Pastoral Council Constitution and By-Laws

(Revised May 7, 2006)

TABLE OF CONTENTS
Article I: Name
Article II: Role
Article III: Membership
Article IV: Nomination and Election of Pastoral Council Members
Article V: Election of Pastoral Council Officers
Article VI: Duties of Officers
Article VII Meetings
Article VIII: Committees
Article IX: Rules of Order
Article X: Amendments

Article I: Name

1. Saint Catherine of Sweden Pastoral Council

Article II: Role

1. A consultative body acting as the Pastor’s chief council expressing concerns, giving suggestions, and helping the Pastor and Pastoral staff chart the course of the Parish’s life and activity (Worship and Evangelization, Community Life, Faith Formation, Physical Plant and Resources).
2. Pastoral Council's role is primarily advisory and consultative, and thus, its official action can be expressed only in a formal resolution duly passed by Pastoral Council members at a properly called meeting at which a quorum is present and presented to the Pastor for approval, rejection or amendment.

Article III: Membership

1. The Pastoral Council shall consist of the following members:
   1. Ex-officio: Pastor and Parish manager (Parochial Vicar and/ or Pastoral Associates).
   2. Elected: A maximum of fifteen (15) members, elected by the current members of the Pastoral Council, as described in Article IV.
2. The Executive Committee of Pastoral Council shall consist of the following members:
   1. Pastor;
   2. Council President; and
   3. Council Vice President.

Article IV: Nomination and Election of Pastoral Council Members

1. Nominations will be held during April of each calendar year.
   1. Nominations for new members are made by the current Pastoral Council members and the Pastor.
   2. Nominees must be a Parish member in good standing and at least 18 years of age by June 30 of the year of election.
   3. Pastoral Council members will contact each nominee to discuss the responsibilities of serving on Pastoral Council. At that time, each nominee will be asked to accept or decline their nomination. If the nomination is accepted, a personal biographical information form shall be submitted by the nominee.
2. Elections will be held during May of each calendar year.
   1. Members will be elected to serve three (3) year terms.
   2. Each member may serve a maximum of two (2) consecutive terms.
   3. Pastoral Council members will elect the new members during a regularly-scheduled meeting or as part of a “special session” as requested by the President.
   4. The number of nominees to be elected will be equal to the number of vacancies on the Pastoral Council. Each vacancy will be voted on individually.
   5. The nominee receiving a simple majority for each vacancy will be elected to the Pastoral Council and their name will then be removed from the list of nominees for the remaining vacancies.
   6. In the event of a tie, a second vote will be held of those nominees that have the same number of votes.
   7. All nominees will be advised whether or not they have been elected to Pastoral Council.
   8. Nominees elected will be formally installed at the next regularly-scheduled Pastoral Council meeting and an announcement will be made in the bulletin the week following such meeting.
3. Interim vacancies caused by the resignation of Pastoral Council members shall be filled as follows:
   1. Membership on Pastoral Council for the unexpired term of members who resign shall be offered to the nominee receiving the next highest number of votes from the most-recent election. If that nominee declines, the nominee with the next highest number of votes will be offered membership, etc., until all nominees have been contacted.
   2. In the event there are no nominees willing to serve the unexpired term, the Executive Committee of Pastoral Council will nominate at least two (2) nominees for each vacancy.
   3. The entire Pastoral Council will vote to select the new member(s) at the next scheduled Pastoral Council meeting.
   4. The new member(s) shall be considered “elected” member(s) and serve the remaining portion of the unexpired term.

Article V: Election of Pastoral Council Officers

1. Following the installation of new Pastoral Council members, nominations will be taken for President and Vice President/Secretary.
   1. A committee made up of two (2) Pastoral Council members will be appointed by the current President to count the secret ballots.
   2. In the event of a tie vote, the winner will be decided by a vote of the Executive Committee.
2. All elected officers shall serve a two (2) year term and will not be eligible for a consecutive term.
   1. An appointed officer finishing out the existing term of previously elected officer is eligible to serve the subsequent two (2) year term.
3. Interim vacancies of an elected office
   1. If the Presidency is vacated, the Vice President shall assume the duties of the President until the end of the term.
   2. A new Vice President shall be appointed by the new President from among the Pastoral Council members.

Article VI: Duties of Officers

1. President
   1. Lead and encourage Pastoral Council members to actively participate in all Pastoral Council and Parish activities.
   2. Maintain dialog with ex-officio members of Pastoral Council.
   3. Prepare meeting agenda.
   4. Preside and conduct all meetings of the Pastoral Council.
   5. Serve as ex-officio member of all Pastoral Council Committees.
   6. Appoint “Standing” and “Special" Committee Chairpersons in the absence of a volunteer per Article VIII B.
   7. Assign Pastoral Council members to various “Standing” and “Special” Committees with due regard for the preference of each member.
   8. Maintain an updated record of all names, addresses, telephone numbers, and terms of offices and Committee memberships of all Pastoral Council members.
2. Vice President/Secretary
   1. Assist the President in the performance of the above duties.
   2. Assume the duties of the office of the President in the temporary absence of the President or in the event the President vacates the office prior to the expiration of the term.
   3. Assume special responsibilities as designated by the President and/or Pastoral Council.
   4. Serve as ex-officio member of all Pastoral Council Committees.
3. Liaison
   1. The Parish manager shall be the Liaison between the Pastor, Pastoral staff, and Pastoral Council. However, the Pastor and Pastoral Council are to work closely together on all Pastoral Council matters and not be limited by the Liaison’s role.
   2. The Liaison may contact the President, Vice President and/or the Chairperson of any Committee to request or provide information on pertinent developments.
   3. The President, Vice President, or Committee Chairpersons may contact the Pastor or Liaison for information, clarification, scheduling, suggestions, bulletin articles, and web page additions/deletions. If requested, the Liaison shall discuss issues as requested with the Pastor, parochial vicar, or specific staff members, and work with both the Pastoral staff and Pastoral Council to keep the communication flowing.

Article VII: Meetings

1. The President will prepare an agenda for each Pastoral Council meeting.
2. Regular meetings of the Pastoral Council shall be held six (6) times per year with special meetings scheduled as needed.
3. Members will rotate the responsibility of offering the opening prayer and taking the minutes of the meeting. The minutes shall be prepared and presented to the President for review before being delivered to the Parish office for distribution to all Pastoral Council members. Distribution shall be within 30 days of the applicable meeting.
4. Membership on the Pastoral Council requires attendance at all regular meetings. Any member absent from three (3) consecutive regular Pastoral Council meetings without having previously notified the President of their absence shall be subject to dismissal by vote of the Pastoral Council members.
5. Anyone desiring to place a matter on the agenda must present it to any member of the Executive Committee at least seven (7) days prior to the next regularly-scheduled meeting.

Article VIII: Committees

1. In order to effectively fulfill the purpose of the Pastoral Council, “Standing” and “Special” Committees are established to work closely with the staff to meet the current and future needs of the Parish.
2. Pastoral Council members may volunteer to serve on a particular “Standing” or “Special” Committee. If there are not enough volunteers, the President shall assign members to either a “Standing” or “Special” Committee.
3. Each “Standing” Committee Chairperson shall be appointed by the President for a two (2) year term and may not serve two consecutive terms. The Chairperson of a “Special” Committee will be appointed to a term consistent with the duration of the special project or task being undertaken. The Chairperson of a “Standing” Committee must be a member of the Pastoral Council. The Chairperson of a “Special” Committee may be a Pastoral Council member or a member of the parish appointed by the Pastoral Council President with the approval of a simple majority of Pastoral Council members.
4. A Pastoral Council member may only serve as Chairmen of one “Standing” Committee. During the term of their “Standing” Committee Chairmanship they may additionally serve as Chairman of one duly formed “Special” Committee. (A council member may not serve as chairman of more than two Committees at any one time.
5. A member of the staff shall be invited to join each Committee and to be the Committee’s Liaison to the Pastor and Parish manager.
6. Additional non-elected Parishioners may be asked to serve on either a “Standing” or “Special” Committee at the discretion of the Committee Chairperson and with the approval of the other members of the Committee.
7. Minutes will be taken at all Committee meetings and printed copies distributed as soon as possible to the Executive Committee. A summary of all the Committee activity for a given period may be submitted to the President to be distributed to all Pastoral Council members for approval at the next regular meeting.
8. “Standing” Committees of the Parish Council shall consist of the following:
   1. Worship and Evangelization – This Committee includes staff members responsible for liturgical ministries, environment, music, and worship space.
      • Function: To assist the Pastor and parochial vicar, liturgical/music minister, and the arts and environment staff and Committee; maintain and enhance the celebration of the Eucharist; prepare for seasonal liturgical needs, special devotions, retreats, etc.
      • Goal: To continuously monitor and adjust to changes in the needs of the Parish as they relate to the celebration of the Eucharist. This may include addressing Parishioners concerns, making recommendations for change or improvement, and assisting the staff when requested.
   2. Community Life – This Committee has many diverse interests and is involved in community activities, politics, and family life, care of the poor, sick and aged, and diocesan cooperation.
      • Function: To build community within the Parish and work with the social minister and other Pastoral staff members to provide quality activities for various segments of the Parish.
      • Goal: To encourage all Parishioners to participate as members of one (1) family, to help each other, and to support the Parish in it’s fund raising efforts.
   3. Faith Formation – The Director of Religious Education and the leaders of the various education ministries work closely with the Education Committee to maintain and improve the spiritual and educational life of the Parish.
      • Function: To observe and make recommendations for the educational needs of the Parish from pre-school through adult.
      • Goal: To continually monitor the educational offerings of the Parish to assure that all the needs of the Parishioners are being met through some aspect of spiritual education.
   4. Physical Plant and Resources
      • Function: To work closely with the Pastor and Pastoral staff to monitor the physical plant and make recommendations for improvement, repair, or maintenance.
      • Goal: To keep the physical plant in good condition to meet the needs of the Parish.
      • Addendum: In 1998, a new Committee known as the Building Committee was appointed by the Pastor and was made up of various experts in the construction trade in order to address the issues facing the Parish regarding maintenance of the current facilities, the acquisition of land, and the building phases. At its regular meeting held May 21, 2000, the Pastoral Council appointed one (1) of its members to attend and take notes at the Building Committee meetings and to report any important information to Pastoral Council at their next regular meeting.
   5. Other “Standing” Committees may be established or existing Committees restructured at the discretion of the Pastoral Council.
9. ” Special” Committees - “Special” Committees may be formed from time to time to undertake tasks or projects. Such committees should remain in existence until the particular task or project is completed. An example of this type of committee would be the annual Parish Picnic and Auction.

Article IX: “Rules of Order”

1. A quorum of a simple majority of all members must be present before a vote can be taken for any motion that is in order. Although the Pastoral Council is a consultative body, its decisions are to be interpreted by the Pastor as the representative of all the Parishioners. The final decision on the action is ultimately that of the Pastor.
2. Members of Pastoral Council will have a right to vote on all matters before Pastoral Council and will be eligible to hold any officer position. Ex-officio members are not eligible to vote, to hold any office, or to chair any Committee.
3. The result of a vote taken on any issue at a Pastoral Council meeting shall be recorded in the minutes of that meeting. The Pastoral Council usually acts on recommendations of a Committee. However, the President of the Pastoral Council may decide that a matter requires immediate action and may proceed to allow such a matter to be discussed and resolved without prior Committee exploration or recommendation.

Article X: Amendments

1. Amendments to the Pastoral Council Constitution and By-laws may be proposed; provided, however, that notice of the proposed amendments must be submitted in writing to the Executive Committee prior to a regular Pastoral Council meeting.
2. Amendments to the Pastoral Council Constitution and By-Laws will be incorporated into the By-Laws after notice of the proposed amendments is read at two (2) successive meetings and approved by two-thirds of the Pastoral Council members present at each meeting.