XIII. THE ADMINISTRATION OF TEMPORAL GOODS
185.
Where necessary advisory groups of confreres should be set up at various levels to provide advice and guidance in the solution of administrative problems, in the drawing up and examination of financial budgets and balance sheets, in the preparation of economic programmes and the realization of building projects. The expertise of non-Salesians may also be made use of.186. To ensure the availability of personnel with the necessary competence for the administrative sector, specialized courses for economers should be organized periodically within a province or group of provinces.
187. Any money surplus to the requirements for running expenses at different levels should when convenient be deposited in banks in the account of a house or institute of the Society and not in the name of an individual person. These accounts should be operable by three, or at least two, signatures with one signature sufficient for transactions.
C 187
When the responsible superior considers it opportune, two signatures together may be required for transactions.
188. The following operations in favour of third parties are forbidden: making loans, acting as guarantors, accepting obligations, issuing or backing letters of credit, rnortgaging the property of the Society and similar operations.
189. As far as non-Salesian employees are concerned, the legislation of the country must be followed in regard to the documentation needed on taking up or leaving employment, social security, social welfare and insurance, and a just wage must be paid.
It is also necessary to take out and keep up to date insurance policies against damage or harm to property or persons, to the extent judged appropriate by the competent superiors.
190. To provincial chapters is left the formulation of detailed norms for administration at provincial and local levels.
In particular they will give directives concerning:
1. the keeping of official records, administrative archives for official documents, agreements and covenants, wills, registers, files of obligations, inventories, etc.;
2. property registration, the safe custody of articles of value and of important documents;
3. legacies for religious purposes and charitable bursaries;
4. the keeping of accounts and centralization of administration where there are different groups involved in a single work;
5. financial arrangements between parish and house in conformity with canon law and the Constitutions;
6. every other norm which local experience may suggest.
C 171
The provincial chapter may delegate this task to the provincial with his council.
191. If any member, no matter what office he holds, should contract debts or any other kind of obligation without authorization from a competent superior, he alone remains responsible. Neither the Society nor the province nor the house to which he belongs accepts any responsibility in the matter.
C 190
Should a corporate body - province or house - raise a loan, even with due authorization, it alone remains responsible for repayment; a clause to this effect should be written into the loan contract.
192. The economer general supervises on behalf of the whole Society the operations listed in article 188 of the Constitutions.
He supervises the administration of the provinces and the houses, and in particular examines the annual report which is drawn up and dispatched according to the indications of article 196 of the general Regulations.
He renders an account of his administration to the Rector Major and his council at least once a year and whenever he is called upon to do so.
193. The provincial economer administers those goods which do not belong to a particular house of the province, and those which individual confreres have entrusted to the Congregation; he supervises and controls the administration of each house. He carries out his duties in dependence on the provincial, who will make decisions with the consent of his council in the case of operations referred to in article 188 of the Constitutions and others of a certain importance.
194. The provincial economer will have an understanding with the provincial concerning:
1. the help he gives to local economers to ensure the exact fulfilment of their duties and in coordinating initiatives at provincial level;
2. the visits he makes to the houses to examine the condition of buildings and property, and to check the administration, maintenance and hygienic conditions;
3. the calling of the annual meeting of local economers;
4. the prompt submission of the annual financial report and other periodic reports on forms supplied by him;
5. the withdrawal from the houses of the contributions referred to in article 197 of the General Regulations.
195. Among the rights and duties of the provincial economer is also included the supervision of all building operations in the province, even when these concern a house already in existence and where the work is to be carried out under the immediate control of the local economer and the responsibility of the rector.
196. The provincial economer should be solicitous in keeping the provincial and his council periodically informed about his administration, and in drawing up the annual financial budget and balance sheet which they have to approve.
The balance sheet will include the cash income and expenditure and the situation of the province in regard to capital assets and liabilities, together with a summary of the financial reports of the individual houses; a copy, signed by the provincial and his council, will be sent to the economer general.
197. The provincial with the consent of his council will decide on and inform the houses of the contributions required from them for the needs of the province, and will likewise withdraw surplus funds that may be available in certain houses.
He will draw up a periodic plan of financial solidarity among all the houses of the province, in order to help those in greater need and to provide funds for extraordinary works and purchases programmed in the provincial chapter.
He will also ensure solidarity with the worldwide Congregation, especially at moments and in ways called for by the Rector Major and his council.
198. The administrator of the goods of each house is entrusted to the local economer, who will act in dependence on the rector and his council.
Every financial transaction in any sector of the house, even that of the rector, must be referred back for accounting purposes to the economer's office, which will be organized in a manner proportionate to the importance and complexity of the work involved.
Even confreres in charge of works which by statute or agreement have a separate administrative council, must render an account of their administration to the religious superiors. This must be done even when there exist separate administrations for the community and the work concerned.
199. It is the economer's duty to manage affairs with diligence and precision.
In agreement with the rector he will make the necessary purchases, look after employees and take care of insurance matters; he will be watchful to see that abuses and waste of every kind are avoided, and that furnishings and rooms are kept simple, functional, clean and well ordered.
The rector will keep himself frequently informed of everything that relates to the financial state of the house.
200. Without prejudice to what is laid down in article 188 of the Constitutions, the rector and the economer will not make modifications, seek solutions to economic problems, or take other initiatives of any considerable importance without the consent of the local council and without the authorization of the provincial and his council.
201. The rector and the economer will be solicitous in satisfying their financial obligations to the provincial in the manner laid down, and in transferring to him any surplus remaining at the end of the financial year, in obedience to article 197 of the General Regulations.
They will also diligently fulfil any other obligations they have undertaken and pay any debts contracted both with other Salesian houses and with externs.
202. The economer will keep himself always ready to give an account of his management to the rector and his council. He will send a report of his administration to the provincial and provincial economer annually and whenever he is asked to do so.
As opportunity offers, and especially when the programme for the year's work and the economic situation are being discussed, he will interest the entire community in the ordinary and extraordinary expenditure involved in the running of the house.