Community Handbook, Part 1
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I. COMMUNITY MEMBERSHIP
- As a personal parish, membership in the Community of
St. Malachi is open to everyone who is willing to make
the annual commitment.
- Individuals are eligible to become members of the
Community of St. Malachi at age 14.
- Newcomers interested in becoming members are required
to attend one New Members Meeting prior to committing
to the Community of St. Malachi. All will be encouraged to
attend the Welcome Series at their earliest convenience
before or after joining the Community. All community members
are encouraged to support at least one lay ministry program
or Community activity. Young people moving from family
to individual membership (after age 14) are encouraged to
attend New Members Meetings.
- All individuals who are actively participating in one or more
ministries and are attending liturgy at St. Malachi are
encouraged to commit to membership in the Community.
- Individuals who rejoin the Community after an absence of
over two years are encouraged to attend a New Members
Series at their earliest convenience.
II.
II. COMMUNITY COUNCIL
A. Council Procedures
From its beginnings, the Community of St. Malachi has
emphasized the principles of lay direction and lay
leadership in the life of the Community. The Council of the
Community of St. Malachi serves as the governing body
of the Community.
- The new council assumes it responsibility at the end of the
June meeting. Prior to that, there is a two-month transition
period during which both current and newly elected
members participate at meetings. Before the first meeting,
there is an orientation session, which will include prayer,
socializing, and procedures for council business. A Council
retreat is usually held in the early months of the Council year.
- Community Council shall develop yearly objectives consistent
with the Community Mission Statement and evaluate during
and at the end of its term its progress in meeting those
objectives.
- Spiritual growth shall be a priority. The Spiritual Development
Committee shall provide opportunities for spiritual growth to
the Council and Community alike.
4. Discernment of Leadership
Each year, the newly elected Council determines the manner in
which it will choose its leadership (President and Vice President).
In the past, this has been done by direct election, by a
discernment process, or by a process of selection. An election
consists of nominations and a vote. By discernment, the new
Council chooses a facilitator who designs, with Council input,
a time of prayer and meditation (quiet time), in which leadership
is called forth from those present. In this process, there are
usually no nominations, and each person is asked to examine
himself/herself for leadership potential/expertise and to step forth
to volunteer oneself for those positions. Other Council members
then have the opportunity to interact with those who have
volunteered for leadership in order to reach and affirm consensus.
The selection process contains elements of both election and
discernment. The selection can be made by acclamation,
consensus, or vote.
The remaining candidates may be asked to reflect on the gifts
they bring to leadership. Other members can have the
opportunity to share reflections. The individuals named can affirm
or ask to be removed from consideration. After a time of
prayerful reflection, council members are united to propose
members for Council leadership. The precise process is designed
and conducted by a facilitator.
5. Prayer
Since the beginning of the Community, each Council session
begins and ends with prayer and/or Scripture readings, to
establish a prayerful and reflective spirit for the entire council
meeting.
6. Nomination and Election
The election occurs at the Annual Community Meeting,
which is held approximately on the Second Sunday of Easter.
Forty-five days before, the Council notifies Community
members to consider election to Council. A Council Nominating
Committee then prepares the slate of nominees, along with a
short bio on each candidate. This information is provided to
Community members at least two weeks before the election.
Members who cannot be present at the Annual Meeting may
vote by absentee ballot.
B. Council Member Responsibilities
Note: In addition to the duties spelled out in the Charter,
additional duties and procedures as listed here have developed
over the years.
1.President
a. Call the Council and Community to spiritual growth and
ensure that spiritual growth opportunities are
provided for the Council and the Community.
b. Set the agenda for each Council Meeting, along with
the Vice-President, the Pastor, and interested members
of Council, approximately two weeks prior to the next
Council Meeting. The agenda is provided to Council
members at least 3 days prior to the meeting.
c. Fill any vacancies in the Council occurring during the
council year by using the list of those who indicated their
interest in becoming Council members for the general election.
d. Work with the Communications Chairperson to present
highlights/results of Council meetings in the Newsletter.
e. Appoint members to the St. Malachi Center Board with
approval of Council.
f. Attend or send a council representative to the Malachi
Ministries Advisory Council.
2. Vice President
a. Attend Parish Council Meetings as Community liaison
to the parish.
b. Assist the President in setting the agenda.
c. Conduct meetings in President's absence and assume
other duties as needed.
3. Treasurer
a. Handle the finances of the Community with the Finance
Council, including deposits, disbursements,
and
development of the budget.
b. Provide the Council with a financial statement each month.
c. Ensure that contributors are thanked for their gifts.
Current IRS policy requires written acknowledgment for
gifts of $250 or more.
4. Secretary
Note: The secretarial duties of keeping minutes is the
responsibility of the Communications Committee.
a. Assist with newsletter and community correspondence.
b. Assist with clerical duties as warranted.
5. Committee Chairpersons
a. Attend one of the New Members' Meetings during the year.
b. Provide a written report to Council each meeting, or as
needed. It is encouraged that Committee reports be submitted
a week before the Council meetings so that they can be included
in the mailing with the agenda. It is also strongly recommended
that Committee Chairpersons edit a separate copy for general
Community reading and submit it to the Communications
Committee for use in the Newsletter.
c. Review and update Committee activities from the back of the
annual renewal commitment form.
d. Contact newly identified members for Committees. Sign-up
sheets on the back of the annual renewal commitment form will be
used as a source for new committee members. Names and
numbers of potential committee members will be provided by the
Membership Chairperson to Committee chair persons.
e. Prepare a report for the annual meeting, one copy for records
and one to the new Chairperson, with
guidelines and/or instructions.
f. Aggressively communicate activities and achievements through
the newsletter in the calendar and
Communio when appropriate.
6. Standing Committees
Note: The duties and responsibilities listed here have been
established for the respective committees over the years. They
are not intended as complete
descriptions of the committees' role.
- The Chairperson of Communications with input from the
President and/or Secretary is responsible for publishing
the highlights/results of Council Meetings in the Newsletter.
The Chairperson will also coordinate taking minutes at
Council meetings.
- The Spiritual Development Committee will provide
opportunities for spiritual growth for the Council and
Community.
- The Liturgy Committee is responsible for Sunday worship
and planning seasonal services and other liturgies and
prayer services as needed.
- It is responsible for recruiting, preparing and assigning
liturgical ministers. It collaborates with the Pastor,
the Parish Liturgy Committee and other standing
committees and Community members as appropriate.
The Liturgy Committee also participates in evaluating
the Music/Liturgy Director.
- The Community and the Parish share expenses for
altar bread, candles and altar wine, seasonal decorations
for Christ the King, St. Patrick, St. Malachy,
Thanksgiving, Advent, Christmas, Lent, Triduum, Easter
through Pentecost, funeral roses, sheet music, reference
materials, substitute organist/pianist as advised by the
Music/Liturgy Director and maintenance of the organ.
The Community maintains the Steinway piano and the
Parish maintains the Cable. (Sec. 2 added 5/99)
- The Social Action Committee will provide opportunities for
addressing peace and justice issues in our neighborhood, in
our city, and in our country in fulfilling our mission of healing,
consoling and helping persons in need.
- The Membership Committee will provide New Members'
Meetings and an annual membership roster. It will provide
Committees with lists of Community members interested in
working with them.
-
Christian Formation is responsible for a program of religious
formation and education of young people. There are three aspects:
1) support and enrich parents/guardians in their role as primary
religious educators of their children;
2) provide classes and programs of Christian formation for
young people, pre-school through high school;
3) provide programs for sacramental preparation. The
committee works in collaboration with the Pastor, the
Director of Religious Education (DRE) and the Liturgy
Committee. It also participates in evaluating the DRE.
- Hospitality is responsible for working with the ushers for
Sunday liturgy as well as providing refreshments for coffee
hour and Community meetings.
7. At-Large Members
a. Attend one of the New Members' Meetings during the year.
b. Are encouraged to work on ad hoc committees and to
participate in Community outreach, to share in other council
duties such as counting the collection and helping with Council
minutes.
C. Council Administration
1. The term of the Community Council runs from the end of the
June Council meeting through the June Council meeting
of the
following year.
2. Any member of Council absent at three Council meetings during
the Council year may be replaced at the discretion of the Council.
3. Council shall appoint/elect two persons to represent the
Community at the Central West District Meetings.
4. The Community Council will work collaboratively with the St.
Malachi Parish and the ministries of St. Malachi.
5. Guidelines for handling political issues
- Issues of political or social significance presented for
Council endorsement will be placed on the Council Agenda
and announced to the Community no later than the Sunday
preceding the Council Meeting via newsletter or other
appropriate means.
- An issue presented at a Council Meeting without prior notice
shall be referred to the appropriate standing committee for study.
- If the issue presented to Council requires an immediate response,
the issue will be communicated to the Community for their
individual action. Council members may choose to go on record
with their personal endorsement.
D. Finance
- The Finance Council (including the Treasurer) will review
salaries/benefits of employees as part of the process of preparing
the
annual budget in June of each year. Proposed salary and benefit
changes will be included in the annual budget.
- Procedure for Funding Requests (Approved March, 1996)
Rationale: use our limited resources in the best possible manner,
and
provide support to the organizations or persons whose mission and
philosophy are most in accord with that of the Community of St.
Malachi, and support those greatest in need:
- At the time of receipt, the Council President or designee will
respond by letter that all requests will be considered in May.
- The President will establish an ad hoc committee to
review
the Requests, seek additional information, and prepare
a recommendation to Council at the June meeting.
- The Treasurer will inform the Council of the amount of the
Community's discretionary income available for distribution.
- Council will vote on the distribution of available funds at the
June meeting. The President or designee will notify all
organizations of the outcome of the requests for funding.
Criteria:
- All requests must be submitted in writing.
- All requests must include a description of services, function of
the organization, intent of the use of the funds, the percentage
of the funds used for administration, and the name of the
contact person.
- All requests will be funded for one year only.
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