Roles In The PPC

Roles of the Pastoral Council Executive

Role of Chairperson

  • Meet with other members of the executive, (usually the pastor, deputy-chairperson and secretary), to prepare an agenda for each regular meeting of the Council.
  • Study the agenda carefully before each meeting, gathering any information that might be relevant to the topics named.
In chairing each meeting of the Council, the chairperson will:
  • Include significant time for prayer and formation at meetings for the Christian focus these provide and the faith development that results.
  • Maintain the pastoral focus of the Council e.g.
    • encourage involvement of all members.
    • see that the practices of attentive listening and questioning for clarification continue.
    • ensure that there is respect for each person’s opinions.
  • Monitor the time-frame of each agenda item.
  • Work collaboratively to set realistic short-term and long-term goals for the Pastoral Council.
  • Ensure there are outcomes for each agenda item e.g.

    Possibilities for action:
    • actually recommend a decision and help plan its implementation
    • share the tasks of implementation among all pastoral councillors
    • assign one or more people to search out additional information on an agenda item
    • communicate with parishioners/parish groups, seeking comments or assistance
    • invite each councillor to ask at least five other parishioners for their ideas or responses in relation to a specified topic
    • include the issue in the Prayers of Intercession.
Note: The continued action of placing the issue under discussion onto next month’s agenda without doing anything else is not considered a helpful response. Such an approach usually results in growing frustration for participants as they see that “nothing’s happening.”

Other duties:
  • Ensure that there is ongoing liaison with the Pastor.
  • Provide encouragement and support for Council members.
  • Encourage the participation of all Pastoral Councilors in working on projects and tasks.
  • Ensure that there is regular communication with parishioners to inform them of the work of the Council, including regular updates on important projects.
  • Encourage input from parishioners about their hopes, ideas, needs and concerns.
  • Liaise with diocesan agencies between meetings as required.
  • Represent the parish at deanery/diocesan meetings as required.
Role of Deputy Chairperson
  • Attend meetings of the executive.
  • Provide encouragement and support for the chairperson.
  • Assist the chairperson in conducting the Council’s work.
  • Perform the duties of the chairperson in the latter’s absence.
Role of Secretary
  • Provide for the recording of the minutes of regular and special meetings of the Council.
  • Arrange for the necessary meeting place and the resources appropriate for the meeting.
  • Attend to inward and outward correspondence.
  • Distribute information and correspondence to Council members and to parish groups as required.
  • Keep a file of records of the Council’s minutes, decisions, history, membership and development.
  • Liaise with diocesan agencies when required, e.g. advise details of any change of office bearers.
Role of Executive
  • Take responsibility for the preparation and distribution of the Agenda for each meeting, using input from pastoral councilors and parishioners.
  • Ensure that the Minutes and Agenda are distributed at least one week prior to the next meeting.
  • Oversee the development of proposals for consideration by the Pastoral Council.
  • Reflect on the effectiveness of the previous Pastoral Council meeting.
  • Conduct the business of the Pastoral Council between meetings.
  • Represent the Pastoral Council as required.