We are directed in our ministry, first and foremost, by Gospel values in fulfilling our responsibility. Appropriate, efficient and effective use and management of Parish resources must contribute to the Parish's ministry and mission. Good business practices are a part of the skill-set we bring to our ministry. Adhering to Gospel values is our fundamental responsibility as good stewards and central to that responsibility is to inspire our community to give back to God the firstfruits of His abundant blessings to us.
In all juridical matters, the Pastor alone acts in the person of Sts. Joachim and Ann Parish in accordance with the law. He is to ensure that the Parish goods are administered in accordance with the norms of Canon Law and is to consult with the Parish Finance Council in doing so as the law requires.
As directed by Canon Law, at Sts. Joachim and Ann Parish there is to be a Parish Finance Council to help the Pastor in the administration of the goods of the parish, without prejudice to the above described jurisdiction belonging solely to the Pastor alone. The Parish Finance Council is governed by universal Ecclesiastical Law, by Archdiocesan Statute, and by the norms promulgated by the Most Reverend Archbishop. As such, the role of the Parish Finance Council is advisory and consultative. By nature the Parish Finance Council does not possess decision-making authority unless such an action is requested of it by the Pastor. Neither does the Parish Finance Council possess the power of veto.
STRUCTURE, OFFICERS, MEETINGS
The Parish Finance Council is to be comprised of practicing Catholics who are members of Sts. Joachim and Ann Parish. Parish Finance Council members are to be appointed by the Pastor in a manner that will afford him the best possible access to counsel and advise from parishioners who possess demonstrable expertise in financial matters. The Pastor should also see to it that the membership of the Parish Finance Council adequately reflects the diversity of the Parish population.
Mindful that the role of the Parish Finance Council is consultative and not deliberative, when a decision is requested of the Council by the Pastor, the Council shall seek to reach its decision through discussion and consensus among all Council members. If consensus cannot be obtained and the Pastor is required to call for a vote in order to obtain the counsel he seeks, Council members with the status of an observershall refrain from voting.
The Parish Finance Council will be comprised as follows:
- The Pastor and any Associate Pastor(s) or Deacon(s) assigned to the Parish shall be ex officio members as determined by the Pastor at the time.
- The parish bookkeeper for the duration of his/her employment, the current Financial Officer of the Parish School for the duration of his/her employment, and the current chairperson of the Parish Pastoral Council for the duration of his/her term of office shall serve asobservers.
- Seven Finance Council members will be appointed by the parish priest to serve five-year terms, not to exceed two terms in succession.
The Parish Finance Council is to meet at least quarterly and members are to elect among themselves a chairperson, a vice-chairperson, and a recording secretary annually at first meeting of the new Fiscal Year. Council officers may be reelected, but should not serve more than two successive terms. The vice-chairperson should have at least two years remaining in his/her term of membership to allow continuity in the event the chairperson is unable to continue in office or completes his/her normal term at the end of the current year.
Should a conflict of interest exist or develop, the conflict should immediately be disclosed to the Pastor. He will then decide whether or not the conflict is of such significance as to request the individual’s resignation. Persons with conflicts of interest must excuse themselves from any discussion/commitment involving the matter causing the conflict.
DUTIES AND RESPONSIBILITIES
Upon canonical Installation as Pastor of the Parish as well as upon relinquishing the office of Pastor, the Pastor is responsible to compile a detailed inventory of Parish movable and immovable goods. Should it be necessary, he is to elicit the assistance of the Parish Finance Council in this matter. The Parish Finance Council is to assist the Pastor in the coordination and preparation of all Parish budgets. The Pastor is responsible for the oversight of all Parish organizations/fund-raising groups which possess bank accounts. He is to regularly review their financial statements and to receive from them a monthly report of their financial activity. Should it be necessary, he is to elicit the assistance of the Parish Finance Council in this matter. The Parish Finance Council is to assist the Pastor in reviewing monthly Parish income and expense statements and annual reports and is to support the Pastor in assuring that archdiocesan policies regarding fiscal and accounting procedures are being followed. The Pastor is responsible for communicating an annual financial report to all parishioners concerning the financial status of the Parish. The Finance Council is to assist him in the preparation of this report and to advise him as to the manner of its communication or publication as well as to the advisability of more frequent parish-wide financial reporting. The Finance Council is to assist the Pastor in monitoring parish contribution trends and in eliciting contributions sufficient for the ongoing well-being of the Parish. The Finance Council is to advise the Pastor in formulating and implementing plans for the long-term financial stability of the Parish and in monitoring the ongoing viability of parish services and ministries. The Pastor is responsible for overseeing the ongoing care and maintenance of all Parish facilities. The Finance Council is to assist him in the financial component of this endeavor. The Pastor is to seek the advice of the Council with regard to significant expenditures before making a purchase or lease agreement. The Pastor is responsible for developing and maintaining personal employment profiles for parish personnel not employed under an educator's contract. He is likewise responsible for the employment of educators. Should it be necessary, he may elicit the assistance of the Parish Finance Council in this matter.
The chairperson, with the consent of the Pastor, may establish such sub-committees or task forces as are necessary to carry out tasks which have been entrusted to the Parish Finance Council by the Pastor.
Members of the Parish Finance Council must observe strict confidentiality concerning matters discussed at Council meetings and information otherwise provided to them in confidence. Council members may not have access to the personalized records of individual parishioners, pertaining either to their financial contributions or other confidential information. Each Council member is to be provided a copy of the Parish Code of Conduct and Confidentiality Agreement and acknowledge receipt and acceptance of that agreement.
CODE OF CONDUCT AND CONFIDENTIALITY
for the Sts. Joachim and Ann Parish Finance Council
It shall be the obligation of the Finance Council and its sub-committees to accept and maintain the following norms of conduct:
- While serving and thereafter, members shall keep confidential all matters of record or reference, whether or not communicated or discussed in meetings or among those serving, until such time as such matters are officially publicized. Trust, sensitivity, and candor shall be observed.
- Members shall always speak and act, inside and outside of the Finance Council or its sub-committee meetings, in a manner supportive of the Parish mission. While constructive critique and healthy reflection are respected, comments of derision or embarrassment to the Parish shall be avoided.
- Members shall avoid any conflict of interest, or the appearance of a conflict of interest with the Parish. Any business or transaction with the Parish, in excess of $5000, in which a Council Member may have a beneficial interest, whether between a Member or a Member’s business (defined as ownership of over 5% of the entity by a Member or a Member’s family, to the fourth degree of consanguinity or affinity) and known to the Member prior to entering said business transaction shall be disclosed to the Pastor.
- Any business engagement resultant from prior competitive bidding, or qualifying Requests for Proposal, secured by the best acceptable bid with at least two other competitive entities bidding shall not require prior disclosure. Any such transaction or series of transactions accumulating in excess of $5000 in any one year shall be reported by the Member to the Pastor and the Finance Council prior to March 1 of the following calendar year. The monetary limitation shall be established periodically by the Finance Council.
IN WITNESS THEREOF, on this first day of November, 2007, the Reverend John A. Brockland, authorized Pastor of Sts. Joachim and Ann Parish, has promulgated the foregoing Code of Conduct and Confidentiality which shall be adopted and subscribed to by the members of the Sts. Joachim and Ann Parish Finance Council and its sub-committees.
We are committed to serving the Parish family through sound recommendations for and in support of financial activities and programs which foster the spiritual, intellectual, moral and temporal well-being of Sts. Joachim and Ann Parish.
Fr. John Brockland (Pastor-Chair), Joyce Deluvia, Jan Difatta (President), Fr. Jim Gahan (ex officio), Don Hart, Jack House, Kathy Mueller (ex officio), Sandy Polly, Mike Pulliam, Deacon Tim Schultz (ex officio), Mike Theby.