PARISH PASTORAL COUNCIL GUIDELINES

Transcription

1 SAINT ANTHONY PARISH MADISONVILLE PARISH PASTORAL COUNCIL GUIDELINES Saint Anthony Parish 6104 Desmond Street Cincinnati, OH Prepared by: Guidelines Committee Proposed Update - August 2017 Ratification Date TBA

2 CONTENTS 1. Name 2. Purpose 3. Functions 4. Qualifications 5. Membership 6. Roles and Responsibilities 7. Internal Committees and Focus Areas 8. Meetings 9. Authority 10. Discernment 11. Selection of Members 12. Communication 13. Conflict Management and Resolution 14. Definitions 15. Amendments APPENDIXES A. Resources B. Election timelines C. Sample Consensus Ballot D. Commentary ABBREVIATIONS App. Appendix Deut. Deuteronomy Matt. Matthew Ref. Reference Sec. Section or Sections Page 2

3 Section 1. NAME What do we call ourselves? 101. The name of this organization shall be the St. Anthony Parish Pastoral Council, hereafter referred to as the Parish Council. Section 2. PURPOSE Why do we exist? 201. The Parish Council is a consultative body consisting of people who represent the parish community. It forms a united body with the pastor in discerning how the parish can best carry out the ministry of the church. The purpose of the Parish Council is to lead the parish in constant renewal and spiritual growth toward our parish mission. Ref. Sec Parish Mission of St. Anthony: We of St. Anthony are a parish family community who see our mission as growing people closer to God through the work of the Spirit as we: 1. Respect and value the great diversity of St. Anthony by calling forth everyone s gifts. 2. Celebrate the sacraments and life occasions. 3. Educate our members throughout the stages of life. 4. Extend care and support for all areas in a holistic fashion. 5. Take an active interest in the Madisonville Community. 6. Invite and welcome others into our community. 7. Respond to and support the Church of the Archdiocese Parish Vision Statement St. Anthony Parish's vision is built upon solid Catholic tradition, blended with current community characteristics, and consistent with our mission of growing people closer to God through the work of the Spirit. Parish life will continue to focus on Christ-centered quality worship that actively embraces all cultures and ages. We will cherish the richness that comes from high caliber celebration style, music, homiletic variety and liturgical movement. Our worship will include all the diverse elements of our parish membership and will emphasize and foster a prayerful, faithful parish community. St. Anthony Parish will continue to be a justice-oriented people, devoted to more directly and immediately engaging in current issues that affect our city/state/world. We will provide further opportunities for education, open forums and a structure for response. We will continue to dedicate ourselves to evangelization, and reach out to alienated Catholics. We will actively involve ourselves in the Madisonville community, engaging and partnering with our regional parishes, St. Cecilia, St. Margaret-St. John, participating in identified joint projects, supporting MEAC, and collaborating in ecumenical projects with the Madisonville neighborhood churches. Page 3

4 The parish will grow in viability and strength. We will continue to manifest a welcoming and inclusive spirit and nurture our diverse parish family. Our spiritually alive parish will be inspired by active faith formation. We will be good and effective communicators, both within the parish and with the outside community, spreading the good news through words and deeds. We will especially promote the active participation of parish youth in every aspect of parish life. The parish community will by investing time, talent and treasure to nurture and grow the parish family, programs and maintain the physical plant. We will take care to provide sufficient and qualified staff to meet parish needs, anticipating that the regional pastor may have less time to devote to our parish. St. Anthony Parish will continue to center all we strive to be and do in the celebration of the Eucharist and our commitment to grow as disciples of Jesus Christ. Section 3. FUNCTIONS What do we do? 301. To lead the community towards its own unique vision of the Body of Christ incarnate by following the Parish Mission of St. Anthony as a guide. Ref. Sec To pray, dialogue and develop as a community of faith To participate in the decision making for the parish through the discernment process by trusting the Holy Spirit to speak through the shared wisdom of the entire Parish Council To work with the Pastor and staff to discern and develop regional and parish pastoral priorities and goals To assume a share of the responsibility of implementing decisions To represent all of the people of the parish To provide for communication, coordination and cooperation among the various committees, ministries and organizations in the parish and the parishioners. Section 4. Qualities What do we require? 401. The following qualities are vital to the effectiveness of the Council: 1. A prayerful attitude invoking the guidance of the Spirit of God. Ref. Sec Mutual trust among all Parish Council members. 3. Good communication skills. Ref. Sec A commitment to represent the needs of the parish as a whole. Ref. Sec Enthusiasm, presence and active participation. Ref. Sec. 605, Support for continual growth and education of Parish Council members. Page 4

5 Section 5. MEMBERSHIP Who are we? 501. Ex-Officio Members 1. Pastor 2. Pastoral Associate 3. Staff members a. The Pastor will request individual staff members to attend Parish Council meetings based on the agenda. Ref. Sec a.1 b. Parish Administrative Assistant is recording secretary for Parish Council 502. Members-At-Large 1. Up to twelve seats on Parish Council are open to parishioners who are at least 18 years old, Roman Catholic, registered members of the parish and have been selected according to Sec (NOTE: this will require a change in Section if we move to discernment process) 2. A precondition to serving on Parish Council as a member at-large is the willingness and commitment to adhere to the provisions of this document. 3. Each member s service is limited by the terms prescribed in Sec Section 6. ROLES AND RESPONSIBILITIES What do we expect from each other? 601. Staff 1. Pastor a. Attends all Parish Council meetings and participates along with the other members of the Parish Council. b. Serves on Executive Committee. Ref. Sec b c. As duly appointed Pastor, he is the final authorizer of any course of action resolved by the Parish Council. d. The Pastor confirms decisions made by the Parish Council by his participation in the consensus process. If the Pastor has concerns about an issue, these are openly discussed and addressed as soon as possible to come to a solution that is acceptable to all in the consensus. 2. Pastoral Associate a. Attends all Parish Council meetings and participates along with the other members of the Parish Council. b. Serves on Executive Committee. Ref. Sec b 602. Chair 1. Conducts all meetings of the Parish Council. 2. Facilitates discussion, discernment and consensus process. Ref. Sec Participates along with the other members of Parish Council. 4. Serves on the Executive Committee and brings draft agenda. Ref. Sec b 5. Serves in this role for a time period of one year immediately after serving in the role of Vice-Chair the previous year. Ref. Sec Page 5

6 603. Vice-Chair 1. Performs the duties of the Chair in the Chair s absence. Ref. Sec Serves as an aide to the Chair in conducting the Parish Council s work. 3. Participates along with the other members of the Parish Council. 4. Receives instruction in facilitating discernment and consensus process. Ref. Sec Serves on the Executive Committee. Ref. Sec b 6. Serves for a time period of one year. 7. Automatically moves to the role of Chair immediately after serving in the role of Vice-Chair. Ref. Sec Is selected by the Parish Council from among the eligible members at-large. The Vice Chair position is open to any Parish Council member except 1 st term, 1 st year members and 2 nd term 3 rd year members according to Sec Leads the nomination and election process. Ref. Sec b 604. Recording Secretary (Parish Administrative Assistant) 1. Records the minutes of each meeting. Ref. Sec Performs/coordinates record keeping and distribution of Parish Council deliberations. 3. The Parish Administrative Assistant has no voting rights Member At-Large 1. Attends and participates in all regular Parish Council meetings. a. A poor attendance record shall be weighed by the Executive Committee as sufficient grounds for removal. Ref. Sec a.7 b. Absence from three consecutive meetings, within one year, will be considered sufficient grounds for requesting a member s resignation upon the Executive Committee s recommendation and at the discretion of the Parish Council. 2. Submits issues for the agenda according to Sec Attends and participates fully in designated ministry gatherings, i.e. Focus Area Gatherings. 4. Serves in the role of steward or assistant steward for a specific Focus Area. 5. Serves on the Nominating Committee in the final year of the term of service. Ref. Sec First Year Members At-Large 1. Participate in the orientation meeting. 2. Read the Parish Pastoral Council Guidelines. 3. Attends and participates in all regular Parish Council meetings. a. A poor attendance record shall be weighed by the Executive Committee as sufficient grounds for removal. Ref. Sec a.7 b. Absence from three consecutive meetings, within one year, will be considered sufficient grounds for requesting a member s resignation upon the Executive Committee s recommendation and at the discretion of the Parish Council. 4. Submits issues for the agenda according to Sec Attends and participates fully in designated ministry gatherings, i.e. Focus Area Gatherings. Page 6

7 6. Serves in the role of steward or assistant steward for a specific Focus Area. 7. Serves on the Nominating Committee in the final year of the term of service. Ref. Sec Staff Member 1. Participates as their position may require along with the other members of the Parish Council. 2. Makes administrative decisions and works with committees, ministries and available resources to implement the resolutions of the Parish Council. Ref. Sec Follows the direction of the Pastor. Section 7. INTERNAL COMMITTEES AND FOCUS AREAS How are we organized? 701. Internal Committees The purposes, functions and membership are defined below. 1. Executive Committee The purpose of this standing committee is to perform normal administrative functions necessary for the operation of the Parish Council. a. Functions: (1) To establish the agenda for all Parish Council meetings. (2) To administer the appointment process of selecting a successor to a vacant seat according to Sec (3) To respond to requests for consultation as deemed appropriate by the Pastor and/or Pastoral Associate. (4) To call special meetings when situations arise which require face to face dialogue. Ref. Sec. 808 (5) To call an executive session according to Sec (6) To handle communications addressed to the Parish Council and discern the appropriate means for dissemination. Ref. Sec (7) To call a member accountable to behavior which does not fulfill the roles and responsibilities prescribed in Sec. 6 and which has become a detriment to the Parish Council performing its functions prescribed in Sec.3. The Executive Committee shall provide support and assistance where appropriate and follow conflict resolution procedures according to Sec All communication shall be kept confidential according to Sec (8) Evaluate parishioner requests according to Sec (9) Evaluate and discern solutions to irregularities that may occur in the nomination and election process as requested by the Nominating Committee. The Executive Committee shall follow through until such issues are resolved. Ref. Sec c. b. Membership - the Executive Committee is comprised of the following members of the Parish Council: Pastor, Chair, Vice-Chair, Pastoral Associate and a 1 st year Council member appointed by the current Executive Committee. 2. Nominating Committee The purpose of this annual ad-hoc committee is to administer and implement the selection process for filling the vacant and expired seats on the Parish Council for the upcoming year. a. Functions of the Nominating Committee are prescribed in Sec Page 7

8 b. Membership - The committee is comprised of the members of Parish Council who are serving in the final year of their term and chaired by the outgoing/current Vice-Chair. (1) A member who, through the discernment process, remains on Parish Council for a 2 nd term, may participate in the ballot tabulating function of the Nominating Committee as prescribed in Sec (2) A Nominating Committee comprised of less than four members may request an additional member to be selected according to Sec Focus Areas parish ministries are consolidated into five Focus Area groups in order to make the work of coordinating and communicating parish priorities among ministries, Parish Council and staff more efficient. 1. The Focus Areas are: a. Worship, which may include liturgical ministers, music ministers, art and environment, and liturgy preparation. b. Faith Formation, which may include RCIA, EPIC and EDGE, sacramental preparation, adult spiritual development, youth ministry, and children s catechists. c. Justice, which may include Peace and Justice Committee, twinning, social teachings of the church, multi-cultural, charitable giving and Care for Creation. d. Outreach, which may include Network of Care, Bereavement, Health Ministry, ecumenical efforts, outreach to the alienated in the Madisonville Area, and Elders. e. Stewardship, which may include, finance, development, community development, communications, and facility care. 2. Focus Areas will meet at the Parish Council s direction. a. Parish Council members will in their roles of Steward/Assistant Steward facilitate the meetings of a specific Focus Area. Minutes will be distributed to Parish Council members and ministry leaders, including feedback and follow through. b. Parish Council members will in their roles of Steward/Assistant Steward communicate with assigned Focus Area leaders before and after each Focus Area meeting Search Committee A separate non-parish Council (or Ad-Hoc) committee convened by the Pastor for the purpose of providing consultation on the selection of an individual to fill an empty staff position shall not be considered under the direct authority of the Parish Council. (NOTE: Search Committee is not a Parish Council responsibility.) The Pastor shall report on the activities and progress of the Search Committee to the Parish Council. Section 8. MEETINGS How do we interact? 801. The Parish Council shall hold open regular monthly meetings on the specific day of each month which shall be announced according to Sec All parishioners may attend Parish Council meetings as observers but must follow the process prescribed in Sec. 806 before addressing the Parish Council. Page 8

9 803. The agenda shall be established according to Sec a.(1) distributed according to Sec Parish Council members may propose agenda items to the Executive Committee. Parishioners who wish to have an issue considered by the Parish Council shall contact a member of the Parish Council Each regular meeting shall have an agenda item, New Business during which any member may present an issue for consideration by the Parish Council. The Parish Council may choose to discuss immediately or to postpone for another meeting Anyone wishing to speak with the Parish Council regarding an issue must make a request to the Executive Committee at least ten days in advance of the regularly scheduled meeting. 1. If the issue is a new agenda item then that issue must also be described in writing along with the request to speak. 2. The Executive Committee evaluates the request and does one of the following: a. Grants the request and distributes the appropriate information to the rest of the Parish Council to prepare for the meeting. b. Postpones the request for the upcoming Parish Council meeting so that the entire Parish Council may consider whether to grant the request for the following meeting. c. Denies the request, explains the reasoning for the decision and if necessary, follows conflict management procedures according to Sec A guest invited to the Parish Council may speak when recognized by the Chair but may not participate in consensus discernment A special meeting of the Parish Council may be called at the request of any of the following: The Chair alone, the Pastor alone, the Executive Committee, or four other Parish Council members, with at least four days notice to all members. 1. Special meetings shall be open to observers unless the meeting is specified as an Executive Session. Ref. Sec Executive Session The Executive Committee may call a special meeting which shall be closed to observers and guests to preserve confidentiality according to Sec a. At the opening of an Executive Session, the Chair shall state the nature of the information that shall remain confidential and the reasons for confidentiality. b. An Executive Session may follow immediately after an open meeting. Guests and observers shall be notified and requested to leave by the Chair A quorum shall consist of a majority of Parish Council members. Vacant Parish Council seats are not considered in determining the majority number Parish Council shall discern the direction to take on issues of parish policy through the consensus process according to Sec. 10. Page 9

10 811. The Parish Council may decide administrative issues by simple majority vote although consensus is preferred At the August Meeting The Parish Council shall select the next Vice-Chair according to Sec Section 9. AUTHORITY How do we delegate? 901. The Bishop grants authority over all aspects of the parish to the Pastor who is in turn accountable to the Bishop and to the parish members for the life and growth of the parish The Pastor essentially allows the Parish Council to make policy decisions for the parish by consensus discernment. The Executive Committee should be alert to identifying which issues fall into the categories of policy and administrative and act accordingly. The Pastor makes the administrative decisions for the parish and may delegate such authority to his staff. 1. The Parish Council is given the authority to evaluate existing conditions, to make recommendations, to make policy decisions, and to assist in implementing those decisions. 2. Staff members are also given the authority to make administrative decisions and to implement parish policy decisions in their roles as employed professionals. a. Members at-large of the Parish Council and parishoners do not directly influence staff employment policies and evaluation procedures. The Pastor or Pastor s delegate retains authority over the hiring and management of staff members. b. The functioning, development and evaluation of the staff members is solely under the Pastor s guidance Due process is available through the Archdiocese to a parish member or group who has a grievance with a parish policy or decision. Ref. Declaration on Due Process of the Archdiocese of Cincinnati, revised May 2, 1998 and brochure on Mediation Services 904. Ratification: This guideline document shall be published for review by the parish for a period not less than thirty days. Parishioners may address opinions and questions to Parish Council members according to Sec After consideration of the parish input, the Parish Council ratifies this document by consensus discernment Amendments: Parish Council members may submit a proposed amendment in the same manner as any other agenda item. Parish Council approves the amendment by consensus discernment. Section 10. DISCERNMENT (NOTE: This section will need to be reviewed when a decision on the selection process is approved.) How does God fit in? Page 10

11 1001. General Discernment is one aspect of a life-long journey of walking with God in prayer and spiritual growth. Thus, discernment is applicable not only to Parish Council and committee members, but to all parishioners. Since discernment is required at many levels of the parish organization, the term group shall be used to indicate the Parish Council, a committee, a sub-committee, or any other group. The concepts regarding discernment are based on the Ignatian method and tradition Individual discernment requires the following elements: 1. Considering the degree of importance of a decision and determining how much time to allow to make it. 2. Formulation of a viable solution using one s intellect enlightened by faith. 3. Listening to one s heart to verify a potential solution. 4. Reviewing one s faith centered values and priorities to verify a potential solution. 5. Praying for inner freedom, courage and guidance. 6. Following the biblical principle to choose life-giving solutions. Ref. Deut. 30: Using a method which consistently includes all of the other elements Group discernment requires the elements of individual discernment prescribed in Sec along with the following elements: 1. The Parish Mission and Vision Statements shall be included in the set of values reviewed to verify a potential solution of the group. Ref. Sec 202 and Consensus shall be the method used for facilitating group discernment. Ref. Sec. 810 and Since the effectiveness of group discernment depends on the capacity of each member to make a personal discernment, each group member shall continually strive to develop the ability to choose life-giving solutions through discernment Consensus process requires the following: 1. Collecting and evaluating data. Ref. Sec d 2. Individual discernment by each group member. Ref. Sec Praying in the group. 4. Sharing the wisdom of the group through dialogue. a. No one member has all of the wisdom and each member has a different piece of the wisdom. b. All Parish Council members shall have an equal voice. Exception: Sec c. c. All members shall acknowledge and accept differing opinions. 5. Testing for consensus after adequate dialogue. a. Purpose - To demonstrate whether consensus exists or to illustrate how close the group is to achieving consensus. (1) A member may re-evaluate concerns based on the outcome. (2) Provides feedback regarding issues of time and priority. b. The more difficult an issue is to achieve consensus, the more complex the testing method should be to provide more data to the group. Available methods include, but are not limited to the following: (1) Roll call A verbal yes/no response from each member. (2) Anonymous poll a written ballot with the results tabulated. Page 11

12 (3) Weighted or categorized ballot a written ballot in which the tabulated results provide more statistical data for further evaluation. c. Testing for consensus is not a vote. It is a tool, a means to an end, not the end itself The group shall evaluate a concern raised through dialogue by doing the following in order: 1. Comparing the concern with the specific goals of the group. Ref. Sec Comparing the concern with the Parish Mission and Vision Statements. Ref. Sec and App. A. 3. Examining individual intentions. Ref. Sec and If consensus is not readily achieved within the allotted time period the process repeats after an appropriate time interval for further individual discernment The expected result of the process is a true consensus decision which: 1. Evolves from the participation of all members. Ref. Sec b 2. Reflects the cooperative views of all members. Ref. Sec Does not compromise core values or valid needs. Ref. Sec and Requires the support of all members. Section 11. SELECTION OF MEMBERS How are we inclusive? Term limits the following limits on the period of service shall apply: 1. Members at-large serve for terms of three years. The hope is the terms of the twelve seats expire and initiate on a rotational basis of up to four seats per year; exceptions occur. 2. Current members may discern, with Parish Council consensus, to stay for a second term without going through the regular selection process. 3. No member at-large shall serve more than six years consecutively without an absence of at least one year Selection of members at-large shall occur through a nomination and election process administered by the Nominating Committee according to established written policies and procedures. Ref. Timeline, App. B. 1. Notifications the committee shall notify the parish of the following: a. The nominations weekend at least two weeks in advance of the scheduled date. b. The election weekend at least eight weeks in advance of the scheduled date. c. Instructions for the entire process. The committee shall stress that the nominees should reflect the diversity of the parish. d. The slate of candidates and related information at least two weeks in advance of the scheduled elections. Ref. Sec e. The newly selected members one week after the elections. Ref. Sec Page 12

13 2. Nominations shall be accepted at all regular masses during the scheduled weekend. a. Registered parishioners at least 14 years of age are eligible to nominate candidates. b. Registered, Roman Catholic parishioners at least eighteen years of age are eligible to be nominated. c. Concerns about the eligibility of a nominee shall be addressed to the Executive Committee. 3. The Nominating Committee shall offer information/orientation/discernment sessions for nominees before announcing the slate of candidates. 4. The Nominating Committee shall make every effort to be certain that the slate of nominees reflect the diversity of the assembly. 5. The nominees will be called by the Nominating Committee and invited to participate in the election. Those who agree shall become the slate of candidates. 6. The Nominating Committee shall gather the following data for the use of the parish in making choices for the election: a. Candidate s photographs. b. Brief biographical statements prepared by each candidate. c. Candidate s responses to general questions composed by the committee regarding the candidate s understanding of the Parish Council, its purpose and functions. 7. Ballots for candidates shall be accepted at all regular masses during the scheduled weekend. The ballot shall include a listing of each candidate s name. Each voter may select any number of choices up to the number of available seats on Parish Council, but may not vote for any candidate more than once. a. Registered parishioners at least fourteen years of age are eligible to vote. b. Absentee ballots must be received by the Parish office by the Friday prior to the election Sunday. 8. The Nominating Committee shall tabulate the ballots immediately after the election and determine the top vote receivers as members elect. Ties shall be resolved by the Nominating Committee through discernment process. Ref. Sec Up to four candidates with greatest number of votes shall assume the open three year terms. 10. The Nominating Committee shall allow one week to finalize the results and to resolve any irregularities that may arise. 11. Scheduling of the elections shall generally follow the timeline in Appendix B Replacement of vacant seats An open Parish Council seat shall be filled through an appointment process according to Sec Exception: A vacant seat with less than 6 months remaining in its term shall remain vacant until the next election. Ref. Sec and App. B. 1. A successor, whether by appointment or election, will not be able to serve the maximum allowable term. Ref. Sec Selection of a successor to a vacant seat through the election process: A candidate receiving the next highest number of votes after the initial open seats are filled according to Sec shall serve as successor to a vacant seat. Ref. Sec If more than one vacant seat exists with differing lengths of unexpired term, the candidate(s) receiving the higher number of votes shall serve the longer term(s). Page 13

14 1104. The appointment process to select a successor to a vacant seat shall be administered by the Executive Committee. 1. The Parish Council evaluates itself on the following qualities to discern any areas that are lacking: a. Diversity of the parish is reflected. b. Leadership skills and experience. c. Balance of personality traits. d. Trust level and council unity. e. Conflict management and resolution skills. Ref. Sec The Executive Committee uses this self-evaluation along with the qualifications prescribed in Sec. 401 to formulate specific selection criteria with the intent that the Parish Council may improve deficiencies by the addition of an appropriate appointee. The Executive Committee compares the qualities of each individual considered with the specific selection criteria in order to identify potential appointees. 3. The Executive Committee shall consider potential appointees in the following order. a. Candidates not elected in the most recent election in order of vote count. b. Nominees from the most recent election in order of the amount of nominations received. c. Parishioners not involved in the most recent election. 4. The Executive Committee verifies the availability of a potential appointee to ensure they can make the commitment to serve on the Parish Council. Each individual contacted shall be informed of the complete appointment process and the ramifications in the term limits. Ref. Sec The Executive Committee selects by discernment an individual that has qualities and attributes to fill the areas of deficiency in the Parish Council. The Executive Committee recommends that individual along with the specific selection criteria to the Parish Council. 6. Parish Council approves the selection by consensus. All discussion is strictly confidential according to Sec The selected individual is contacted and asked to serve on Parish Council Selection of Vice-Chair Normally occurs at the August meeting according to Sec Eligible members for Vice-Chair are any Parish Council members at-large except for those entering the first year of their first term or those entering the third year of their second term and are willing to serve in the roles of Vice-chair and Chair respectively in the following two years of their term. Selection shall be by a discernment process involving prayer, anonymous polling, and consensus confirmation by the Parish Council. All Parish council members, including the newly elected Parish Council members, and staff may join in this discernment process. Ref. Sec If the Chair resigns the current Vice-Chair assumes the role of Chair for the remainder of the year and the following year. An interim Vice-chair may be selected by the Parish Council to serve in that role for the remainder of the year. 2. If the Vice-chair resigns, the Parish Council shall select another person to fill that role from among the members at-large who are not serving in the last year of their term The Parish Administrative Assistant serves as the Parish Council Recording Secretary. Page 14

15 1107. Selection of an additional Nominating Committee Member(s) All members at-large shall be eligible. Selection from those willing to assume the position shall be determined by the Executive Committee Selection of ad-hoc Committee Chairperson All committee members are eligible. Selection is from those willing to assume the task. Ref. Sec Selection of Stewards and Assistant Stewards All Parish Council members are asked to sign up for a Steward or Assistant Steward position to a specific Focus Area. Selections are assigned by the Executive Committee. Normally new first year Parish Council Members are asked/assigned to be Assistant Stewards. Section 12. COMMUNICATION How well do we understand one another? Council Communications 1. Minutes and reports to the parish - The primary purpose of the minutes shall be to record the actions and decisions of the Parish Council for its internal use. Secondarily the minutes, or summary thereof, shall be issued as a report to the parish. a. The Recording Secretary shall provide a draft of the Parish Council minutes prior to the Executive Committee meeting. b. All approved Parish Council minutes shall be available to any registered parishioner upon request. A summary of the approved Parish Council minutes will be published on the parish website under the About Us Parish Pastoral Council tab. c. Following the Executive Committee meeting the Parish Council shall review all minutes at the next meeting and approve/amend the minutes at the same meeting. 2. Agenda packets The agenda for an upcoming Parish Council meeting and a draft version of last meeting s minutes shall be available for each Parish Council member at least four days in advance of the scheduled meeting. Parish Council members are expected to read through the packet materials prior to the upcoming meeting. 3. The Nominating Committee shall issue notices to the parish as prescribed in Sec Communication venues the primary conduit for communicating parish activities, functions and information shall be through the weekly bulletin, and website. Surveys may be used as needed to gather parishioner input Parishioners may communicate with the Parish Council in the following ways. 1. A written letter addressed to the Parish Council. Anonymous letters shall not be given consideration. 2. Verbal contact with a Parish Council member. Ref. Sec Attend a meeting according to Sec. 802 and 806. Ref. Sec Confidentiality Each Parish Council member is responsible to maintain confidential information whether encountered as part of prescribed responsibilities or not. Page 15

16 1. Information regarding staff member s employment, salary and benefits, evaluations and promotions, disciplinary action, and past employment record shall remain confidential. 2. Information addressed to the Parish Council in written form shall remain confidential unless noted otherwise by the author. 3. Information regarding the evaluation of a staff member, a member-at-large, a ministry member or a potential appointee to fulfill prescribed roles and responsibilities according to Sec. 6 shall remain confidential. Exceptions noted in Sec The content of an idea shall be judged on its own merit without connecting the idea to a specific person. Quoting or paraphrasing an individual s comments on a particular issue is acceptable in order to convey the content, but the identity of the speaker(s) shall remain confidential. 5. The counts of the nominations and election ballots shall remain confidential to the Nominating Committee. Exception noted in Sec Rumors and gossip shall not be perpetuated. Section 13. CONFLICT MANAGEMENT AND RESOLUTION How do we resolve our differences? General Conflict is inevitable in a community that strives to grow and that recognizes and celebrates its diverse members. Conflict is a very often essential to promote growth and understanding. Thus it should be understood that not all conflict is bad or harmful An integrating style of conflict management that strives to avoid either side becoming a loser shall be preferred since it is most consistent with consensus discernment and the Parish Mission and Vision Statements The Parish Council shall provide continual support and education for developing and maintaining good conflict management skills in leadership and throughout the parish Conflict Resolution Process based on Matt. 18:15-18: 1. Level One Contact the instigating party directly to resolve the matter. 2. Level Two- Involve one or two others. A staff person or a related committee person shall be the recommended choices. 3. Level Three Go to the church. This may involve the Pastor as shepherd of the community, a competent member of the parish, a third party professional mediator, or the Archdiocesan Office of Mediation. a. The Pastor or his designated delegate shall be the preferred mediator for conflicts amongst individuals. b. Conflicts involving a specific group or groups of people shall be referred by the Pastor to a third party professional mediator. 4. Potential conflict situations should be approached and resolved at the lowest level possible. Anyone choosing to bypass a level shall be referred back to the lowest level of response by the higher level. This insures respect for all the parties most directly involved, as well as increases the chances of speedy resolutions to concerns. Page 16

17 1305. Mediation is the preferred process of conflict resolution, and is the process most consistent with the integrating style of conflict management. Page 17

18 Section 14. DEFINITIONS What do we mean? active parishioner a person who worships on a regular basis at the parish in which he or she is considered active. ad-hoc committee a committee established for a specific purpose or a special activity which usually disbands when the purpose is accomplished. administrative issue an issue or concern that involves the daily operations of the parish or a particular program or ministry within the parish. These are typically the responsibility of the Pastor or staff. affectivity the ability to feel emotions. agenda a list, outline, or plan of things to be considered or done. authority the granting of power for a specific purpose with specific limits. by-laws referred to in the commentary session using a discernment example - bylaws was previous term changed guidelines commission - serves in a consultative role as an evaluative body who works with the Pastor and staff to set annual goals which are in line with the mission and vision of the parish, especially responsible for monitoring actions against the priorities set by the Parish Pastoral Council; assesses whether all being done is reflective of the common good, is attentive to needs and adequately plans for the future. committee a group of persons delegated to consider, investigate, take action on, or report on some matter or area of concern. communication skills the abilities necessary to perceive, understand and express the human interchange of thoughts and ideas through words, symbols, and body language. confidential something kept from the knowledge of others and which is not intended to be known publicly. conflict management an established position or approach to the handling of conflict or adversity. conflict resolution a process of finding a solution to an antagonistic state or incompatible or opposing needs, drives, wishes, or internal demands. consensus a state of a group that is achieved on an issue when all members can say their concerns have been adequately heard and considered by the group, and when all members can support a position even though it may not be the position they would have chosen if they were acting on their own. consultation a process in which a group comes together to listen to one another, to reflect through research and study, to come to an understanding which can result in a wise decision. consultative describes the role of preferably a cross-section / representative group who offers prayerful reflection on the common experience of parish life, who seeks / offers evaluation and recommends to the Pastor and staff specific processes or actions to better meet the needs, to work for the common good and to adequately plan for the future. delegate to entrust responsibility and authority to another. discernment (individual) the process of choosing methodically with God: a systematic process of working in time with one s intellect and affectivity, according to a value system illumined by faith in God. evaluation the conclusion which results from a process of meaning and judging progress according to accepted standards. Page 18

19 ex-officio serving on Parish Council by reason of their staff position, rather than by being elected or appointed executive session a meeting closed to non-members of a group which is held to discuss confidential issues. external committee a committee composed of both parishioners and Parish Council members. final meeting the last regular meeting marking the end of a full year of service and the last meeting of service for the members serving the last year of their term. Occurs just prior to the inaugural meeting. focus areas - the description of what we do together as church, what makes up and sustains us as a viable parish. function the normal characteristic action of anything. goal a statement of a desired end which reflects the overall purpose and is related to a major area of concern. Goals need to be written in specific and challenging terms so they are recognizable when achieved. guest a person with specific qualifications or information who is invited to a meeting for a particular reason. guidelines statements of policy and procedure which specify the ways a parish pastoral council can fulfill its purpose through the interdependent functions of spiritual formation, pastoral planning, pastoral policy development and communication, and which direct and govern the operation of a council in accordance with Archdiocesan norms. implement to put into effect and ensure actual fulfillment by concrete measures, to accomplish. inaugural meeting the first regular meeting marking the beginning of a new year of service and the first meeting which the members elect serve as full members of the Council. inner freedom indifference (Ignation method): absence of personal compulsion or attraction towards one thing or another which liberates one to follow a course which provides the greater glory and praise to God. internal committee a committee composed of only Parish Council members. majority greater than half of the total. mediation a process of conflict resolution in which a person who has no direct stake in a dispute (mediator) participates in the negotiation between disputants for the purpose of assisting the parties to reach a settlement on which all can agree. A mediator does not have the power to impose any outcome on the parties and can only encourage agreement upon a solution. member elect an individual who has been elected to serve on Parish Council and is undergoing a transitional training period, but who has not yet assumed full membership duties. observer an individual who attends a Parish Council meeting only to observe the proceedings. open meeting a meeting open to observers and guests. Parish Council - a consultative body which gives the pastor and staff advice on matters of importance or of concern; sets priorities which ensure that all is in line with the mission and vision of the parish, offers evaluation, recommends action on priorities, is attentive to effective communication among all. Parish Council year September 1 to August 31 Parish Pastoral Council a council which assists the pastor and staff in discerning how the parish can best carry out the mission of the Church. Pastor the Pastor or the individuals serving in the role of pastor for the parish. Page 19

20 policy a guide for future actions in a particular area of parish life. Policy deals with broad commitments to goals for the parish community along with objectives and strategies to reach these goals. precondition something that is necessary to an end or to the carrying out of a function. purpose the reason for which something exists or is done. quorum the minimum number of members necessary when assembled is authorized to act and function for the entire group. recommend to present as worthy of acceptance or trial. registered parishioner a person accepted in the Roman Catholic church who has submitted registration form to the parish office to become listed in the parish census. regular meeting a meeting that is ordinarily scheduled by rule. For the Parish Council, it is the monthly scheduled meetings. search committee - an ad-hoc committee, which is representative of the parish membership, who will deliberate and will recommend to the pastor the best suited candidates for a staff position. special meeting a meeting that is extra-ordinary or in addition to the regular meetings. These are typically held for a specific purpose. staff member as determined by the Pastor. standing committee a committee which remains in place for an extended period of time. stipend a fixed sum of money paid periodically for services rendered. subsidiarity a principle of authority whereby decisions are entrusted to the appropriate body and not assumed by a higher authority. successor a member at-large who is serving a term that has been vacated. term a limited and defined extent of time for which a member s service lasts. vacant seat one of the twelve member at-large Parish Council seats that is unoccupied and is in the process of being filled by a successor. Section 15. AMENDMENTS How do we amend this document? An amendment shall be approved and adopted by the procedure prescribed in Sec Amendments will be recorded in the following section along with the dates of adoption. No amendments. Page 20

21 Appendix A RESOURCES Archdioceses of Cincinnati, Declaration on Due Process of the Archdiocese of Cincinnati, revised May 2, Archdioceses of Cincinnati brochure, Mediation Services Diocese of Cleveland, Christ Calls Us Together, Parish Pastoral Council Policy, 1990 Diocese of Covington, Norms and Guidelines for Parish Pastoral Councils, Planning Office, Erlanger, KY Flannery, Austin, O.P., Gen. Ed., Vatican II, The Conciliar and Post Conciliar Documents, Northport, NY, Costello Publishing Company, Gutting, John G, The Consultative Process in Action: A Handbook for Pastoral Administrators and Council and Commission Chairs, Department of Pastoral Services, Archdiocese of Cincinnati, Hendrick, William, How to Manage Conflict, Shawnee Mission, KS: National Seminars Publications, McKinney, Mary Benet, O.S.B., Sharing Wisdom, A Process for Group Decision Making, A Guide to Being and Building Church, Tabor Publishing, 1987 Saint and Lawson, Rules for Reaching Consensus, Toronto: Pfieffer, Wolff, Pierre, Discernment: The Art of Choosing Well, Liguori, MO: Triumph Books, Weeks, Dudley, Phd., Eight Essential Steps to Conflict Resolution, New York: Tarcher/Putnam, Page 21

22 Appendix B ELECTION TIMELINES Timeline 1 Election Process Week Month Action 1 January Schedule Orientation for New Council Nominees 2 3 Announce Orientation to parish 4 February 5 Announce nomination and election date. 6 7 Accept Nominations. Send Orientation invitations letters to all nominees 8 March 9 Orientation Count Nominations the following day. Begin calling to establish the slate of candidates. 10 Begin preparing photos and biographical data 11 Make-up Orientation session for candidates who could not attend first session. 12 April Announce slate of candidates to parish Election count votes after last Mass. Notify candidates of results. 15 Announce new Council members in bulletin. 16 May New members attend May, June and July/August meetings as observers during transition period. (Outgoing class remains on Council until September) Mid-August Follow-up meeting with new members, nominating committee (outgoing class), and executive committee to clarify/discuss and issues arising during transition period. September New members officially begin their terms. Mid-September The New Parish Council is installed/commissioned during Sunday Mass. Timeline 2 Term of Service Year Month Vacant seat replacement procedure Section Timeline begins on election day Replace by appointment Replace by appointment Council election Replace by appointment Replace by appointment Council election Replace by appointment Seat remains open and is filled at next election Term renews at Council election Page 22

23 Appendix C SAMPLE CONSENSUS BALLOT Test For Consensus Rate each proposal option on its own merit according to the following categories: A. Our deepest values and beliefs call us to move in this direction. (Should the group fail to adopt this option, I would expect them to hear me out and satisfy my concern lest a fundamental value be betrayed by omission.) B. I support this option with great enthusiasm. C. I like this option: it s a good way to achieve our goal. D. I am neutral on this option. E. I am generally opposed to this option. F. I would have great difficulty living with this option. (If I can be convinced that no fundamental value is being compromised, I could support it in deference to the larger wisdom of the group.) G. I believe this option violates our deepest values and beliefs. (I expect the group to hear me out and satisfy my concern lest a fundamental value is betrayed.) Those taking the A or G point of view will be invited to address the group first. Others may then be invited to speak. Consensus is reached when all the group members are in general support of the option and anyone who objected at the G level was persuaded to move his/her position at least to a F level. Consensus to reject an option in deference to another option is reached when all the group members are in general opposition of the option and anyone who supported at the A level was persuaded to move his/her position at least to a B level. Page 23