Pastoral Council of the
Church of Saint Joan of Arc
Ministry Manual
I. Name of
Organization
The name of the organization is the “Pastoral Council of the Church of Saint Joan of
Arc,” hereafter referred to as “the Council.”
II. Purpose
The purpose of the Council shall be threefold:
A. Visioning and Planning
The Council shall work with parish committees and staff to help shape the goals and objectives of the parish in the areas of parish life and the wider vision of the parish.
B. Policy Making and Stewardship
The Council shall adopt policies and procedures initiated by individual parish members, parish committees, staff, or Council members that insure
1. The healthy administration of the parish
2. The development of resources to support the greater vision of the parish
3. The responsible stewardship of the parish mission, policies, goals and objectives, bylaws, budgets and annual audits of the parish finances.
C. Communication
The Council shall foster open dialogue among all constituents of the parish and establish structures of communication that will responsibly serve the Council, the parish, the staff, and the community at large.
III. Membership
A. The Council shall be comprised of eight (8) to twelve (12) members. One member shall be a Trustee of the parish appointed by the pastor. The pastor and administrator
are ex-officio voting members. A selection process as described in Appendix Two shall appoint the other members.
B. The term of a Council member is three (3) years. Members may serve no more than
two (2) consecutive terms.
2. 18 years of age or older
3. committed to attend Council meetings as scheduled.
D. In the event that a Council member leaves the Council before the end of his or her
term, the Council may fill that vacancy. That temporary member may then serve one
IV. Job Description
A. Primary Duty
A Council member is charged with the responsibility of holding St. Joan of Arc in trust with its members and insuring that the parish functions are in accordance with its Mission Statement and Goals.
B. Responsibilities
1. To provide vision
2. To know and believe the mission of the parish
3. To set annual goals that conform to the mission of the parish
4. To serve as a liaison between the Council and an area of parish life
C. Expectations
1. To attend all meetings of the Council and carry out agreed liaison assignments
2. To consider the good of the parish as a whole when dealing with specific issues and ministries
3. To listen to the members of St. Joan of Arc
4. To follow the purpose of the Council as laid out in the Ministry Manual,
leaving the management of the parish to the appropriate committees and staff
members.
5. To treat all matters relating to Council deliberation as confidential until such time as the information is determined a matter of public record
6. To treat members of the Council and staff as sisters and brothers in Christ and as part of the parish ministry community
7. To attend parish functions when possible
D. Relationships
Council members will work with the pastor and the parish administrator to establish the direction of the parish in accordance with the needs of the community and the expectations of the people it serves.
V. Summary of service
A. Visioning and Planning
1. Each year in late winter or early spring the Council shall meet to review and formulate parish goals for the coming year and, as appropriate, for long-range planning.
2. These goals shall be driven by the committees, task forces, staff, and individual members, and brought to the Council through each specific liaison.
3. The Council will form a sub-committee to review the goals and make a
presentation to the whole Council.
4. These goals shall be used to help the Finance Committee form the annual budget, which will then be presented to the Council for review and approval.
B. Policy Making and Stewardship
1. The Council shall address policy level initiatives on behalf of individual members, Council members, staff members, and parish committees.
2. Council policies and procedures shall generally be established when the entire parish is affected.
3. Council members shall encourage committees and task forces to set their own specific policies and procedures.
4. However, the Council liaisons in their stewardship role shall review committee policies and procedures in their area of parish life, along with the new goals and objectives.
C. Communication
1. The Council in all its dealings will be open to the Spirit of God in self and in others.
2. The liaison
structure shall be a primary means for communication in the parish, along with
use of the Sunday Bulletin, the Arc Angle, and the SJA Web site. The council shall use all appropriate means of communication to create
dialogue within the parish and within the larger community.
VI.
Officers
A. The officers of the Council shall consist of
a Chair, and two (2) Vice-Chairs.
B. These officers shall be chosen by the Council and from within the Council’s
membership for one (1) year.
C. One member may not hold the same office for more than two (2) consecutive year.
D. The Chair shall be elected at the last meeting of the out-going Council, and the two (2) Vice-Chairs shall be elected at the first meeting of the new Council.
E. The Chair shall conduct the meetings of the Council and Executive Committee.
E. The Vice-Chairs shall perform all duties of the Chair when the Chair is absent or
unable to act.
F. The Parish Administrator shall be responsible for keeping the minutes of all regular
and special meetings and providing a copy of those minutes to Council members in advance of the next meeting.
H. Minutes will be posted on the web site immediately after the meeting.
I. The Chair or Vice-Chair may be removed from his/her position by a consensus of
Council members when, in their judgment, the interests of the Council shall be better
served by such action.
VII. Meetings
A. The Council year shall be the same as the parish fiscal year, July 1 to June 30.
B. Regular meetings shall be held at least monthly from September through June with summer meetings as needed.
C. Meetings shall be open and announced to the parish thereby providing ample time and opportunity for presentation concerning matters on the agenda.
G. Special meetings may be called by the Pastor, Chair or at the request of Council
Members.
E. A quorum for transacting business shall consist of at least one-half (1/2), plus one, of the Council members.
F. Meeting procedure shall be as follows:
1. Meetings shall begin and end on time.
2. Meetings shall open and close with a prayer.
3. The Council shall operate primarily on a general consensus model, attempting to reach decisions that all Council members can support.
approve, disapprove, table or send back to the appropriate committee such unresolved items.
G. Meeting agendas shall be formed in the following manner:
1. At the conclusion of any Council meeting, members may request items to be carried over to the next meeting.
2. Any Council member may submit agenda items
at any time.
3. Parish members wishing to be heard at a meeting may submit their request to
the Parish Administrator or the Council
Chair.
4. The Executive Committee, as defined in “VIII. Committees,” page four (4)
herein, shall meet to formulate the proposed agenda to be mailed with supporting information to Council members one (1) week in advance of each meeting.
5. The first item of business at each meeting shall be approval of the agenda by
consensus of the members present. Requests may be made to add or delete
agenda items.
6. Discussion at all Council meetings shall be limited to agenda items, subject to time constraints and discretion of the Chair. This will ensure that all business can be completed and allow the meeting to conclude on time.
7. The Council shall sponsor an annual parish meeting when it deems such a meeting necessary.
VIII. Committees
A. The Executive Committee of the Council shall consist of the Pastor, Parish
Administrator, Chair, and the two (2)Vice-Chairs.
B. All Council members are free to attend Executive Committee meetings at any time. C. The Executive Committee shall meet to formulate agenda for the Council and provide advice as requested by the Pastor, Parish Administrator, or the Council.
D. Council Committees shall be established as needed to carry out the activities and
functions of the Council.
E. Special committees may be established by the Council to deal with specific matters of concern and interest. Such committees will be dissolved upon completion of the task for which they were established.
Appendix One:
Mission Statement
St. Joan of Arc
Mission Statement
• Saint Joan of Arc is a joyful Christian community which celebrates the loving word of God in
worship and in action.
• We transcend traditional boundaries and draw those who seek spiritual growth and social
justice.
• We welcome diverse ideas and encourage reflection on the message of the Gospel.
• We are committed to the equality of all our members and strive to insure their full participation
through liturgy, education, and service.
• By these means we seek to empower all who come to grow in wisdom and bring to reality the
promise of Christ.
Appendix Two:
Selection of New Council Members
Process
Once a year parish council will implement a discernment process for the selection of new council members. A Candidate Selection Committee is formed consisting of outgoing council members and the pastor, or the pastor’s agent. The process calls upon the Spirit to be present, and is open to the broadest possible input from the community. It will provide opportunity for prayer and reflection at each step of the process, and will include strong formation and orientation for the candidates.
Preparation
The parish will be informed of the selection process through
the Council liaisons, the pastor, and the staff during January through March. At that time copies of the Selection Process
will be made available to the parish.
The parish will be encouraged to pray for the calling forth of
leadership. Parish organizations and
committees will be encouraged to pray, reflect, and submit nominations. Council liaisons will carry this message to
the various committees and to the entire parish.
Parishioners will become familiar with the list of qualifications necessary to become a candidate. Emphasis will be placed on skill, talent, knowledge, competence, time availability, and willingness to carry out the mission of the parish. Parishioners will be encouraged to attend the selection process in the spring. The invitation to participate and the date of the selection process will be published in the bulletin.
Nominating Procedure
Members of the selection committee and/or a knowledgeable staff person will be available to help nominees decide prayerfully whether they perceive a call to serve. The process of nomination and discernment may mean that some are nominated who were in fact not motivated to serve initially.
Qualifications
The following is a list of qualifications helpful for the nomination of potential candidates:
• Age 18 or over.
• Registered member of the parish.
• Believing, praying Christian.
• Knowledgeable about the parish and its mission.
• Willingness to offer their skills and talents.
• Desire to serve and to grow spiritually.
• Willingness to devote the necessary time and effort to meetings and committee work.
• Ability to work as a team member.
Assistance
Once contact with prospective candidates is made, the following steps would be helpful:
• Assure nominees that they will be contacted by a member of the selection committee who will
help them better understand the role of a council member and help them determine their
willingness to
serve
• Insist on candidates’ commitment to attend the selection session in the spring
• Invite nominees to prepare a short oral statement for the selection session in the spring,
outlining their past experience relevant to council membership.
Selection
The parish will continue to pray for those who have accepted nominations and for the selection process itself. New council members are selected through a process of discernment by the candidates themselves, current members of the council, and other parishioners who wish to participate. All nominees are invited to participate in the discernment process in the spring (May).
Program
Prayer and openness to the Spirit
Scripture reading and reflection
Sharing needs of the community and council responsibilities (parish mission
statement and parts of Ministry Manuel read at this time)
Declaration of Candidacy is made by each nominee, which includes a brief
statement of the gifts and experiences each one believes they bring to the council
Dialogue within small groups
Prayer of thanks for the gifts we have been given
Discernment opportunity for each nominee to reconfirm their willingness to serve
Selection, either by balloting by all present, or by a drawing
Affirmation by applause and joyful song
Closure with celebration and thanksgiving
This manual was approved by the St. Joan of Arc Parish Pastoral Council on March 4, 1999. Revised 11/2/00; 6/6/02; 9/5/02; 12/2/04.