CHRISTIAN COUNCIL FOR RECONCILIATION: PRISON MINISTRY/CONSEIL

Theological Preamble

God is Holy Mystery, beyond complete knowledge, and above perfect description. God seeks relationship with God’s people.

     God creates the universe and with it the possibility of being and relating.

     God tends the universe, mending the broken and reconciling the estranged.

     God enlivens the universe, guiding all things toward harmony with their Source.

In and with God we seek to live our lives in right relationship with each other and with God. We seek to discover our place as one thread in the fabric of life. We seek to recognize all people as kin, made in the image of God.

We recognize and name the brokenness in human life and community that is caused by crime. 

We recognize that we are all touched by this brokenness and we seek to be agents of God’s reconciling love.

We proclaim that evil does not - cannot - undermine or overcome the love of God.  We proclaim that God forgives and calls all of us to confess our fears and failings with honesty and humility.

We proclaim that God reconciles and calls us to repent the part we have played in damaging our world, ourselves and each other.

We proclaim that God transforms and calls us to protect the vulnerable, to pray for deliverance from evil, to work with God for the healing of the world, that all might have abundant life.

We follow the Way of Jesus and join in this work with others who proclaim the same love he lived: justice and peace, forgiveness and reconciliation, hope and promise. ¹

Mission Statement

To promote reconciliation between the prisoner and God, the prisoner and his/her family, the prisoner and self and the prisoner and others.

Vision Statement

To provide opportunities to experience God’s healing love, leading to reconciliation for prisoners, their families and the community.

CHRISTIAN COUNCIL FOR RECONCILIATION: PRISON MINISTRY/CONSEIL

BY-LAW NUMBER 1

Corporate Seal.

1. The seal, an impression whereof is stamped in the margin hereof, shall be the seal of the corporation.

Head Office

2. Until changed in accordance with the Act, the Head Office of the corporation shall be in the Town of Springhill, in the County of Cumberland and Province of Nova Scotia.

Conditions of Membership

3. Membership in the corporation shall be limited to persons, associations and corporations interested in furthering the objectives of the corporation and in the welfare of prisoners and their families; and shall consist of any person, association or corporation whose application for admission as a member has received the approval of the board of directors of the corporation.

4. Membership fees or dues, if any, shall be set by the board of directors, and may vary depending on whether the type of member, ie. individual, association (not-for-profit) or corporation.

5. Any member may withdraw from the corporation by delivering to the corporation a written resignation and lodging a copy of same with the secretary of the corporation.

6. Any member may be required to resign by a vote of three-quarters (3/4) of the members at an annual meeting.

Members’ Meetings

7. The annual or any other general meeting of the members shall be held at the head office of the corporation or at any place in Canada as the board of directors may determine and on such day as the said directors shall appoint.

8. At every annual meeting, in addition to any other business that may be transacted, the report of the directors, the financial statement and the report of the auditors shall be presented and auditors appointed for the ensuing year. The members may consider and transact any business either special or general at any meeting of the members. The board of directors or the president or vice-president shall have power to call, at any time, a general meeting of the members of the corporation. The board of directors shall call a special general meeting of members on written requisition of members carrying not less than 5% of the voting rights. Fifteen (15) members present in person at a meeting will constitute a quorum.

9. Only individual members shall be entitled to vote at members’ meetings.

10. Fourteen (14) days’ written notice shall be given to each voting member of any annual or special general meeting of members. Notice of any meeting where special business will be transacted shall contain sufficient information to permit the member to form a reasoned judgment on the decision to be taken. Notice of each meeting of members must remind the member if he or she has the right to vote by proxy.

11. Each voting member present at a meeting shall have the right to exercise one vote. A member may, by means of a written proxy, appoint a proxy holder to attend and act at a specific meeting of members, in the manner and to the extent authorized by the proxy. A proxy holder must be a member of the corporation.

12. A majority of the votes cast by the members present and carrying voting rights shall determine the questions in meetings except where the vote or consent of a greater number of members is required by the Act or these By-Laws.

13. No error or omission in giving notice of any annual or general meeting or any adjourned meeting, whether annual or general, of the members of the corporation shall invalidate such meeting or make void any proceedings taken thereat and any member may at any time waive notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat. For purpose of sending notice to any member, director or officer for any meeting or otherwise, the address of the member, director or officer shall be his or her last address recorded on the books of the corporation.

Board of Directors

14. The property and business of the corporation shall be managed by a board of directors, comprised of a minimum of six and no more than fifteen directors. The number of directors shall be determined from time to time by a majority of the directors at a meeting of the board of directors and sanctioned by an affirmative vote of at least two-thirds (2/3) of the members at a meeting duly called for the purpose of determining the number of directors to be elected to the board of directors. Directors must be individuals, 18 years of age, with power under law to contract. Directors need not be members.

15. Directors shall be elected for a term of 1 year by the members at an annual meeting of members.

16. The office of director shall be automatically vacated:

a. if at a special general meeting of members, a resolution is passed by 2/3 of the members present at the meeting that he or she be removed from office;

b. if a director has resigned his or her office by delivering a written resignation to the secretary of the corporation;

c. if he or she is found by a court to be of unsound mind;

d. if he or she becomes bankrupt or suspends payment or compounds with his or her creditors;

e. on death;

provided that if any vacancy shall occur for any reason in this paragraph contained, the board of directors by majority vote, may, by appointment, fill the vacancy.

17. The directors shall serve as such without remuneration and no director shall directly or indirectly receive any profit from his or her position as such; provided that a director may be paid reasonable expenses incurred by him or her in the performance of his or her duties. Nothing herein contained shall be construed to preclude a director from serving the corporation as an officer or in any other capacity and receiving compensation therefor.

18. A retiring director shall remain in office until the dissolution or adjournment of the meeting at which his or her retirement is accepted.

Conflict of Interest

19. Directors who have or could reasonably be seen to have a conflict of interest have a duty to declare this interest. The declaration should be made to the board of directors:

a. upon nomination; or b. if serving as a director, when the possibility of a conflict is realized.

A conflict of interest does not prevent that person from serving as a director provided that he or she withdraws from the discussion and decision making on matters where the conflict exists. The withdrawal shall be recorded in the minutes.

Power of Directors

20. The directors of the corporation may administer the affairs of the corporation in all things and make or cause to be made for the corporation, in its name, any kind of contract which the corporation may lawfully enter into and, save as hereinafter provided, generally, may exercise all such other powers and do all such other acts and things as the corporation is by its charter or otherwise authorized to exercise and do.

21. The directors shall have power to authorize expenditures on behalf of the corporation from time to time and may delegate by resolution to an officer or officers of the corporation the right to employ and pay salaries to employees. The directors shall have the power to enter into a trust arrangement with a trust company for the purpose of creating a trust fund in which the capital and interest may be made available for the benefit of promoting the interest of the corporation in accordance with such terms as the board of directors may prescribe.

22. The board of directors is hereby authorized, from time to time:

a. to borrow money upon the credit of the corporation, from any bank, corporation, firm or person, upon such terms, covenants and conditions at such times, in such sums, to such an extent and in such manner as the board of directors in its discretion may deem expedient;

b. to limit or increase the amount to be borrowed;

c. to issue or cause to be issued bonds, debentures or other securities of the corporation and to pledge to sell the same for such sums, upon such terms, covenants and conditions and at such prices as may be deemed expedient by the board of directors; and

d. to secure any such bond, debentures or other securities, or any other present or future borrowing or liability of the corporation, by mortgage, hypotec, charge or pledge of all or any currently owned or subsequently acquired real and personal, moveable and immovable, property of the corporation, and the undertaking and rights of the corporation.

23. The board of directors shall take such steps as they may deem requisite to enable the corporation to acquire, accept, solicit or receive legacies, gifts, grants, settlements bequests, endowments and donations of any kind whatsoever for the purpose of furthering the objectives of the corporation.

24. The board of directors may appoint such agents and engage such employees as it shall deem necessary from time to time and such persons shall have such authority and shall perform such duties as shall be prescribed by the board of directors at the time of such appointment.

25. Remuneration for all officers, agents and employees and committee members shall be fixed by the board of directors by resolution.

26. The board of directors may establish such committees or agencies as it may from time to time desire in fulfillment of its objects. Such committees or agencies shall be responsible to the Board of Directors and will be subject to such by-laws, rules and regulations as the Board of Directors may from time to time enact.

Directors’ Meetings

27. Directors’ Meetings shall be determined by the directors provided that 48 hours written notice of such meeting shall be given, other than by mail, to each director. Notice by mail shall be sent at least 14 days prior to the meeting. There shall be at least one (1) meeting per year of the board of directors. No error or omission in giving notice of any meeting of the board of directors or any adjourned meeting of the board of directors of the corporation shall invalidate such meeting or make void any proceedings taken thereat and any director may at any time waive notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat. Each director is authorized to exercise one (1) vote.

28. A majority of directors in office plus one, from time to time, but no less than four directors, shall constitute a quorum for meetings of the board of directors. Any meeting of the board of directors at which a quorum is present shall be competent to exercise all or any of the authorities, powers and discretions by or under the by-laws of the corporation.

Indemnities to Directors and Others

29. Every director of the corporation and their heirs, executors and administrators, and estates and effects, respectively, shall from time to time and at all times, be indemnified and saved harmless out of the funds of the corporation, from and against:

a. all costs, charges and expenses which such director, sustains or incurs in or about any action, suit or proceedings which is brought, commenced or prosecuted against him or her, or in respect of any act, deed, matter of thing whatsoever, made, done or permitted by him or her, in or about the execution of the duties of his or her office or in respect of any such liability;

b. all other costs, charges and expenses which he or she sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges, or expenses as are occasioned by his or her own wilful neglect or default.

Officers

30. The officers of the corporation shall be a president, vice-president, secretary and treasurer and any such other officers as the board of directors may by by-law determine. Any two offices may be held by the same person. Officers need not be directors, nor members.

31. Officers of the corporation shall be appointed by resolution of the board of directors at the first meeting of the board of directors following an annual meeting of members.

32. The officers of the corporation shall hold office for one (1) year from the date of appointment or election or until their successors are elected or appointed in their stead. Officers shall be subject to removal by resolution of the board of directors at any time.

Duties of Officers

33. The president shall be the chief executive officer of the corporation. He or she shall preside at all meetings of the corporation and of the board of directors. He or she shall have the general and active management of the affairs of the corporation. He or she shall see that all orders and resolutions of the board of directors are carried into effect.

34. The vice-president shall, in the absence or disability of the president, perform the duties and exercise the powers of the president and shall perform such other duties as shall from time to time be imposed upon him or her by the board of directors.

35. The treasurer shall have the custody of the funds and securities of the corporation and shall keep full and accurate accounts of all assets, liabilities, receipts and disbursements of the corporation in the books belonging to the corporation and shall deposit all monies, securities and other valuable effects in the name and to the credit of the corporation in such chartered bank or trust company, or, in the case of securities, in such registered dealer in securities as may be designated by the board of directors from time to time. He or she shall disburse the funds of the corporation as may be directed by proper authority taking proper vouchers for such disbursements, and shall render to the president and directors at the regular meeting of the board of directors, or whenever they may require it, an accounting of all the transactions and a statement of the financial position, of the corporation. He or she shall also perform such other duties as may from time to time be directed by the board of directors.

36. The secretary may be empowered by the board of directors, upon resolution of the board of directors, to carry out his or her affairs of the corporation generally under the supervision of the officers thereof and shall attend all meetings and act as clerk thereof and record all votes and minutes of all proceedings in the books to be kept for that purpose. He or she shall give or cause to be given notice of all meetings of the members and of the board of directors, and shall perform such other duties as may be prescribed by the board of directors or president, under whose supervision he or she shall be. He or she shall be custodian of the seal of the corporation.

37. The duties of all other officers of the corporation shall be such as the terms of their engagement call for or the board of directors requires of them.

Committees

38. The board of directors may appoint committees whose members will hold their offices at the will of the board of directors. The directors shall determine the duties of such committees and may fix by resolution, any remuneration to be paid.

Executive Committee

39. There shall be an executive committee composed of directors who shall be appointed by the board of directors. The executive committee shall exercise such powers as are authorized by the board of directors. Any executive committee member may be removed by a majority vote of the board of directors. Executive committee members shall receive no remuneration for serving as such, but are entitled to reasonable expenses incurred in the exercise of their duty.

40. Meetings of the executive committee shall be held at any time and place to be determined by the members of such committee provided that forty-eight (48) hours written notice of such meeting shall be given, other than by mail, to each member of the committee. Notice by mail shall be sent at least 14 days prior to the meeting. No less than 2 members of such committee shall constitute a quorum. No error or omission in giving notice of any meeting of the executive committee or any adjourned meeting of the executive committee of the corporation shall invalidate such meeting or make void any proceedings taken thereat and any member of such committee may at any time waive notice of such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat.

Execution of Documents

41. Contracts, documents or any instruments in writing requiring the signature of the corporation, shall be signed by any two officers and all contracts, documents and instruments in writing so signed shall be binding upon the corporation without any further authorization or formality. The directors shall have power from time to time by resolution to appoint an officer or officers on behalf of the corporation to sign specific contracts, documents and instruments in writing. The directors may give the corporation’s power of attorney to any registered dealer in securities for the purpose of the transferring of and dealing with any stocks, bonds and other securities of the corporation. The seal of the corporation when required may be affixed to contracts, documents and instruments in writing signed as aforesaid or by any officers or officers appointed by resolution of the board of directors.

Minutes of Board of Directors and Executive Committee

42. The minutes of the board of directors and the minutes of the executive committee shall not be available to the general membership of the corporation but shall be available to the board of directors, each of whom shall receive a copy of such minutes.

Financial Year

43. Unless otherwise ordered by the board of directors, the fiscal year end of the corporation shall be March 31.

Amendment of By-Laws

44. The by-laws of the corporation not embodied in the letters patent may be repealed or amended by by-law, or a new by-law relating to the requirements of subsection 155(2) of the Canada Corporations Act, may be enacted by a majority of the directors at a meeting of the board of directors and sanctioned by an affirmative vote of at least two-thirds (2/3) of the members at a meeting duly called for the purpose of considering the said by-law, provided that the repeal or amendment of such by-laws shall not be enforced or acted upon until the approval of the Minister of Industry has been obtained.

Auditors

45. The members shall, at each annual meeting, appoint an auditor to audit the accounts and annual financial statements of the corporation for report to the members at the next annual meeting. The auditor shall hold office until the next annual meeting provided that the directors may fill any casual vacancy in the office of auditor. The remuneration shall be approved by the board of directors.

Books and Records

46. The directors shall see that all necessary books and records of the corporation required by the by-laws of the corporation or by any applicable statute or law are regularly and properly kept.

Rules and Regulations

47. The board of directors may prescribe such rules and regulations not inconsistent with these by-laws relating to the management and operation of the corporation as they deem expedient, provided that such rules and regulations shall have force and effect only until the next annual meeting of the members of the corporation when they shall be confirmed, and failing such confirmation at such annual meeting of members, shall at and from that time cease to have any force and effect.

Interpretation

48. In these by-laws and in all other by-laws of the corporation hereafter passed unless the context otherwise requires, words importing the singular number or the masculine gender shall include the plural number or the feminine gender, as the case may be, and vice versa, and references to persons shall include firms and corporations.

¹The Council is deeply indebted to the authors of A Song of Faith from the The United Church of Canada.  By slightly adapting these words the council was able articulate the ministry that we share.