Parish Council Constitution of St. Mary Catholic Church, Delaware, Ohio August 2001 Revised May 2004 April 2008 August 2011 April 2015 Passed 8-0
St. Mary Parish Council Constitution Delaware, Ohio Preamble We, members of St. Mary Parish, Delaware, Ohio, in union with the Parish Staff under the leadership of our Pastor and in union with our Bishop and the Holy Father, declare ourselves willing to accept the mission of our Lord Jesus Christ and hereby join together to form a Parish Council, pledging our cooperation to all. Article I-Organization and Name This organization shall be known as the St. Mary Parish Council, Delaware, Ohio. Article II-Purposes and Functions The purpose of the Parish Council is to advise and assist the Pastor in matters of importance to the Parish, recognizing that the Pastor is the only and final authority in same. In furtherance of this purpose, the Council will endeavor to discern needs of the Parish, assist the Pastor in prioritizing and setting goals accordingly, and assist the Pastor and other entities of the Parish in accomplishing the goals for the benefit of the Parish. Article III-Membership of Council Council shall consist of twelve (12) at-large members, each with one vote; and a number of ex officio members to be determined by the Pastor, each with no voting authority. The officers of Council shall be selected from among the at-large members. The selection of all Members shall be in accordance with this Constitution. Section A: Eligibility Requirements of At-Large Members An at-large member must be at least 18 years of age; must have received the Sacrament of Confirmation; may not be an ex officio member of the same Council; and must be a registered and active member of St. Mary
Parish, Delaware, Ohio. Section B: Ex Officio Members Ex officio members of council include the Pastor, Associate Pastor, and such other members of the St. Mary Parish or School staff, paid or unpaid, that the Pastor appoints as ex officio members. Ex officio members have no voting powers. Each year, a member of the St. Mary Spanish speaking community shall be appointed an ex officio member. Section C: Terms of Membership Each at-large term shall be for a period of three years. All terms for at-large council members shall begin on July 1 st of the year a member was selected, through June 30 th of the last year of the term. Ex-officio members shall continue to serve on the Council at the will of the Pastor. Section D: Selection of Members Between April 1 and May 31 of each year, any person may submit, in writing, to any member of Parish Council, a nomination of any person for appointment to the Council. The nomination shall include identifying and contact information, any other information the nominator deems useful to consideration of the application, and shall be signed by the nominee if different from the nominator. Current Council members whose terms will expire must similarly reapply if seeking another term. The receiving member of Council shall promptly forward any such nominations to the Secretary of Council. Prior to the June meeting, the President shall review the nominations for eligibility and shall present them to Council in June. Council shall then select the number needed to fill expiring terms and submit the nominees to the Pastor for appointment to the next term of Council. If the Pastor does not approve a candidate, Council shall submit additional candidates until the proper number are approved and appointed by the Pastor. Section E: Resignation, Removal, Filling Vacancies Any Member may resign at any time by submitting a resignation document in writing to the Council President or Pastor.
If a member notifies the Council Secretary or President prior to a meeting that he or she will be absent, such absence is excused. If a member accrues three or more unexcused absences during a twelve month period, or if a Member indulges in scandalous behavior, the Pastor or Council President may recommend removal. If Council concurs by at least a three-fourths majority, such member shall be removed and notified of same in writing. Vacancies of unexpired terms of at-large members will be filled by appointment of the Council President, with the Pastor s approval, with the term beginning upon notification and expiring on June 30 th of the term they are filling. Article IV- Responsibilities of Council and Council Members The responsibilities of the Council and the Members of Council include, without limitation, the following: --Attending council meetings regularly; --Supporting the purposes and functions of the Council; --Communicating with groups, individuals, and ministries of the parish; --Overseeing recruiting, nominations, selections, and planning of Council; --Attending Parish Council sponsored events, activities, and functions; --The Parish Council shall, as the Pastor deems necessary, inquire into activities of any other church groups, boards, or organizations and in so doing may obtain and review the minutes of their activities, and/or invite representatives to the Parish Council meetings. Article V-Officers The Parish Council officers shall consist of the President, Vice President, and Secretary. The officers shall be selected by, and from among, the At-Large members of Council by vote at the first regular meeting after July 1 of each year. To be eligible for an office, a Member must have served at least one year on Council. Each office shall be voted on individually, beginning with president, thus permitting candidates not elected to be nominated for the next subsequent office. Voting shall be by secret ballot. Ballots will be tallied by the Pastor and another ex-officio council member present. Officers shall serve as such until June 30 of the following year. The President shall preside at all meetings of the council; call such special
meetings as necessary; and shall perform all other duties that customarily fall upon the office of President. The Vice President shall assume the President s duties when necessary; and shall perform other such duties as may be delegated by the President. The Secretary shall take minutes of all meetings of the Council and Executive Committee, and make a permanent record of them; shall present the minutes at the following Council meeting for approval; shall conduct correspondence of Council; shall maintain updated copies of this Constitution and any Bylaws, available for inspection to any Parish Member; shall update the Parish website appropriately; and shall perform other duties that customarily fall upon the office of Secretary. In the event of a vacancy in any office, the council shall elect someone from among its own members to fill that office for the balance of the term. Each officer, at the expiration of his/her term of Office, shall turn over to the successor in office all records and property pertaining to that office, within ten days of the expiration of the term. Article VI-Meetings The regular monthly meeting of the Parish Council shall be held during the second week of each month, on a day and time agreed upon by the Parish Council and the Pastor. Additional, special meetings may be called, or scheduled meetings may be cancelled, as requested and approved by the Pastor and the President. Members shall be appropriately notified of changes. No more than two consecutive regular meetings may be cancelled. A quorum consists of seven At-Large Members, and is needed to conduct the business of Council. Issues shall be decided by simple majority vote of all At-Large members present, unless otherwise required by the Constitution. Prior to any meeting, the President, with the assistance of the Executive Committee and Pastor, shall prepare an agenda, and publish same to the rest of Council at least 24 hours before the beginning of the meeting. The agenda shall be available to any parishioner. All regular meetings shall be open to registered members of the Parish. Special meetings may be closed at the discretion of the Executive Committee, or by majority vote of the quorum present.
Meetings shall be conducted in an orderly way. Discussion and voting should follow the agenda, and be conducted in a spirit of cooperation, respect, and fellowship, with a view toward consensus. Meetings shall open and close with prayer. When the Presiding officer or Pastor determines it necessary, discussion and voting shall follow Robert s Rules of Order. Article VII-Committees Committees of Council shall consist of the Executive Committee, other Standing Committees, and Ad Hoc Committees; appointed by the President subject to the approval of Council and the Pastor. Section A: Executive Committee The Executive Committee shall be comprised of the officers of the Parish Council and the Pastor. The Executive Committee shall assist in preparing the agenda for meetings, and perform functions as directed by Council. Section B: Standing and Ad Hoc Committees Standing and Ad Hoc Committees shall be appointed by the president, with the consultation of Council and/or the Executive Committee. The Secretary shall maintain a list of all standing and ad hoc committees. Article VIII-Amendment of Constitution and By-Laws Any proposed By-Law, or Amendment to the Parish Council Constitution, shall be read and discussed at two consecutive regular Parish Council meetings. After discussion, the Secretary shall reduce the Bylaw or Amendment to writing before a final vote, and the proposal shall be adopted as written, if passed by a 2/3 majority. This instant version of the Constitution shall be considered the same as any other amendment, and replaces any previous version of the Constitution.