Community Handbook, Part 2
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III. STAFF PROCEDURES
A. Personnel Hiring Process for Existing or New Positions
This process is for creating a new position and for hiring a
new
person for an existing position.
Decisions in the process should be made after prayerful
consideration of the Community's pastoral needs.
- Proposal for Paid Staff
The need for a new paid position can be identified by one of the
standing committees, although it can also happen through the
community.
When a committee decides that a paid position could
benefit the Community
life, the Chairperson will bring that
proposal to the attention of the
Community Council. The Committee
should be prepared to discuss the needs
being addressed by such a
position, the appropriate areas of
responsibility, the objectives that
volunteer service will not accomplish,
and resources for the
proposed position.
- Community Council
The Community Council will discuss the need for a paid position
at its regularly scheduled meeting. If, after an
examination of the
resources available, it is decided to proceed, the Vice-President
of Council will coordinate with the Chairperson of the Standing
Committee to complete the hiring process.
- Position Sub-Committee
The Position Sub-Committee of 3 to 5 members will be comprised
of the Standing Committee, the Council Vice-President, and
Community members who can provide input, either by virtue of
their expertise or by their demonstrated concern for the areas of
responsibility covered by the position. Skills needed for this
sub-committee include:
Human Resource or Personnel experience,
Contract Negotiation,
Neighborhood or Diocesan contacts in the pertinent field.
The Sub-Committee is charged with writing a detailed job
description, including an appropriate salary range, minimum
experience and education requirements. The subcommittee will
design a process to identify potential sources for candidates.
- General Community Consultation
Council will determine the advisability and process for the General
Community consultation. Members of the Standing Committee
should be prepared to discuss the need for the position at the
regularly scheduled annual meeting; or if deemed necessary,
at a special Community Meeting called in accordance with the
charter or by other means.
Council will have the final responsibility for approving the creation
of a new paid position.
-
Hiring Sub-Committee
Having gained Council approval of the position, the Position
Sub-Committee becomes a Hiring Sub-Committee.
When it is
necessary to hire
a new person for an established position, a hiring
committee will be
created according to the criteria detailed in #3
Position Sub-Committee.
The position will be open to all qualified
candidates – race, gender, or
age are not appropriate restrictions;
religion may only be considered if
so identified in the job description
and found necessary to the position.
The final selection will be made
in consultation with the Pastor. A
contract with the final candidate
will be established following the norms
of the Community regarding
length of contract and a performance
evaluation.
Job Description: (Position Title)
(As needed - detail responsibilities including coordination, reporting,
actions visible to the Community.)
Reports to: (Chairperson of Standing Committee)
Experience:
Education:
Restrictions:
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B. Personnel Performance Evaluation Process
A performance evaluation should accomplish two things:
1) Give the staff member affirmation for his/her efforts;
2) give direction to the staff member's future role and work.
The evaluation should be a prayerful reflection and sharing of
the work accomplished.
At the beginning of each Council year the employee(s) and the
Standing Committee Chairperson(s) or Council President shall
discuss plans for the coming year and set measurable objectives.
These are recorded on the annual work plan (attached) and
signed, indicating acceptance by all involved.
Near the end of the Council year, the Committee Chairperson
will solicit input from those involved with the individual. These
may include other Council members, committee members, and
involved persons within the Community. The Chairperson will
summarize input as part of the process into a single evaluation.
The evaluation will be discussed in a face-to-face meeting with
the staff. The staff member being reviewed will be afforded the
opportunity to provide their own input to the evaluation.
To maintain confidentiality and foster a collaborative tone, the
actual performance review will involve a minimum number of
persons – the staff person (employee), the Committee Chairperson,
and also the President and Pastor.
After discussing the evaluation, the Response to the Evaluation
(attached) is completed with the consensus of all. This page, and
only this page, will be submitted to the incoming Committee
Chairperson to help in planning the next year's activities. The
evaluation will be kept in Community files.
Confidentiality: The performance evaluation is to be kept
confidential. The Committee Chairperson(s) will bring re-hiring
recommendations to the Council and will address questions
concerning salary adjustments with the Finance Council.
Evaluation forms are in the appendices, pp.
30, 31.
IV. COMMUNICATIONS, RECORDS, ARCHIVES November, 1998
The Charter of the Community of St. Malachi (CSM) asserts: "We
recognize the need to nurture our own personal and spiritual growth."
1 The mission of the Communications Committee is to help Members obtain
the information they need for that growth; and to provide options to be
more actively involved in their faith, their communities, and the world in
which they live.
The CSM consists of pilgrims on their faith journey, needing a forum for
all sides of today's challenging faith issues. We believe scholarly inquiry is a
sign of a healthy faith, fosters a climate that encourages vigorous
self-examination, and connects voices from the past with modern ways of
understanding problems and solutions. We agree with Pope Paul VI that
dialogue should be as universal as we can make it. Without the ability to
dialogue, no big issues can be addressed, let alone resolved. The Revised
Code of Canon Law states, "Christ's faithful are at liberty to make known
their needs and their wishes to the Pastors of the Church.
They have the right, indeed at times the duty.. .to manifest to the sacred
Pastors their views on matters which concern the good of the Church. They
have the right also to make their views known to others of Christ's faithful."
2 We also recognize the attendant responsibilities to educate and provide
information. Vatican Council II stated "There exists.. .a right to information
on matters which are of concern. .The content.. .be true and.. .complete." 3
We believe the CSM must take a leadership role and recognize that our
actions may have impact well beyond our membership and neighborhood.
We believe CSM published communications should reflect the CSM aim to
be active, open, inclusive, and searching.
WE THEREFORE ADOPT THE FOLLOWING
GUIDELINES FOR THE COMMUNITY'S
COMMUNICATIONS:
1. The CSM commissions a Communications ministry to the people
of the CSM and to others who are interested in the activities of the
CSM. In keeping with Vatican H: "The
church...is duty bound to
preach the gospel. ...its task involves using the media to proclaim the
good news of salvation."
1 The Charter of The Community of St. Malachi, revised March 1996.
2 Revised Code of Canon Law, canon 212, par. 2 and 3.
Vatican H, Inter Mirifica — Decree On The Mass Media, 4 Dec. 63,
Article 5.
2. The CSM will publish:
A. The Newsletter with brief news items of general interest and information
CSM members need.
B. The Calendar of Opportunities for CSM members to become more
actively involved in their faith; Community life, activities, and ministries; and
the world in which they live.
C. Communio: providing a forum for thought, opinion, reflection, and
information.
As a discussion forum, Communio will help prepare, assist, and challenge
CSM members to continue their individual journeys of growth in Christ.
Besides disseminating essential reports about the CSM's life and operations,
it will provide a forum that goes beyond mere information.
Communio will offer ideas, viewpoints, and other content not readily
obtainable through other locally available Catholic media.
Status: Because Communio's material may occasionally be controversial,
the work carries a separate title, to indicate that it is not the official
bulletin of an established parish, and therefore not an official church
publication. As an editorial project where Catholic lay people can freely
dialogue with one another, it strives to maintain the catholic identity of
the Church without suppressing legitimate diversity.
D. Community News: Containing the highlights of the monthly Council
Meeting and other "official news" of CSM. It provides a vehicle for
Committees to promote activities and educate members about their
significance.
E. Web Site: Provides information about the Community and Parish and
provides links to the Web Pages of Malachi
House, Urban Community
School, and St. Malachi Center. The Web Page will increase the reach of
Community publications. It creates a new venue for delivering information
about committee activities and ongoing ministries such as Malachi Mart,
the Back Door Ministry, and Monday Night Meals.
3. Logo: Apart from ordinary business of the CSM and its committees,
the Council must authorize before printing any material showing the CSM
Logo.
4. Records and History:
A. Sacramental records for the Community are maintained by the Pastor,
in accord with Diocesan regulations.
B. The Archives of the Community will store information and materials which
document its life and spirit.
C. The Archivist will be selected by the Communications Committee and
affirmed by the Community Council. Term is two years, the number of terms
is unlimited.
D. The Archives follows the Guidelines for Parish Archives developed by the
Diocese of Cleveland and the Basic Standards for Diocesan Archives
published by the Association of Catholic Archivists, as applicable. The
Archivist will propose specific policies and procedures as necessary, in
consultation with the Communications Committee and the Council.
E. The Communications Committee and Archivist will establish criteria for
preserving records and collecting materials of historical value and interest.
The archivist will encourage Community Members to donate such records
and memorabilia.
F. Archival information and materials will be made available, within
established procedures, to Community Members and researchers upon
request to the Archivist. A nominal fee may be charged to defray the cost
of duplication, especially when an extensive amount needs to be copied.
G. Necessary expense for the Archives will be authorized by the
Communications Chair.
PRODUCTION NOTES:
1. Although the CSM's four publications are separate, they are generally
published and distributed simultaneously. To increase the separation,
The Newsletter will print on
colored paper.
2. Editorial Policy: The Newsletter, The Calendar, and Communio
welcome all viewpoints of interest to our faith community in the context of
our journey of faith. This includes viewpoints that some might interpret as
being at odds with the formal teaching of the Roman Catholic Church.
While seeking to promote broad dialogue, information contributed by
CSM members is preferred. Contributors shall heed the dictates of
Christian justice and charity, avoid personal attacks, and respect the
viewpoints of others.
3. Every issue contains publishing schedules, deadlines, contact
information, and submission criteria.
4. Format: Writers must include their name and phone number and the dates
their material may be published. Editor may withhold names, if the writer
requests. If the writer names
people in a story, the writer should ensure they
are aware their name is being used.
5. Copyright: Editors will respect material protected by copyright. Whenever
possible, Editors will seek permission to reprint articles. Committee will
include a copyright notice in each issue. And the legend "Reprinting of articles
originating in Communio is encouraged — please contact the Editors for
permission."
6. Inclusive Language: Communications will honor the CSM's policy. The
editorial commitment to freedom of expression may present conflicts. In such
cases, the Editor will note with a disclaimer: writers who intentionally use
non-inclusive language; reprinted articles where content should not be
tampered with; and devotional pieces using dated language and gender
references.
7. Editing: Editing is the responsibility of the Communications Committee.
Any substantive changes (that is, other than typos or simple errors of fact)
after publications have been edited must be approved by the Editor. If the
Editor is unavailable, alternates are the Assistant Editor, and then the
Communications Chair. Although the President delegates responsibility to
these individuals, exceptional circumstances may require that the President
exercise ultimate responsibility.
8. Committee will provide electronic files periodically to the Community
Archivist.
(Policy approved 9/21/97. Web Site approved 2/15/98, revised 4/98.
Archives
approved 11/15/98.)
V. OFFICE PROCEDURES, COPYING and STIPENDS
A. For copying material and using equipment in the Community Office:
Call the secretary at 781-3110 to schedule use of the machine allowing at
least two days for small jobs, if staff assistance is needed. Submission of
properly prepared material will greatly expedite getting it done on time.
B. Request for Disbursement
Each Committee draws funds from its budget allocation. An authorization
form must be filled out for every purchase. Council members shall fill out
the form completely and ask the supplier to include all the pertinent
information on the invoice, i.e., Community of St. Malachi, name of
Council person,
item(s) purchased. date of purchase, etc.
See Disbursement Form on next page!
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Community of St. Malachi -
Request for Disbursement
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Payee:_______________________________________________________
Account or
Committee:___________________________________________________
Item(s) purchased:
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Receipts attached [ ] |
-or- |
Billed Committee Acc't [ ] |
Authorized
by:_________________________________________ Date___________
Signature of Chairperson or Pastoral Staff
TREASURER USE:
Date Paid:______________________ Check Number:_______________
C. Stipends
1. In keeping with tradition and Diocesan guide lines,
stipends are to be provided for Masses, weddings,
funerals, and Baptisms. Community members are encouraged
to check with the
Priest/Presider at these services and
to take care of this obligation.
2. Families of those attending Christian Formation
classes who are not members of the Community or St.
Malachi Parish will be assessed a fee defined by the
committee.
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