
The Leadership Committee will consist of the Prior, Community Treasurer, Community Secretary, Cellarer, each of the Brothers/Sisters Provincial, Director of Vocations, and Director of Education, and the Bishop Visitor.
Section 2. Bishop Visitor
The Visitor is the guardian of the Constitution of the community, and is the guarantor to the church at large of the community’s sound administration, stability, and right to confidence.
The Visitor is the final court of appeal, for the issues of its discipline
Though lead by the Prior, the Visitor shall act as an advisor to the Leadership Committee
The Prior will report to the Visitor annually on the work of the community.
The Community and its leaders may seek the advice, guidance, and counsel of the Visitor.
Upon the occurrence of a vacancy in the office of Visitor, the Prior shall invite members of the community to nominate bishops determined by the nominators to be willing to serve as Visitor.
Council shall elect a Visitor from among the nominees presented.
Section 3. Prior
The Prior shall guide the Hospitallers of St. Martin with love and affection, with patience, quietude, humility and justice, and being mindful of the selfless service of St. Martin to his flock.
A Prior must be an active Life Professed sister or brother, an Episcopalian, and a veteran. He/she shall be elected to a term of six (6) years by a three-fourths majority vote of Membership. A Prior so elected may serve unlimited successive terms. The election of a Prior shall take place at the Annual Meeting of the membership at or following which a vacancy in the office occurs.
If at any time any official desires to resign their office for any reason, they must notify the Leadership Committee in writing.
The Prior, when present, shall serve as chair to the annual membership meetings, and any meeting of the Leadership Committee. He/she may appoint a Professed Member of the community to act as chair.
When acting as chair the Prior may vote to break or make a tie. The Prior has veto power over any action of Committee, but that veto may be overridden by a two-thirds majority vote of the respective body.
Section 4. Brother/Sister Provincial
When a region has three (3) or more active members a Brother/Sister Provincial may be elected. The Brother/Sister Provincial will be elected to a term of five (5) years by a majority vote of Membership of that province. A Brother/Sister Provincial so elected may serve unlimited successive terms. The Brother/Sister Provincial shall guide and represent his/her province with love and affection, with patience, being mindful of the selfless service of St. Martin to his flock. The Brother/Sister Provincial will reside in the province for which they are responsible. The duties of the Cellarer fall to the Brother/Sister Provincial of the Province in which the Annual Meeting is being held. This can be done by the Brother/Sister Provincial or he/she can assign it to another active member or committee within their province; however, the responsibility is ultimately the responsibility of the Province.
Section 5. Community Treasurer
The Treasurer shall be elected by a majority vote at the Annual Meeting for a term of four (4) years, where a quorum has been reached. A Treasurer can be elected to unlimited successive terms. The office can be filled by any active member. The Treasurer will be the custodian of all funds to include establishing and maintaining a bank account in the name of the community Chapter. He/she will ensure that income and expenses are maintained and recorded according the Bylaws. The Treasurer will provide a complete financial report thirty (30) days prior to the Annual Meeting according to the Bylaws. He/she will designate a person or committee to audit the financial records sixty (60) days prior to the Annual Meeting in which the office of Treasurer will be elected.
Section 6. Community Secretary
The Secretary shall be elected by a majority vote at the Annual Meeting for a term of four (4) years, where a quorum has been reached. A Secretary can be elected to unlimited successive terms. The office can be filled by any active member. The secretary will be the custodian of the Rule of Life, Constitution, and Bylaws for the community. He/she will ensure that all documents are maintained according the Bylaws. The Secretary will provide any proposed updates that required a vote at the Annual Meeting (30) days prior to that meeting according to the Bylaws. The Secretary will appoint individuals or committees to sections of the Bylaws.
Section 7. Director of Vocations
The Director of Vocations will be elected to a term of three (3) years by a majority vote of the quorum at Annual Meeting. A Director of Vocations can be elected to unlimited successive terms. The Director of Vocations is responsible for the maintenance of the procedures by which applicants come into contact with the community. The Director of Vocations is responsible for defining and managing the membership process as defined in the bylaws. The Director of Vocations will shepherd individuals through process, assuring both procedural and spiritual needs are being addressed. He/she is responsible for working with the Secretary to assure that the sections of the Bylaws that affect membership are maintained.
Section 8. The Director of Education
The Director of Education will be elected to a term of three (3) years by a majority vote of the quorum at Annual Meeting. A Director of Education can be elected to unlimited successive terms. The Director of Education is responsible for the education programs that affect all members of the community. The Director of Education shall appoint an Education Committee and head its activities in the development of the educational program of the community. The Education Committee shall plan the tactical retreat and workshops for succeeding annual membership meeting.
Section 9. The Cellarer
The Cellarer will be elected for a term of three (3) years by a majority vote of the quorum at Annual Meeting. The Cellarer can be elected to unlimited successive terms. The Cellarer is responsible for the provisioning of meetings, retreats, and other gatherings of the community. The Cellarer will make every effort to address the needs of those attending events being planned (e.g. healthy food choices, non-alcoholic beverages). The Cellarer will create and maintain the section of the bylaws that address planning and administration of events.
Section 10. Other Offices
Other offices not named in this Article may be created and appointed by the Leadership Committee, to assist in the operation of the community, and for well-being of the membership.
If an office or position is created, a description of roles and responsibilities will be written and made available to the membership.
If the office or position is to last more than two years, the roles and responsibilities will be added to the bylaws.
Article VI: Provinces
Section 1. Provinces
Council may establish provinces of the community. All provinces will approximate (as nearly as possible) the Provincial lines of the Episcopal Church or churches in communion with it, and shall be referred to by the same designation as used by the church.
A minimum of four active Professed Members resident in a province of the church is required for designation as a province of the community.
Members resident in provinces of the church which do not have the sufficient number for the formation of a province of the community are assigned as extra-Provincial members of the nearest or most convenient province of the Hospitallers of St. Martin, as determined by Council.
Should the number of members in a province fall below four, Council may decide to dissolve the province, relieving the Brother/Sister Provincial of the province of his or her duties and authorities. If dissolved, the members of the former province will be assigned as extra-Provincial members in accordance with the foregoing.
Section 2. Provincial Leadership
Brother/Sister Provincial shall be active Professed Members elected by the voting members in the applicable province, with the consent of committee. The Brother/Sister Provincial will lead the province for which he/she is elected in consultation with the Prior and the Bishop Visitor. The Brother/Sister Provincial shall make an annual report to the committee on the activities of their individual provinces as described in the bylaws
Provincial Chaplains shall be deacons, priests, or bishops of the Episcopal Church or church in communion with it who may be appointed by the Provincial to serve as confessors and counselors to the members in that province.
Other positions can be created as needed in consultation with the Prior. Positions may include a structure that mirrors the Leadership Committee.
Article VII. Of Rules of Order and the Conduct of Meetings
Section 1. The latest edition of Robert’s Rules of Order, except as superseded by the Constitution or duly modified, shall be the rules of order governing conduct of meetings.
Section 2. In the absence of the Prior or the Prior’s designee, the senior Professed Member shall chair the meeting or appoint an active Professed Member as chair. The appointed chair may vote to break or make a tie.
Section 3. A quorum shall consist of two-thirds of the active members, either present, or voting in absentia .
Section 4. Majorities are to be determined based upon the number of votes cast in a given ballot.
Section 5. In all decisions, absent brothers/sisters may vote by telephone, letter, or other electronic methods.
Section 6. All elections are to be by secret ballot.
Article VIII: Membership
Section. 1 Classes of Membership
Membership in the Hospitallers of Saint Martin shall consist of Professed Members and Oblate Members, as defined by the Rule of Life and any implementing guidelines approved by the Community.
Professed Members are those who have taken vows under the Rule and participate in the governance of the Community.
Oblate Members are those living under modified vows in the spirit of the Rule.
Section 2. Active and Inactive Status
Members of any class shall be considered Active if they:
Maintain contact at least annually with the Prior, Secretary, or another Professed Member who can vouch for their continued observance of the Rule of Life; and
Respond to reasonable attempts at communication from the Community within a period of twelve (12) months.
Members who fail to meet these conditions shall be placed on Inactive Status, after reasonable notice and opportunity to respond.
Inactive Members:
Shall not be counted for quorum or voting purposes;
May not hold office or represent the Community publicly; but
May be restored to Active Status at any time upon renewed contact and affirmation of commitment to the Rule.
Section 3. Reduction or Censure
When a Professed Member persistently neglects the obligations of the Rule or fails to maintain communication, the Chapter may, after due notice:
Reduce the member to Oblate status by majority vote; or
Suspend the member’s participation in governance for a term determined by the Community.
The Bishop Visitor shall be notified of any reduction or suspension, and may offer counsel or mediation if warranted.
Section 4. Resignation or Removal
A member may resign in writing at any time.
A member who fails to respond to communication for twenty-four (24) months and cannot be vouched for by another member shall be deemed to have resigned ipso facto, subject to confirmation by the Chapter.
All items of the Customary—including any habit, insignia, cross, medal, seal, or emblem identifying the Hospitallers of Saint Martin—are and shall remain the property of the corporation, issued to members as a sign of their active status and good standing.
Upon resignation, reduction, suspension, or removal, the member shall, upon written request of the Prior or Secretary, return all items of the Customary within thirty (30) days.
No person shall manufacture, reproduce, or publicly display the Customary or any part thereof without the written consent of the Prior or Governing Board.
Section 5. Restoration
Any member who has been placed on Inactive Status or reduced in rank may be restored by majority vote of the Chapter upon renewed communication and demonstration of intent to live by the Rule.