Article 1: Name of Association:1.1 International Prison Chaplains Association (IPCA)
Article 2: Designated Regions of IPCA:2.1 IPCA consists of six Designated Regions; Africa, Asia, Europe, Latin America, North America and Oceania.
Article 3: Purpose and Objectives of IPCA:3.1 The International Prisons Chaplains' Association (IPCA) is committed to helping Prison Chaplains everywhere to be in touch with each other, to be more effective in their ministry. It also aims to support all chaplains regardless of race, gender and creeds.
3.2 IPCA recognizes that the enclosed institutional life of prison chaplains can sometimes isolate them from their churches and/or their local community. IPCA therefore works towards helping prison chaplains globally make supportive contacts to enhance their care for prisoners and their affirmation of the inherent dignity of every individual held in custody.
3.3 IPCA invites the churches and community to offer the necessary support to chaplains in their ministry to prisoners and to prison staff.
3.4 IPCA is committed to implementing peace and justice and affirms the obligations for all countries to adopt all the standards recommended by the United Nations.
Article 4: Membership of the Association:4.1 Full Membership of IPCA with voting rights is open to a person who accepts and endorses the Mission, Purpose and Objectives of IPCA and who is sent and authorised by his/her church or faith community to conduct or organise correctional ministry.
4.2 Associate Membership (without voting rights) may be conferred to a person by the IPCA International President on application for Associate Membership by people who endorse the Mission, Purpose and Objective of IPCA.
4.3 Life Membership (without voting rights) may be conferred to a person who has been a full member of IPCA for more than ten years; who has made a significant contribution to the Mission, Purpose and Objectives of IPCA, as determined by IPCA Steering Committee, and confirmed by the General Forum at its International Quinquennial Conferences.
4.4 Organisation Membership (without voting rights) may be conferred to organisations such as church denominations and other organisations who have similar interests and who promote and endorse the Mission, Purpose and Objective of IPCA may be given observer status membership.
Article 5: IPCA Steering Committee:5.1 IPCA is Governed and administered by the elected IPCA Worldwide Steering Committee. The Steering Committee usually meets annually.
5.2 The President and the ‘Regional Representative’ from each IPCA region constitute the Worldwide Steering Committee.
5.3 A representative authorised by ICCPPC (International Commission for Catholic Prison Care) as its IPCA representative becomes an ex-officio member or the Worldwide Steering Committee.
5.4 The Worldwide Steering Committee will elect two Vice-Presidents from among the elected Steering Committee Members.
5.5 The Worldwide Steering Committee may co-opt up to two extra active IPCA members to the Worldwide Steering Committee.
5.6 The President may select one or two people to participate at particular Worldwide Steering Committee Meetings.
5.7 Besides Church, Department of Corrections or others providing presentations at a meeting; a Regional Representative may request approval of the President, and the Worldwide Steering Committee, for a particular person to participate or be involved at a Worldwide Steering Committee Meeting.
5.8 Where a Regional Representative resigns or is no longer able to serve, the Assistant Representative will take over the Role as Regional Representative. If the Assistant Representative cannot take over the role, the Steering committee will elect/select a replacement Regional Representative.
5.9 In the event that the IPCA President becomes incapacitated and no longer able to serve as President, the Steering Committee will select/elect one of the two Vice-Presidents to take over the role. If neither of the Vice-Presidents can take the role, the Steering Committee will select/elect a person to take over the role of President until the next IPCA International Quinquennial Conference.
5.10 The working language of the IPCA Worldwide Steering Committee is English
5.11 A quorum for an ordinary Steering Committee Meetings shall consist of one-third of Committee Members. In the case of decisions made by this quorum, the remaining members will be polled either in writing or electronically. Decisions must be ratified by a majority of Steering Committee Members.
Article 6: IPCA Elections:6.1 Elections for the IPCA Worldwide Steering Committee will take place at IPCA International Quinquennial Conferences.
6.2 An Elections Committee will be appointed by the IPCA Worldwide Steering Committee to coordinate and conduct election procedures at Worldwide Quinquennial Conferences.
6.3 The Elections Committee will consist of four (or more) people headed by an Election Committee Chairperson to coordinate the election processes.
6.4 The Election Committee will address the Worldwide Quinquennial Conference Forum to outline the election processes for president and regional elections.
6.5 The Elections Committee will meet with Regional Representatives and/or regional meeting leaders prior to the regional meetings held at the Worldwide Conferences to ensure clarification of the election processes.
6.6 Election Committee Members will be available to meet with regional groups and/or other groups or individuals to clarify election processes.
6.7 IPCA Election Processes and criteria for nomination for election are outlined in Appendix 1 (Election of IPCA President), and Appendix II (Election of Regional Representatives) of this Constitution.
5.8 As outlined in the Election Process for President (Section C.5.), the Election Committee will nominate persons to be approved by the General Forum to act as scrutineers to count the voting papers. Candidates for election cannot be scrutineers.
5.9 The President, Regional Representative and Assistant Regional Representative from the six Designated Regions of the IPCA are elected at the IPCA International Quinquennial Conferences.
5.10 The elections are for a period of five (quinquennial) years, (or the period between its International Conferences).
Article 7: Duties of Elected Officers: 7.1 IPCA President
7.1.1 The President is responsible for the overall management of the IPCA International Office; managing the multi faceted office activities requirements relating to correspondences, IPCA finance management, maintenance and updating of the IPCA Website, and all other matters relating to the effective operational management of the IPCA International Office.
7.1.2 The President may appoint a secretary and treasurer (or a secretary/treasurer) and/or others advisors to assist in the overall management of the IPCA Office.
7.1.3 Develop structures of support from National Church Leaders and the National Department of Corrections, especially in the region of the IPCA Internal Office.
7.1.4 Convene, facilitate and preside over all IPCA Worldwide Steering Committee Meetings.
7.1.5 Keep the Steering Committee Members updated on all matters relating to IPCA activities and developments.
7.1.6 In conjunction with the IPCA Steering Committee, organise, facilitate and manage IPCA International Quinquennial Conferences.
7.2: IPCA vice-Presidents7.2.1 A vice-President, will preside over Steering Committee Meetings when and where the President is unable to do so, or is requested to chair a meeting by the President.
7.2.2 The vice-President(s) will work in close cooperation with the President, and may be called upon by the president to do, or to assist in specific tasks of IPCA administration.
7.3: Regional Representatives
7.3.1 The Regional Representative is the official spokesperson representing their specific regions of IPCA at Steering Committee Meetings to administer and promote the Mission, Purpose and Objectives of IPCA within their own region and internationally.
7.3.2 Regional Representatives attend all Steering Committee Meetings and provide written reports outlining IPCA developments, issues and concerns within their region of IPCA.
7.3.3 Regional Representatives are responsible for promoting and implementing the Mission, Purpose and Objectives of IPCA, and also implementing decisions made at Steering Committee Meetings within their region.
7.3.4 Regional Representatives are required to raise funds within their own region towards covering their travel and accommodation costs to attending Worldwide Steering Committee Meetings.
7.3.5 Regional Representatives will work in association with the Assistant Regional Representative in endeavouring to establish as far as possible a contact person in countries that constitute their region, to communicate to them news and information to promote IPCA.
7.3.6 Regional Representative may be requested to do specific tasks by the Steering Committee in the administrative work of IPCA.
7.3.7 Regional Representatives are encouraged to organise regional and area seminars within their jurisdiction to promote the Mission, Purpose and Objectives of IPCA.
7.4: Assistant Regional Representatives7.4.1 Assistant Regional Representatives attend IPCA Worldwide Steering Committee Meetings when the IPCA Worldwide Steering Committee meets in the Assistant Representatives Region. An Assistant Regional Representative may be invited to attend a Steering Committee Meeting at other times on approval by the president.
7.4.2 Assistant Regional Representatives are required to work in close cooperation and assist the Regional Representative in all matters pertaining to the responsibilities and requirements of Regional Representatives within their respective regions.
7.4.3 Assistant Regional Representatives may represent the Regional Representative at Worldwide Steering Committee Meetings when the Regional Representative for serious reasons is unable to attend the meeting. The President and Committee Members will adjudicate this decision.
7.4.4 Assistant Regional Representatives will be consulted and their views and opinions included in all written regional reports to Steering Committee Meetings by the Regional Representative.
7.4.5 In the situation where the elected Regional Representative is no longer able to administer as Regional Representative, the Assistant Regional Representative will automatically become the official IPCA Regional Representative and take on the role, responsibilities and duties of Regional Representative.
Article 8: IPCA International Office Administration8.1 A Secretary/Office Administrator will be appointed by the IPCA President who will be responsibly directly to the IPCA President in all matters pertaining to the IPCA International Office administration.
8.2 The Secretary/Office Administrator will be responsible for recording all activities of IPCA Office administration; take minute records at Worldwide Steering Committee Meetings and other president executive meetings.
8.3 Keep records of all incoming and outgoing correspondence pertaining to National Office Administration.
8.4 Send the minutes of Worldwide Steering Committee Meetings to all Committee Members, and other correspondence as directed by the President.
8.5 A Treasurer will be appointed by the IPCA President who will be responsible for keeping records of financial activities and administration costs pertaining to all financial income and expenditure of all IPCA operations and management costs.
8.6 The treasurer will provide an annual written account of income and expenditure to Worldwide Steering Committee Meetings.
8.7 The treasurer will provide an official audited financial account to the Steering Committee at the Quinquennial International Conference Meetings.
8.8 The treasurer will assist the President, the Secretary/Office Administrator and the Steering Committee in areas involved in fund raising endeavours as requested by the President.
Article 9: Amendments to the IPCA Constitution9.1 A proposed amendment to the IPCA Constitution must be put in writing to the IPCA International Office at lease three months prior to an International Conference. The Secretary will circulate the proposed amendment(s) to all members of the Steering Committee as soon as they are received.
9.2 The proposed amendment(s) will be discussed at the next Worldwide Steering Committee Meeting, and if endorsed by two-thirds of the Committee Members present, will be put to the next International Conference for ratification.
Article 10: Ratification of the IPCA Constitution10.1 Ratification of the IPCA Constitution, including amendments to the constitution, shall become effective upon approval by a two-thirds vote of the membership at an IPCA International Quinquennial Conference.
The Website of the International Prison chaplains Association is < www.ipcaworldwide.org >