PREPARATORY COMMITTEE FOR THE DIOCESAN SYNOD

NOTICE NO. 1

PROCEDURE FOR ELECTION OF SYNOD MEMBERS

To hold the different elections decided on by Cardinal John B. Wu [see Chancery Notice (CN) dated 24 December 1999], the Preparatory Committee has formulated the following rules approved by the Cardinal:

1. Election among those who have "care of souls" [CN, B.2]:

a) During the coming Clergy Study Camp, 4-6 January, the procedure for the synod

and the duties of its members will be explained.

b) The election will be performed in the deaneries with each deanery electing representatives proportionate to the number of priests eligible for election. (The number of representatives for each deanery is 45 multiplied by the number of priests eligible for election in the deanery divided by the total number of priests eligible for election in the diocese.)

c) The election is carried out by mail. The ballot papers will be handed to those concerned who attend the Study Camp and mailed to those not attending.

d) The completed ballot papers should be placed in the envelope provided and returned to the Preparatory Committee before 13 January 2000. There will be a public counting of votes on 16 January at 3:00p.m. at the Catholic Diocese Centre, 9/F. A relative majority will suffice for election. Before the counting, a member of the Preparatory Committee will explain the method of dealing with tie votes.

2. Election of representatives of Men Religious and Missionaries [CN, B.3]:

After the completion of the election as in B 2 (after 16 January) each religious institute / missionary society elects one member as a representative. The major superior should give the name to the Preparatory Committee before 5 February.

3. Election of the representative of the Sisters [CN, B.4]:

a) On 20, 21, 22, 23 January there will be an open forum to explain the procedure for the synod and the duties of its members.

b) After the open forum the religious institutes of women will elect 30 members to the synod according to the method they have adopted. The list of names should be given to the Preparatory Committee by the chairperson of the Association of Major Superiors of Women in Hong Kong not later than 13 February.

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4. Election of representatives from parishes [CN, B.5(a)]

a) Open forum as in 3 (a).

b) After the open forum the office-bearers of each parish council /parish pastoral

council will convene a meeting presided by the parish priest to elect one representative from among the parishioners. By parishioners are meant those who reside in the parish and those who, though residing elsewhere, normally participate in the life of the parish. The quorum for the meeting is formed by more that half the members of the Parish Council / Parish Pastoral Council. To be elected, one must obtain more than half the votes of those present. Before the election, the Council chairperson will explain the manner of resolving cases involving two inconclusive scrutinies, in accordance with the procedure suggested by the Preparatory Committee.

c) The parish priest must communicate the result of the election to the Preparatory Committee before 3 February.

5. Election of representatives from Diocesan Commissions /Bureaux and Associations of the Laity [CN, B.5(b),(c)]:

a) Open forum as in 3(a).

b) Each Commission/Bureau and Association will elect its own representative according to its own procedure agreed before the election.

c) The name should be given to the Preparatory Committee before 3 February.

d) On 13 February at the Catholic Diocese Centre, 9/F, the final election will be held at 2:30p.m. for the Diocesan Commissions and Bureaux and at 4:00p.m. for the Associations. Each category will elect ten representatives. Those elected by individual Commissions /Bureaux /Associations and not present at the final election session will be considered as having renounced their right. To be elected, one has to obtain more than half the votes of those present. Before the election, a member of the Preparatory Committee will explain the procedure for resolving cases involving two inconclusive scrutinies.

6. The Preparatory Committee will hand in the name-lists to the Cardinal, who will then nominate the remaining 10 or so members to the synod.