GUIDELINES FOR PASTORAL COUNCILS

Diocese of Toledo GUIDELINES FOR PASTORAL COUNCILS Office for Pastoral Planning Secretariat for Pastoral Leadership Diocese of Toledo 2007 www.toledodiocese-spl.org

Cover graphics used by permission from Liguori Publications, Liguori, MO 63057, 1-800-325-9521, www.liguori.org. All other graphics 2003 Liturgy Training Publications, art by Julie Lonneman.

Table of Contents BISHOP S LETTER...2 INTRODUCTION...3 CHAPTER 1: ON BEING A PARISH...5 CHAPTER 2: ROLE OF THE PASTORAL COUNCIL...7 Pastoral Council as a Community of Faith...7 The members of the Pastoral Council...8 The role of the Pastoral Council assumes several things...8 Pastoral Council and other councils and committees...9 Leadership on the Pastoral Council...10 CHAPTER 3: PARISH MISSION STATEMENT...11 CHAPTER 4: PARISH PASTORAL PLANNING...13 What it is...13 How it s done...14 CHAPTER 5: PASTORAL COUNCIL MEETINGS...16 Agenda...17 The role of prayer...17 Making a recommendation using discernment and consensus...17 Confidentiality...18 Minutes and reporting...19 CHAPTER 6: PASTORAL COUNCIL MEMBERSHIP...20 Criteria...20 Selection...20 Length of terms...21 Size of Pastoral Council...22 Orientation...22 CHAPTER 7: TWO PARISHES ONE COUNCIL...23 Purpose of Common Pastoral Council for two parishes...23 Members of Common Pastoral Council...23 Planning groups...24 CONCLUSION...25 APPENDIX...26 Section A: Sample Form for Agenda...27 Section B: Two Sample Agendas...28 Section C: Sample Form for Minutes...30 Section D: Methods of Selection...31 Section E: Scenario of a Selection Process...33 Section F: Form for Goal Setting...36 Section G: Scenario of Planning Goal Setting...37 Section H: Scenario of a Recommendation by Discernment and Consensus...39 Section I: Sample Parish Pastoral Council Bylaws...42 Pastoral Planning Guidelines 1

OFFICE OF THE BISHOP THE DIOCESE OF TOLEDO 1933 SPIELBUSCH AVENUE TOLEDO, OHIO 43604-5360 Dear Friends in Christ, Every Christian is called to be an evangelizer, that is, a person who brings to the world the Good News of Jesus Christ. How could it be otherwise? Having received the gift of redemption and the commandment to love our neighbor, we will want to share with others what God has done for us in Jesus, who promised to remain with his Church to the end of time. This mission is not one to be undertaken alone. Rather it is the mission of the whole Church--all of us, united heart and soul in teaching, sacraments and a Christian way of life. The parish, in communion with the local Bishop and through him with the Successor of Peter, is a prime place for the Church s evangelizing mission to find its inspiration, strength and dynamism. The spiritual health and vitality of parishes calls for the commitment and participation of every Catholic. An important part of parish life and leadership is the parish Pastoral Council. This group of faithful men and women are called to lead, above all by example. They provide the Pastor with wise counsel for ensuring the spiritual and pastoral vitality of their parish community, now and in the future. Pastoral Councils have been mandated in the Diocese of Toledo for over fifteen years, and where they have been engaged and effective, the parish has benefited as a result. Over the years various guidelines have been published to ensure the proper functioning of parish Pastoral Councils. It is appropriate to revisit these guidelines from time to time, and I am happy to approve the most recent revision which accompanies this letter. I ask that Pastors and Pastoral Leaders implement them accordingly, relying whenever necessary on the assistance of the Diocesan Office of Pastoral Planning in the Secretariat for Pastoral Leadership. Sincerely yours in Christ, Most Reverend Leonard P. Blair Bishop of Toledo Pastoral Planning Guidelines 2

I n t r o d u c t i o n With its universal and indispensable provisions, the program of the Gospel must continue to take root, as it has always done, in the life of the Church everywhere. It is in the local churches that the specific features of a detailed pastoral plan can be identified goals and methods, formation and enrichment of the people involved, the search for the necessary resources which will enable the proclamation of Christ to reach people, mold communities, and have a deep and incisive influence in bringing Gospel values to bear in society and culture. Novo Millennio Ineunte, John Paul II, 29 Background and history The Parish Pastoral Council, as an advisory body for pastoral leadership in a parish, took its present form after the 1989 Synod of the Diocese of Toledo. As a part of the overall pastoral planning in the Diocese and its parishes, Pastoral Councils were initiated in the place of parish councils. The biggest difference between the two entities is that Pastoral Councils, like a Bishop s Diocesan Pastoral Council, were to provide accurate and relevant counsel regarding the needs of parishioners and recommend responses to those needs rather than addressing or responding to specific administrative areas such as care of facilities or hiring of personnel. From 1991 2001, a detailed and expansive set of guidelines was published to assist parishes in identifying and studying specific areas of parish life in order that Pastoral Councils could offer counsel and recommendations based on a solid foundation within the faith and practice of the Catholic church. In 2001, following the diocesan-wide pastoral planning process that introduced the Deanery Pastoral Plans, the guidelines were updated to address the inter-parish collaboration the plans addressed. In 2005, when decisions to realign the parishes of the Diocese through merging and closing took effect, it was appropriate to re-address the important role of the parish Pastoral Council. Pastoral Planning Guidelines 3

In a time of great challenges it is important that parish life be assessed and reenergized to fulfill the mission of Jesus entrusted to the Church. The Pastoral Council is a significant way for lay Catholics to be involved in the future of their parish life and mission in their communities. Pastoral Planning Guidelines 4

C h a p t e r 1 On Being a Parish Definition: Parish Definition: Vital Parish Canonically a parish is a certain community of the Christian faithful stably constituted in a particular church (diocese), whose pastoral care is entrusted to a pastor (parochus) as its proper pastor (pastor) under the authority of the diocesan bishop. (Canon 515 1) Historically the Christian faithful have been gathered together in local faith communities called parishes, from the Greek paroikia which indicates a temporary residence on a journey. Our parishes then are our homes while we are pilgrims on our faith journey to God, and as any home, they provide us with shelter, security, sense and sustenance. Weekly we come together as a family bringing our joys and sorrows, our hopes and disappointments, to place them at the table of the Lord in the Eucharist. From that table we are fed and nourished to bring Good News to the world beyond the faith community. A parish is charged with the mission of the universal church to preach the Good News; to teach; to celebrate the sacraments, especially the Holy Eucharist; to heal and to liberate the captive in the name of Jesus. Everything a parish undertakes is done in order to fulfill that mission in communion with the local Bishop who unites all parishes with one another and with the universal church. A vital parish is one where the parishioners experience a welcoming and dynamic community of faith; actively and faithfully participate in the celebration of the sacraments; form each other in the Catholic faith; exercise responsible stewardship of time, talent and resources; and are committed to the mission of Jesus by being an active Catholic presence in the family, the workplace and society. (Parish Vitality Assessment definition) Pastoral Planning Guidelines 5

As with any human endeavor involving a number of people, structure and organization are necessary in order for the group and its purpose to be served. Priests, leaders, ministers and members each have their role and function. Among that array of servants, there is also a place for members of the parish to take an active role in the pastoral future of their community. A parish Pastoral Council is one such group. Pastoral Planning Guidelines 6

C h a p t e r 2 Role of the Pastoral Council Pastoral The Pastoral Council, as leading representatives of the Council as a parish community, must themselves be a group of committed, Community faithful Catholics. Although involved with the activities of of Faith planning, they need also to grow together as believers. Prayer for the work of the Council, for each other as Council members and for the people they serve will be important for their effectiveness and credibility. (cf. Canon 536 1. If the diocesan bishop judges it opportune after he has heard the presbyteral council, a pastoral council is to be established in each parish, over which the pastor presides and in which the Christian faithful, together with those who share in pastoral care by virtue of their office in the parish, assist in fostering pastoral activity. 2. A pastoral council possesses a consultative vote only and is governed by the norms established by the diocesan bishop.) The Pastoral Council should always include time in its meeting to pray and share faith together. Prayer should be planned and have a specific time on the agenda. In some instances, as the Council goes about its work, it may be appropriate to take time spontaneously to allow members to pray about what they have heard, what they are about to decide or for the work for which they wish to celebrate and give thanks. It is with the strength of prayer and the knowledge of God s presence that a Pastoral Council can make a difficult determination or recommend a controversial approach in creative fidelity to the Gospel. Pastoral Planning Guidelines 7

The members of the Pastoral Council: are themselves a faith sharing body whose ministry is pastoral planning for the parish; envision the parish as a spiritually vibrant, ministerially active and welcoming community of faith; help the parish live into its vision for itself and to carry out its mission; listen to the dreams and concerns of parishioners and other members of the local community; determine a priority for addressing needs as focused by the parish mission statement, collaborative efforts with other parishes and diocesan directives; inform and educate themselves and appropriate other persons regarding how needs might be met; how others, especially those in the deanery, have met similar needs; how diocesan departments or other agencies might assist and support; devise a plan (possibly in collaboration with another parish or parishes) to address a dream or need in the local parish, the community or the deanery; recommend a plan and provide appropriate background, e.g., purpose, timeline, financial considerations, possible individuals or structures to the Pastor/Pastoral Leader who may accept and affirm the plan and move it forward with assistance from the parish staff. The role of the Pastoral Council assumes several things: that the parish has a vision of itself as a faith community and has a mission statement to guide itself in achieving this vision; that the Pastoral Council is willing to collaborate with other parishes to meet common needs; that the Pastoral Council has access to needed personnel and information in order to adequately inform itself of possible ways of meeting needs; Pastoral Planning Guidelines 8

that the Pastor/Pastoral Leader is actively involved in the work of the Council and takes the Council s work seriously; that the members of the Pastoral Council can sufficiently let go of their personal agendas to work for the broader mission of the parish. Pastoral Council and other Councils and Committees The Pastoral Council holds a unique function in the Parish. It is necessary to keep its visionary, planning and recommending roles distinct from the work of other Councils and Committees. Yet these same Councils and Committees often have important information for the work of the Pastoral Council. The Role of the Finance Council The Finance Council, as required by Canon 537, is a council of Christian faithful (which) aid(s) the pastor in the administration of parish goods. It has a role distinct from the Pastoral Council. However, the Finance Council provides necessary information to the Pastoral Council so it can plan realistically for the future vitality of the parish. The Finance Council also assists the Pastoral Council and the Pastor/Pastoral Leader in helping make the plans financially feasible. (cf. Parish Finance Council Guidelines) Other long-standing committees and organizations as well as ad hoc committees that attend to particular and timely situations in the parish need to be connected through sharing information with and accountability to the Pastoral Council. It would be well if periodically representatives of these committees and organizations could meet with the Pastoral Council. These meetings would be to inform the Council of the committees work and their concerns as well as to learn from the Council how each ministry fits into the overall vision of the parish. This kind of meeting could be held once or twice a year offering all in leadership positions to hear what others are doing in and for the parish and the community to carry forth the mission of Jesus. Pastoral Planning Guidelines 9

Leadership on the Pastoral Council The Pastor/Pastoral Leader is presider or president of the Pastoral Council and has ultimate responsibility for and therefore authority over its work. However, the Council can have its own working leadership, such as facilitators or chairpersons, who with the Pastor/Pastoral Leader set the agenda, facilitate the meetings and call for closure on the work being done. To provide continuity and consistency of work as Council members and Pastor/Pastoral Leaders change, a set of operating guidelines or by-laws are helpful. These working procedures might include: criteria for members; process for selection of members; length of term; responsibilities of facilitators and length of term; responsibilities of secretary for minutes; procedures for recording and keeping minutes; role of Pastor/Pastoral Leader and staff members during meetings; frequency and duration of meetings; structure of meetings, e.g., calling for consensus or a vote, presentation of materials. As stated above, those who facilitate or chair the Pastoral Council, with the Pastor/Pastoral Leader, set the agenda for the meetings. In addition, they also conduct the business of the meeting; call for consensus indicators during the planning process; ensure that all members who wish to speak have the opportunity; take responsibility for being sure that members are informed of meeting times and dates and that they receive the agenda and minutes; and ensure that the secretary of the Council records the minutes of the meeting and preserves them appropriately. Pastoral Planning Guidelines 10

C h a p t e r 3 Parish Mission Statement Definition: Parish Mission Statement A parish mission statement is a simple yet dynamic proclamation of what the parish is about in light of the Gospel and what the Church believes and teaches. It expresses the focus of this particular faith community, at this particular time, for specific reasons. It is a point of accountability for the community, for the Pastoral Council, for the parish staff and for the Pastor/Pastoral Leader. It takes the vision of what the parish wishes to be and focuses on how it will work at becoming that. Its simplicity allows people to remember it. Its dynamism urges people always to be alert for ways to bring the mission to realization. For a Pastoral Council, the parish mission statement should always be a reference point of what they recommend. When the Council finds that the work it is doing does not flow from the mission statement it may be time to evaluate its work, or it may be time to evaluate and update the mission statement. The parish mission statement should be revisited every five years or so to see if it still holds energy for the parish and provides focus for ministry. There are many ways a Pastoral Council can create or evaluate a parish mission statement. Whatever way is chosen, it should include the parishioners in some form of consultation (see below) before the statement is written and it should be proclaimed, be visible in all forms of parish communication, and be referred to often in the planning and ministries of the parish. The parish community should be involved in raising the issues that Community Involvement the parish mission statement will address. By articulating the concerns, needs and dreams of the parishioners, the parish mission statement will be relevant for each particular community. It need not provide a foundation to address all that is articulated, but it focuses the energies of the ministries in a way that responds to the real needs of real people. Pastoral Planning Guidelines 11

Some considerations Parishioner consultation from listening sessions, interviews with randomly selected parishioners, printed surveys given out at weekend liturgies or sent through the mail to all or randomly selected households, or polls of small Christian communities may provide valuable information for composing a parish mission statement. Reflection on the Gospels, the teachings of the Church, and the tradition of the parish community should be part of the writers preparation. The mission statement should identify the parish by name, include in simple language the Gospel truths being called forth, and identify the needs that will be met. Each parish s mission statement should be unique to that parish. There is no one size fits all when it comes to mission statements; no cookie cutter model or template to use. Pastoral Planning Guidelines 12

C h a p t e r 4 Parish Pastoral Planning If in the planning that awaits us we commit ourselves more confidently to a pastoral activity that gives personal and communal prayer its proper place, we shall be observing an essential principle of the Christian view of life: the primacy of grace. There is a temptation which perennially besets every spiritual journey and pastoral work: that of thinking that the results depend on our ability to act and to plan. God of course asks us really to cooperate with his grace, and therefore invites us to invest all our resources of intelligence and energy in serving the cause of the Kingdom. But it is fatal to forget that without Christ we can do nothing. (cf. Jn 15:5) When this principle is not respected, is it any wonder that pastoral plans come to nothing and leave us with a disheartening sense of frustration? Novo Millennio Ineunte, 38 Pastoral planning is an ongoing and dynamic process. What it is There is no plan that once made and implemented could address all of the needs and concerns of God s people or fulfill the mission of a parish. Projects may be designed and implemented, evaluated and completed, but the life of the parish and the changing character of the people and of society means that there will always be opportunities to address new needs and concerns, or dream new dreams and be open to new visions of the Gospel at work in revealing God s Kingdom among us. Worship, formation, parish life and community, social concerns, evangelization, ecumenism and stewardship are all part of the living organism that is the parish. It is doubtful that any parish can say that every concern has been addressed adequately at any given time. So pastoral planning will always be with us and the Pastoral Council in its recommending capacity is where responsibility for it resides. Definition: Pastoral Planning Pastoral planning is the process through which a plan is devised that, when implemented, would assist the parish in becoming a better Pastoral Planning Guidelines 13

community of disciples of Jesus vibrant in its worship, its formation in faith, devotion and spirituality for believers and inquirers, its stewardship of the members time and treasure, and its outreach to those who search for meaning and those deprived of their human dignity, of life s necessities or of meaningful work. A parish pastoral plan arises from the felt and actual needs of parishioners and of all who need the redeeming, healing love of God. Collaboration among parishes in order to meet formation, evangelization, and service needs becomes important as parish leadership models adapt to meet changing needs. Therefore, parish planning should always take into account the other parishes nearby so as not to be in conflict with them or to duplicate efforts as well as to be alert to ways to work together. The Pastoral Council, steeped in the mission of the Church How it s done and the parish and aware of the needs of the people, plans in order to address all of the areas of concern. Because of the rapid changes in society, long range planning usually cannot be realistic beyond three to five years. Pastoral planning, although dealing with eternal elements, is situated in a specific time and place. A three-year incremental cycle of planning can Definition: Three-year be a practical way of approaching and carrying out the mission of the Incremental parish. By three-year incremental cycle is meant that pastoral Cycle planning goals are created for a three-year period of time each year. 1. Getting Started To begin with, the members of the Pastoral Council need to be fully aware of what is actually happening in the parish. As part of the orientation and of the ongoing planning process, the members should be knowledgeable about the ministries and services done in and by the parish. A listing should be kept, updated yearly, and note made of when new services are added and when other ministries or services have been discontinued and why. This helps define the areas that could be addressed in the planning. 2. Getting a Focus Using the seven parish areas: worship, formation, parish life, evangelization, ecumenism, social outreach and stewardship, the Council can both identify what is already being done in each area as well as which area or areas need attention and further planning. Looking at these seven parish areas and at the individual parish s mission statement, clearer focus can be obtained. Pastoral Planning Guidelines 14

3. Getting It Together Once an area or areas for planning are identified, goals are written in response to these areas that will be addressed for recommendation to the Pastor/Pastoral Leader. The goals are then broken down into objectives and plans of action or strategies for the first year of the three-year plan (Appendix: Sections F and G). These objectives and plans of action are concrete, measurable and achievable. Once they are formulated, the Pastoral Council begins the process of gathering information to be able to prepare a recommendation. The recommendation should be specific enough that the Pastor/Pastoral Leader has a clear plan of action to follow to implement the recommendation. It should include a clear picture of whom is being served or ministered to, who will do the ministering, how it would be done, how much it may cost and how it could be funded (cf. Appendix A). The Pastor/Pastoral Leader then has the responsibility and authority to decide if, when, and how the recommendation would be implemented. 4. Learning From It All At the end of the first year the Pastoral Council evaluates its own actions by asking the questions, What did we do? and What did we learn? These questions are often more helpful than asking Did we do what we said we were going to do? and then judging the deficiencies. It is valuable to focus especially on what made particular actions or activities successful, thereby learning from success rather than failure. 5. Starting Again After the evaluation and a celebration of what was accomplished, the Pastoral Council does several things, including looking at the goals for the remaining two years, adjusting them in relation to the learnings of the previous year and then adding goals for year three. The Council takes the previously determined goals for what is now year one, determines if they are realistic and/or if new or different goals are needed and then designs the objectives and plans of action for the year. And the process begins again. This way of planning is both organic and dynamic. It plans for three years, but allows for realistic adjustment as new knowledge is gained and new situations arise. Throughout it all the Pastoral Council remains prayerfully mindful of the mission statement of the parish and the mission of Jesus entrusted to the church as well as the reality of the people. Pastoral Planning Guidelines 15

C h a p t e r 5 Pastoral Council Meetings The Pastoral Council should meet often enough to continue to give direction to its work and to keep its members informed, active and involved. A one and a half to two hour meeting once a month, or 6-9 times a year, seems to provide enough time for the work of a Pastoral Council. It is helpful occasionally, perhaps once a year, to have a longer period of time to evaluate past performance and to develop the goals for the coming year into objectives and plans of action. Some Pastoral Councils find a yearly retreat day helpful in keeping before them the spiritual aspect of the leadership they provide. The Pastor/Pastoral Leader is to be present at the meetings of the Pastoral Council. The involvement of the Pastor/Pastoral Leader in preparing the agenda A Pastoral Council may not: allows for the Pastoral Council to continue in the event of an emergency which calls the Pastor/Pastoral Leader away from the meeting. A Pastoral Council may not call or conduct a meeting without the knowledge of or against the wishes of the Pastor/Pastoral Leader. Members should be informed in advance if there is a change in meeting date, time or place so they can adjust their calendars accordingly. Depending on the size of a parish staff, staff members, paid or volunteer, might also profit from occasional attendance at a meeting. It is not a time, however, for a pastoral staff meeting. Staff members need to be aware of the work and responsibilities of the Pastoral Council and respect its agenda. If a staff is large, it might be more helpful if staff members are invited only to those meetings that concern their area(s) of responsibility, perhaps to provide information about what is being done or could be done and to hear the concerns and possible recommendations of the Pastoral Council. Pastoral Planning Guidelines 16

Minutes of the discussions and decisions from each meeting should be recorded and kept on file. The Pastor/Pastoral Leader and each Council member should receive these minutes in a timely fashion, if not with the agenda before each meeting, then at the beginning of the meeting, so they can look over the previous work. Agenda Creating a good agenda is important for a good meeting (cf. Appendix: Sections A and B). The Council co-facilitator(s) and the Pastor/Pastoral Leader should meet at least a week to ten days prior to the meeting to set the agenda. They need to keep in mind 1) what work the Council is presently engaged in, 2) what work needs to be addressed and 3) if anything has come up that needs to be brought before the Council because it may affect its work or may need to be addressed in the pastoral planning process. When the agenda is pulled together, it is helpful to list the topics in the order they will be addressed. It is also helpful to indicate if the topic is for 1) information and/or 2) discussion and/or 3) decision. Usually when a topic is first introduced, the Council will need to gather information and discuss implications. When it is time for the Council to make a decision about a recommendation, it is good to be aware of this prior to the meeting so that all might prayerfully reflect on what would most benefit the parish. The role As mentioned above, prayer should be an integral part of the of prayer work of the Council and of each Council member. Those who prepare the agenda and/or facilitate the meeting have a special responsibility to assure that prayer has an appropriate and prominent place in the meeting. Aware that the agenda may have different kinds of items having different weight of importance, those who prepare the agenda will want to make time for prayer, silence or faith sharing at key moments in the meeting. For prepared prayer at each meeting, it is appropriate to invite two or three members of the Council to form a Prayer Committee. This committee would assume the responsibility to have the prayer well prepared and to have the necessary materials (e.g. Bible, prayer papers) for those who are attending the meeting. Making a recommendation using discernment and consensus Since the work of the Pastoral Council is a ministry of the service of leadership, decisions made in the group (such as the decision to finalize a recommendation or to prepare the goals and strategies) will need to reflect the Gospel mandate of when two or three are gathered in my Name (Mt. 18:19-20) Pastoral Planning Guidelines 17

Prayer, an important part of every Council meeting, should have a primary role when it is time for decision-making. To give direction to the faith life and service of a parish community requires that decisions needed to formulate recommendations are made in a spirit of wisdom and understanding. Definition: Discernment and Consensus Not Majority Rule Both discernment and consensus mean that each person has had the opportunity to share his or her wisdom, to hear respectfully what others have to say, and to have time to reflect prayerfully on the information before indicating support. When what appears to be the final recommendation is presented, there is still time for conflicting or opposing opinions to be heard. At this point, however, there would be no discussion of what is said as this should have already taken place. The opposition is listened to reverently but it should not stop the process or start it over unless new information is presented that has not yet been considered. Working with discernment and for consensus means that it is not majority rule. At the conclusion, it is not a vote that is taken so much as an indication of support for the final decision. This means that although a decision is not his or hers first preference, a Council member can indicate that he or she will support the decision and work to carry it out. Those who support a different option or oppose the decision have been allowed to share their wisdom and have been heard. An opposing statement can be recorded in the minutes. Working for a discerned consensus can take significantly longer than a simple presentation and vote. The positive outcome of spending the extra time is that people understand the result better and will support it in the face of opposition or resistance from others. Recommendations for pastoral planning deserve the extra time, as they are designed to affect positively the life and vitality of the parish. There are situations, however, when time is a luxury that the Council may not have. There is nothing inappropriate in having a democratic vote that allows each person to express his or her support or lack thereof for a recommendation and recognizes a majority as indicating acceptance. It would seem only natural, however, that the Council wrap its consideration and vote in a prayerful attitude. Confidentiality At times the Pastoral Council may be dealing with material that is sensitive or potentially hurtful. When this happens, it is a moral consideration that what is discussed is kept in confidence. Confidentiality can be seen as extending information only to those who have the right or need to know in order to protect an individual or the Pastoral Planning Guidelines 18

common good. This is over and against secrecy, which is keeping Confidentiality not Secrecy information from common knowledge in order to preserve power over another or a group. The discussion and deliberation of members in council might be kept in confidentiality in order to allow members to speak freely and without fear of having their comments repeated or misrepresented. Minutes and Any group that has on-going responsibilities or does reporting planning would want to keep a record of its work. As such, a Pastoral Council would need to keep adequate minutes of its meetings for reference as it continues its work, for updating for new Council members, and for historical purposes for future Councils and the parish. The Council may choose to have working minutes which would record the content of discussions and procedures used as well as decisions and recommendations made around its planning as well as official minutes which would record the decisions and recommendations. The official minutes should be kept in a parish file (cf. Appendix: Section C). As one of its last actions at each meeting the Pastoral Council should determine what of its work is appropriate to report to the parish, and how and when it will be reported. The report keeps the parish informed of the Council work. It is never simply a publication of the minutes, but rather it is an update of what is happening. The minutes should, however, always be available at the request of any parishioner. Pastoral Planning Guidelines 19

C h a p t e r 6 Pastoral Council Membership Criteria Because of the unique ministry of the Pastoral Council, criteria for membership should be selected carefully. Each Pastoral Council is encouraged to determine the criteria for membership on the Council that ensures that the individuals have the qualities and gifts that will enable the Council to do its work. The criteria listed below are examples. Someone selected to serve on a Pastoral Council: is a baptized, confirmed Catholic in good standing who is a registered member of the parish; is a participating member who faithfully fulfills his or her Sunday obligation; is a contributing (time, talent and treasure) member of the parish; will be able to give the necessary time for meetings, preparation and followup tasks; will be able to determine and accept the reality of the larger parish and its needs; is credible in the parish (i.e., parishioners respect the person and feel they have the good of the parish at heart. This is not an indication of popularity). There are a number of ways that parish members can be selected for Selection service on the Pastoral Council. Whatever way is chosen, the following are important: Prayer is an integral part of the selection process, both for those selected and those doing the selection. All are knowledgeable of the role of the Pastoral Council in the organization of the parish community. Selection is based on matching the gifts of the individuals with the roles, responsibilities and criteria of Council membership. Pastoral Planning Guidelines 20

Parishioners who have served one term and are available to be selected again should carefully discern the role they might play in providing consistency in the Council s work. The final selection and appointment are done by the Pastor/Pastoral Leader who has consulted widely and thoroughly with the Pastoral Council and others. Selection may be done by discernment, by election or by nomination. A parish should choose the method that best fits the custom of the people. The method, however, should be adequately explained and understood and be transparent and honest (cf. Appendix: Section D and E). Length of terms The length of term for Pastoral Council members can be determined locally. Conventional wisdom would indicate that a oneyear term is too short a time for a person to be adequately oriented to the work of a Council and five years renewable is asking for an inordinate time commitment. Three years seems to be the most common and workable length for a term. It makes a difference also if a term is renewable and for how long. Another area in which there is diversity is whether all or some members come on the Council at the same time. Some parishes have all members of the Pastoral Council commissioned for a three-year term at the same time. At the end of the term, the entire group is finished. This has the advantage of having to orient new members only once every three years so that by the end of the first year, all members are aware of their responsibility and are into the work. The disadvantage is the possibility that every three years a whole new Council with no continuity begins again. This means that the institutional memory of the previous Council may be lost. This disadvantage can be moderated if Council members can be selected for a second term. It becomes important then, that any members re-elected not assume that the new Council will continue to do everything just as the old Council had done. If new members are selected each year but members have three-year terms with one third going off the Council each year, the Council must be sensitive to taking sufficient time to orient new members to the work underway. This is the Pastoral Planning Guidelines 21

disadvantage to this way of bringing in new members. The advantage is that new life, new ideas and new skills are added to the group. Serving on a Pastoral Council is not a lifetime commitment. Pastoral Council working guidelines should clearly delineate term lengths and renewal. Even in the smallest parishes, it is important to continue to invite new and different people to be part of the Council s pastoral planning for the parish. Size of Pastoral Council A group committed to planning and using discernment and consensus as a form of making decisions will need to be of a size that maximizes the gifts and wisdom of the group as well as respects the dynamics for discussion and sharing. Group dynamics indicate that a group larger than five and smaller than fifteen can provide the maximum potential for personal interaction and diversity of skills and knowledge to produce a quality outcome in planning. Between eight and twelve is optimal size allowing for the Optimal Size occasional absence without jeopardizing the process and also allowing for several others to join for information-gathering and discussion without the group becoming so large as to inhibit necessary interaction. The size of the parish and the scope of the planning may help indicate the best size for the Pastoral Council. The number to be included in the Pastoral Council should be indicated in the working guidelines. Orientation Whenever new members are brought onto the Pastoral Council or others leave, the entire Council changes in its group process. Time should be taken at the first meeting, or even at a gathering prior to the first business meeting, for members to get acquainted and to look at the work of the Council that has gone before them. Pastoral Planning Guidelines 22

C h a p t e r 7 Two Parishes One Council Even before the reorganization of parishes in the Diocese of Toledo, Pastors and Pastoral Leaders were being encouraged, while supporting the individual identities and histories of parishes, to have one Pastoral Council. This development is supported by parishes striving to become vital, energized and involved while allowing the Pastor/Pastoral Leader to tend to the spiritual leadership of the parish. As stated before, the Pastor/Pastoral Leader is the presider of a Pastoral Council and must be present at meetings. With two parishes, most everything he is involved in is multiplied by two. Since the Council is involved in planning rather than implementation, and since two parishes pastored by one person are usually in close proximity, collaboration in some areas and ministries is not only good but advisable. A common Council fulfills the same role of planning Purpose of with both parishes being considered. This implies that a Common there may be planning groups in each parish that address Pastoral Council specific issues as directed by the common Pastoral for two parishes Council or by the Pastor/Pastoral Leader. Individual parish planning groups should have a Pastoral Council member as a liaison or as chairperson so that their work can be duly reported and considered by the common Council. The Pastor/Pastoral Leader must attend and/or Members of know about all common Pastoral Council Common meetings. The Pastor/Pastoral Leader is Pastoral Council considered the presider although someone else may run the meetings. If the Pastor/Pastoral Leader cannot attend s/he is to know the agenda for the meeting and to be informed through a complete report immediately afterward. Pastoral Planning Guidelines 23

The focus of the common Council is the effort toward collaboration of two parishes without losing the distinctive gifts of either one. Equal Representation A combined council must have equal representation from both parishes. Since consensus rather than majority rules voting should be the usual method for the Council to conduct its business, there should be no concern about one parish overruling another. The building up of the communities to be about the mission of Jesus overrides all other concerns. The members of the common Council should be aware of all ministries, services and events of both parishes. In one pastor s words, the Council, together with the pastor, provides a global brain to keep the issues, needs and dreams of the parishes in mind. The primary work of planning for the common Pastoral Council would be the collaborative efforts between the parishes. When a Parish Vitality Assessment is done, the common Council would provide direction for individual parish efforts and would address common efforts. To address concerns in the individual parishes, the Planning groups common Pastoral Council could recommend that the Pastor/Pastoral Leader form specific, ad hoc planning groups. These planning groups could be self-run with oversight by and accountability to the common Pastoral Council. They would make regular reports to the Pastoral Council. If they were to generate a recommendation for a particular activity or ministry for the parish they would provide all necessary material to the Pastoral Council to be presented to the Pastor/Pastoral Leader. This latter action ensures first that the Pastoral Council is aware of what is happening in each parish, and secondly respects its role in the overall planning for the parishes and its recommending role to the Pastor/Pastoral Leader. Pastoral Planning Guidelines 24

C o n c l u s i o n As Catholic parishes continue to serve the People of God in the twenty-first century, it becomes more evident that everyone must be involved in the work of the Church. The Pastoral Council, with its service of planning for a future that continues the mission of Jesus and the Church, will be an increasingly key aspect in every parish. What awaits us therefore is an exciting work of pastoral revitalization a work involving all of us. (Novo Millenio Ineunte, John Paul II, 29) Pastoral Planning Guidelines 25

Appendix A > Form for Agenda B > Sample Agendas C > Form for Minutes D > Methods of Selection E > F > Scenario of a Selection Process Form for Planning G > Scenario of Planning Goal Setting H > Scenario of a Pastoral Council Preparing a Recommendation by Discernment and Consensus I > Sample Parish Pastoral Council Bylaws Pastoral Planning Guidelines 26

A p p e n d i x : Section A S AMPLE F ORM FOR A GENDA a) b) Parish Name Date I. Opening prayer (who is responsible). II. Review of minutes and changes in agenda (discussion/action). III. Reports on any old business for updates (identify areas) (information/discussion). IV. On-going business (identify areas/information/discussion/decision). V. New business (information/discussion). VI. Determination of what should be communicated to Parishioners (discussion/decision). VII. Review of assignments or subcommittee work for next agenda, e.g. who is responsible for prayer (decision). VIII. Closing prayer (who is responsible). Pastoral Planning Guidelines 27

A p p e n d i x : Section B F OLLOWING ARE TWO SAMPLE AGENDAS FOR A WORKING P ASTORAL C OUNCIL: Sample Agenda (times are approximate) I. Opening Prayer and Faith Sharing. (20 min.) II. Review of Agenda. (5 min.) III. Report on status of recommendation for starting a bereavement ministry that had been sent to the Pastor/Pastoral Leader (information). (10 min.) IV. Input on youth ministry by Parish Youth Coordinator from a parish in the Deanery. Ten parishioners who have expressed interest in working with Youth Ministry will attend the input session and discussion (information [30 min.] and discussion [30 min.]). (1 hr. 10 min. including break) V. Reflection and sharing of reaction/response to input and discussion. (Council members only [10 min.]) VI. Closure, including topics for next meeting, confirmation of date and time. (5 min.) Pastoral Planning Guidelines 28

Sample Agenda II I. Opening prayer and faith sharing. (15 min.) II. Review of agenda. (5 min.) III. Information on Evangelization. A. What Evangelization Is and Is Not Diocesan Resource for Evangelization (presentation). (25 min.) B. One Parish response, St. Mary s Evangelization Committee chairperson (presentation). (20 min.) C. Discussion. (20 min.) IV. Quiet reflection and prayer on what was heard. (5 min.) V. Each Council member shares his/her sense of how parish might respond (no discussion at this time, individual sharing only). (10 min.) VI. Listing of possible next steps (brainstorming and discussion) (20 min.) in preparation for the next meeting when further discussion, prioritization and determination of what other information is needed to make a recommendation will be considered. VII. Closing with silent prayer for each other and for wisdom to proceed. Pastoral Planning Guidelines 29

A p p e n d i x : Section C S AMPLE F ORM FOR M INUTES c) d) Parish Name Date of Meeting I. Members present, absent, excused. You might indicate who chaired the meeting and if there were any guests. It should definitely be noted if the Pastor/Pastoral Leader was unable to attend and why. II. Corrections of minutes if any. III. Items from old business that should be recorded. Attach any pertinent handouts. Record any decisions made. IV. Items from on-going business that should be recorded. Attach any pertinent handouts and record information, highlights of discussion and any decisions. V. Items from discussion of new business and any future action of Council. Attach any pertinent handouts, information and highlights of discussion. VI. Record any announcements or changes to work of Council. Pastoral Planning Guidelines 30

A p p e n d i x : Section D M ETHODS OF S ELECTION A. Selection by Discernment and Appointment The purpose of a parish Pastoral Council and the criteria for membership are published and/or explained in the bulletin, the newsletter, on the website and/or at Mass. The number of Pastoral Council members is clarified. Suggestions for new members are offered by any or all of the following: Parishioners at large Current members of the Pastoral Council Pastoral staff Members of ministries of the parish Pastor/Pastoral Leader All parishioners nominated are invited to a 4-6 hour discernment process either on one day or over two or three evenings where further information about the work of the Council is shared, where the nominees identify the gifts they bring to the Council and where gifts are affirmed and nominees can see if they are called to this ministry. At the end of the discernment process, new members are chosen (by lot or other method [cf. Acts 1:22-26]), confirmed with appointment by the Pastor/Pastoral Leader, announced in the parish and installed at a weekend liturgy. B. Selection by Election and Appointment The purpose of a parish Pastoral Council and the criteria for membership are published and/or explained in the bulletin, the newsletter, on the parish website and/or at Mass. Nominations for potential members are solicited at weekend liturgies or through the mail or parish website. Pastoral Planning Guidelines 31

Parishioners nominated are contacted for their willingness to serve on the Council (a maximum number of nominees may be determined before voting so that the slate is neither too large nor too small). The names of nominees who have consented to be considered for election are listed in alphabetical order in the parish bulletin prior to the election. Official ballots are distributed and parishioners vote (age limit of voters would have been previously determined and communicated). The election is determined by plurality, that is, by those receiving the highest number of votes. Protocol would have been determined in the case of a tie. New members are appointed by the Pastor/Pastoral Leader, announced in the parish and installed at a weekend liturgy. C. Selection by Nomination and Appointment The purpose of a parish Pastoral Council and the criteria for membership are published and/or explained in the bulletin, the newsletter, on the parish website and/or at Mass. The number of new Pastoral Council members is announced. Suggestions for new members are offered by any or all of the following: Parishioners at large Current members of the Pastoral Council Pastoral staff Members of ministries of the parish Pastor/Pastoral Leader Parishioners nominated are contacted for willingness to serve. Selection is made by Pastor/Pastoral Leader alone or with Pastoral Staff and/or Current Pastoral Council New members are appointed by the Pastor/Pastoral Leader, announced in the parish and installed at a weekend liturgy. Pastoral Planning Guidelines 32

A p p e n d i x : Section E S CENARIO OF A S ELECTION P ROCESS The Pastoral Council of St. Kateri Tekakwitha parish prepared to gather names for five new Pastoral Council members by putting announcements in the bulletin two weeks prior to making an announcement and appeal at the end of each weekend Liturgy. The purpose of the Pastoral Council and the criteria for members were briefly explained each time, and parishioners were invited to consider their own willingness to serve and to think of names of other parishioners. At the weekend Liturgies following the announcements, forms were given to all parishioners sixteen years and older. The parishioners were invited to list one person s name (his or her own or another) on each form and give a reason why this person would be a good Pastoral Council member (e.g., this person has been involved in various aspects of parish life, or has a good sense of the needs of people). The forms were reviewed by the Pastoral Council members and each person suggested was invited to attend an informational meeting. The invitation included the reasons given by parishioners for submitting the name. At the informational meeting Pastoral Council members and the Pastor/Pastoral Leader led the participants in a prayer for wisdom. The Council co-facilitators explained in greater detail about the functioning of the Pastoral Council and some of the work it was involved in. They invited questions from those gathered and responded to requests for further information and clarification. At the end of the meeting, the people attending were given a form on which to indicate if they wished to be considered for membership on the Pastoral Council. A period of silent prayer ended the meeting. All were asked to return the willingness forms within the week. A subcommittee of the Pastoral Council met to review the forms. They prepared a list that included the person s name, the reasons given by those who suggested them and anything the individual indicated on the willingness form. At the Pastoral Council meeting, the members chose twice the number of persons as positions open, that is ten, listing the names in priority of their Pastoral Planning Guidelines 33