St. Christopher’s Parish Pastoral Council Guidelines.
45 years ago the Second Vatican Council called upon all the baptized: clergy, religious and laity-to exercise their distinct but complementary roles in building up the body of Christ. Such effective collaboration has and, given the present shortage of clergy, has to continue to take place in our Church in an even greater degree. One important model of collaboration is the “parish council.” Over the past 24 years, our parish councils have coordinated with the Pastor all the ministries and activities of our parish, in articulating our mission and in developing our pastoral plan for carrying it out. In October 2008, the diocese will consult with parishes as part of a formal evaluation of our interim guidelines to determine if any changes are required in light of the actual experience of parishes in implementing the guidelines.
l The role of counseling and implementing our pastoral plan belongs to all the members of the Church because of our Sacrament of Baptism. The pastor presides over the council, and through it the Christian faithful give their help in fostering pastoral activity” (Canon 536).The specific structure and function of that Parish Pastoral Council depends on various factors unique to each parish. The Parish Pastoral Council’s purpose [Canon Law, 536] is assisting in “fostering pastoral activity” within the parish. This activity of the Parish Pastoral Council is rooted in our individual and corporate response to the activity of the Good Shepherd. The concern of each member and of the Parish Pastoral Council is the welfare of the entire parish. This is especially true in regard to community, worship, prayer, service, education, and leadership/administration.
Job description of the members of Parish Pastoral Councils.
1. Actively seek information from the pastor, parish staff, and the parish at large regarding the pastoral needs of the parish community.
2. Assist in developing or reviewing the parish mission statement.
3. Advise the pastor in integrating the parish’s goals and priorities into an ongoing pastoral plan.
4. Recommends flexible strategies which support the parish’s goals and priorities.
5. Contributes to evaluate the progress in achieving parish’s pastoral plan.
Purpose of the Parish Pastoral Council is the welfare of the entire parish. This adds to the main purpose of earlier visions of “parish and parish committees’ councils” which were mainly “activity” driven and functioned as a scheduling or coordinating body. At the core of the Parish Pastoral Council are each one’s baptismal call and a sense of stewardship that challenges each person to use their gifts wisely and for others. The diocesan Lay Ministries Handbook focuses its work specifically on our “pastoral plan.” The Parish Pastoral Council has a specific responsibility for the development of such a plan. Pastoral plans enable the members of the Parish Pastoral Council to share their views in a way that not only brings problems or concerns to the surface but also commits the parish to a plan to address them. Such a plan involves our commitment to the future of our parish. The pastoral plan provides a direction for the work of the parish in a time when pastoral leadership may change. Together with the pastor, the Parish Pastoral Council develops a pastoral, strategic plan.
Leadership; Strategic Planning.
The parish leadership is best seen when the pastor fosters the full use of the many gifts given in the faith community. The parish Pastoral Council has an active part in the parish’s evangelization and outreach. How they lead is the challenge.
Consultation. The Parish Pastoral Council works as a consultative body. The ultimate responsibility for the spiritual and temporal welfare of the parish resides with the pastor. The pastor invites candid discussion of key issues of parish life. The Pastor presents accurate, detailed and complete information regarding important issues of parish life to the Parish Pastoral Council members and they help disseminate accurate information throughout the parish.
Clarity. Each member of the Parish Pastoral Council must grow in personal awareness of the elements of collaboration, discernment, consensus and stewardship.
Discernment. Discernment is a prayerful process involving the entire parish and especially the pastor, parish staff and Parish Pastoral Council. Initially, the process involves a detailed statement of the issues involved or the decision to be made. Discernment also involves careful consideration on the part of all as to what gifts, talents and insights each brings to the discussion. Discernment also implies a vision that decisions made are to benefit the entire community and its welfare.
With a commitment to these aspects, members of the parish, the parish leadership and the members of the Parish Pastoral Council seek to respond to needs, answer questions and make recommendations within a process of clarity, reflection and prayer.
Membership. In the formation of a Parish Pastoral Council, these qualifications should be shared with the entire parish.
1. Fully initiated Catholics (having received the Sacraments of Baptism, Confirmation and Eucharist) who are registered and active in parish life, are in good standing with the Church and have reached the age of 18. [On purpose, at times, we have ‘stretched’ this requirement]
2. Persons with an understanding of and commitment to the Church as expressed in the documents of the Second Vatican Council.
3. Committed to prayer, Gospel values and growth in personal holiness. [On purpose, at times, we have ‘stretched’ this requirement]
4. Knowledgeable about the life and teachings of Jesus, the mission of the Church and the distinctive characteristics of the parish, its ministries [this requirement takes longer experience than our candidates often have] and its people.
5. Skilled in group process, interpersonal communication and collaboration.
6. Willing to participate in on-going faith formation.
In the Diocese of Pittsburgh, it is also necessary that all those considering membership on a Parish Pastoral Council understand that it is expected they will read, understand and sign the Code of Pastoral Conduct.
Members by Virtue of Office Pastors (i.e., duly appointed parish leaders), as well as other clergy assigned to pastoral ministry within the parish (e.g. deacon) must be considered members of the Parish Pastoral Council by virtue of their appointment.
Selection. While parish councils were formed by elections in the past, common today is the formation of a Parish Pastoral Council by means of some process of discernment. This process might entail all or some of the following:
• Publication of the vacancies and the need for members for the Parish Pastoral Council together with a clear statement of the duties of members and the qualifications sought.
• Solicitation of names of those who feel qualified and willing to be considered for membership (those who submit their own names).
• Solicitation of additional names (submitted by parishioners, parish staff or current pastoral council members).
• Some process of administrative review by the pastor to insure that a sufficient spectrum of the parish is represented by the names submitted and that those persons are capable of exercising a role that is consultative, collaborative and includes the welfare of the entire parish.
5 Once the list is compiled and reviewed, it may be submitted to the sitting Parish Pastoral Council for its advice and recommendation. That can be sought in various ways.
Size of the Council. Experience has demonstrated that the size of the Parish Pastoral Council should not be so small as to not reflect the entire parish community nor so large as to become unworkable. In general, councils should consist of between six (6) and fourteen (14) members (in addition to the members by virtue of office).
Length of service. In general the length of service should not be so short as to preclude genuine contributions nor so long as to prevent the natural process of Parish Pastoral Council rotation. The length of service suggested is three years. That terms can be renewable depending on the needs of the given Parish Pastoral Council and the wishes of its members.
Formation of Pastoral Council members. Provision should be made for orientation or “in-service” opportunities for new Parish Pastoral Council members. Experience has found that including new as well as sitting members assists in reaffirming the purpose and identity of the council. Periodic formation sessions for Pastoral Council members is highly recommended. These opportunities focus on: communal prayer, deepening of the sense of purpose, or skills necessary for the effective operation of the Parish Pastoral Council.
Meetings should take place in relationship to the work that is to be accomplished. It appears that somewhere between quarterly (four times a year) and bimonthly meetings (six times a year) is helpful to many parishes. Meetings should be scheduled as to reflect an entire cycle of planning and parish life. An agenda should be provided with meeting reminders sent a week before the scheduled date and time. A recorder should be appointed to record the principal actions and recommendations of the Parish Pastoral Council. The minutes of meetings should be made available to the parishioners in some convenient form.
l Periodic formation sessions for Pastoral Council members is highly recommended.
6 The context of Parish Pastoral Council meetings varies. Some parishes have meetings open to parishioners (with the option for executive session if necessary); others have found it more conducive to council effectiveness and cohesion not to do so. What is critically important is that the operating norms of each Parish Pastoral Council clearly state the admission policy for its meetings.
Relationship of the Parish Pastoral Council to the Parish. The Parish Pastoral Council is to provide counsel to the pastor. In order to do so, each member must be an active part of the life of the parish.
Relationship of the Parish Pastoral Council to the Parish Staff. Members of the parish staff are not to be members of the Parish Pastoral Council. The parish pastoral staff operates as staff to the council. In this way their attendance at Parish Pastoral Council meetings will provide needed information and enable them to hear the advice of the council.
Relationship of the Parish Pastoral Council to the Parish Finance Council. The Parish Finance Council must be consulted by the pastor on those matters of import which pertain to the financial stewardship of the parish and the use of the contributions of the faithful. The unique role of the Parish Finance Council should be safeguarded and there is no need for duplication of such activities within the Parish Pastoral Council. At most, some occasional general reports regarding parish finances can be transmitted to the Parish Pastoral Council members for information. Detailed discussions of financial matters should not be taken up at Parish Pastoral Council, as that is the role of the Parish Finance Council.
Relationship of the Parish Pastoral Council to the Diocese. It is important for the members of the Parish Pastoral Council to appreciate the role of the individual parish within the Diocese and the Church universal. The mission of the Diocese must be integrated into the mission of each parish. The vision and norms of the diocese must also be reflected in each parish.
Other Relationships. Additional advisory groups (such as those related to a building projects, etc.) should clearly respect the competences of the Parish Pastoral Council and Finance Council as they provide advice to the pastor.
Council Leadership. The universal law of the Church envisions that the pastor presides at meetings of the full Parish Pastoral Council. Since the Parish Pastoral Council is his chief consultative body, it is unlikely that the full council would meet without the pastor. Since the pastor “presides” at the meetings of the council, many pastors chair the actual meetings. Some pastors have found that chairing the meeting enables them to focus the discussion and enable as many members as possible to take part. It can also assist in the formation of a spirit of discernment and consensus and help to avoid partisanship on issues. Other pastors have found that “presiding” does not necessarily imply chairing the meeting. In any case, the pastor clearly must be present at the meeting and is responsible for seeing that the meeting is conducted in a manner that ensures respect for all members and their thoughts.
Committees. (e.g., finance, education, apostolate, etc.). There is no provision within universal law or diocesan statutes that either recommends or forbids such committees. However, several points should be considered.
Parish Pastoral Councils with a committee structure may at times tend to lack vision of the whole and meetings consist mostly of lengthy reports by committees and not discussion of the larger issues that affect the parish as a whole.
8 Committees may be necessary within the parish but they need be parish committees whose membership is open to all parishioners. Individual Parish Pastoral Council members may become a part of such committees. Many parishes find that the establishment of such parish committees better serves the needs of the parish. In any case each committee has a staff liaison who facilitates communication with the parish staff and assists in the working of the committee within the parish as a whole. After all have had an opportunity to contribute to the discussion, there is a need to move to a conclusion.
Process of Consensus Operative Norms Evaluation
9 One of the chief functions of the Parish Pastoral Council is to evaluate progress on the parish’s strategic plan. Some form of evaluation should be established. This may take the form where the members may be asked to complete an evaluation form periodically. In addition to an evaluation of the effectiveness of the Parish Pastoral Council itself, it may be helpful for the Parish Pastoral Council to occasionally conduct a general discussion of parish life. There are many tools by which this task can be accomplished.
Resources
A) Parish Pastoral Council ensures that the parishioners, as coworkers and advisors to the pastor and pastoral staff, have a voice and active role in their parish and take that responsibility seriously. The Parish Pastoral Council develops long and short range goals. The Parish Pastoral Council is both present and future-oriented, carefully utilizing the tools of listening, assessment and planning to establish an on-going pastoral plan and evaluation of the outcome. The Parish Pastoral Council assists in developing a pastoral plan which is then implemented by the pastoral staff, parish committees, volunteers, organizations and parishioners. Some system of reporting to the Parishioners should be established.
Mission Statement: Why do we exist and what is our purpose? This should be the subject of reflection and re-evaluation. The mission statement should define major activities of the institution or group.
Values: For what do we stand, what are our principles?
These are the qualities of the group or institution which tend to set it apart, make it unique, or give it its grounding.
Resources: What do we possess to assist us in accomplishing our tasks?
These are the assets within a group which provide the possibility of accomplishment of the agreed-upon tasks.
Objectives: What do we want to accomplish?
These are the principal goals of the group or institution. They speak of what we intend to accomplish. They set the direction in a rather “long term” view. They should change little over the course of the time set to accomplish them. They should expand upon and flow out of the “Mission Statement” and be translated into specific strategies.
Strategies: How do we accomplish the objectives?
These are the means by which we meet our objectives and tell us how we are going to accomplish them. They should generate and be supported by action plans (together with time lines and responsibilities). They should have the life needed to accomplish the objectives and should not be subject to continuing change within that process.
Action Plans: What are the specifics of our strategies?
These action plans must include time lines and specific responsibilities (“who does what and when?”).
Strategic Planning
5. Regular meetings of the Parish Pastoral Council take place in: January, March, June, September and November. Other meetings may be scheduled by the pastor as needs arise.
6. The Parish Pastoral Council may suggest the formation of any committee it deems necessary.
Sample of Parish Pastoral Council Operating Norms
All current PPC members whose terms are due to expire are asked if they wish to be considered for appointment to another term on the Parish Pastoral Council.
All current members of the Pastoral Council, the pastoral staff, the individual parishioners are asked to submit names of parishioners who might be asked to consider appointment on the Parish Pastoral Council.
The pastor shall review all the names submitted from all sources to ensure that the candidates are capable of serving the wide needs of the parish. At a Parish Pastoral Council meeting, all members present will be asked to review the list of names. Those names can be presented to the pastor for appointment to Parish Pastoral Council for a term (beginning in July). An installation ceremony shall [take place at one of the Masses on our Festival Day].
Checklist of essential elements of operating norms
· In your view what were the most significant contributions of this Parish Pastoral Council during the past year?
· In what ways do you feel the working of the Parish Pastoral Council can be enhanced?
· What suggestions would you make for the work of the Parish Pastoral Council in the coming year?
· Signed (optional)
Sample of annual evaluation form for Parish Pastoral Council
· Formulation of the parish’s Pastoral Plan (strategic plan)
· Recommendation for new members of the Parish Pastoral Council
· Any aspect of worship which affects the entire parish
· Any initiatives for major construction or renovation in parish plant.
· Any issues that might be divisive of the parish community.
· Beginning any new parish programs or discontinuing those in operation.
Mission Statement: Saint [Christopher at the Lake] Parish, is a Roman Catholic community of faith, seeks to live the presence of Jesus Christ by the way we worship God, celebrate the sacraments, proclaim the Gospel, and serve one another and our neighbors. We seek to live out our life as a vibrant community of stewardship, spiritual enrichment, evangelization, welcome and service.
Objective 1: To ensure that our communal worship Sacraments, liturgies and devotions are the center and strength of our parish and family life.
Strategies:
Differentiate and solemnize as lively, varied, and as intensely as possible the various liturgical seasons.
Provide every parish group with personal liturgical experiences according to the various ages and needs.
Incorporate exclusively appropriate liturgical musical forms, and instruments in each of our worship events.
Emphasize the use of the Sacrament of Reconciliation.
Promote the Paraliturgies and the private devotions like the adoration of the Blessed Sacrament, processions, stations, rosary, novenas, etc .
Objective 2: To provide a full, varied program of education and faith formation for all parishioners.
Strategies:
1. Provide children and youth Religious Education (CCD, religious home schooling, vacation bible schools, youth programs, sacramental formation for parents, adult education).
2. Provide RCIA, RCIC, retreat experiences
45. Sponsor adult education lectures and seminars offered by the diocese and other parishes.
Education ventures.
Objective 3: Increase the characteristics of our faith community as a center of evangelization, welcoming, and spiritual liveliness.
Strategies:
1. Provide special seating for those with special needs at liturgies and other functions.
2. Provide a full range of social activities as sources of evangelization and PR.
3. Provide maximum information to parishioners about parish and parish life.
4. Enable “home-bound” to be in contact with the parish and parishioners.
5. Consider periodic paragraphs [of the same length] where we highlight outstanding performances [pizza days, projects…] and people of the parish.
Objective 4: Inculcate and foster stewardship as our personal and parochial response to God’s gifts to us.
Strategies:
1. stewardship is the Gospel challenge in our common and consistent response to God’s gifts to us.
2. Encourage parishioners to become involved in parish ministries, membership and activities.
3. Continue our parish transparency and accountability by means of accurate, clear, consistent financial reporting.
4. Make full use of all parish buildings and structures.
5. Assure on-going maintenance of buildings.
Objective 5: To establish outreach to former parishioners and Catholics as major priorities.
Strategies:
1. Provide appropriate formation for laity to participate in ministry of evangelization.
2. Provide full range of welcome and service to the un-churched and former members.
3. Provide outreach activities to those who have left the Catholic Church because of personal hurts [divorced, widowed, cohabitation, hurt,...
4. Provide for the needs of the disadvantaged.
5. Assist in meeting needs of elderly and home-bound.
Resources:
Guidance of the Holy Spirit
Traditions of our Catholic faith
Diversity of our community
Wisdom of our elderly and of the talented
Youth and dynamism of our community
Generosity of our parishioners
Dedication of parish clergy and staff
Values:
The Word of God that challenges us
The Eucharist as central to our lives
Life, at all stages, is a precious gift
The moral teaching of the Church
The family treated as the domestic church
Our commitment to social justice
Our solidarity with those in need
Sample Pastoral Plan
Action plans must include time lines and specific responsibilities (“who does what and when?”).