Exeter Sacred Heart Pastoral Council  

CONSTITUTION

1.      The council will be known as the Exeter Sacred Heart Pastoral Council. 

2.      The purpose of the council will be to provide in a consultative capacity and in accordance with the Code of Canon Law the opportunity whereby the body of Christ's faithful meet to share the responsibility of the whole parish life and of the whole community by:

a)      discerning and renewing the needs of the parish and community; including the aims set out in the Plymouth Diocese Vision Statement;

b)     being a vehicle for good co-operation between parish organisations;

c)      endeavouring to involve the whole of the parish in the work of the church in response to present and future needs;

d)     being a means of fostering a sense of community in the parish;

e)      being a vehicle for communication between the parish and diocesan bodies and

f)       acting as a means of renewing the life of the parish. 

3.      The council will consist of:

a)      ex-officio members, namely, the Parish Team consisting of the Parish Priest, any other parish clergy and those named by the Parish Priest.

b)     one representative elected by each lay organisation (as recognised by the Bishop) actively engaged in the parish. In the case of interparochial organisations, the representative should come from the Sacred Heart parish.

c)      a number of elected parishioners, subject to a maximum of ten.

d)     a number appointed by the council because of special talents or special needs, to a maximum of three. 

4.      Election of the council:

a)      the term of office for the members elected under paragraphs 3(b) and 3(c) above shall be two years. No member shall serve more than two consecutive terms, but shall be eligible for re-nomination subsequently. Elections will take place for half of the elected members each year.

b)     Method of election:

                                                                                                 i.      Nominees will be present at the appropriate Annual General Meeting (see 7).

                                                                                                ii.      Elections will be held on the first convenient Sunday after the Annual General Meeting.

                                                                                              iii.      The election will be conducted by ballot under the supervision of a nominee appointed by the parishioners at the Annual General Meeting. 

5.      Council procedure:

a)      Because of the nature and purpose of the Council a short period of each meeting shall be given to prayer and reflection on an appropriate passage of the Word of God.

b)     The council will meet three times per annum (excluding the Annual General Meeting) and will be presided over by the Parish Priest or his delegate.

c)      Each council meeting will last for not more than one and a half hours, unless the council decides on an extension of time.

d)     The council will elect each year from its members at the Annual General Meeting an executive committee of five members to include the following officers:

                                                                                                 i.      Chairman of the Council

                                                                                                ii.      Minutes Secretary

                                                                                              iii.      Information Officer / Co-ordinator, whose duty it will be to keep the different parish organisations informed of the life of the Parish and to ensure that meetings and functions dates do not clash. The Parish Co-ordinator will keep a book in which all meetings and functions dates are entered and parish organisations are invited to consult the co-ordinator before fixing such dates.

                                                                                              iv.      This committee’s duties will include arranging and chairing meetings, keeping minutes and records, receiving, ordering and distributing agenda items and reports, informing parishioners of the council’s activities, liaising with the Parish Finance Committee, and other bodies, where appropriate.

e)      Decisions taken at a Council Meeting will be by a simple majority of those present, subject to a quorum of one third of those who are eligible to vote.

f)       The council will cause minutes to be taken at each council meeting and will require that these minutes be confirmed at the subsequent meeting.

g)      A report of the council proceedings will be made to the parishioners as soon as practicable through the Information Officer.

h)      The council will have the power to appoint committees at such times and for such purposes as it deems fit. The council will also have the power to co-opt members other than council members to serve on such committees, and may delegate the power to co-opt on to those committees. 

6.      Council members may, with the approval of the council, be reimbursed from parish funds for any expenses incurred while on council business. 

7.      The Annual General Meeting:

a)      An Annual General Meeting will be held.

                                                                                                 i.      A full report from the Pastoral Council will be given at the Annual General Meeting.

                                                                                                ii.      It will consider any other matter for which not less than seven days notice has been given to the worshiping community.

b)     Any member of the worshiping community wishing to have any matter considered at the Annual General Meeting will be required to submit such matter in writing to the secretary of the Council not less than fourteen days before the Annual General Meeting.

c)      At least one month’s notice of the Annual General Meeting will be given in the parish newsletter or in some convenient way. 

8.      The constitution of the council can be changed only at the Annual General Meeting, or at a special general meeting providing that the conditions contained in clauses 7 (a) (ii) and 7 (b) are observed and that at least two-thirds of those present at the Annual General Meeting who are eligible to vote, agree to such a change, and in the light of any norms laid down by the Bishop. 

9.      This constitution shall come into force as soon as it has been adopted by a simple majority at a general meeting of the worshiping community of which seven days notice has been given, and will lapse in accordance with Canon Law when the Parish is vacant.