Parish Pastoral Council

OPERATIONAL PROCEDURES

ST. HUGO OF THE HILLS PARISH PASTORAL COUNCIL

(Refer to “Parish, Vicariate and Archdiocesan Council Handbook of the Archdiocese of Detroit,” p. 24)

ARTICLE I - NAME AND LOCATION

The legal name of the Parish is St. Hugo of the Hills, a Parish in the Roman Catholic Archdiocese of Detroit. St. Hugo of the Hills Parish is located at 2215 Opdyke Road, Bloomfield Hills, Michigan, 48304-2218.

A Pastoral Council was established in accordance with Canon Law (#536). The Pastor presides over the Council and its members share in the pastoral care of the parish by giving their help in fostering pastoral activities. 

These operational procedures guide the Parish Pastoral Council for the parish community of St. Hugo of the Hills Catholic Church, Bloomfield Hills, Michigan.

ARTICLE II - MISSION STATEMENT AND GOALS (July 2013-June 2018):

Section 1 - Mission Statement:

The Catholic Community of St. Hugo of the Hills Parish will continue to evangelize and proclaim the Good News that Jesus Christ is Lord.  We go forth as a sacramental parish in faith, hope and love, to serve the family of God, and to grow in our faith.

Section 2 - Goals:

  1. Christian Service:  The Christian Service Commission will strive to implement Catholic Social Teaching as we address human needs and work for justice, both locally and in the world community.
  2. Education:  The Education Commission will develop, promote and evaluate faith formation programs with the understanding that through baptism we are all called to grow in our faith throughout life.
  3. Stewardship:  The Stewardship Commission will encourage participation in stewardship and call upon parishioners to share their time, talent, and treasure.
  4. Worship:  The Worship Commission will seek to nurture our communal prayer through active participation in our sacramental life and liturgical celebrations.
  5. Evangelization:  The Evangelization Committee will serve as a catalyst for the total evangelizing effort in the parish.
 

ARTICLE III - PURPOSE AND RESPONSIBILITIES OF THE PARISH PASTORAL COUNCIL:

Section 1 - Purpose:

The purpose of the Parish Pastoral Council is to be the primary visioning body of the parish, assisting the pastor in determining the overall mission of the parish.

An essential aspect of such visioning is the work of evangelization, which inspires all that the parish does and is to be the foundation of its very identity.

Section 2 - Responsibilities:

The responsibilities of the Parish Pastoral Council are:

  1. To solicit the wisdom of the parish community on pastoral matters.
  2. To form a consensus about pastoral planning regarding the needs of the parish.
  3. To communicate that pastoral vision to the parish as a whole.
  4. To involve the parish Commissions and committees in implementing the vision.
  5. To develop a Mission Statement that articulates a vision and direction for the Parish; and to review it periodically, or at least when there is a change of pastor.
  6. To formulate Parish Goals consistent with the Mission Statement, and developed by the Commissions; to review the Goals annually; and adopt new goals every two or three years.
  7. To formulate Parish Objectives at the Commission level which are approved by the Parish Pastoral Council; should be adopted prior to, or with, the budget setting process each year.
  8. To follow the process for acquiring appropriate members for the Parish Pastoral Council in the spring of each year.
  9. To establish Operational Procedures, which are to be reviewed and approved by the Auxiliary Bishop of the Region or his delegate before being adopted by the Parish, and to review and revise them whenever necessary.
  10. To meet a minimum of eight times a year (September through June), normally on the 3rd Tuesday of the month, beginning at 7:00 pm and not to exceed two hours.

ARTICLE IV - STRUCTURE OF THE PARISH PASTORAL COUNCIL:

Section 1 - Eligibility:

Registered members of the parish are eligible to be selected for the Parish Pastoral Council. 

Members at-large shall be at least 18 years of age. 

The Youth member shall be of high school age and appointed by the pastor or his delegate.

If a potential council member is related to the pastor, associate pastor(s), assigned parish deacon(s) or parish staff, this information is to be publically acknowledged and discussed by the current Pastoral Council membership before selection/election/ appointment takes place.

Not a member of parish staff.

Before individuals are selected for the Parish Pastoral Council, they must experience an orientation to the role of the council, have an understanding of the parish mission statement, and be open to ongoing formation.

Section 2 - Membership:

According to Archdiocesan Guidelines, the size of the Parish Pastoral Council should be between 6 to 12 members, consisting of:

  • The pastor and associate pastor(s) serve on the Parish Pastoral Council. 
  • A parish deacon may also serve as a non-voting member at the discretion of the pastor.
  • Members nominated from the selection/election process.
  • A spokesperson for each Commission and the Evangelization Committee may also be considered for a seat on the Parish Pastoral Council, but a council comprised of at-large members, can be equally effective.

At St. Hugo of the Hills Parish, the Parish Pastoral Council membership shall consist of a minimum of 12 persons and a maximum of 24 persons.  The membership is as follows:

  1. Pastor
  2. Associate Pastor
  3. Pastoral Associate
  4. Permanent Deacon
  5. The Chairperson from each of the four Commissions (Education, Service, Stewardship and Worship) and the Evangelization Committee, who shall be appointed by the pastor.  Chairpersons of each Commission shall serve a term of three years, nonrenewable consecutively.
  6. Nine members-at-large who are involved and active in the life of the Parish.  Members-at-large shall serve a term of three years.  One third of the members-at-large shall be selected each year in the interest of continuity:  (Year 1: 3 members, Year 2: 3 members, and Year 3: 3 members).  Members-at-large may not serve more than two consecutive terms.
  7. Youth Representative (one year term, non-renewable)
  8. Religious Representative, who shall be selected by the sisters.
  9. Finance Council Representative
  10. The Parish Pastoral Council Secretary, who shall be appointed by the Pastor.
  11. Two Vicariate Pastoral Council representatives shall be selected from the members-at-large by the Parish Pastoral Council to serve a term of two years, nonrenewable consecutively.  The Parish Pastoral Council is to make sure that there is always one Vicariate Pastoral Council representative with previous experience on the Vicariate Pastoral Council.  Thus, one Vicariate Pastoral Council representative will be selected in the even years and the other is to be selected in the odd years.

Section 3 - Terms of Membership:

The pastor and associate pastor(s) assigned to the parish serve for the duration of their Archdioceses appointment(s).  The deacon serves at the discretion of the pastor.

Full-time staff members will serve as a resource for the duration of employment by the parish.

The length of term on the Parish Pastoral Council is three years, with the exception of the youth representative, who will serve for one year.

Council members may not serve for more than two consecutive terms, and must take a one year leave before accepting nomination again.

Terms are to be staggered so that one-third of the Council is turned over each year.

Terms of newly selected members are to commence on the first day of July following their selection and continue until the last day of June of the appropriate year.

Section 4 - Selection of Parish Pastoral Council Members:

On Pentecost Sunday, members-at-Iarge shall be selected (by lot). Any registered member of the Parish who wishes to serve on the Parish Pastoral Council shall submit his or her name or the name of another registered member to the Parish Office no later than the Friday prior to Pentecost Sunday. Calls to confirm the willingness of the individual to serve will be made by the Parish Administrative Assistant.

Two alternates shall be drawn for members-at-Iarge; one alternate shall be drawn for the youth member.

The alternates will be asked to serve in the event a regular member can no longer participate.

Section 5 - Attendance:

Members of the Council must attend all regular and special meetings.

If a member is absent from three regular meetings in a year, the Council officers will approach that member about his/her intention and ability to serve.  If the Council cannot receive assurances pertaining to regular attendance, the Council will have discretion to declare that a vacancy is automatically created.

In the case of behavior that results in public scandal, the pastor may remove a member, after first consulting with the Regional Moderator.

Section 6 - Vacancies:

Whenever a vacancy exists, the Parish Pastoral Council Vice-Chairperson will contact the selected alternates or if necessary the remaining candidates who were not selected from the last selection draw, in order of their finish, to determine if that person is still eligible, willing and qualified to fill the parish Council vacancy and if so, that person will be appointed by the Parish Pastoral Council to fill the remainder of the term of the vacant seat on the Parish Pastoral Council.

Section 7 - Ending Membership:

Every effort should be made to resolve conflicts in a manner that shows respect and consideration for all concerned.  In the unlikely event that such efforts meet with failure, a full consensus of the Parish Pastoral Council is required to remove any member or officer of the council, or any Commission or committees.  The person is to be given an opportunity to be heard, if they so desire.

A member loses his or her seat on the Parish Pastoral Council by resignation in writing, withdrawing from parish membership, by incurring and ecclesiastical censure or penalty, or committing a civil offense, with necessitates the loss of membership.

Should a serious and irresolvable disagreement occur within the parish communion and with full consensus and support of the Parish Pastoral Council, the Department of Parish Life and Services is to be contacted by the Parish Pastoral Council Chairperson and/or the pastor.  This office, working through the Regional Moderator, will offer assistance in the resolution of such conflicts in accordance with the “Conciliation and Arbitration” procedures of the Archdiocese of Detroit.

Section 8 - Leadership of the Parish Pastoral Council:

The Parish Pastoral Council will select from among its members the following:

  • Chairperson:  The term for Chairperson is for one year.  The Chairperson will work with the pastor to enliven the council and assist council members to actively collaborate for the mission of the Church.  The Chairperson tends to the organizational aspects of the council and facilitates all meetings of the council.  The Chairperson needs to have an understanding of group process and have facilitating skills in order to fulfill this role.  The duties are:
    • Provide significant time for prayer and reflection to ground each meeting in a climate of faith.
    • Preside at the Agenda Setting Committee meeting.
    • Preside at all regular and special Parish Pastoral Council meetings.
    • Monitor the timeframe for each agenda item.
    • Encourage all council members to participate actively and express ideas freely.
    • Assist discussion by restating, summarizing, contrasting ideas and sentiments expressed by council members.
    • Clarify council procedures.
    • Schedule a process in order to update parish plan and vision, minimally every 5 to 6 years and after a new pastor is assigned.
    • Establish processes for evaluation of council’s and parish’s effectiveness in meeting of goals and objective formulated from parish assessment.
    • Encourage and support communications between the Parish Pastoral Council and the parishioners.
    • Encourage and support communications between the Parish Pastoral Council and the Evangelization Committee, the Commissions and their committees, especially when setting the annual budget, goals, objectives, and action steps.
  • Vice-Chairperson:  The term for Vice-Chairperson is for one year.  The duties are:
    • The Vice-Chairperson performs the duties of the Chairperson in the latter’s absence, and serves as an aide to the Chairperson in conducting the council’s work.
    • The Vice-Chairperson will succeed to the office of Chairperson should the Chairperson be unable to continue in office or if the office becomes vacant.  In the event this occurs, a new Vice Chairperson will then be selected for the remainder of the term.
    • The Vice-Chairperson will succeed to the office of Chairperson after one year.
  • Secretary:  The term for Secretary is at the discretion of the pastor.  The duties are:
    • Provide a record of the minutes of the regular and special meetings.  The monthly minutes are to be sent to the Parish Pastoral Council one week before the next meeting.
    • Maintain a roster of the members and records of attendance.
    • Notify the Chairperson of those members with chronic absenteeism (example: missing three regular meetings in a 12-month period).
    • Arrange for the necessary facility requirements for the regular and special meetings, and activities of the council.
    • Update council documents.
    • Distribute information and correspondence to council members as directed and care for the necessary correspondence.
    • Keep on file in the parish office careful records of the council’s history, development, minutes, decisions, and names of leaders.
  • Pastor or his Delegate:  The Pastor or his delegate duties include:
    • Liaison with the Agenda Setting Committee;
    • The bulletin summary of the Parish Pastoral Council meeting;
    • Coordinating and facilitating the communication among the various Commissions and committees on Parish Pastoral Council;
    • Assisting the Secretaries of the Parish Pastoral Council and Commissions in maintaining and the retention of the records in the parish office file (communications, addresses, phone numbers, and emails); as well as, retention of the electronic data base copies.

Section 9 - Responsibilities of the Parish Pastoral Leadership:

The Parish Pastoral Leadership is to maintain a permanent record of all proposals presented to the Parish Pastoral Council, and record the ultimate disposal of such proposals.

They are to ensure that the records of council activities are maintained on file in the Parish Offices.

They are responsible for maintaining a current copy of the Parish Pastoral Council Operational Procedures.

Section 10 - Meeting of the Parish Pastoral Council:

All decisions of the council shall be reached by consensus of the quorum present.

Decisions of the council will be final, only by consent and approval of the pastor.

The Parish Pastoral Council will meet a minimum of eight times a year (September through June), normally on the 3rd Tuesday of the month, beginning at 7:00 pm and not to exceed two hours.

Section 11 – Agenda Setting Committee:

The Agenda Setting Committee consists of the pastor or his delegate, the council Chairperson.  The committee will prepare the council agenda, plan the meeting, and prepare processes to accomplish the agenda.

Section 12 - Observers:

The Parish Pastoral Council meetings are to be open to parishioners for observation but not participation. A parishioner with an issue for discussion must go first to the proper Commission where it will be discussed and brought to the Parish Pastoral Council later if deemed advisable.

ARTICLE V - STRUCTURE OF THE COMMISSIONS AND EVANGELIZATION COMMITTEE:

Section 1 - Names:

The four Commissions are: Education, Christian Service, Stewardship, and Worship; and the Evangelization Committee.

Section 2 - Functions:

The functions of the Commissions and Evangelization Committee are:

  1. Develop concrete objective flowing from the parish mission statement and any goals established by the Parish Pastoral Council.
  2. Integrate the work of evangelization into all of its activities.
  3. Participate in formation opportunities both within its own meetings and those offered at the vicariate, regional, and Archdiocesan levels.
  4. Establish ways to gain feedback from parish members.
  5. Report regularly and provide annual evaluation on objectives to the Parish Pastoral Council.
  6. Establish committees to help carry out the work of the Commission.  Committee members do not have to be members of the Commission.

Section 3 - Eligibility:

Registered members of the Parish are eligible to be selected for the Commissions and Evangelization Committee. Members-at-Iarge shall be at least 18 years of age. The Youth member shall be of high school age.

Section 4 - Membership of Commissions and Evangelization Committee:

The pastor or his delegate is to be a member on the Commissions or Evangelization Committee.

The optimal number of members of a Commission or Evangelization Committee is between 6 and 12 people.

  • The appropriate pastoral staff are to be resources to the Commissions and, as necessary or helpful, its committee; staff members may not function as Commission or committee chairpersons.
  • Spokespersons from the various committees are to be members of the Commission or Evangelization Committee.
  • The Commission Chairperson is to represent that Commission or the Evangelization Committee on the Parish Pastoral Council.

Section 5 - Terms of Membership on the Commissions and Evangelization

Committee:

The pastor or his delegate will serve for the duration of their diocesan appointment(s).

Full-time staff members will serve for the duration of employment by the parish.

Chairpersons of Commissions or the Evangelization Committee may not serve for more than two consecutive terms, and must take a one year leave before accepting nomination again.

There is no term limit for Commission or Evangelization Committee members.

Section 6 – Vacancies:

The appropriate Commission or Evangelization Committee is to designate the replacement.

Section 7 – Leadership:

Each parish Commissions or Evangelization Committee will select from among its members nominees for the Chairperson.  The names will be submitted to the Pastor for his appointment.

  • Chairperson:  The term for Chairperson is for 3 years.  The Chairperson will work with the pastor or his delegate to enliven the Commission or Evangelization Committee and assist members to actively collaborate for the mission of the Church.  The Chairperson tends to the organizational aspects of the council and facilitates all meetings of the Commission or Evangelization Committee.  The duties are:
    • Provide significant time for prayer and reflection to ground each meeting in a climate of faith.
    • Prepare Agenda with the Pastor or his delegate and the Vice-Chairperson.
    • Monitor the timeframe for each agenda item.
    • Encourage all members to participate actively and express ideas freely.
    • Assist discussion by restating, summarizing, contrasting ideas and sentiments expressed by council members.
    • Establish processes for evaluation of the Commission or Evangelization Committee’s effectiveness in meeting of goals and objective formulated from parish assessment.
    • Encourage and support communications between the Parish Pastoral Council and the Evangelization Committee, the Commissions and their committees, especially when setting the annual budget, goals, objectives, and action steps.
  • Vice-Chairperson:  The term for Vice-Chairperson is for 3 years.  The duty is to perform the duties of the Chairperson in the latter’s absence, and serves as an aide to the Chairperson in conducting the Commission or Evangelization Committee’s work.
  • Secretary:  The term for Secretary is at the discretion of the Chairperson.  The duties are:
    • Provide a record of the minutes of the regular and special meetings. 
    • Maintain a roster of the members and records of attendance.
    • Notify the Chairperson of those members with chronic absenteeism (example: missing three regular meetings in a 12-month period).
    • Update Commission or Evangelization Committee documents.
    • Distribute information and correspondence to members as directed and care for the necessary correspondence.
    • Keep on file in the parish office careful records of the Commission or Evangelization Committee’s history, development, minutes, decisions, and names of leaders.
  • Pastor or his Delegate:  The Pastor or his delegate duties include:
    • Liaison with the Chairperson of the Commission or the Evangelization Committee;
    • Coordinating and facilitating the communication among the various committees on Commission or Evangelization Committee;
    • Assisting the Chairperson and the Secretaries of the Commissions and Evangelization Committee in maintaining and the retention of the records in the parish office file (communications, addresses, phone numbers, and emails); as well as, retention of the electronic data base copies.

Section 8 – Meetings of the Commissions:

To meet a minimum of six times a year (September through June).  The meeting is not to exceed two hours.

ARTICLE VI - SPECIAL COMMITTEES:

Chairpersons have the authority to appoint/create special committees, if the Parish Council, Commission, or Evangelization Committee members agree.

ARTICLE VII - AMENDMENTS:

The Operational Procedures may be amended by a two-thirds vote of the Parish Pastoral Council, provided that notice of such proposed amendment has been given at the previous meeting.

 

Mission Statement

 

The Catholic Community of St. Hugo of the Hills Parish will continue to evangelize and proclaim the Good News that Jesus Christ is Lord.  We go forth as a sacramental parish in faith, hope and love, to serve the family of God, and to grow in our faith.