Statutes

Parish Pastoral Council Statutes- Final and Ratified

Preamble

The Diocesan Synod of 1992-1993 promulgated that Parish Pastoral Councils and Teams are mandatory in the parishes of the Maitland-Newcastle Diocese. Since 1992 much has changed, and these statutes are an attempt to update the 1992 statutes so as to provide an effect mandate for parish pastoral councils.

Simply (page 6 of the 1992-3 Synod)

Council                   prepare and consult

Assembly                accept, reject, or modify the proposed pastoral plans

Team                      implement and coordinate

Parish Priest           ratify and promulgate

CONTEXT

The primary focus of the Vineyards Pastoral Council is to promote the Kingdom of God by living our Catholic Faith and listening to the people of God and helping them to discover/discern what they need to live the Gospel. We pray that God’s people respond, with the help of the Spirit, to reach out to those in need.

The Pastoral Council is a consultative body that assists the Parish Priest with Pastoral action and planning. It seeks to make disciples by enabling parishioners to live out their faith, fostering spiritual growth and supporting the Church’s mission as a consultative body that works with the Parish Priest.

The Vineyards Pastoral Council aims to be a prayerful community of elected and appointed parishioners who reflect the life of the Vineyards Catholic Community, discerning both gift and need, setting priorities and charting a course for the future. The work of the Pastoral Council will be accomplished through prayer, reflection, study, robust and honest dialogue, discernment and collaboration.

OUR VISION

The life of Christ will be lived in and through each member of the Parish, thereby seeking to promote the Kingdom of God by making disciples.

1.   Name

1.1.            This council shall act as the “Parish Pastoral Council of the following parishes of St Joseph’s Cessnock and Holy Spirit Kurri Kurri, referred to in these statutes as “the Pastoral Council”

1.2.            Our two Parishes are also referred to as “The Vineyards Catholic Parishes”.

1.3.            Our parishes have four (4) Mass Centres. These Mass Centres are:

                   St Joseph’s Cessnock

                   Holy Spirit Kurri Kurri

                   St Francis Xavier Abermain

                   St Michael’s Wollombi

Mass Centres are to be respected for their individual identity. Consultation should be made at that Mass Centre level and due consideration given.

2.  Purpose, Roles & Functions

2.1              Foster faithfulness to the Gospel and the teachings of the Catholic Church.

2.2              Provide assistance with the planning, coordination and direction of parish life. The Council has the authority to participate in the decision - making processes of the Parishes, as a consultative and advisory body to the Parish Priest according to Canon Law.

2.3              In collaboration with the Parish Priest and the Parish Finance Council coordinate Vineyard Catholic Parishes Pastoral Assemblies and provide communication links between the Parishes, the parishioners and the Diocese.

2.4              The Pastoral Council is not responsible for ordinary Parish administration and is not to involve itself in the ordinary day-to-day running of the Parish.

2.5              With the Parish Priest, the Pastoral Council will be responsible for studying and assessing those matters which concern the pastoral works of the Parish (cf. Canon 511) and proposing a Parish Pastoral Plan to direct and facilitate those works

2.6              The Parish Priest, the Pastoral Council will be responsible for organizing a Parish Assembly AT LEAST ONCE during each term of the Pastoral Council.

2.7              The Parish Assembly will be responsible for accepting, rejecting, or modifying the draft Parish Pastoral Plan developed by the Pastoral Council.

2.8              The Pastoral Council will be responsible for providing the Parish Priest with advice and counsel on the pastoral implications of any issues that the Parish Priest seeks the advice and counsel of the Pastoral Council.

2.9              Issues to be placed before the Pastoral Council with respect to 2.8 will be at the sole discretion of the Parish Priest unless required by either universal or particular law.

3.    Authority

3.1.            The Pastoral Council possesses only a consultative vote (Canon 536 §2).

3.2.            The Parish Priest is to hear the Pastoral Council on matters of greater importance but only needs its consent in cases expressly defined by either universal (Code of Canon Law) or particular (Diocesan) law.

4.    Membership

4.1.            Every effort should be made to ensure the Pastoral Council is truly representative of the whole Parish community (or the group of parishes), particularly in terms of localities, age, and gender.

4.2.            Taken as a whole, the Pastoral Council should collectively have all the skills and talents necessary for the Pastoral Council to fulfil its purpose as expressed above.

4.3.            To be eligible to be elected to membership of the Pastoral Council, a person shall be

4.3.1        a member of Christ’s faithful in full communion with the Catholic Church (cf. Canon 512 §1), and

4.3.2        “outstanding in firm faith, high moral standards and prudence” (cf. 512 §3), and

4.3.3        either has a domicile in Vineyard Parishes, or

4.3.4        though not resident within the boundaries of Vineyard Parishes habitually attends Sunday Mass at one of the churches of Vineyard Parishes.

5.    The Pastoral Council shall be composed of

5.1.            those who, because of their office, are engaged in pastoral care in the Parish,

5.1.1        the Parish Priest,

5.1.2        any Assistant Priest or Deacon appointed to the Parish from time to time,

5.1.3        the Principal of Parish schools or their delegate, and

5.1.4        any other person designated by the Parish Priest as holding an office engaged in pastoral care within the Parish.

5.2.            At least SIX (6) parishioners elected by fellow parishioners will be on the PPC, of which 3 will be from Cessnock Parish and 3 from Kurri Kurri Parish. Where possible a member from the Abermain and Wollombi Mass Centres be included. There will be equal representation of each Parish.

In the event of insufficient candidates, parishioners can be freely appointed by the Parish Priest to complete the balance of PPC.

5.3.            Elected parishioners will serve a term of four (4) years,

5.4.            The Parish Priest has the option to freely appoint up to an additional SIX (6) parishioners for a term defined in their letter of appointment, with equal representation from each parish.

5.5.            In addition, one (1) member of the Parish Finance Council appointed by the Parish Priest for a term defined in their letter of appointment, will be an ex-officio and non-voting member of the PPC.

5.6.            An elected or appointed member shall lose their membership when;

5.6.1        the member submits their resignation in writing to the Chairperson or Parish Priest.

5.6.2        the member, being an appointed member, has their appointment revoked in writing by the Parish Priest.

5.6.3        the member has missed three consecutive meetings of the Pastoral Council without an acceptable reason, as determined by the Chairperson and Parish Priest.

5.6.4        the member ceases to have a domicile in the Cessnock or Kurri Kurri Parishes.

5.6.5        the member, not being resident within the boundaries of Cessnock or Kurri Kurri Parishes, ceases to habitually attend Sunday Mass at one of the churches of Cessnock or Kurri Kurri Parishes.

5.6.6        the member is deemed by the Parish Priest, after consultation with the Chairperson, to be no longer capable of carrying out their duties as a member of the Pastoral Council, or

5.6.7        the member is removed by the Parish Priest for a breach of the obligations expressed in section 13, following an enquiry undertaken by a person delegated by the Parish Priest.

5.6.8        Complaints alleging a breach of the obligations expressed in section 13 should be addressed to the Parish Priest in writing and are to be addressed in accordance with the norms of universal and particular law.

5.7.            The fact of removal will be recorded in the minutes, and the individual shall be notified in writing by the Secretary.

5.8.            A replacement member shall be chosen

5.8.1        by election, for a member originally chosen by election, OR

5.8.2        by appointment, by the Parish Priest, honouring the requirements of equal representation

6.    Election of Members

6.1.            The THREE (3) parishioners to be elected to the Pastoral Council from each Parish shall be elected from the constituency of that Parish.

6.2.            Those eligible to vote in a Pastoral Council election shall be

6.2.1        a member of Christ’s faithful in full communion with the Catholic Church, AND

6.2.2        either has a domicile in Cessnock or Kurri Kurri Parish, OR

6.2.3        though not resident within the boundaries of the Parish habitually attends Sunday Mass at one of the churches of the Parish.

6.3.            All terms for elected members shall be for four (4) years.

6.4.            Not less than two (2) months prior to the end of the term of the Pastoral Council,

the Secretary will call for the nomination of candidates for election to the Pastoral Council.

6.5.            Nominations for candidates for election shall be

6.5.1        in writing,

6.5.2        proposed and seconded by people who are eligible to cast a vote in the election (cf., 6.2),

6.5.3        Nominations reviewed by the Parish Priest, following which

6.5.4        be accepted by the nominee, and

6.5.5        be lodged with the Secretary by the stipulated closing date.

6.6.            Not less than one (1) month prior to the end of the term of the Pastoral Council, the Secretary will prepare ballot papers for the election of new members of the Pastoral Council. The order in which the names of the candidates appear on the ballot paper shall be determined by lot.

6.7.            Within two (2) weeks of the closing of nominations, the election for new members will take place at all Sunday Masses celebrated in the Parishes on the same weekend.

6.8.            The Parish Priest will ensure that ballot papers, together with a suitably secure receptacle, are available at each Sunday Mass on the designated weekend.

6.9.            The valid votes will be counted by the Secretary and another named by the Parish Priest in the presence of the Parish Priest and the Chairperson.

6.10.        Valid votes will be tabulated according to majority vote (or First past the post).

6.11.        Those candidates who are deemed elected at the end of the process outlined in 6.9. shall be contacted by the Secretary to ascertain their acceptance of election. If a successful candidate accepts their election, the Parish Priest will confirm their membership of the Pastoral Council in writing, specifying the date from which the membership takes effect.

6.12.        Casual vacancies among the elected members of the Pastoral Council will be filled by appointment of the Parish Priest.

6.13.        Members elected, or appointed, to fill casual vacancies will only serve the remainder of the term of the member they are replacing.

6.14.        Membership on the Pastoral Council is not to be confirmed until the individual has complied with the relevant parts of the Diocesan Volunteer Manual. An individual is to receive a formal appointment letter from the Parish Priest upon completion of the Volunteer Process.

7.   Meetings

7.1.            A minimum of four meetings of the Pastoral Council are to be held in each calendar year.

7.2.            The date and venue for each meeting shall be determined by the Parish Priest and announced in advance to the members.

7.3.            Additional meetings of the Pastoral Council may be called by the Parish Priest at a time and place determined by him and announced to the members not less than fourteen days in advance.

7.4.            A simple majority of members, i.e. 50% + 1, shall constitute a quorum. No decisions requiring a vote can be conducted without a quorum.

7.5.            No meeting of the Pastoral Council shall take place without the presence of the Parish Priest, or without his express approval.

7.6.            The issues to be discussed in each meeting are set by the Parish Priest, in consultation with the Chairperson.

7.7.            Either the Parish Priest or Chairperson can receive proposals from anyone for discussion.

7.8.            All matters submitted for discussion should be submitted in writing.

7.9.            All recommendations from the Pastoral Council to the Parish Priest are to be formulated into a motion and voted on, with the vote being recorded.

7.10.        As the Pastoral Council is a consultative body to the Parish Priest, the Parish Priest does not possess a vote at meetings of the Pastoral Council.

7.11.        While it is preferable that members be physically present at meetings, they may at times participate via electronic means. The decision to use electronic means lies with the Parish Priest.

8.    Officers

8.1.            The Parish Priest presides over the Pastoral Council (Canon 536 §1).

8.2.            At the first meeting of a new Pastoral Council, the members shall elect a Chairperson, a Vice-Chairperson, and a Secretary from among the members. They will serve for the term of the Pastoral Council.

8.3.            At the first meeting of a new Pastoral Council, the members may elect to have a Parish employee or another non-member serve as Minutes Secretary. The Minutes Secretary has no active or passive voice and should not take part in the discussions.

9.    Term of Officers and General Role

9.1.            As general principle the term of office of the council will be determined by pastoral needs.

9.2.            The officers of the Pastoral Council will serve for the term of the council. The current situation allows all council members a 4-year term.

9.3.            The officers shall have the responsibilities outlined in these statutes, together with any other roles assigned to any and each by the Parish Priest.

10.     Roles of Officers

10.1.           Chairperson

10.1.1 The Chairperson shall conduct the ordinary business of all meetings of the Pastoral Council and of any sub-committee.

10.1.2 The Chairperson shall represent the Pastoral Council to the Parish Priest and, with the permission of the Parish Priest, to others.

10.1.3 The Chairperson shall perform other tasks which are reasonably taken to belong to a chairperson of a council.

10.2.           Secretary

10.2.1 According to the directive of the Parish Priest, the Secretary shall prepare the agenda for, and record the minutes of all meetings of the Pastoral Council and its sub-committees (or ensure these are done by a Minute Secretary) and shall ensure copies of the same are safely stored in the Parish archives.

10.2.2 The Secretary shall distribute agenda and minutes of all meetings of the Pastoral Council and its sub-committees to the members of the Pastoral Council in a timely manner to ensure effective discussion.

10.2.3 The Secretary shall conduct appropriate correspondence on behalf of the Pastoral Council at the direction of its presider or chairperson.

10.2.4 With the permission of the Parish Priest, and after they have been approved by the Pastoral Council, the Secretary shall facilitate access to the minutes of all meetings of the Pastoral Council and its sub-committees to members of the Parish. Excluding confidential items, a summary of these minutes will be provided by the Secretary for each Mass Centre and/or inclusion in the Parish Bulletin. This should occur within two weeks.

10.3.          Minute Secretary

10.3.1  The Minute Secretary shall take the minutes of any meetings of the Pastoral Council and provide these to the Secretary of the Pastoral Council.

11.     Task Groups

11.1.        The Parish Priest, in collaboration with the Chairperson of the Pastoral Council, may establish Task Groups on an ad hoc basis.

11.2.        Task Groups shall be established to undertake a specific practical task on behalf of the Pastoral Council.

11.3.        Task Groups are to be established for a set time only and are to have their purpose clearly expressed to them by the Pastoral Council.

11.4.        Task Groups are dissolved at the end of the term of the Pastoral Council.

11.5.        Any Task Group established by the Pastoral Council shall consist of at least one (1) member of the Pastoral Council, together with any other person(s) selected by the members of the Council who are able to assist the Task Group in its task.

11.6.        On behalf of the Task Group, the Convenor shall fill the roles assigned to the Chairperson. A minutes Secretary must be appointed.

11.7.        Membership of a Task Group does not necessarily entail membership of the Pastoral Council.

11.8.        Task Group reports, etc., are to be presented to the Pastoral Council by the Convenor.

12.     Role of the Parish Pastoral Teams

12.1.        The Parish Pastoral Teams (PPT) are special types of Task Group who will coordinate practical tasks from the Parish Pastoral plan or other matters as they present.

12.2.        Co-operate with the Parish Pastoral Council in preparing for the Parish Pastoral Assembly.

12.3.        PPT consists of Parish Priest and any assistant clergy, any paid Pastoral associate and a sufficient number of people deemed appropriate by the Parish Priest.

12.4.        For voluntary team members, their term should be at the discretion of the Parish Pastoral Council.

12.5.        The Team shall function according to Parish Statutes.

13. Confidentiality

13.1.        The Parish Priest may determine that some discussions and/or resolutions of the Pastoral Council be kept confidential.

13.2.        Should the Parish Priest determine that some discussion and/or resolution is to be kept confidential, this fact will be recorded in the minutes, but the resulting discussion will not be recorded in published minutes of the Pastoral Council or its sub-committees.

14.    Finances

14.1.        Any financial matters will be referred to the parish Finance Council.

14.2.        Members of the Pastoral Council shall not receive remuneration for service on the Pastoral Council or for duties performed on its behalf but may be reimbursed for reasonable expenses incurred if these have been approved by the Parish Priest or Chairperson.

15.    Rules of Order

15.1.        The norms of the universal law of the Catholic Church, and the particular law of the Diocese of Maitland-Newcastle, (as they may be updated periodically), shall govern the operations of the Pastoral Council.

15.2.        In fulfilling their responsibilities as members of the Pastoral Council, members shall be obliged to adhere to the requirements of the relevant principles and standards of behaviour expected of those exercising ministries in the Church.

16.    Dissolution

16.1.        The Pastoral Council may be dissolved by the Parish Priest when; having consulted the Diocesan Bishop, in his judgement the Pastoral Council does not fulfil its function or gravely abuses it. In this case, the Parish Priest shall establish a new Pastoral Council, selected in accord with these statutes, within one year.

16.2.        When the Parish Priest leaves or loses his office, the Pastoral Council is suspended and shall not operate. The newly appointed Parish Priest shall have the option to either confirm the existing members for the remainder of their term or constitute a new Pastoral Council selected in accord with these statutes.

17.    Amendments

17.1.        These statutes may be amended

17.1.1 by the Parish Priest on his own initiative, or

17.1.2 following a two-thirds majority of the members of the Pastoral Council favouring amendment, including those absent from the meeting, when a vote for amendment is taken.

17.1.3 No new statutes or amendment of these statutes shall be effective without the approval of the Parish Priest.

18. Parish Assembly

18.1.        The Parish Assembly will adopt a set of meeting rules.

18.2.        For a motion to be successful at a Parish Assembly, the motion requires at least a two-thirds majority.

18.3.        The Parish Pastoral Council or Parish Assembly, with the approval of the Parish Priest, may pass regulations from time to time.

18.4.        The Parish Pastoral Council or Parish Assembly, with the approval of the Parish Priest, may approve policies from time to time.

19. Approval

These Parish Pastoral Council Statutes of St Joseph’s Parish, Cessnock and Holy Spirit Parish, Kurri Kurri promulgated by

Rev. Fr James Lunn, PP

                                             (Signed)

Date:  29 May, 2026                                                           Signature

These statues take effect from the date of the instruction of promulgation unless determined otherwise in the that same decree.

This instruction is issued at Newcastle West on 29 May 2026.

                                             (Signed)

Very Rev. Fr Matthew Muller VG

Vicar General, Chancellor and Canonical Advisor

Amanda Mayall

Notary