ARCHDIOCESE OF BLOEMFONTEIN

 

2001

 

CONSTITUTION OF PARISH PASTORAL COUNCILS

ON PARISH LEVEL

 

 

CONSTITUTION OF FINANCE COMMITTEES

ON PARISH LEVEL

 

 

 

 

_________________________________________________________________________________

 

CONTITUTION OF PARISH PASTORAL COUNCILS

 

1.  Preamble:  the needs of the Church today.

 

1.1        Our Lord and Saviour has commanded us;  “love your neighbour as you love yourself” (Mt. 19.19), and the apostles teach us that we “should carry each other’s troubles “(Gal. 6,2), because “anyone who says “I love God” “and hates his brother/sister, is a liar” (1Jn. 4.20).

 

True to the example of the first Christians, our own faith is to show itself in sharing what we are and what we own.

 

“They remained faithful to the teaching of the apostles, to the brotherhood, to the breaking of bread and to prayers.  The many miracles and signs worked through the apostles made a deep impression on everyone”.

 

“The faithful all lived together and owned everything in common; they sold their goods and possessions and shared out the proceeds among themselves according to what each one needed”.

 

“They went as a body to the Temple every day, but met in their houses for the breaking of bread; they shared their food gladly and generously; they praised God and were looked up to by everyone.  Day by day the Lord added to their community those destined to be saved” (Acts 2, 42-47).

 

1.2        Throughout the 2000 years history of the church, ever new attempts have been made to imitate the depth of love and commitment to the Lord which characterized the apostolic community of believers in Jerusalem.  In our own day and age, the church vigorously propounds the participation of the laity in the pastoral care and temporal management of their parish as an appropriate means of imitating the example of the Jerusalem community of believers.  Thus she declared in 1965 in the Second Vatican Council’s Decree on the Apostolate of the Laity (#10).

 

“As shares in the role of Christ the priest, prophet and king, the laity have an active part to play in the life in the life and activity of the church.  Their activity is so necessary within the Church community, that without it the apostolate of the pastors is generally unable to achieve its full effectiveness”. 

 

1.3        The 1983 Code of Canon Law affirms this broad statement and adds some further details:

 

1.3.1     “Flowing from their rebirth in Christ, there is a genuine equality of dignity and action among all of Christ’s faithful.  Because of this equality they all contribute, each according to his or her own condition and office, to the building up of the Body of Christ “(Canon 208).

 

1.3.2     “Christ’s faithful are at liberty to make known their needs, especially their spiritual needs, and their wishes to the pastors of the Church” (Canon 212,2).

 

1.3.3     “They have the right, indeed at times the duty, in keeping with their knowledge, competence and position, to manifest to the sacred pastors their views on matters which concern the good of the Church, but in doing so they must always respect the integrity of faith and morals, show due reverence to the pastors and take into account both the common good and dignity of the individual” (Canon 212,3).

 

1.3.4     “If the diocesan bishop considers it opportune, a pastoral council is to be established in each parish.  In this council which is presided over by the parish priest, Christ’s faithful give their help in fostering pastoral action.  The pastoral council has only a consultative vote, and it is regulated by the norms laid down by the diocesan bishop (Canon 536,1&2).

 

1.4        Over the past twenty-plus years, the Archdiocese of Bloemfontein has seen a heartening growth of fruitful collaboration between its ordained pastors and the laity, chiefly through the service rendered by the pastoral council to each of its parishes.  The purpose of this revised constitution is to serve as the basic rule and guide for the pastoral council of parishes and their constituent local communities of believers, in the Archdiocese of Bloemfontein.

 

1.5        Vision statement:  The Parish Council shall draw up, in collaboration with the president a vision statement for the parish and report thereon at the end of the term of office.

 

2.         Nature and Purpose:

 

2.1        The Parish Pastoral Council (PPC) is the body of elected members and appointees from the community of believers within a parish, together with the parish priest (PP) and, where applicable, deacons and full-time pastoral workers.

 

2.2        During meetings of the PPC, pastoral matters arising in the congregation shall be brought up for discussion and appropriate action.  The PPC shall thus support the PP in the execution of this pastoral office.

 

2.3        Together with the PP, the PPC shall explore all questions concerning the different communities of faithful within the confines of the parish, arrive with him at recommendations, and see to the implementation of these recommendations.

 

 

2.4        The PPC shall conscientize the congregation to the fact that all its members bear co-responsibility together with the PPC and need to co-operate with each other.

 

3.  Area of concern for the parish pastoral council:

 

3.1 LITURGY

 

Together with the PP, the PPC is responsible for;

 

3.1.1     the worthy celebration of the liturgy, including priestless Sunday services, in accordance with the rules of the Universal Church and of the Archdiocese.  For this purpose, each PPC is to establish a subcommittee for liturgy, one of whose tasks also be to take responsibility for the church choir understanding and heeding its servant role within the congregation;

 

3.1.2     helping the faithful to understand the importance and meaning of the liturgical feasts and seasons by the congregation of the title feasts of churches within the parish;

 

3.1.3     making sure that Christian burial is available according to the rites of the Catholic Church, even in the absence of a priest.

 

3.2       CHRISTIAN LIFE AND WITNESS

 

Together with the PP, the PPC is to:

 

3.2.1     ensure the proper instruction and guidance of the faithful in matters of faith and morals, in accordance with Canon Law and diocesan regulations;

 

3.2.2     safeguard the teaching of the faith to the young and to adult catechumens, ensuring that up-to-date teaching material for catechesis is available for the purpose.

 

3.2.3     encourage energetically the reading of Holy Scripture in the families and in sodalities and associations.

 

3.2.4     guard children and youth with love, understanding and perseverance, by means of effective guidance and organization;

 

3.2.5     have a deep concern for marital and family life and attempt to provide all necessary assistance and encouragement;

 

3.2.6     ensure that the sick and the aged are experiencing the love and care they need;

 

3.2.7     foster the life and progress of Sodalities and Catholic movements, and their integration into the congregation;

 

3.2.8     encourage active participation of Catholics in public life, with love and concern for all, and refraining from violence and disruption of peace

 

3.3       Mission mindedness:

 

Mindful of the Second Vatican Council’s teaching that the Church is “missionary by her very nature” (Decree on the Missionary Activity of the Church, #2), the PPC shall;

 

 

3.3.1     continuously remind the congregation about its call to be salt, light, and yeast in their neighbourhood (ef. Mt. 5,13-16,13,33);

 

3.3.2     encourage the faithful to reach out to places or spheres of life which need messengers of faith, e.g. Race relations/Lapsed Catholics;

 

3.3.3     encourage the faithful to contribute generously, financially and otherwise to the mission of the Church to make Christ known to the ends of the world;

 

3.3.4     make the faithful aware of the need to pray unceasingly for vocations to the priesthood and religious life and to support those in seminaries and houses of formation;

 

3.3.5     remind the faithful of their duty in their families to encourage young men and women to give their lives to Jesus Christ and his Church, as priests and religious for local and foreign needs;

 

      be concerned with promoting the community ministries needed in their congregation and with the regular availability of on-going training for those serving the congregation as community leaders.

 

 

3.4       Ecumenical relations

 

The PPC shall:

 

3.4.1     ensure that real concern for the mind and rules of the Universal church regarding ecumenism shall govern the congregation’s relationship with other denominations within the parish:

 

3.4.2     send suitable members of the congregation to workshops expounding the church’s principles and regarding ecumenism so that these can be known to the wider catholic community.

 

Membership.

 

Eligible for membership are Catholics who:

 

4.1        are confirmed, at least 18 years of age, and free from any church censure.

 

4.2        excel in giving goods example of Christian life and conduct, at home and in public.

 

4.3        are reliable members of the congregation.

 

4.4        have at heart, at all times, the best for the church, as the living Body of Christ.

 

5.   Election

 

5.1        Election for PPC membership shall be held throughout the Archdiocese at the same point in time.

 

5.2        At least three months prior to the expiry of the term of office of the serving PPC, the Archdiocese shall remind parishes about the need to hold new elections.

 

5.3        One month prior to the expiry of the term of office of serving PPC, each PP shall announce the date within the following four weeks on which elections for the incoming PPC are to be held.

 

5.4        Each congregation shall then be given the opportunity to revive its memory about the Constitution of PPC’s  in the Archdiocese by having the essential parts of it read and explained to them and by posting it in a public place on the church premises.

 

5.5        Confirmed members of the congregation of 18 years and over, who are free from any church censure, have the right to vote in the election for the PPC.

 

5.4        Nomination of candidates.

 

5.4.1     Sometime prior to election day, the PP shall invite the nomination of suitable candidates for election from among the congregation.  This can happen after Mass on a Sunday.  He should take care that as much as possible candidates will be representative of all small Christian communities within his parish.  Nominees shall be required to state immediately upon their nomination whether they are willing to stand for election.

 

5.4.2     Should fewer candidates be forthcoming through the nomination process than there are vacancies to be filled on the new PPC,  especially designated members of the outgoing PPC shall, after due consultation with the PP, approach individual parishioners who qualify in term o #5.3 and invite them to accept nomination.

 

5.4.3     At the end of the nomination process the names of all the candidates for election shall be posted in a public place on the church premises.   

 

5.5  Election

 

5.5.1     Two options:

 

 

5.5.1.1   Representation by Small Christian Community / Block / Ward.

5.5.1.2  Where no wards exist the entire parish elects the representatives to the PPC 

    

5.5.2     One representative representing:  sodalities, Youth and lay Ministers respectively (ie. One representative per category)

 

5.5.3     Some representatives of the outgoing PPC may be re-elected to ensure continuity.

 

 

5.5.4     Names of  PPC Executive be sent to the Bishop’s Office together with the term of their office after elections have taken place.

 

5.5.5     On election day, those who have the vote shall elect freely from among the nominees a maximum of 20 members (more, depending on the number of SCC’s) to form the new PPC.

 

5.5.6     Ordinary voting shall take place by show of hands, but it is in the discretion of the PP to call for a secret vote should circumstances make it advisable to do so.

 

5.5.7     The PP shall appoint four scrutineers whose duty it shall be to count the votes and announce the result of each vote to the congregation.

 

 

5.6       Local Pastoral Council

 

5.6.1     Each sizable outstation of the parish shall nominate candidates for membership on its own Local Pastoral Council (LPC), comprising a maximum of eight persons, and to this effect present a sufficient number of names to the PP for his consideration.

 

5.6.2     With the acceptance of their names by the parish priest the candidates are confirmed in the office and assume their duties in term of all relevant clauses of this constitution.

 

5.6.3     Each LPC shall appoint from among its members one person as its representative on the PPC.

 

6.   Appointees.

 

6.1        Representation on the PPC shall also be enjoyed by one member of each officially recognized adult sodality, association or movement which the PP invites to nominates an appointee, who must meet the requirements of #4, above.

 

6.2        Youth organizations active in the parish shall be represented on the PPC by a maximum of two appointees.  These shall be adult supporters presently serving in local youth organization, and shall be chosen by mutual agreement between the PP and the youth organizations.

 

7.   Co-optation.

 

            The PPC shall have the power to co-opt any other person(s) for a special purpose, for a period not exceeding its own term office.

 

8.   Ex-officio membership.

 

            Permanent Deacons and full-time pastoral workers active in the parish shall be ex-officio members of the PPC.

 

9.   Training and instillation of the newly elected PPC.

9.1        Following their election, all members of the PPC shall undergo a sufficient period of in-service training under the guidance of the PP, to prepare them for assuming their important function in the service of the parish.

9.2        At the end of the in-service training period the PP shall install the members of the new PPC during a Sunday Mass, using the ritual for the installation of community leaders.

 

10. Office Bearers

 

10.1      The PP or the priest delegated by him shall be ex officio president of the PPC.

 

10.2      At its first meeting, the newly elected members of the PPC shall elect from among themselves the chairperson, secretary and their deputies.

 

10.3      The office Bearers may not be elected for the third term of office.

 

10.4      In the event of any office bearer, for any reason what so ever relinquishing office before the end of the three years term, the members of the PPC shall elect one of their member to fill the vacancy to the end of that three years term.

 

11. Term of office.

 

11.1      Members of the PPC shall serve a three year of office.  They may be re-elected for a maximum of one further consecutive term of office.

 

11.2      Members of the PPC who fail to attend three consecutive meetings without leave of absence or a valid apology shall forfeit their membership on the PPC.

 

11.3      In case of a member’s death, resignation or removal in terms of #15.2 below, preferably the person who got the next highest number of votes in the election shall become the replacement.  If the person being replaced was an office bearer the PPC shall elect a replacement in accordance with #10.2 above after the replacement has joined its ranks.

 

11.4      There should be at least 25% of continuity of members from one term of office to the next.

 

12.  Duties of office Bearers

 

 12.1 Duties of the President.

 

12.1.1     To encourage all members of the PPC to carry out with enthusiam their responsibility as traced out in ##1-3.4.2 of this constitution.

12.1.2     To frequently remind them that the PPC is to function as animator for the whole parish, drawing into the latter’s activities as many people as possible, rather than endeavouring to do everything on its own.

 

12.1.3     To encourage the PPC to draw up a year plan before the beginning of each year, and to implement it.

 

12.1.4    To prepare together with the chairperson the agenda of each PPC meeting.

 

12.1.5     To caution the PPC about matters which in his judgement lie outside its competence.

 

12.1.6     To veto motions tabled in the PPC which are at variance with the universal Church’s teaching or with diocesan law.

 

12.2       Duties of the chairperson

 

12.2.1    To prepare the addenda of each meeting with the president.

 

12.2.2     To chair all meetings of the PPC.

 

12.2.3     To give ear to all opinions on an issue under discussion and attempt to lead the PPC to a consensus on its issue.

 

12.2.4     To ensure that speakers are brief and to the point.

 

12.2.5     To initiate and supervise a vote on issues where no consensus can be reached.

 

12.2.6     To supervise the work of the secretary and treasurer.

 

12.2.7     To bring to the attention of the PPC items suggested by members of the congregation for inclusion into the agenda of the next PPC meeting.

 

12.2.8     To sign the secretary’s minute book once the records have been found correct by the PPC.

 

12.2.9     To brief the president on the outcome of PPC meeting which the latter was unable to attend.

 

12.2.10   In case of the absence of the chairperson from a PPC meeting, his/her duties shall be executed by the vice chairperson.

 

12.3       Duties of the Secretary.

 

12.3.1     To remind the members of the PPC about impending meetings.

 

12.3.2     To record the salient points of each PPC meetings in the minute book.

 

12.3.3     To read in each PPC meetings the minutes of the preceding meetings and to enter corrections where necessary.

 

12.3.4     To faithfully minute those present and absent, recording whether the absentees sent an apology or failed to do so.

 

12.3.5     To count the eye’s and no’s when voting take place in the PPC.

 

12.3.6     To see to it that at the end of each PPC meeting the date of the next meeting is clearly set and that it is communicated to all members of the PPC.

 

12.3.7     To give a short report to the congregation on the Sunday following each PPC meeting, on important issue which were decided upon during that meeting.

 

12.3.8     To deal with all correspondence to the PPC

 

13          Sub-Committees.

 

13.1        The PPC shall have the power to appoint sub-committees and to delegate to them any of its own power that it may consider necessary and advisable.

 

13.2        The members of sub-committees need not to be members of the PPC, but the chairperson of a sub-committees must be PPC member.

 

13.3        Each PPC is bound to establish sub-committees for the special areas of concern listed in #3 above, viz. Liturgy (3.1), Christian Life and Witness (3.2), Mission mindedness (3.3).  And Ecumenical Relations (3.4) catering Project committees, entertainment committee, maintenance and fundraising catechetical projects committees, entertainment, maintenance etc.

 

14.    Meetings of the PPC.

 

14.1      The PPC shall hold a meeting every month.

 

14.2      A quorum shall be half its members plus one

 

14.3      No meetings can be held if neither the president nor the chairperson or vice chairperson is present.

 

14.4      Ordinary voting on issues before the PPC shall take place by show of hands.  In exceptional cases, at the chairperson’s discretion, a vote may be taken by secret ballot.  However, members are always to keep in mind that the nature of the PPC is consultative, not decision-making (ef. ## 1.3.4 &2.3 above).

 

14.5     In the event of a tie the chairperson shall have the casting vote to his deliberative vote.

 

14.6      If the president warns that in virtue of his pastoral responsibility he is obliged to oppose a motion tabled before the PPC (ef #12.1.5 above), no decision may taken on the motion during that meeting.

 

14.7      A veto of the president in terms of #12.1.6 above against tabled in the PPC shall be final.

 

14.8      In the event of the chairperson finding a proposed point unsuitable for being placed on the agenda, the secretary of the PPC shall endeavour to inform the proposer about the reasons for this decision before the meeting of the PPC takes place.

 

14.9      Representatives of LPCs (ef.#5.6.3 above) have a right to be invited to participate in meetings of the PPC.  However this right shall not constitute a duty on their part to participate in every single meeting, unless the chairperson expressly demands their presence in his/her invitation.  An exception from this rule may pertain in the case of parishes in which none of the outstations is far away from the central congregation.  In these cases the PPC may lay down from its inception that representatives of LPCs must attend every single meetings.

 

15.    Resolving of conflicts 

 

15.1      In case of serious conflict arising in the PPC or in any of its sub-committees, if all attempts to resolve the conflict at local level have failed, the conflicting parties shall ask the bishop for his arbitration.

 

15.2      In case of grave misconduct by a member of the PPC or continuing neglect of his/her duties, where no voluntary resignation follows, he/she shall be removed from office by a 2/3 majority vote in the PPC.  He/she shall be replaced immediately in the manner laid down in # 11.4 above.

 

15.3      Where for reasons emanating from his pastoral responsibility which cannot be generally disclosed, the president gains the conviction that a member ought to be removed from the PPC, dismissal shall be effected through recourse to the Archbishop.

 

16.    Changes to the Constitution.

 

16.1      This constitution is to take effect with its publication.

 

16.2      Any suggestion future amendment to this constitution must be submitted to the Archbishop who may refer it to the Deanery Pastoral Councils for their consideration.

 

 

 

 

 

Buti Tlhagale OMI

Archbishop of Bloemfontein

 

 

  ACHDIOCESE OF BLOEMFONTEIN

 

Constitution of Finance

Committees

on Parish Level.

 

1.  Preamble.

 

1.  In accordance with canon 537 of the Code of Canon Law' a Parish Finance Committee (PFC) must be established in each parish.

 

2.  The PFC is distinct from the Parish Pastoral Council (PPC).  While the PPC assists the Parish Priest (PP) in matters pastoral, i.e. in the work of shepherding the flock of believers, the PFC assists him in the temporal management of the parish.

 

3.  The PFC is to fulfill its duties in accordance with the stipulations of Canon Law and the regulations as laid down in this constitution and revised from time to time by the Diocese of Bloemfontein.

 

2.  Nature and Duties of the Parish Finance Committee.

 

2.1    Nature.

 

2.1.1   Without prejudice to canon 532 of the Code of Canon Law², the PFC takes responsibility for the total assets and finances of the Parish.  In doing so it is assisted by Local Finance Committees (LFC’s) which are to be formed in every sizable³ local community of believers within the parish.

 

2.2      Duties.

 

2.2.1   Keep a record of income and expenditure of the Parish according to the bookkeeping system approved by the diocese.

 

2.2.2   Open bank accounts on behalf of the parish.  All accounts must bear the title “RCC” followed by the name of the Parish, e.g. “RCC”4 Edenburg;

 

 

 

 

 

 

 

 

1.   “In each parish there is to be a finance committee to help the parish priest in the administration of the goods of the parish, without prejudice to canon 532.  It is ruled by the universal law and by the norms laid down by the diocesan bishop, and it is comprised of members of the faithful selected according to these norms”

2.     “In all juridical matters, the parish priest acts in the person of the parish, in accordance with the law.  He is to ensure that the parish goods are administered in accordance with canon 1281-1288”

3.     From upward of 40 adults

4.     “Standing for Roman Catholic Church” – Diocese of Bloemfontein

 

2.2.3   Ensure that all payments due are made promptly.

 

2.2.3.1     The monthly contribution to meet the expenses for the parish priest’s household and pastoral activities, as well as any salaries due to persons employed by the parish.

 

2.2.3.2     Any other accounts due on parish level.

 

2.2.3.3     The parish’s contribution to the diocese’s Central Fund.

 

2.2.3.4     Insurance premium for building and vehicles.

 

2.2.4.       Ensure that all special collection are taken up in all local committees throughout the parish, and that monies collected are passed on immediately to the relevant authorities.

 

2.2.5.       Draw up financial Statements.

 

2.2.5.1     Monthly, for presentation of Parish Priest.

 

2.2.5.2     Half-yearly, for submission to the diocesan administration.

 

2.2.6     Take responsibility for the maintenance of an inventory covering all church property within the confines of the parish.

 

2.2.6.1     Ensure an inventory is kept and updated regularly by each LFC within the parish.

 

2.2.6.2     Forward to the diocesan administration any significant changes occurring in the parish inventory during the year.

 

2.2.6.3     At the end of each financial year update the parish inventory and send a copy to the diocesan administration.

 

2.2.7     Where applicable, sign employment contracts using the format prescribed by civil law.

 

2.2.8     At the end of each financial year, call a meeting with all LFCs within the parish for the purpose of drawing up a budget for the ensuring year (cf #3.2.8, below).

 

2.2.9     During the year, see to it that the budget is adhered to.

 

2.2.10    Only in case of a real necessity, call an extraordinary meeting with all LFCs with in the parish.

 

3.         Nature and Duties of the Local Finance Committee.

 

3.1     Nature.

 

As stated in #2.1, above, Local Finance Committees are to be formed in every sizable local community of believers (LC) within the parish, to assist the PFC in fulfilling its responsibility for the total assets and finances of the parish.

 

3.2     Duties.

 

3.2.1   Keep a record of income and expenditure of the LFC according to the bookkeeping system approved by the diocese.

 

3.2.2   Open bank accounts on behalf of the LC.  All accounts must bear the title “RCC” followed by the name of the local church patron and the name of the parish e.g. RCC St. Rose Bloemfontein.

 

3.2.3   Take responsibility for the regular collection planned giving within the LC, the counting of collections taken up during the liturgy, and the announcement of the results to the LC on the ensuring Sunday.

 

3.2.4   Draw up a monthly finance statement and forward it to the PFC.

 

3.2.5   Maintain an inventory of all church property and update it regularly.  On each 31st of December inform the PFC about any significant changes on the

inventory which have taken place during the past year.

 

3.2.6   Ensure that all payments due are made promptly.

 

3.2.6.1     Municipal service fees for the church site (water, electricity, refuse removal, sewerage) and any other duties which may accrue from time to time.

 

3.2.6.2     Any other outstanding accounts.

 

3.2.6.3     The LC’s monthly contribution to meet the expenses for the parish priest’s household and pastoral activities, and its contribution to the diocese Central Fund whenever it is due.

 

3.2.7   Encourage the LC to organize fund-raising events.

 

3.2.8   Attend the annual joint meeting of all LFCs within the parish with the PFC, for the purpose of drawing up the ensuring year’s budget (cf #2.2.8,above).

 

4.  Membership on the Parish Finance Committee and Local Finance Committee.

 

4.1     Membership is open to baptized and confirmed Catholics with a minimum age of 21 years who are under no church censure.

4.2     Persons serving on the PFC or LFC must have sufficient knowledge about financial matters and a record of bookkeeping their own financial household in order.  They render their service as community leaders, in the spirit of witness and service, which they received though the sacrament of holy confirmation.

 

4.3     Composition of the LFC and the PFC.

 

LFC                                     PFC

Maximally 5 persons,     Maximally 8 persons                   

by the LPC and up to

3 by the PP                                Scenarios:

1. As a rule, the LFC at the PP’s place of residence shall fulfill the duties of PFC. 

 

2. If there is more than one LFC at his place of residence, the LFCs shall jointly propose a maximum of 5 persons from among their membership, with the PP freely selecting an additional number of up to 3 members.

 

3. In the parish where the LFCs exist in close proximity to each other, the same procedure as in scenario 2 shall be applied for the formation of its PFC.      

 

4.4.    Once appointed, the members of both PFC and LFC shall designate from among themselves a chairperson, secretary and treasures.

 

5.  Duties of the Parish Priest

 

5.1  Ensure that a PFC and LFCs are established in his parish and functioning well.

 

5.2  Preside over the meetings of the PFC.

 

5.3  Co-sign the accounts of the PFC and LFCs as chairman (cf # 6.2.1 & 6.3.1 below).

 

5.4  Keep a record of income and expenditure for his household and pastoral activities according to a bookkeeping system approved by the diocese.

 

5.5  Draw up a monthly financial statement on income and expenditure for his household and pastoral activities, for personal presentation to the PFC.

 

5.6  Submit to the diocesan administration the half-yearly financial statement concerning his household and pastoral activities.

 

5.7  Verify the submission of the PFC’s half-yearly financial statement to the diocesan administration.                        

 

6.  Duties of the Office Bearers on the Parish

 

6.1  Duties of the Chairperson.

 

6.1.1     Together with the treasure, draw up the agenda of the meeting and chair the meetings;

 

 

 

 

 

 

 

6.1.2    Chairperson of the PFC          6.1.2  Chairperson of the LFC

 

6.1.2.1  Be an ex officio member of PPC                   6.1.2.1  Be an ex officio of the LPC;

 

6.1.2.2    Notify the PPC concerning decisions          6.1.2.2  Notify the LPC concerning decisions taken by the committee and motivate                         taken by the committee and

                the reasons in cases of disagreement,                   motivate the reasons in case of

                                                                                                disagreement.

 

6.1.2.3    Deal with suggestions from the PPC,         6.1.2.3  Deal with suggestions from the LPC.

 

6.2   Duties of the Secretary

 

6.2.1   Co-sign the church accounts as secretary (cf.#5.2 & 6.3.1, above & below).

 

6.2.2   Take and read minutes at meetings;

 

6.2.3   Be responsible for any correspondence;

 

6.2.4   In the absence of the treasurer, act as treasurer at a meeting.

 

 

6.3   Duties of the Treasurer

 

6.3.1   Co-sign the church accounts as treasurer (cf.# 5.2 & 6.2.1, above);

 

6.3.2   Keep the account in accordance with the stipulations of this constitution and any instructions which may be given from time to time by the diocesan financial administration.

 

6.3.3   Take responsibility for the issuing of receipts for any monies received by the committee, on the forms approved for the purpose by the Archdiocese of Bloemfontein;

 

6.3.4   Present to each meeting an up-to-date financial report and the latest bank statement;

 

6.3.5   Be an ex officio member of the PPC, respectively LPC.

 

 

7.  Building/ Maintenance Committee

 

7.1      Nature.

 

7.1.1   Each local committee is bound, though its LFC, to establish a Building/Maintenance Committee.

 

7.1.2   Its members shall be selected according to their expertise.

 

7.1.3   It shall have a chairperson who may be one of the LFC members.

 

7.2      Duties.

 

7.2.1   Be the eyes of the LFC in maintaining church property in proper order;

 

7.2.2   Plan and execute repairs of the church building, fences, furniture and any other parish property;

 

7.2.3   Ensure the regular cleaning of church yards and any gutters on parish properties.

 

8.  Term of Office of the Parish Finance Committee and Local Finance Committee.

 

8.1     The (re) appointment of members shall take place simultaneously with the diocesan-wide election of new PPCs.  Members shall serve a period of three years, once renewable.

 

9.  Meetings of the Parish Financial Committee and the Local Financial Committees.

 

9.1     Ordinary meetings shall be held monthly.

 

9.2     The date of the next ordinary meeting must be fixed at the end of each meeting.

 

9.3     For extra-ordinary meetings, members shall be notified at least seven days in advance.

 

9.4     A quorum shall be half the members plus one.

 

9.5     In the absence of the chairperson the treasurer shall chair the meeting, in the absence of both chairperson and treasurer no meeting shall take place.

 

9.6     A member who is unable to attend a meeting must notify the chairperson in writing beforehand.

 

9.7     Members absent from three consecutive meetings without a valid apology shall automatically lose their membership.

 

10.              Resolving of Conflicts

 

10.1    In case of serious conflict arising in any PFC or LCF, or any of its committees, if all attempts to resolve the conflict at local level have failed, the conflicting parties shall ask the bishop for his arbitration.

 

10.2    In case of grave misconduct by a member of a PFC or LFC or any of its committees, or continuing neglect of his/her duties, where no voluntary resignation follows, S/he shall be removed from office through recourse to the bishop.

 

10.3     Jurisdiction of the Archdiocese of Bloemfontein over the Parish Finance Committees and Local Financial Committees.

 

10.4    All accounts opened by the PFC and LFCs are and shall remain at all times under the authority of the Ordinary of the Archdiocese of Bloemfontein.

 

10.5    Any withdrawal of money from bank accounts, whether as cash or by means of issuing a cheque, shall be permitted only with the signature of at least two (2) of the office bearers (cf. # 5.2, 6.2.1 & 6.3.1, above).

 

10.6    No signatory is permitted to sign a cheque unless the payee and amount to be paid has been written into the cheque.

 

10.7    Signatories:

          Parish Priest (Sign alone) ; Archbishop (sign alone); Two others of the parish (each to sign with the Parish Priest)

 

10.8    On principle, no bank account opened by any PFC or LFC is permitted to go into overdraft.

 

10.9    Under no circumstances may the parish priest, the PFC and/or LFCs lend parish fund to an individual or institution.

 

10.10  The ordinary in person and/or his Financial Administrator and/or any person delegated by one of these, shall have the power to inspect at any time the financial books of the PFCs and LFCs.

 

 

                                     

 

Buti Tlhagale OMI

Archbishop of Bloemfontein