Function, Role and Responsibility of the Parish Pastoral Council

Paragraph 5.1 of the Constitution for Parish Pastoral Councils (2018) outlines the parish pastoral issues for which the council is responsible. Pastoral issues, the core of the council, are those that impact on the life of parishioners in the areas of

• integration of their faith into everyday life – home, work and community
• nourishment and support of their faith as they strive to live as faithful disciples of Jesus
• outward focus for the development of a vibrant Christian community, actively engaged in Jesus’ mission of witness and service in the wider world.

If the Church is to have relevance today, ongoing efforts are essential to discovering new ways to assist parishioners in their efforts to live their faith each day. The Council’s role is to promote the Church’s mission to live and communicate the love and values of Christ in the world. It shares in the responsibility of the ongoing life and development of the faith community, working together with parishioners to provide support for their efforts to live as followers of Christ.^[53] Its primary role is to encourage and support all members of the community in their efforts to respond to their baptismal call to participate in the mission of the Church.^[54] Councils work together with the priest and parishioners to build up a more dynamic and vibrant Christian community which is characterised by faith, evangelisation, worship and service.^[55]

The Council, in its service to the parish community, needs to reflect an understanding of the hopes and concerns of the parish. The challenge is to be attentive to the realities of life within society and continually search for ways to give meaning to people’s lives and offer a sense of empowerment and hope.^[56]

• [53] – Australian Catholic Bishops Conference. 2007. Parish Pastoral Councils in Australia. Role and Function of the Parish Pastoral Council. https://www.ppc.catholic.org.au/ppc2.html [retrieved December 2017].
• [54] – Anning, C. (2007). Handbook for Parish Pastoral Councils. Third edition. Faith and Life. Archdiocese of Brisbane. Australia. (p.11).
• [55] – Ferguson, J. (2005) A Handbook for Parish Pastoral Councils. Columbia Press. Ireland. www.columbia.ie [retrieved December 2017].
• [56] – Anning, C. (2007). Handbook for Parish Pastoral Councils. Third edition. Faith and Life. Archdiocese of Brisbane. Australia. (pp.10-11).

A Parish Pastoral Council can be described as a body within the Church that offers leadership to the life of the parish. Councils demonstrate characteristics that reflect a leadership model of servant leadership, embracing the example given by Jesus at the last Supper. In paragraph 6.2 of the Constitution for the Parish Pastoral Council (2018), the key functions of the Council are described as

• to assist the apostolic work of the Church by promoting Christian formation of people and providing for them the means to achieve this
• to carefully evaluate information gathered in order to contribute towards the making of decisions that reflect the values of the Gospel and the teachings of the Church
• to promote courses of study and reflection and any other initiatives which develop an understanding of the apostolate of the laity so that they can carry out their mission to the world at the parish level and beyond
• to seek out and respond to the needs of people in the parish and beyond and to involve the whole parish in the response to these needs
• to set long-term and short-term pastoral goals for the parish
• to develop a sense of Church beyond parish boundaries and to stimulate a Christian response to local issues and the problems confronting our world
• to promote communication between all members, sectors and organisations of the parish and wider community
• to co-operate and communicate with diocesan organisations and to support and promote the activities and services of these organisations.

According to paragraph 6.2 of the Constitution for the Parish Pastoral Council (2018), the Council shall comprise:

• the parish priest and his assistant priest as ex-officio members
• a representative of other pastoral workers specifically serving the parish
• between four to seven persons elected/selected in the manner provided in paragraph 7 of this Constitution, and
• such parishioners as may be co-opted by the parish priest and the council provided that the number co-opted shall not exceed the number of elected/selected members.

Membership on the Council is not a matter of appointment by the parish priest or election by the parishioners. This ministry requires particular gifts and, therefore, is best chosen by a process of discernment with the guidance of the Holy Spirit. Selecting from among parishioners who have a gift for service requires an unhurried and genuinely spiritual discernment, involving dialogue and prayer.^[57]

A process of discernment (refer to section two – What is discernment?) is important as it allows the parish to explore more deeply the role of the council and offers an opportunity to watch potential members exercise their gifts. Discernment helps provide knowledge required for selecting wise Council members.^[58] In determining Council membership, parishioners need to understand that the Council has a specialised role in the life of the parish and, therefore, requires people with particular faith commitment, talents and skill sets. Sharing information about the role and function of the Council lays a foundation and expresses the priest’s intention, awakens parish interest, and builds commitment to the Council.^[59]

In discerning together, a parish can build up the community and inspire the confidence of everyone, including the parish priest. The discernment and, ultimately, transition of new members to the Council can be an opportunity for renewal and growth in all members of the Council.^[60]

• [57] – The Archdiocese of Los Angeles. 2010. Implementation Guide for Parish Pastoral Councils. http://handbook.la-archdiocese.org/Handbook%20Resources/implem_guide_for_parish_pastoral_councils.pdf [Retrieved January 2018]
• [58] – Fischer, Mark, F. (2008) Introduction to Parish Pastoral Councils. Discerning Councillors. http://www.mfischer.stjohnsem.edu/Chapter%20PDFs/16 .DiscernmentofMembers.pdf
• [59] – Fischer, Mark, F. (2008) Introduction to Parish Pastoral Councils. Discerning Councillors. http://www.mfischer.stjohnsem.edu/Chapter%20PDFs/16 .DiscernmentofMembers.pdf
• [60] – Diocese of Pittsburgh. (2010). One Body. One mission. The Parish Pastoral Council Guidelines of the Diocese of Pittsburgh. [Retrieved December 2017]. (p.64)

In identifying members for Council, point 6.1 of the Constitution for Parish Pastoral Councils (2018) offers some recommended criteria for consideration when selecting new members and states that members of the Council are:

(a) Catholics who are active members of the parish community and have reached the age of 18 years

First and foremost, a member of the Council is an active, participating, fully initiated member of the parish with a positive and hopeful outlook on how to develop and sustain parish life.

(b) Catholics who have an interest in the welfare of all parishioners

Being a member of the Council is not about self-importance but, rather, being outward looking. Members have, at their core, the concerns and wellbeing of the parish community.

(c) Catholics who have a desire to be of service to the parish community

A member of the Council possesses willingness to make a contribution to the life of the parish and is reliable in carrying out the tasks to be undertaken in a spirit of servant leadership.

(d) Catholics who have a keenness to promote the teachings of the Catholic Church

A member of the Council has the ability and willingness to study and reflect prayerfully on the Gospels. A member has a commitment to promoting and carrying forth the ministry of Jesus and the Church, within the parish and wider communities. 

(e) Catholics who have an ability to work cooperatively and constructively with all other members of the council

A member of the Council possesses the experience, confidence and maturity to maintain wholesome relationships with the priest and other council members and is willing and able to work in a team. A Council member is open to listening and has the ability to recognise and respect the viewpoints of others, is open to include others in action and respect the efforts of others, and has the ability to reflect and evaluate.

(f) Catholics who have a sufficiency of time to devote to Council duties

It is important for Council effectiveness that the member has time and energy to dedicate to the role, is reliable in attendance and willing to serve for the term of office. A member understands and accepts that once the term of office has ended, they are required to step down.^[61]

• [61] – Australian Catholic Bishops Conference. 2007. Parish Pastoral Councils in Australia. Membership of the Parish Pastoral Council. https://www.ppc.catholic.org.au/ppc2e.html [Retrieved December 2017].

All parishioners are potential members and membership should be open to all, respecting the reality that each person is unique with potential to make a specific contribution. For the Council to be representative of the parish, its membership is made up of those with a diversity of gifts and skills.

The process used for identifying new members will vary from parish to parish, but should include some opportunity for all parishioners to participate. Special attention is given to diversity in the community, age, social conditions, professions of parishioners and the role they hold in the parish. The priest and parish members need to decide upon a method of discerning prayerfully the selection of members that fit the particular needs of the parish.

To determine the number of vacancies which will occur on the Council, before election of members to the Council, current members need to make known their intention. Paragraph 7.2 of the Constitution for the Parish Pastoral Council(2018) states: 

Where an election is to be held at a meeting, at least fourteen (14) days prior to the meeting the Council shall:

(a)   publicise the criteria for membership, as stated in Section 6.1

(b)   prepare a complete list of the names of current members of the Council to give to the meeting

(b)   indicate which, if any, members are eligible for re-election

(c)   determine the number of elected members to be included on the Council

(d)   determine the method of nomination for election to the Council.

Paragraph 7.1 of the Constitution for the Parish Pastoral Council (2018) states, ‘An Election of Parish Pastoral Council members may take place at an annual community meeting or in a manner as determined by the parish priest and consultation with a body of parishioners’.

As the Council is representative of the whole parish, it is the primary task of the parish to choose members for the Council. Ideally, membership is open to all. Potential members are nominated from among parishioners at large. Nominations are called for, and elections held. Members are elected for a set term by a democratic (written ballot) vote, usually at an Annual Community Meeting, or at another suitable time agreed on by the parish priest and the Council.

In general, the Parish Pastoral Council should include:

• people who are members because of their roles in the parish; these include the parish priest and the assistant priest, pastoral worker
• members selected by the parish in general
• others co-opted for their gifts and expertise, or to ensure good representation of the whole parish
• representatives of schools and other relevant organisations that are integral to the life of the parish.

The process of electing members onto the Council should be open, flexible and transparent. A number of criteria need to be achieved to ensure all areas of parish life are represented fairly – gender, age, and balance between credibility and competency. Members of the Council can be chosen to represent different functions, roles or groups in the parish. The main criterion is that those who are chosen as members of the Council have an overall concern for the welfare of the whole parish.

The parish priest, in consultation with the Parish Pastoral Council, oversees the election of members.

Some strategies for selecting new members include:

• nomination by members of the parish community
• election by the parish community
• selection of representatives from parish ministry groups
• selection by the parish priest in consultation with the parish curates and/or present Council members.

The Nomination Process

The nomination process involves the whole parish. All parishioners are invited to recommend one member (or any number of members) from the community whom they consider would be suitable to serve as a member of the Council. In this way, a much larger pool of possible members can be identified. The process for nomination by members of the parish involves:

• all parishioners are invited to recommend one member (or any number of members) of the parish whom they consider would be suitable to serve as a member of the Council
• after the closing date for nomination, all recommended parishioners are invited by the parish priest and/or chairperson of the Council to an information meeting
• at that meeting, prospective members are given a clear outline of the council’s current role and function, together with details of expectations and responsibilities of members. Provision should be made to answer any relevant questions raised by participants
• those parishioners who have been recommended are then invited to accept or decline possible membership. For all participants, whether they accept or decline possible membership, there is significant educational value in attending this meeting. 

Parish communities of all sizes using this approach have been helped to develop a broadly based membership of their Council. The outcome has seen increased enthusiasm and ownership within the parish. The affirmation that comes from being recommended by parishioners, and contacted personally by the parish priest and/or chairperson, is of lasting value and tends to raise morale across the parish.^[62]

• [62] – Anning, C. (2007). Handbook for Parish Pastoral Councils. Third edition. Faith and Life. Archdiocese of Brisbane. Australia. (p.25).

To ensure that a cross-section of the parish is represented on the Council, members of the council are nominated from various parish ministries and organisations. Once on the Council, however, it is understood that each member works for the good of the whole parish.

If more nominations are received than there are vacancies, an election may be held.

If insufficient nominations are received, the priest arranges for further prayer and discernment in order to fill the remaining vacancies, taking into account under-represented areas and parish needs. The priest and chairperson can make personal contact with those they think suitable.

The parish is given the profile of each person nominated, outlining such things as each candidate’s connection with the parish and motivation for wishing to serve. Over a number of Sundays, parishioners vote for candidates they feel will best represent them on the Council. The person/ people with the most votes are elected.

The parish priest always has a role in the selection of parishioners to the council. This is best done in consultation with the assistant priest and executive of the Council. While direct appointment by the priest is possible, it is not recommended without some consultation.

Why is a process of discernment important when selecting new members of the Parish Pastoral Council?

In the discernment process, Council members are selected through prayerful discernment. This approach helps to identify those in the parish with gifts for the ministry of leadership and come to consensus about which parishioners are needed to carry on the leadership role.^[63]

The parish priest and the Council come together to discern the gifts the Council needs at this time to function effectively and meet parish needs. A steering committee is set up to facilitate recruitment of new members and would ideally consist of persons whose judgement is well respected in the parish and who understand its needs. The members of this group are not eligible for election.

• The role of the steering committee is to ask parishioners to nominate people they consider to be suitable members for the Council.

• After names of potential members are put forward, nominees are contacted personally and invited to an information and formation session. Expectations about practical matters, such as time commitment, frequency of meetings, role of prayer and faith sharing in meetings, and specific tasks assumed by members in regard to the inner functioning of the Council, are discussed at this time. Opportunity is given for questions from nominees.

• Members of the steering committee then select an appropriate mix from those nominated to be members of the Council.

• Opportunity is given for potential members to consider and declare whether they feel attracted and called to this ministry.

• After selection, a short profile of each nominee is published in the parish bulletin/newsletter over a number of weeks.

• The steering committee oversees an election process at an appropriate time.^[64]

The parish priest would be on the steering committee, or the names of the persons nominated would be submitted to him for approval before the election process takes place.

While the method for the selection of new Council members will usually depend greatly on the traditions of the parish, its needs, and a number of other pragmatic issues that may change from time to time, parishes are encouraged to carefully study and consider the merits of all models presented and discern which is best to meet the needs of the parish.

• [63] – Diocese of Pittsburgh. (2010). One Body. One mission. The Parish Pastoral Council Guidelines of the Diocese of Pittsburgh. [Retrieved December 2017]. (p.64).
• [64] – Catholic Diocese of Auckland. (Revised 2017) Parish Pastoral Council Guidelines. www.aucklandcatholic.org.nz/pastoral-evangelisation/pastoral-councils/ [Retrieved December 2017]. (pp.12-13).

Why is it appropriate to commission new members of the Parish Pastoral Council?

Since the Council is a ministry of service to the entire parish, it is most appropriate that new members are introduced as Councillors to the parish community. This is best done by commissioning new members to the Council within a Sunday Eucharist. This is an important way of connecting the Council with the community and for the parish to recognise, accept, support and pray for all members of the Council.^[65]

• [65] – Anning, C. (2007). Handbook for Parish Pastoral Councils. Third edition. Faith and Life. Archdiocese of Brisbane. Australia. (p.28).

Possible times for installation or commissioning are after the entrance procession, following the homily, or at the end of Mass at the time of the notices and is a matter for discussion with the parish priest.

The following are some suggestions which may be considered as part of the installation or commissioning ceremony.

• The priest anoints the hands of the new members with blessed oil to recall their baptismal anointing and to show they are sharing in the priesthood of Jesus Christ
• Retiring members could lay hands on the heads or shoulders of new members as a sign of blessing and support
• Retiring members might pass a copy of the Parish Pastoral Council guidelines to new members as a symbol of their work ahead^[66]

Any ceremony should include an expression of appreciation for those members who are retiring and space in the front of the Church could be reserved for committee members as well, for they too serve important functions in the parish. A simple gathering for coffee or tea with the whole parish may be arranged for the end of Mass.

Order of Service for the Blessing of Parish Pastoral Council

See pp. 807-814 9 Paragraphs 1897-1913 Book of Blessings for Prayers.  International Commission on English in the Liturgy (1989).  Book of Blessing.  Catholic Book Publishing Co. New York. USA.

International Commission on English in the Liturgy (1989). Book of Blessing. Catholic Book Publishing Co. New York. USA.

• [66] – Catholic Diocese of Auckland. (Revised 2017). Parish Pastoral Council Guidelines. www.aucklandcatholic.org.nz/pastoral-evangelisation/pastoral-councils/ [Retrieved December 2017]. (p.17).

How does a Parish Pastoral Council tend to the transitions of members?

While it is important to give focus to the selection of new members for the Council, attention should also be given to transitions, whether it is a change of priest or the resignation or end of service of a Council member, or welcoming new members. Whether it is an individual or a group, the parish priest and Council should consider a ritual of separation and closure, assuring a smooth new beginning.

Too often when changes are announced, the parish too readily begins preparing for replacements. It is appropriate to acknowledge those completing their time of service, or ask the person/s involved in the change to share parting words for the good of the parish. Providing an opportunity for bringing closure benefits not only those leaving, but also those who continue on.^[67]

Paragraph 6.8 of the Constitution for Parish Pastoral Councils (2018) states that:

Any member of the Council may resign by giving written notice of intention to the Secretary of the Council and the resignation shall operate from its acceptance by the Council.

A process for thanking retiring members of the Parish Pastoral Council might include:

• organising a social event for members as a show of appreciation for the work contributed
• asking the retiring member to share some reflections on their time on the Council and some personal insights for the future at their last meeting or, if appropriate, to share the reflection with the whole parish community through the parish bulletin/newsletter
• placing a notice of thanks in the parish bulletin/newsletter
• presenting a small token of appreciation at a community meeting.

• [67] – Diocese of Pittsburgh. (2010). One Body. One mission. The Parish Pastoral Council Guidelines of the Diocese of Pittsburgh. [Retrieved December 2017]. (p.77).

New members of the Council need to be welcomed to the currently working Council. In welcoming them, it is essential new members become acquainted with the purpose and function of the Council. It is recommended that a sub-group from the Council assume responsibility for the orientation of new members. A process for welcoming a new member on to the Council might include:

• organising social event for members to get to know one another on a personal level as dropping new people into meetings can be disconcerting to both the flow of the meeting and the specific needs of the newcomers
• informing new members with a history of the planning process in the parish, from the plan’s inception up to the present time
• providing an overview of Council roles and relationships with other parish leadership groups
• sharing the Council’s calendar for the next year, including parish events where Council presence is expected
• overview of tasks on the agenda for the next meeting(s) and
• providing opportunity for new members to ask questions.^[68]

• [68] – Diocese of Pittsburgh. (2010). One Body. One mission. The Parish Pastoral Council Guidelines of the Diocese of Pittsburgh. [Retrieved December 2017]. (p.64)

Meetings and Procedures

Paragraph 8 of the Constitution for Parish Pastoral Councils (2018) outlines the proceedings for Council meetings. It states:

8.1     The Parish Priest presides over the Council (Canon 536.1). 

8.2     As a consultative body, the Council makes recommendations to the Parish Priest. 

8.3     All recommendations shall be reached by consensus and after careful and prayerful discernment by Council members. 

8.4     Council members shall elect their own Chairperson, Vice-Chairperson and Secretary. 

8.5     Regular meetings of the Council shall normally be held once a month. Special meetings may be held as often as are deemed necessary. 

8.6     Special meetings of the Council shall be held when called by the Parish Priest, the Chairperson and the Vice-Chairperson or by any three members of the Council or by the Vicar responsible for Parish Renewal. No less than three (3) days’ notice is required. 

8.7     No meeting may be held without a Quorum. 

8.8     In the absence of the Chairperson and the Vice-Chairperson, the Council shall elect an Acting Chairperson to Chair the meeting. 

8.9     Minutes of all meetings of the Council shall be taken by the Council Secretary and all members are to receive a copy. One copy of the minutes shall be given to the Parish Priest for insertion in the Parish file. Another shall be inserted in the Council Secretary’s file which is passed to his/her successor in office. 

8.10   All written communications from the Council shall be made with the knowledge and approval of the Council, and shall be effected through the Council Secretary.

For building effective management processes and practices within the Council, specific responsibilities and roles should be inaugurated.

Each Council determines the specific tasks of office bearers and the executive according to community needs. The Council usually comprises an executive team consisting of the priest/s as ex officio member/s, chairperson and secretary. In larger parishes, a vice chairperson may also be part of the executive. The role of treasurer is not included as budgetary issues are the responsibility of the Finance Council.

The President of the Parish Pastoral Council, according to paragraph 2.1 the Constitution for Parish Pastoral Councils (2018), means the parish priest and paragraph 8.1 states, The Parish Priest presides over the Council (Canon 536.1).

The priest is the spiritual leader and representative of the bishop in the parish. He is an ex officio member of the council and expected to participate fully with members in council deliberations. His official role is that of presider; that is, he assures that all who share in the ministry of leadership are equipped for their task. He shares his understanding of parish pastoral needs, including his hopes and aspirations for the future. He also enables members of the Council to exercise and develop their own gifts and, together, they recognise and affirm the many gifts and ministries within the parish community.

The priest has ultimate responsibility for decisions regarding pastoral ministry and the overall mission of the parish. He actively seeks wisdom from the Holy Spirit present in the members of the Council. In rare cases, he may choose not to follow the advice of the Council (Code of Canon Law 536) but, as a member, he will not readily ignore their advice.^[69]

The parish priest does not chair the meetings of the Parish Pastoral Council.

What happens when there is a change of parish priest?

Normally, to ensure continuity in the life of the parish, the Parish Pastoral Council will continue its work during the period of transition. The Council will welcome, support and help the new priest as he settles into his role and be ready to adjust, adapt or review its work and membership in consultation with parishioners, to meet any change of emphasis or new direction.^[70]

• [69] – Department of Pastoral Ministry (2000). Guidelines for Parish Pastoral Councils, Archdiocese of San Francisco. USA. [Retrieved Jan 2018].
• [70] – ?????? brisbane????

According to paragraph 2.2 of the Constitution for Parish Pastoral Councils (2018), the Chairperson means the person elected by the Council to chair meetings. The chairperson is elected by the members of the Council for a period of two years, with an optional renewal, provided the member has not served for six consecutive years (paragraph 6.3).

The chairperson is a person who:

• has good understanding of the role of the council as a spiritual servant leadership body that, with the parish priest, guides the parish to fulfill its mission
• ensures there is ongoing liaison with the parish priest
• provides encouragement and support for council members
• is open to the needs and concerns of the parishioners
• encourages the participation of all Council members in working collaboratively on projects and tasks
• ensures there is regular communication with parishioners, including regular updates on important projects, and
• liaises with appropriate Archdiocesan agencies between meetings, as required.

The tasks of the chairperson in preparing for meetings include:

• studying the minutes of the previous meeting carefully before each meeting
• gathering information that is relevant to the forthcoming agenda
• preparing the agenda in consultation with the priest and the secretary.

In chairing the meeting, the chairperson ensures that:

• adequate time is dedicated for prayer and formation at meetings
• the Council maintains a pastoral focus
• the time of each agenda item is monitored
• the Council works collaboratively to set realistic short-term and long-term goals
• there are outcomes for each agenda item, and
• actions from the meetings are carried through by the appointed Council member.

At times, it may also be appropriate for the chairperson to:

• recommend a decision and help plan its implementation
• share the tasks of implementation among all Council members
• assign one or more people to search out additional information on appropriate agenda items
• communicate with parishioners/parish groups, seeking comments on issues or assistance on specific tasks.

The Chairperson is key in building an effective Parish Pastoral Council.

The vice chairperson is also elected by the members of the council for a period of two years, with optional renewal provided the member has not served for six consecutive years (Constitution for Parish Pastoral Councils 2018 paragraphs 6.3-6.4). The role of the vice chair is to support the chairperson and, on occasions, act on behalf of the chairperson.

The tasks of the vice chairperson include:

• attending meetings of the executive
• providing encouragement and support for the chairperson
• assisting the chairperson in conducting the Parish Pastoral Council’s work, and
• performing the duties of the chairperson in his/her absence.

The secretary can be elected by the members of the council for a period of two years with an optional renewal, provided the member has not served for six consecutive years (Constitution for Parish Pastoral Councils 2018 paragraphs 6.3-6.4). Alternatively, the parish may decide to appoint a secretary who is not a member of the council as the task may limit this person’s participation at the meeting.

The tasks of the secretary are to:

• record the minutes of regular and extraordinary meetings of the Council
• arrange for the necessary meeting place and the resources appropriate for the meeting
• attend to incoming and outgoing correspondence
• distribute information and correspondence to Council members and to parish groups, as required
• keep a file of records of the Council’s minutes, decisions, history, membership and development, and
• liaise with diocesan agencies, when required: for example, advise details of any change of office bearers.

The executive of the council is made up of the president, the chairperson, the vice chairperson, and the secretary.

The tasks of the executive are to:

• take responsibility for preparation and distribution of the agenda for each meeting, using input from Council members and parishioners
• ensure the minutes and agenda are distributed at the agreed time after the meeting e.g. within a week of the meeting, and at least one week prior to the next meeting
• oversee the development of proposals for consideration by the council
• reflect on the effectiveness of the previous Council meeting e.g. What went well? What can we do better?
• deal with any urgent business matters which may arise between meetings, ensuring such matters are reported to the next meeting
• activate the ongoing formation of the Council
• conduct the business of the Council between meetings, and
• represent the Council, as required.

All members of the Council have an important role in overseeing the parish’s pastoral work by:

• actively listening to the needs and concerns of the parishioners
• attending meetings
• taking part in discussion
• offering items for the agenda, and
• carrying out tasks to which they have committed themselves.^[71]

• [71] – Irish paper

Paragraph 6.2 of the Constitution for the Parish Pastoral Council (2018) states that the Council shall comprise:

• the Parish Priest and his assistant clergy as ex-officio members
• a representative of other pastoral workers specifically serving the Parish
• between 4 to 7 persons determined in the manner provided in Section 7 of this Constitution, and
• such parishioners as may be co-opted by the Parish Priest and the Council provided that the number co-opted shall not exceed the number of elected/selected members.

For the Council to work collaboratively and function effectively, it is strongly recommended the number of members be restricted to:

• eight to ten with, ideally, no more than 12 in large parishes
• five or six members can be sufficient for smaller parishes.

These numbers allow for maximum participation by all members and produce satisfying outcomes.

At times, it may be necessary or appropriate for the Council be to invite one or more individuals with an area of expertise to attend a meeting to present the information needed. These individuals are not part of Council membership.

The terms of membership outlined in the Constitution for Parish Pastoral Councils 2018 state:

6.3 Membership of the Council shall be for a period of two years except for ex-officio members.

6.4 Any retiring member may be elected/selected provided he/she has not served for more than six (6) consecutive years.

6.5 On completion of six (6) years’ service, a retiring member may again be eligible after a lapse of one year.

6.6 Should the position of an elected/selected member become vacant, the Council shall have the power to appoint a replacement until the next election.

These terms of membership allow Council members to know the commitment expected in fulfilling the role as Council member and also helps Council with forward planning, including an option for re-election of members.

It is advisable that terms are staggered so that not all Council members leave office at the same time, but only a few each year. That ensures continuity in the work of the Council. Normally, not more than one third of the Council’s membership should be changed at one time so the Council does not lose its momentum. However, after three consecutive terms, that is, six years, members are required to take a break of at least one year. A member may be reinstalled/re-nominated after one year.

Sticking to the terms of membership helps to prevent ‘burn out’ of members, and the risk of ownership and power by a select few. The terms of membership enable other parishioners to come forward and contribute their gifts to the life of the parish. If long-serving members do not step down, other parishioners become reluctant to accept nomination. In allowing people to rest and giving opportunity to a wide selection of parishioners, the Parish Pastoral Council can keep moving forward and have the energy to address the needs of the parish.

Careful discernment to ending an individual’s service is also important. Resignations should be accepted with appropriate appreciation and acclamation given to outgoing individuals.^[72]

• [72] – Diocese of Pittsburgh. (2010). One Body. One mission. The Parish Pastoral Council Guidelines of the Diocese of Pittsburgh. [Retrieved December 2017]. (p.77)

Within the Archdiocese of Perth, it is encouraged that each parish have a Council. Archbishop Costelloe’s introduction in the Constitution for Parish Pastoral Councils 2018 states that … “an effective Parish Pastoral Council [is] critically important to the vitality of parish life and indeed to the Archdiocese”.

How do you form a new Council? (The desire for a Parish Pastoral Council)

In a newly established parish, the desire to establish a Parish Pastoral Council may come from the priest, parishioners, or both. This desire may be driven from positive experiences with Parish Pastoral Councils by the priest or parishioners coming from other parishes. In established parishes, the need for forming a new Council may derive from a need arising because of changes in the way the parish is to be administered; for example, where two churches are part of one parish.^[73]

Consultation and inclusion are important components in building a strong sense of ownership; therefore, consultation with the parish community is essential when establishing a new Council. It is important that all parishioners are informed about the role of the Council in serving a faith community and its place in the mission of the Church.^[74] Parishioners should also be consulted about the establishment process.

• [73] – Brisbane p.19
• [74] – Brisbane p.20

If the Council is to be a true leadership and service group with the parish, then care must be taken in setting it up. This care will include the formation of all parishioners as well as members of the Council so everyone will have an opportunity to grow in their understanding of:

• the privileges and responsibilities of all the baptised
• the parish as an essential part of the Church, and
• the role of the Parish Pastoral Council.^[75]

Time and care given to the formation of the Council will provide a sound foundation to the role and function the Council has in building up the parish as a witness of faith.

Steering committee

At the commencement of establishing a Parish Pastoral Council, it is important for the parish priest to consult with key parish leaders and establish a steering committee.^[76] A time frame (at least three months) should be set. It is generally helpful if a committee or working group is established to oversee the process. This group may take responsibility for:

• forming a preparation group
• communicating with parishioners
• arranging for the education of the parish community
• drawing up Council guidelines in dialogue with the parish community and in agreement with diocesan norms
• inviting recommendations of possible members/organising the process of finding members
• providing an information meeting for recommended members
• organising a prayerful selection meeting
• coordinating the presentation of the members to the parish and commissioning the new Council
• arranging an initial formation and orientation session.^[77]

• [75] – Irish paper
• [76] – Formation manual PPC. Snoddy, Campbell, McKally
• [77] – Anning, C. (2007). Handbook for Parish Pastoral Councils. Third edition. Faith and Life. Archdiocese of Brisbane. Australia. (p.??)

The witness of the parish lies primarily in the quality of the Christian lives of its members. The parish, as a Christian community, is called to work collaboratively with various ministries within and beyond the parish in order to strengthen the life of the parish and the Archdiocese in creating a Christ-centred and mission–orientated Church which is vibrant, revitalised, faithful, welcoming, inclusive and forward thinking.

Why foster relationships within the Parish Pastoral Council?

For the Council to function as a unified body, members need to spend some deliberate time praying and studying together, time faith sharing with one another, sharing stories and experiences and engaging in purposeful conversation about each person’s hopes and dreams for the parish. In attaining this, there must be a high level of trust within the group for it will need to hold confidences, explore ideas with openness, and present a consistent message to the parish community.^[78]

Why foster relationships with parish committees?

Communication and collaboration with other parish committees is essential. Their relationship to the Parish Pastoral Council may vary from parish to parish. In some parishes, members/leaders of other parish committees may participate in Council meetings as consultants or resource persons when the specific area of their expertise is being discussed. In other parishes, leaders/members of other parish committees are members of the Council. In other parishes still, each member of the Council will hold a portfolio that includes building rapport with the committee and liaising with that committee on matters that need to be brought to the attention of the Council.

Why foster relationships with parishioners?

Council members must make an effort on a regular basis to listen to and talk with parishioners at various levels. This listening is an integral part of research and consultation in preparation for deciding the directions of the annual pastoral plan.

Why foster relationships with parish school?

Many parishes within the Archdiocese have a primary and/or secondary school within their geographical boundaries. As a Council, it is important to establish good reciprocal relationships between parish and school. A connection to a ‘Community of the Faithful’ is an urgent requirement here. There are two reasons for this:

• even though the catchment area of the school usually stretches beyond parish boundaries, the parish and school are part of one and the same ‘Community of the Faithful’ and should, therefore, not be strangers to each other

• in many ways, the Catholic school and Catholic parish are separate entities but have a collaborative task in evangelisation, respecting differences and responsibilities. Schools educate and evangelise the parishioners of the future (and present) as well as bringing newcomers and ‘returning’ Catholics into the parish family.^[79]

One way of establishing good reciprocal relationships is to have a member of the School Board on the Parish Pastoral Council or a member of the Council on the School Board, provided the member has a genuine interest in the wellbeing of both communities. In most cases, the parish priest will be a member of both. Another way to foster communication is by exchanging minutes and/or reports between Council and Board.

Why is fostering relationships with all areas of the Archdiocese important?

The Parish is a community of faith headed by a Parish Priest who is appointed by the bishop of the diocese and accountable to him. It has its own entity, it has rights and obligations and a certain degree of autonomy. The Parish, however, is not a totally independent entity; rather it is part of a vine that is the diocese, which in union with the universal Church continues the life and mission of Jesus in the world.

Constitution for Parish Pastoral Councils (2018)

A parish is not an entity within itself. It is part of the larger faith community of a diocese/Archdiocese and, indeed, of the universal Church.

• [78] –
• [79] – Catholic Diocese of Auckland. (Revised 2017). Parish Pastoral Council Guidelines. www.aucklandcatholic.org.nz/pastoral-evangelisation/pastoral-councils/ [Retrieved December 2017]. (p.17).