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CONSTITUTION FOR THE PARISH PASTORAL COUNCIL FOR THE DIOCESE OF BAKER
PREAMBLE
It is the goal of the Parish Pastoral Council of each Parish to implement the exhortation of the Second Vatican Council and the revised Code of Canon Law whereby clergy, religious and laity share and cooperate in the Mission of Christ in order to achieve that end, we ordain and establish this Constitution for the governance of Parish Councils. (Cf. Christus Dominus, #27; Canon 512)
ARTICLE I. PURPOSE
The purpose of the Parish Pastoral Council is:
Section 1. To collaborate with the Pastor in studying and weighing those matters which concern the pastoral work of the Parish, and to propose practical conclusions concerning them. (Canon 511)
Section 2. To provide a representative and open forum for the full and free discussion of all pastoral matters in order that a true consensus of thought and action may be realized in the process, and by which Parish goals may be understood and pursued.
Section 3. To serve as an effective channel of communication regarding pastoral affairs between the Diocese and the Parish and to create a climate of dialogue and cooperation among all people of the Parish. (Cf. Code 512)
Section 4. To be a sign and advice of the people of the parish to the total community, by initiating, supporting and implementing action for the common good.
ARTICLE II. AUTHORITY AND COMPETENCE
Section 1. The Pastoral Council has a consultative voice only. The pastor alone may convene it according to the needs of the apostolate, and preside over it. He alone has the right to make public the matters dealt with in the Council. (Cf. Canon 514, §1)
Section 2. When the parish is vacant, the Parish Pastoral Council ceases to exist except insofar as the Bishop or the appointed administrator expressly assigns duties or responsibilities to its members. (Cf. Canon 514. §2)
Section 3. The competence of the Parish Pastoral Council shall extend to all matters pertaining to the pastoral and administrative activities of the Parish. (Cf. Canon 511)
Section 4. Since this competence is directed toward responsible participation in the Mission of the Church, it is limited by the Doctrine of the Church, by the Code of Canon Law, by Diocesan Policy and by the Constitution of this Council.
Section 5. The effective functioning of the Parish Pastoral Council requires the moral commitment of all members; therefore all members of the Council shall place the good of the Parish Church above their own personal interests.
Section 6. Because all members of the local Church are called to cooperate in the vision and goals of the entire Church, Parish Pastoral Council members shall always remember that they are part of a greater Diocesan and even Universal Church. ARTICLE III. MEMBERSHIP Section 1. Since the Parish Pastoral Council acts in an advisory capacity to the Pastor, the recommendation of the Council shall not be seen as 'votes' but rather as the expression of the consensus of the Council members. The Pastor shall be free to actively participate in every discussion and freely express his preference to the Council. Section 2. Elected Membership A. Three (3) to five (5) members elected at large. B. One (1) to five (5) Hispanic members elected at large (depending upon the Hispanic population in the Parish).Section 3. Ex-Officio Membership: The Pastor is free to appoint ex-officio members at his discretion. The following should be given serious consideration for ex-officio membership: A. The Assistant in the Parish B. The Directors of various Parish Ministries (Catechesis, Youth, Young Adult, Marriage Preparation, Pro-life, etc.); C. At least one Finance Council member D. Parish Bookkeeper E. Members of the Parish Staff F. A representative of the Youth or Young Adults of the Parish G. Others deemed valuable or necessary by the Pastor:Section 4. Members of the Parish Pastoral Council shall be: A. At least 18 years of age (except the Youth representative) B. Active Catholic members of the parish C. Committed to serve on the Council for the duration of his/her termSection 5. The term of office for members of the Parish Pastoral Council shall be determined by the Pastor in consolation with Parishioners. The term of office is to begin and end on a consistent date each year. Section 6. No member of the Council shall be eligible to serve more than four consecutive terms. No one else may serve in the absence of a member. ARTICLE IV. OFFICERS Section 1. The Pastor, the Assistant or the Pastor's delegate shall preside over the meetings of the Parish Pastoral Council. (Cf. Canon 514, §1) Section 2. The other officers of the Parish Pastoral Council shall be: A. Chairperson B. Vice - Chairperson (Optional) C. Secretary D. Treasurer E. Executive Committee (Optional) F. Executive Secretary (Optional)Section 3. Executive Secretary Job Description A. The Executive Secretary shall be a member of the Council with voice but no vote. B. The Executive Secretary shall keep an accurate record of all the proceedings of the Council, in particular all action resolutions passed by the Council and approved by the Pastor. C. The Executive Secretary shall vigilantly track the progress of activities and/or individuals delegated by the Council to implement actions specified in council motions. D. The Executive Secretary shall report to the Executive Board regarding the progress of those resolutions and shall keep committee persons apprised of any delinquency on the part of the committee and/or individual regarding the effective pursuit of tasks assigned.Section 4. Election and Term of Office Officers shall be elected for a term of two years by a vote of a majority plus one of the members of the Council present and voting. Election of officers shall take place as needed at the first regularly scheduled meeting following elections. The Chairperson and Vice -Chairperson may serve two consecutive terms; they may be re-elected to office after a lapse of one year. Section 5. Membership of the Executive Committee of the Parish Pastoral Council A. The Executive Committee shall consist of the Pastor, the Officers of the Council, the Assistant and the Executive Secretary. B. Duties: The Executive Committee shall be the general administrative body within the Council. It shall be responsible for the formation of the Standing Pastoral Committees; receiving progress reports of all committees; coordinating the work of the Pastoral Committees and preparing the agenda for general meetings.ARTICLE V. STANDING PASTORAL COUNCIL Section 1. Purpose The purpose of the Standing Pastoral Committee is to provide a vehicle for investigating and implementing Pastoral Plans related to specific elements of the Parish. Section 2. Number and scope Standing Pastoral Committees of this Council shall be appointed as the need arises or as the particular Parish deems necessary or useful for the mission of the Parish. Possible Committees include: Pro-life, Evangelization, Hispanic Ministry, Youth Ministry, Catechesis, Finance, Adult Education, Out Reach, Social Justice, Stewardship, Homebound, Socialization, Eucharistic Adoration, Grounds and Maintenance, Safety, Child Protection, Communication, Publicity, etc.Section 3. Membership The membership of each Standing Pastoral Committee may include one or more members of the Parish Pastoral Council. The Chairperson of each Standing Pastoral Committee shall report to a member of the Parish Pastoral Council. Every member of the Council shall be a member of at least one Standing Pastoral Committee. ARTICLE VI MEETINGS Section 1. The Parish Pastoral Council shall meet at least quarterly and preferably monthly. Section 2. Notice of special agenda items to be covered at the upcoming meeting shall be mailed to each member of the Council at least one week prior to the meeting. Section 3. General and routine agenda items shall be presented at the Meeting itself. It shall be the duty of the Council members to be prepared to propose agenda items at the beginning of each meeting.Section 4. If any member of the Council is absent without having been excused for more than six months or three (3) consecutive meetings, the member shall be contacted and may be asked to resign. The vacancy is to be filled either by appointment or election. Section 5. Expenses of Members A. Routine travel expenses to Council Meetings shall be considered a member expense unless a special request for extensive travel is presented to the Pastor. B. Actual out of pocket expenses incurred by Members working on behalf of the Council shall be reimbursed following the presentation of receipts. ARTICLE VII. AMENDMENTS In order to amend this Constitution, it is required that the proposed amendment be presented to the membership of the Council in writing at a regular meeting, be passed by a vote of two-thirds of the members present and voting at the next regular meeting, and ratified by the Pastor. Due to the nature of Article II, it may not be amended without the express approval of the Bishop. ARTICLE VIII. BY-LAWS The Parish Pastoral Council shall adopt such By-Laws as it deems necessary to conduct its business in keeping with the requirements of this Constitution. By-Laws may be adopted/amended by a two-thirds vote of the members present and voting. ARTICLE IX. ADOPTION This Constitution shall be adopted for recommendation to the Pastor by a two-thirds vote of the membership. Upon his ratification, it shall be permanently adopted. BY-LAWS FOR THE PARISH PASTORAL COUNCIL FOR THE DIOCESE OF BAKER
ARTICLE I. DUTIES OF OFFICERS Section 1. The Chairperson shall conduct all meetings of the Council and carry out the work of the Parish Pastoral Council as designated by the Constitution and these By-laws. The Chairperson shall be informed of all activity within each of the Committees of the Council. Section 2. The Vice-chairperson shall assist the Chairperson in fulfilling his/her duties, and shall conduct meetings of the Council in the absence of the Chairperson. Section 3. The Secretary shall record the minutes of each meeting and see to their distribution to Council members and provide adequate publication throughout the Parish. Section 4. The Treasurer shall monitor all reimbursements made for activities of the Parish Pastoral Council. He/she shall also present the report of Parish Finances. The Treasurer shall likewise participate in the preparation and proposal of the annual Parish budget. ARTICLE II. MEETINGS Section 1. Time and place for the next regular meeting shall be determined by the members of the Council at each meeting. Section 2. Special meetings may be called at the discretion of the Pastor. Special meetings may also be requested by the Executive Committee or any Member of the Parish Pastoral Council and such meeting shall be called by the Pastor unless he explains to the Executive Committee why this is not done. ARTICLE III. RULES OF PROCEDURE Section 1. A simple majority of the Council members shall constitute a quorum to transact official business. Section 2. Meetings of the Parish Pastoral Council shall be governed by Roberts Rules of Order (Henry Martyn Robert was an engineering officer in the regular Army. Without warning he was asked to preside over a church meeting and realized that he did not know how. He tried anyway and his embarrassment was supreme. This event, which may seem familiar to many readers, left him determined never to attend another meeting until he knew something of parliamentary law. Ultimately, he discovered and studied the few books then available on the subject. From time to time, due to his military duties, he was transferred to various parts of the United States where he found virtual parliamentary anarchy since each member from a different part of the country had differing ideas of correct procedure. To bring order out of chaos he decided to write Robert's Rules of Order as it came to be called: here is a synopsis: · Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr./Madam Chairman. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking! · Debate can not begin until the Chair has stated the motion or resolution and asked "are you ready for the question?" If no one rises, the chair calls for the vote! · Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second. · The "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to Postpone · The member moving the "immediately pending question" is entitled to preference to the floor! · No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once! · All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives! · The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur! For more info check out: www.robertsrules.org).Below is a typical example of a meeting: 1. Call to order. 2. Roll call of members present. 3. Reading of minutes of last meeting. 4. Officers reports. 5. Committee reports. 6. Special orders --- Important business previously designated for consideration at this meeting. 7. Unfinished business. 8. New business. 9. Announcements. 10. Adjournment.These rules may be suspended and replaced by small group discussions or other procedures such as decision by consensus, as the Council Officers may determine. Section 3. If a non-member wishes to address the Council, a member recognized by the Chair is to present a motion for the recognition of the non-member. This motion must carry with a twothirds majority of the members present and voting. ARTICLE IV. ADOPTION AND AMENDMENT OF BY -LAWS Section 1. The by-laws of this Council shall be adopted, upon acceptance by a majority plus one of the members present and voting, and ratification by the Pastor. Section 2. Amendment of any by-laws of this Council must be presented in writing at a regular meeting, be passed by a majority plus one of the members present and voting, at the next regular meeting of the Council, and be ratified by the Pastor. ARTICLE V. PASTORAL COMMITTEES Section 1. Standing Pastoral Committees are established as deemed necessary by the Council. Section 2. Suggestions, proposals and reports of these Committees are to be presented at regularly scheduled or specially called meetings of the Parish Pastoral Council. Section 3. Ad Hoc Committees may be established to oversee short term needs or projects. |
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