Pastoral Plan: 3

3 Organisation: Appointment and duties of officers

3.1 THE COLLEGE OF BISHOPS

Cursillo in Scotland works in consultation with the College of Bishops.

3.2 THE SPIRITUAL DIRECTORS

3.2.1 The College of Bishops approves the appointment of the Provincial Spiritual Director, who is responsible to them for every aspect of Cursillo. The term of office shall be three years, which may be extended to a fourth year. The appointments of Provincial Spiritual Director and Provincial Lay Director should normally be made in different years, so that their terms of office do not coincide.

3.2.2 The Provincial Spiritual Director, in consultation with the College of Bishops, is the final approving authority for Secretariat matters. The Provincial Spiritual Director will appoint Spiritual Advisers for the three-day weekends. In the absence of a Bishop (or the Bishop's nominee), the Provincial Spiritual Director will preside at the closing eucharist of each Cursillo weekend and at other functions as the Bishop's representative.

3.2.3 Diocesan Spiritual Directors may be appointed by the bishop of the appropriate diocese for terms of three years, to support the role of Cursillo in their dioceses.

3.3 THE PROVINCIAL LAY DIRECTOR

3.3.1 The College of Bishops approves the appointment of the Provincial Lay Director in close consultation with the Provincial Spiritual Director, who will seek the advice of the Secretariat and others as appropriate. The term of office shall be three years, which may be extended to a fourth year.

3.3.2 The Provincial Lay Director is to convene and chair all meetings of the Secretariat. It is the Provincial Lay Director's responsibility to see that each member of the Secretariat fulfils what is entrusted to them, and to present an annual report to the College of Bishops on the work of Cursillo in the Province. The Provincial Lay Director, in consultation with the Spiritual Director and the Secretariat, shall be responsible for appointing the Lay Rector for a three-day weekend, and for other appointments, which shall be confirmed in writing. The Provincial Lay Director shall act as spokesperson for the Secretariat at weekend closing eucharists; shall be responsible for organizing Provincial Ultreyas; shall attend meetings of the British Anglican Cursillo Council (BACC) with the Provincial Spiritual Director and the BACC member for Scotland; and undertake such tasks as may be designated or approved by the Provincial Spiritual Director.

3.4 THE SECRETARIAT

3.4.1 The function of the Secretariat is to advise the Provincial Spiritual Director and the Provincial Lay Director in the leadership of Cursillo in the Province.

3.4.2 The Secretariat Includes a Treasurer, a Secretary, a Registrar (as required), and three other persons who will each lead one of the three main Cursillo Committees - Pre-Cursillo, Three-day weekend and Fourth Day. Other persons may be co-opted at the discretion of the Provincial Lay and Spiritual Directors, such as the Magazine Editor and Diocesan Representatives. Co-opted appointments shall be on an annual basis.

3.4.3 The term of office shall be three years. which may in exceptional circumstances be extended for one further term. To ensure continuity, appointments will be made so that terms of office expire in rotation.

3.4.4 No person may serve on the Secretariat for more than two terms of office, irrespective of the capacities in which they may have served, and may not then be appointed to the Secretariat until two years have elapsed.

3.4.5 Terms served on committees or in other capacities shall not exceed three years, but may be for a shorter time.

3.4.6 The Secretariat will meet as often as necessary to fulfil its duties and obligations, but not fewer than three times a year.

3.4.7 A meeting of the Secretariat may be held when the Provincial Spiritual Director and Provincial Lay Director (or their designated representatives) and no fewer than three other members are present

3.4.8 Other committees may be convened as required but will not have formal representation on the Secretariat. These other committees will be responsible to the Provincial Lay and Spiritual Directors who are ex-officio members of all committees.

3.5 THE SECRETARY

The Secretary shall deal with general correspondence, and record the minutes of all meetings. The minutes must be submitted to the Convener for approval, and distributed as soon as possible, but no later than one calendar month after the day of the last meeting. The Secretary is also responsible for sending out, prior to the next meeting, an agenda which will be drawn up in consultation with the Lay Director and the Spiritual Director.

3.6 THE TREASURER

The Treasurer shall administer the funds available to the Secretariat, and ensure that the Secretariat is informed of the current financial position of Cursillo in Scotland.

The Treasurer shall also be responsible for arranging the audit of the accounts (when deemed necessary) and for any returns requested by the Province.

The Treasurer will arrange to collect from the Observing Lay Rector any monies received during a given weekend, and will also arrange to pay for each weekend as negotiated with the venue. The Treasurer is also responsible for arranging supplies of petty cash as required, for example to the Lay Rector of a weekend.

3.7 THE COVENANT SECRETARY/RECORDER

A person other than the Treasurer may be responsible for processing and recording Covenants. This person does not have to be a member of the Secretariat.

3.8 THE REGISTRAR/ADDRESS LIST KEEPER

3.8.1 The Registrar or an Address List Keeper shall be responsible for keeping a Register of all "cursillistas" in the Province.

3.8.2 Applications for a weekend will be made to the Registrar who will ensure that each application complies with the Attendance Criteria laid down in Section 4 of the Pastoral Plan, and with the guidelines of the Provincial Spiritual and Lay Directors. The Registrar will acknowledge each application. A list indicating the name, address, parish and sponsor of each participant will be sent to the Lay Rector to contact them and their sponsors, and published about a month before the weekend.

3.9 AMENDMENT TO PASTORAL PLAN

Any proposed amendment is subject to the approval of the College of Bishops, and should, in the first instance, be submitted in writing to the Secretariat.

Pastoral Plan sections: 1 | 2 | 3 | 4