FOR PARISHES IN THE

DIOCESE OF MADISON

Saint Patrick, Lodi – Saint Michael, Dane Wisconsin

PARISH FINANCE COUNCIL

CONSTITUTION & BYLAWS

ARTICLE I: NAME

The name of this organization shall be Saint Patrick – Saint Michael Parish Finance Council, hereinafter referred

to in this document as the "Council."

ARTICLE II: PURPOSE

Section 1: The Council is both a representative and consultative body with the primary purpose of

assisting the pastor in the administration of the parish’s temporal goods, including

financial resources, buildings, and grounds (c.f. Canons 537).

Section 2: All Council members, sharing the pastoral responsibility given them at baptism, should

work together in cooperation with the pastor to determine what is best for the financial

life of the parish in support of the mission needs and pastoral activity of parishioners, the

diocese, and the broader community and world (c.f. Canons 528, 529).

ARTICLE III: SCOPE

Section 1: The primary responsibility of the Council is to directly assist the pastor for parish

financial administration, with the specific mandate to assist the pastor in the

administration of parish goods. The Council accomplishes this by providing financial,

civil law, and business advice and consultation to the pastor. The pastor, and through

him the pastoral council, looks to the Council for the advice, financial resources, and

administration needed to implement the parish’s vision and pastoral activities as

developed by the pastor and pastoral council. The Council is the policy oversight body in

all financial matters of parish life, including but not limited to spiritual, educational, and

social concerns, except to the extent limited by faith and morals, church or civil law,

diocesan policy/norms or individual parish finances (c.f. Canon 492).

The responsibilities of the Council in cooperation with the pastor and staff include:

A. Assisting in the formation, implementation, review, and monitoring of parish

financial policies and internal controls concerning parish resources (financial

resources and assets as well as real property) in cooperation with the pastor and in

conformity with the Church’s teachings in faith and morals, with civil and church

law, and with diocesan policy;

B. Assist the pastor and appropriate staff in the development, preparation, and

monitoring of the parish, school and cemetery annual operating and capital budgets

in accord with the priorities and directives established by the pastor and pastoral

council and in accordance with diocesan policy;

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C. Assist the pastor and staff in the continuous process of long range (five year)

financial planning and developing the human and financial resources needed for the

parish to meet its goals and priorities, including the financing of necessary repairs,

renovations and purchase of equipment and the planning for systematic payment of

parish debt;

D. Assist the pastor and other parish organizations with: coordination of all fundraising

programs and activities; regularly examine parish organizations financial reports;

ensure that parish organizations follow proper policy and procedures, keep

satisfactory records, and file all reports on a timely basis.

E. Assist the pastor in evaluating financial programs and processes, including those

meant to safeguard the physical assets of the parish; comparing parish, school, and

cemetery operating results to approved budget; examining bank reconciliations

relative to contribution / income records; advising the pastor on administrative

decisions affecting the financial stability and viability of the parish.

F. Assist the pastor and staff in the preparation and publication of the parish, school,

and cemetery annual and interim reports, both to the Diocese and to parishioners in

accordance with diocesan policy and civil regulations. These reports will reflect a

reasonably accurate and complete summarization of annual operations (revenues and

expenditures), of cash and savings balances (including all parish bank and investment

accounts), of indebtedness and capital activities.

Section 2: For the fulfillment of their duties the Council must have access to such records and

documents relating to the financial status of the parish, its organizations and its activities,

always respecting the confidential nature of the records, including bank accounts,

investments, endowments, bequests, other funds held by the parish, all indebtedness,

payment schedules, diocesan obligations and assessments, audit reports, parish salaries,

income and expenditures, diocesan policies and regulations, other council and

commission goals and objectives, as well as being informed with the general condition of

the parish property.

Section 3: A Parish organization, i.e. any organization that uses the parish Federal Tax Identification

Number, uses the parish name, or raises funds in the name of the parish, is subject to the

ultimate fiscal control of the pastor. Parish organizations are to submit a record of

receipts and expenditures to the pastor who makes these records available to the finance

council.

ARTICLE IV: MEMBERSHIP

Section 1: The Council shall be comprised of appointed, ex officio, and non-voting members.

Section 2: There shall be not less than three and no more than eight appointed members, all of

whom must be fully initiated, practicing Catholics – participants in the parish worship

life, especially Mass and the sacraments, – at least 18 years old, registered members of

their parish, who are reputable, knowledgeable and skilled in financial, insurance, law,

building construction, and maintenance matters; known for their prudent judgment;

understanding of church operations; sensitivity to spiritual and pastoral issues, and

abreast of church developments.

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Section 3: The term for appointed members shall be three years and shall be limited to two

consecutive terms. The new members shall begin their terms with the conclusion of the

annual transition meeting. The term of membership should allow for half of the

membership to serve a term beginning on a staggered basis.

(July 1 is the suggested date for new terms to begin since the parish fiscal year begins on that date. The annual

transition meeting is defined in Article VIII, 3.)

Section 4: The Council shall have three ex officio members who serve by nature of their office: the

pastor and the two lay trustees from each parish. Ex officio members participate fully and

equally in all Council decisions.

Section 5: At the discretion of the pastor, one representative from the building / maintenance

committees, one representative from the cemetery board / committee, and one

representative of a building project committee may serve as non-voting members of the

Council.

Section 6: Persons related by blood or marriage to the pastor or to the parochial vicars assigned to

the parish may not serve on the Council.

Section 7: Dual membership in the Council and the pastoral council or other committees / boards in

the parish are highly discouraged to avoid a conflict of interest situation. Persistent

conflict of interest will require resignation from one or more councils, committees, or

boards.

Section 8: The parish business manager, bookkeeper or other designated person may serve as staff

persons to the Council, shall not be a member, and their attendance at meetings may be

required.

ARTICLE V: SELECTION AND APPOINTMENT OF NEW MEMBERS

Section 1: Membership shall be by appointment letter of the pastor, reminding them of their duty to

follow and foster the common discipline of the whole Church and to observe all

ecclesiastical laws, especially those which are contained in the Code of Canon Law. The

pastor may consult with the pastoral council in making his selection to the Council.

(Since the end of the Diocesan fiscal year is June 30, it is highly recommended that pastors schedule annual

selection of new members in April or May, with new council members taking office by July 1.)

Section 2: The names and addresses of the members of the Council are to be communicated in

writing to the Diocese at the time of their appointment and when submitting the parish

annual statistical report.

Section 3: The names of the members of the Council are to be communicated annually to all

parishioners, i.e. published in the parish bulletin with the annual report.

Article VI: VACANCIES AND REMOVALS

Section 1: The pastor, at his discretion, can dismiss any appointed member of the Council as the

member serves to provide consultation to the pastor alone.

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Section 2: Any member of the Council may resign by filing a written resignation with the pastor,

with a copy to the chairperson.

Section 3: The pastor, if any member of the Council resigns, dies or is removed from office, may

appoint another member to complete the unexpired term. However, if upon the vacancy,

the membership falls below three members, the pastor must appoint a member to

complete the unexpired term. The pastor may consult with the Council as part of his

selection process.

Section 4: As the Council cannot act without a pastor / administrator, at the vacancy of the office of

pastor / administrator, the Council ceases to exist. The new pastor / administrator must

appoint a new Council or confirm the previous Council by appointment within one

month of taking possession of the parish.

ARTICLE VII: OFFICERS

Section 1: The officers of the Council shall be a chairperson, a vice-chairperson and a secretary.

They shall be appointed by the pastor and from the Council at the annual transition

meeting. They shall serve for a one-year term beginning with the conclusion of the

transition meeting. Ex officio members of the Council are ineligible to serve as Council

officers or committee chairpersons.

Section 2: No Council officer many serve more than three consecutive 1 year terms in any one

office.

Section 3: The chairperson:

1. Is aware of the tasks and responsibilities of the Council and communicates these to

the Council, commissions/committees and parish community.

2. Organizes/coordinates activities and processes of the Council. Develops and

maintains an annual Council calendar consistent with the parish calendar.

3. Prepares the meeting agendas in consultation with the pastor for publication in the

parish bulletin the weekend before the meeting or posted for parishioners to review.

Submits the agenda to Council members at least 3 days before the meeting.

4. Provides formation/education for Council members, utilizing the parish staff and

offerings at the Diocesan levels.

5. Assures the smooth and timely flow of Council meetings by assisting the Council

members to work together effectively and arrive at appropriate decisions through

consensus.

6. Assists pastor in coordinating work of the Council and in implementing those

proposals of the Council that have been accepted and ratified by the pastor.

7. Ensures that a Council budget is established and communicates budget information to

the Finance Council.

8. Assists the next chairperson in understanding the Council's history, responsibilities

and resources. Transfers all Council materials to the new chairperson.

9. Performs duties consistent with the office, as the pastor may direct or delegate,

including the chairing and conducting the regular meetings of the Council.

10. Represents the council at any special designated diocesan meetings.

(The chairperson must be skilled at leading and facilitating meetings in such a way that all members are heard and

allowed to give their input. The chairperson is also responsible for maintaining order and attention at council

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meetings, and makes sure time is spent in prayer. The positions of chair and vice-chairperson are time-consuming.

These persons should not be asked to assume other duties on the council or in the parish.)

Section 4: The vice-chairperson:

1. Conducts meetings in the absence of the chairperson.

2. Becomes chairperson in the event of vacancy.

3. Performs duties consistent with the office as the chairperson, the Council, or the

pastor may direct.

(The vice-chairperson can serve the parish in other capacities, especially in any areas of collaboration.)

Section 5: The secretary:

1. Oversees the accurate recording of the minutes of each meeting and sees to it that the

minutes and the agenda are made available to the Council members,

commission/committee chairpersons, and the parish. Provides a condensed report of

the meeting for publication in the parish bulletin.

2. Takes attendance at meetings and records absences.

3. Maintains the official list of all Council and standing commission/committee officers

and members and their terms, the list of all ad hoc commission/committee

chairpersons and members and keeps these lists current with regard to addresses and

phone numbers.

4. Works with the parish web administrator to keep the Diocesan registry current.

Completes the Diocesan registry form following each annual selection and keeps this

list currently by informing the Diocese of all changes. The Diocesan parish council

registry form is up-dated whenever a change in membership on council occurs. This

is done on-line through the Diocesan Extranet.

5. Reports to the Council all communication. Handles correspondence for the Council,

including agendas, minutes, notification of regular and special meetings, notes of

thanks, expenses, etc.

6. Performs such duties consistent with the office as the chairperson, the Council, or

pastor may direct.

(The pastor may designate a non-member (usually a staff member) as “recorder” of the minutes and often entrust

the execution of many of the secretary tasks. However, the responsibility rests with the council’s secretary. The

“recorder” has no rights of membership.)

ARTICLE VIII: MEETINGS

Section 1: Regular Council meetings shall be held {monthly, bi-monthly, quarterly} at such time,

place and date as the Council may designate. All members are expected to attend all

meetings. Notification of intended absence should be given to the Council Chairperson,

Vice-Chairperson or Secretary before the meeting. The minutes of the meetings are to be

kept on file at the parish office.

(Monthly meetings are recommended and practical for the administration of the parish’s financial resources and

responsibilities since they provide for the necessary check on the budget and assessment of needs.)

Section 2: A quorum consists of two-thirds of the total membership including the pastor.

Section 3: A transition meeting shall be held at the next Council meeting after the annual

appointment of new Council members where the newly selected members join the

existing Council and any departing members leave the Council.

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Both out-going and in-coming Council members attend the transition meeting. Liaisons to standing committees are

selected at this meeting. See Article XI.)

Section 4: Advance notice of the time and place of the meetings of the Council shall be published in

the parish bulletin, and all members of the parish shall be entitled and welcome to attend

as observers. The Council may open any meeting to discussion by parish members on

such subjects and under such rules as the Council may announce.

Section 5: Parishioners may submit items for consideration to the pastor and/or chairperson at least

one week before the meeting. The issue will be considered by the executive committee as

they prepare the agenda. They will be invited by the pastor or chairperson with the

pastor’s approval to a council meeting if their issue is considered and their presence is

appropriate.

Section 6: The agenda shall be developed in advance of the meeting based upon the proposals from

commissions/commission/committees, liaison reports, the parish council annual calendar,

strategic/mission goals, ongoing needs and concerns of the parish. The agenda, minutes

from the previous meeting, and materials are to be sent out to all members enough in

advance to allow for review and consideration.

Section 7: Special Meetings may be called by the chairperson, pastor or a quorum. Notice of special

meetings should be given to all members within a one week before the meeting, stating

its time, place and purpose, though it is understood that this is not always possible. No

other business than that stated, as the purpose shall be conducted at that meeting.

Section 8: While Council meetings are normally open to parishioners, the pastor reserves the right to

close the meeting to visitors. When a question arises at a council meeting that relates to a

person’s right to privacy, the council may request the absence of visitors for that portion

of the meeting. The content of the closed session is confidential, not part of the formal

minutes of the meeting nor necessarily made public.

ARTICLE IX: RELATIONSHIP OF PASTOR TO COUNCIL

Section 1: The pastor is ultimately responsible for the realities of the parish. Canon law requires

each parish to have a finance council and to utilize its expertise on temporal matters.

Section 2: The pastor:

1. Makes certain that the scope of the Council’s concerns reflects the entire mission of

the Church.

2. Fosters consultation by welcoming the counsel of all members.

3. Helping the council members become a community of faith and build an atmosphere

of openness and trust among them.

4. Assists in the formulation of the Council agenda.

5. Regularly provides information and updates at meetings regarding the financial status

of the parish.

6. Maintains the necessary communication between the Council, committees, staff,

parish organizations, and parishioners.

7. Makes certain that Council members have adequate training and that materials are

made available.

8. Ensures Council education and parish compliance with Canon 1262 – Fund Raising.

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Section 3: Before requesting permission from the Bishop to build or borrow money, the pastor will

consult with the Council. The consensus of the Council shall be represented in the

request for permission. The pastor will ensure that Diocesan building policy will be

followed in all activities related to the permission. The pastor will ensure that Canon

1262 – Fund Raising is followed in all activities related to the permission.

Section 4: The responsibilities and duties of the Council not withstanding, the pastor represents the

parish in all juridic affairs and is ultimately responsible for all legal, business, and

administrative matters of the parish (c.f. Canon 538). The pastor alone makes the final

decisions on Council matters and is responsible for their implementation. In those cases

where diocesan statutes require the pastor to consult with the Council, the approval or

disapproval of the Council will not prevent the pastor from proceeding with the proposed

act.

Section 5: The pastor is accountable to the Diocesan Bishop for the parish and in this sense is

responsible for the spiritual life of each parishioner; Council members must be open to

reconsideration of a decision in light of the pastor’s responsibility to uphold Church

teaching, discipline, and diocesan norms. If a mutually satisfactory agreement cannot be

reached in a serious matter, the pastor or the Council may refer the matter to the

Conciliation and Arbitration Board of the Diocese.

ARTICLE X: MANNER OF OPERATION

The Council shall make recommendations to the pastor through a process of communal discernment

which leads to consensus, if at all possible. The discernment process includes prayerful reflection on the

matter, gathering of information, group dialogue and sharing of conclusions. The preferred final step in

reaching a shared conclusion shall be consensus.

ARTICLE XI: STANDING COMMISSIONS/COMMITTEES

Section 1: The Executive Committee:

The executive committee shall be comprised of the pastor, chair, secretary and at least

one parish trustee, normally the treasurer. It is the responsibility of the executive

committee to meet prior to the Council meeting to review minutes from previous meeting

to be sent to members for review and to establish the agenda for the upcoming meeting

Section 2: Purpose of Common Standing Commissions/Committees:

Each standing commission/committee implements the Council's priorities, goals, policies,

and programs in its own areas of responsibility in the collaborative spirit of working

together to accomplish the parishes’ stated missions through the management of parish

resources and properties. All commission/committee work leads to building a faith

community, proclaiming the Word of God, calling people to prayer and motivating

people to serve others.

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Section 3: Scope:

All commissions/committees are accountable to the Council. Commissions/committees

make decisions in their areas of responsibility and are the working bodies of the Council.

Commissions/committees make recommendations consistent with the overall parish

mission, the Council constitution and bylaws, the parish corporations, the statues,

policies, and regulations of the diocese, and the laws of the state. Responsibilities that

are properly the work of commissions and/or committees are not to be transferred to staff

or volunteers.

Section 4: Functions:

The basic functions of each council standing commission/committee are to:

1. Identify needs of the parish within its areas of responsibility.

2. Establish priorities among the needs and communicate how these needs can

realistically be addressed and where inter-commission/committee collaboration might

be effective.

3. Formulate long-range and short-term goals and objectives.

4. Research and investigate options to implement goals.

5. Submit the proposed programs to the Council for support.

6. Communicate with the pastor and pastoral staff about the implementation.

7. Maintain communication with the parish concerning programs, encouraging active

support and involvement.

8. Maintain communication with the respective Diocesan offices and agencies for

guidelines and resources.

9. Provide on-going formation of commission/committee members in its areas of

responsibility through workshops, study, spiritual formation, etc.

10. Determine budget priorities in the area of the commission/committee's responsibility

and make recommendations to the Council through the Finance Council processes.

11. Periodically evaluate existing programs and activities.

12. Provide the council with regular, oral or written reports of the work of their

commissions/committees.

Section 5: The parishes shall have, as appropriate, the following Common Standing

Commissions/Committees accountable to the Council:

a) Building and Grounds / Maintenance Commission/committee:

This commission/committee together with the pastor oversees the property for

maintenance, renovation and improvement of all parish facilities. The committee is

composed of parishioners who wish to assist the Pastor with the oversight of the physical

plant and land that are the responsibility of the Catholic Community. The committee is to

advise and lend expertise regarding the upkeep and maintenance of the buildings and

grounds. This includes assessing needs, determining project designs, identifying resource

requirements, implementing safety practices, plant inspections and recommending

priorities and long-range facility plans to the council.

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IF THE CLUSTER HAS A CEMETERY INCLUDE THE FOLLOWING

b) Cemetery Commission / Committee:

The committee is responsible for the oversight of the operation and financial management

of the cemetery. Concerns of the board include: layout; maintenance; security; sale of lots

and recording of such; proper interment and memorializing of the deceased; management

of endowments; all correspondence to and from concerned Diocesan offices, as well as

any legal or civic correspondence; presentation to the Council periodic reports on the

progress of cemetery operations; preparation for Annual Cemetery Report for the

diocese; and offer suggestions to the Council as to how the parish might be helpful and

supportive of maintenance efforts in the cemetery.

Section 6: All standing commissions/committees operate under a set of common Standing

Commission/committee Guidelines, which state their specific operation within the

bounds of these bylaws, established by the Council and reviewed by the Council every

five years. Each commission/committee chairperson shall meet with the Council at least

once a year. A commission/committee is able to make decisions only if a quorum is

present.

Section 7: Commission/committee Officers. The chairperson of each commission/committee shall

be discerned by and from the commission/committee members, based on competence,

leadership ability and knowledge of the commission/committee's area of ministry. The

term of office for the chairperson is determined within the Guidelines. Other officers

determined by the commission/committee, e.g. secretary, are selected in a similar

manner. Neither an employee of the parish nor an ex officio member of the council

should be eligible to be an officer.

Section 8 Council Commission/Committee Liaisons. The Council shall select, from appointed

members, a liaison to each of its standing commissions/committees. The Council may

select a liaison to other parish commissions/ committees, such as a school committee. All

selections will occur at the annual transition meeting following the selection of new

officers. The term of office for the liaisons is determined within the Guidelines. Liaisons

shall serve their term beginning with the conclusion of the transition meeting. Ex officio

members of the Council are ineligible to serve as liaisons.

Section 9: Each parish and / or cluster of parishes shall have a separate Pastoral Council accountable

to the pastor. A Finance Council is a stand alone council and not a subcommittee/

commission of the pastoral council

ARTICLE XII: AMENDMENTS TO THE CONSTITUTION AND THE BYLAWS

This constitution and bylaws may be amended at any time as the Diocesan bishop shall from time to time

decide are necessary for the proper functioning of the parishes of the diocese, within the norms of law.