PASTORAL COUNCIL GUIDELINES CHURCH OF THE ASSUMPTION

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In 1854 Reverend John Purcell, Archbishop of Cincinnati, sanctioned the building of a church in Mt. Pleasant (Mt. Healthy), Ohio. Subsequently, a small frame structure was dedicated on August 5, 1855, "to almighty God under the title of The Assumption of the Blessed Virgin Mary."

United in the Lord Jesus Christ - the same yesterday, today and forever - we write these guidelines to describe and provide for shared responsibility and to assure coordination and cooperation in our various ways of being Catholic and being parish together.

Article I – Name

This group of ministers is the Pastoral Council of the Church of the Assumption, Mt. Healthy, Ohio, hereinafter called the "Council."

Article II - Statement of Purpose

The purpose of Council is to explore and study with the pastor, matters of a "pastoral nature," that is those areas of life that touch the spiritual and faith development of the parish members.

It is also to serve as a consultative body to the pastor by making evaluations and recommendations, and to provide an effective vehicle for planning and communication within the parish.

While Council makes sure planning moves forward, it neither assumes an expertise that is more appropriate to another parish group, nor involves itself in the administration of the parish.

Article III - Functions of the Council

A. To pray and work in a spirit of discernment as a sign and witness to parish members.

B. To be a consultative body (see Appendix 1 and 1a) assisting the pastor in matters of pastoral activity and deliberating on matters of parish importance.

C. To do pastoral planning - its chief activity, and to champion initiatives that will allow the parish to grow and flourish.

D. To periodically evaluate progress toward agreed-upon parish goals and objectives and to update this plan.

E. To be the primary means by which the voice of the parish membership is represented.

F. To work effectively with commissions, Finance Council, and parish organizations in a spirit of mutual cooperation for the good of the parish and to lend guidance and support to them by communicating pastoral priorities and goals.

Article IV - Membership and Selection

A. Council will consist of parish clergy, members-at-large, and an administrative secretary. In some cases members-at-large will also be commission liaisons.

B. A member-at-large must be a registered parishioner, at least eighteen (18) years old by the beginning of his or her term and a practicing Catholic who prays, regularly attends Sunday Eucharist and enjoys a good reputation.

C. Members-at-large are parish ministers and will be selected as follows:

1. Prayer and reflection will be utilized.

2. Some time between Ash Wednesday and Pentecost of each year, the parish as a whole will be asked to submit names of persons they feel would be a benefit to the worship, faith life and ministry of the parish. Parishioners may submit their own names.

3. Eligible parishioners whose names have been submitted will be invited to attend informational meetings de-signed to educate participants about all facets of parish life. After these meetings, this group of parishioners will participate in a discernment process in which they will determine which facet of parish ministry is best suited to their time and talents.

The Pastor and Council chairperson will have full responsibility for coordinating and supervising this discernment process. They may delegate this responsibility as they see fit.
In the discernment process, new members needed for Council will be selected by the voting members of the Executive Committee (see Article V). The remaining participants will be offered an opportunity to fill some other commission or ministry position.
There will be nine (9) members-at-large with terms of three (3) years duration beginning or ending in June. A member-at-large may reenter the discernment process to seek a second term. After two (2) terms, a member-at-large must take a one (1) year sabbatical from Council.
If ever there are less than nine (9) members-at-large seated on Council, the voting members of the Executive Committee have the option of selecting someone to serve an unexpired term.

Article V - Council’s Officers and their Seating

A. Council will have four (4) officers: the pastor, the chairperson, the chairperson-elect and the administrative secretary.

A chairperson and a chairperson-elect will be seated each June from the eligible members-at-large for a one (1) year term. The pastor will direct this process.

Council’s four (4) officers will be the Executive Committee responsible for developing an overall working plan for the year and for preparing an agenda for each meeting.

The officers will consult prior to scheduled meetings to pre-pare the agenda. Ordinarily, matters for the agenda are submitted by the pastor and members of Council. Parishioners who wish to have matters taken up by the Council should contact a Council member.

The Executive Committee works to ensure that prayer and study are part of Council’s deliberations. This committee also determines what meeting processes will be utilized whether it be small group work, brainstorming, advance work sheets, the consensus method or others deemed appropriate to facilitate planning.

1. Role of the Pastor:

Consults with the Executive Committee, responsible for the agenda.
Presides at all Council meetings (Canon Law 536) and actively listens and participates in Council’s discussions and deliberations. Ordinarily, he delegates to the chairperson the task of chairing the Council meeting. If the pastor must be absent, a Council meeting will take place as scheduled or the pastor will reschedule at his discretion.
When appropriate, assists Council in its deliberations by sharing relevant information or his own perspective on the issue being discussed.
Makes the final decision regarding any course of action.

2. Role of the Chairperson:

Consults with the Executive Committee to organize and coordinate the agenda along with any group processes to be used at a Council meeting.
Chairs the meetings of the Executive Committee.
Chairs all meetings of Council as delegated by the pastor.
Makes sure that the Council meeting agenda is sent out at least one (1) week before the meeting.
Is the recipient of any agenda items from Council members, staff or other individuals, commissions or organizations within the parish.
Participates as an active member of Council in all its discussions.
Stimulates and involves all members in discussion and facilitates Council in formulating its goals and methods for achieving them.
Leads Council in an annual evaluation of its proceedings and effectiveness
Assists in preparing the chairperson-elect to succeed him or her.

3. Role of the Chairperson-elect:

Consults with the Executive Committee which develops the meeting agenda.
Chairs the Council meeting if the chairperson is absent or should the chairperson want to temporarily assign the chairing of the meeting in order to participate more fully in the discussion.
Assists the chairperson in conducting Council’s work.
Becomes chairperson at the end of the term as chairperson-elect.

4. Role of the Administrative Secretary:

Consults with the Executive Committee which develops the meeting agenda.
Sees to the preparation and distribution of Council minutes and agenda prior to a Council meeting.
Is responsible for recording the minutes of all meetings.
Maintains roster and attendance records of Council members.
Keeps on file, records of Council’s history, development, minutes, resolutions and names of members.
Serves as directed by Council in the administration of its matters.
Advises the chairperson but does not participate in Council discussions unless asked by the chairperson or the pastor
Is appointed by the other members of the Executive Committee.

Does not vote.

A. The roles of a member-at-large; any other parish cleric; lay, pastoral staff member; invited presenter and visitor are described in Appendix 2.

Article VI - Commissions, Finance Council and Parish Organizations

A. Commissions represent major pastoral priorities or programs. The pastor with Council will determine the number of commissions needed.

B. After they evaluate, analyze and project consequences, com- missions recommend policies and programs that are consistent with the pastoral priorities established by Council.

C. Commissions shall make recommendations within their specific area to the Pastoral Council or Pastoral Staff through an appropriate liaison. In turn, the pastor or his delegate will pro- vide feedback and direction after receiving such information.

D. After these guidelines are enacted, commissions, Finance Council and designated parish organizations will each create their own Guidelines or check their current Constitutions, By-laws etc. for compliance with these Pastoral Council Guide- lines which will be the final authority. The pastor will direct and specify these drafting processes as he sees fit.

Article VII - Meetings and Procedures

A. Council will schedule its meetings prior to the autumn of each year.

B. Visitors (see Appendix 3) may attend any Council meeting un-less, for reasonable cause, the Council needs to meet in executive session.

C. Council meetings will be run in an efficient and orderly fashion according to these Guidelines and any supplemental Ground Rules (see Appendix 4.)

D. Council strives to work in a spirit of consensus building. The group seeks to reach a point where all feel they can support a proposal, even though some may not totally agree. Reaching consensus requires that the council build good relationships and strive to be an effective work group or team.

Article VIII - Ratification and Amendment

These Guidelines take effect when they are accepted by the pastor upon the recommendation of at least five (5) voting members of Council. At such time the current Assumption Parish Council Guidelines (January 10, 1989) will be null and void.

These Guidelines may be amended when accepted by the pastor upon recommendation of Council.

These Guidelines are in effect until directed otherwise by competent authority.

RECOMMENDED

by the Pastoral Council of the Church of the Assumption:

27 June 2000 – The Jubilee Year

Thomas Effler, PASTORAL COUNCIL CHAIRPERSON

ACCEPTED

by the Pastor of the

Church of the Assumption:

27 June 2000 – The Jubilee Year

Rev. William M. Kennedy, PASTOR

APPENDIX 1
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Putting Council in Context

APPENDIX 1a
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Putting Council in Context

APPENDIX 2 – Other Roles

1. Role of a member-at-large:

Envisions parish life in its broad aspects and ministries.

Assists the pastor in his ministry of serving the faith and spiritual development of parish members, families and households.

As a new member, attends the training that will be provided.

Attends and takes part in Council meetings.

Is willing to serve as chairperson-elect immediately or as chairperson after one year on Council.

Participates in pastoral planning, Council’s principal activity.

Contacts parish members when directed.

May serve as Council’s liaison to a commission or organization (see Appendix 1a) at the request of the pastor.

Serves as otherwise asked and able.

Has voice and vote.

Will be liable to lose membership if absent for three (3) consecutive Council meetings.

2. Role of any other parish cleric:

Is an ex officio member of Council.

Attends and takes part in Council meetings.

Serves as asked and able.

Has voice, not vote and is not eligible to be chairperson or

chairperson-elect.

3. Role of a lay, pastoral staff member:

Is not a member of Council and thus does not vote but is available to Council as a resource person.

Attends meetings and\or participates in Council’s ministry as asked by the pastor or as dictated by issues and needs.

Receives all paperwork such as agenda, minutes, reports, etc.

May serve as Pastoral Staff’s liaison to a commission at the request of the pastor.

4. Role of an invited presenter:

Addresses Council when recognized by the chairperson.

Limits participation to pertinent and topical discussion only.

Does not vote.

Will be excused by the chairperson after his\her business is over but with the option of then leaving or remaining as a visitor.

5. Role of a visitor:

Attends and observes Council meetings in accord with VISITORS’ NORMS (see APPENDIX 3) which he or she will be given by the administrative secretary before the meeting begins.

APPENDIX 3 – VISITORS’ NORMS

	Visitors, Welcome!
	Thank you for coming. We value your interest in our parish. ________________________________
	For good order and effectiveness, only Pastoral Council members or Invited Presenters may address Council and join the discussion. ________________________________
Topics for future Council meetings may be submitted to the Chairperson. Name:______________________ Phone:_________________ The Chairperson may find it in your best interest to refer you to: an appropriate Commission, Finance Council or another parish organization.

Appendix 4 - GROUND RULES

1. There will be an annual, spiritual gathering and, prior to it, an Orientation Process for all new members. (Cf. APG #16, p.31)

2. The Executive Committee will computerize and periodically distribute or e-mail, a 12-24 month-by-month projected work plan. This plan will be referred to in the construction of detailed monthly agendas. The plan will be periodically adjusted.

3. A Council member may have items added to the printed agenda by notifying the chairperson by 7:20 p.m. on the meeting night but preferably before the meeting day itself. As a courtesy to the Council, such additions should only be requested for urgent matters.

4. Copies of the agenda, along with the minutes of the previous meeting, will be in members’ hands seven (7) days before a scheduled meeting. The upcoming agenda and condensed form minutes will be made available to the parish.

5. Minutes are to focus on:

- discussion summaries

- resolutions\recommendations

- pastor’s approval\disapproval

- action steps and achievement time lines.

(Cf. APG, p.15 Admn Sec’y, b)

6. A quorum is a simple majority of voting members.

7. There is no voting on reports at Council meetings. The chairperson will simply note: "The report is accepted and will be filed." Any recommendation will be processed by consensus.

8. An issue may be initiated and decided at the same meeting unless the pastor (or Council with his approval) chooses to delay.

9. When consensus is not reached, options include:

- stopping and praying for a period of time

- naming the issue

- if time is a factor, taking a two-thirds or simple majority vote

- the pastor’s taking the lack of consensus under advisement and deciding the direction that needs to be taken

- taking the proposal back for additional work

- examining more alternatives and consequences

- tabling the issue until greater consensus can be built for the proposal.

10. The chairperson-elect will summarize all action items (Who? What? By when? etc.) at the end of the meeting. The Chairperson-elect Summary will be a standard item on the printed agenda.

11. The chairperson or any member may request a meeting evaluation before adjournment. This is a brief verbal assessment of the meeting.
12. These Ground Rules are in effect when accepted by the pastor upon recommendation of Council. They remain in effect until determined otherwise by competent authority. They may also be amended when approved by the pastor upon recommendation of Council.