PARISH COUNCIL INFORMATION:

New Parish Council to be reconstituted soon.

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Our Lady of Grace  Pastoral Parish Council Constitution

Pastoral Parish Council Structure & Constitution 

Name

1. The Parish Pastoral Council (“The Council”) will be known as Our Lady of Grace Pastoral Parish Council.  The authority for the creation of a Parish Council is under New Canon 536.  The Parish Council, as laid out in this constitution, will function in support of the Spiritan Fathers, as responsible for the Parish of Our Lady of Grace, until such time as there is a change of Order responsible for the Parish of Our Lady of Grace Charlton. At such time it will be at the discretion of the incoming Parish Priest or Parochial Administrator to reconvene a Parish Council as he sees fit.

Object

2. The Council is based on collaborative ministry, and assists the Parish Priest or Parochial Administrator in planning and co-ordinating the overall policy of the Parish in order to carry out the mission of Christ in the Church.  It is a consultative body within the limits of doctrine, liturgy and laws of the church.

Characteristics

3. The essential characteristics of the Council are:

a) It is collaborative - it acts in consultation, together with, and in support of, the clergy of the parish, the parishioners and the parish’s community.

b) It is ministerial - its purpose is to give support to those people or causes which need such support.

c) It is representative - its members do not represent particular individuals or sections of the parish but the entire community of parishioners.  

Principles

4.1. A parish pastoral council is a body composed of the parish priest, other priests and permanent deacons who work in the parish and representatives of the parish laity.

4.2. It exists so that the parish priest may fulfill his responsibility of consulting with his parishioners and that together he and they may be more effective in carrying out the Church’s mission in their local community.

4.3. Decisions affecting matters of policy are referred to the Council.  Decisions relating to their own internal administration may be made by parish committees and groups without reference to the Council except where they involve the substantial use of parish resources including funds and personnel.  In the latter case such decisions must be referred to the Council for ratification and approval of the President. 

Membership 

5.1. The Council shall consist of the Clergy of the Parish and 14 lay members.

5.2. Every lay member of the Council shall be a baptised Roman Catholic person over the age of sixteen and shall regularly attend services at Our Lady of Grace Church.

5.3. The Council may at any time co-opt members but co-opted members should not at any time exceed four.

5.4. New members will be elected at the Annual General Meeting subject to vacancies arising. 

(See 7.1.).  Lay members of the council will serve for a period of 5 years but may put themselves forward for re-election.

5.5. If a member is absent for more than three consecutive meetings without prior consent of the chairman he/she will be removed automatically.  For the purpose of replacement this removal will be treated as a resignation.

Composition of the Council & Officers

6.1. The Parish Priest or Parochial Administrator shall be the President of the Council.

6.2. A lay member of the membership will be elected by the Council to serve as Chair of the Council. 

6.3. A lay member of the membership will be elected by the Council to serve as Vice Chair.

6.4. A Secretary will be appointed by the President or Parochial Administrator with the agreement of the Council.

6.5. The Deanery Representative, who forms the link between the parish council and the other parish councils in the Deanery, and between the parish council and the Archbishop, will be appointed by the Parish Council.

Election:

7.1. Elections for vacancies on the Parish Pastoral Council will take place at the Annual General Meeting. Nominations for new Council members should be sent in writing to the Parish Council Chair at least 14 days before the Annual General Meeting. 

7.2. In every year an Annual Parish Meeting shall be held:-

a) to receive and consider a report from the Council together with any proposal for 

amendment of this constitution;

b) to receive and consider accounts prepared by the Finance Committee;

c) to elect members of the Council as required by this constitution; and

d) to deal with such parish matters as the persons present may wish to discuss and of which they shall have given at least seven days notice. 

7.3. It shall be the duty of the Council to convene the Annual Parish Meeting and to give at least twenty-eight days notice by written announcement posted in the Church and on the church website.  A copy of the Annual Report shall be posted in the Church and website at least fourteen days before the meeting.

7.4. All Catholic persons resident within the parish shall be entitled to attend the Annual Parish Meeting and take part in its business.

7.5. The President or the Assistant Parish Priest, as his nominated representative, shall preside at the Annual Parish Meeting.

7.6. Election of members at the Annual parish meeting shall be by ballot of the members of the parish. Members shall be proposed for election by two eligible persons, submitted in writing to the Parish Office at least twenty-one days before the date of the meeting and will be included in the Annual Report.  Ballot papers including the names of the proposed members shall be circulated to parishioners and must be returned at least eight days before the Annual Parish Meeting. In the event that there are the same number of candidates for the number of vacancies, those proposed will be adopted as council members automatically.

7.7. Confirmation of the result of the ballot shall be submitted to the Annual Parish Meeting.

7.8. After any annual parish meeting at which members of the Council are confirmed or this constitution is amended, the person presiding at such meeting shall certify in writing the result of each election or the text of such amendment and shall lodge such certificate with the records of the council and post a copy of such certificate in the Church and website.

Meetings:

8.1. There will be at least 4 meetings of the Council per year.  Extraordinary or emergency meetings may be convened when required at the discretion of the President or the Chair.  . Prior to each meeting the Chair will meet with the President to set an Agenda, which will to be sent to all members of the Council seven days before the date of the meeting.  The agenda should be placed on the Porch Notice Board and also on the relevant section of the parish website.

8.2. The Chair, or in his/her absence the Vice-Chair, shall preside at meetings of the Council; but if neither shall be present at the meeting, the members present shall elect one of their number to preside at the meeting.

8.3. The quorum for an ordinary meeting will be 50% of the members.

8.4. An Annual General Meeting (AGM) will take place once per year and election of new Council members will form part of the proceedings. The election will be by ballot.

8.5. The Secretary shall keep minutes of the business transacted by the Council which shall include a record of all appointments, resolutions and formal decisions of the council.  The minutes of every meeting shall be authenticated by signature of the person presiding at the next meeting.

8.6. Subject to the provisions of this constitution, the Council shall regulate its own proceedings.

Report:

9.1. The Council shall prepare and submit to each Annual Parish Meeting a report, in writing, of its activities since the previous meeting and a copy of such report shall be posted in the Church Porch and website at least 14 days before the Annual General Meeting. 

9.2. The Finance Committee shall prepare and submit to each Annual Parish Meeting, the accounts of the finances of the parish for the period since the previous meeting and a copy of such report shall be posted in the Church Porch at least 14 days before the Annual General Meeting.

Committees:

10.1. At the discretion of the council, it may appoint from its members or other suitable persons, a special committee to undertake particular business and may delegate to such a committee any of the functions of the Council but so that all such acts of such committee shall be reported to the Council and considered by it.

10.2. The Council may appoint members as representatives to liaise with and attend meetings of other parish committees or bodies.

10.3. The Council may also establish sub committees on matters of special pastoral concern onto which other persons with particular expertise and competence may be co-opted.

Amendment:

11. This Constitution may be amended by a proposal of the Council approved by a vote of not less than two thirds and provided notice of the amendments shall have been given with notice of the meeting at least seven days in advance.

March 2016