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THE
PARISH ECONOMIC COUNCIL (PEC)
ARTICLE I. GENERAL NORMS
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Every
parish should have a PEC in accordance with the provisions of canon
law (c. 537). This council shall be governed by universal law and by
the norms laid down by the Bishop of the Diocese (DPA-I, 4.2.2)
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The
PEC is under the guidance and supervision of the parish priest who
presides in all meetings. The parish priest however may delegate the
presidency of the PEC to the lay president of the council while he
also be in attendance.
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The
Parish Priest should involve the PEC in planning and decision-making
processes, also in the implementation, monitoring and evaluation of
council decisions. Likewise, he should consult the PEC on certain
matters where such consultations are needed and appropriate.
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PEC
decisions shall be consistent with and not go against faith and
morals, church laws and discipline, liturgical instructions and
prescriptions, nor against diocesan thrust, programs, policies,
guidelines, norms, decrees and statutes.
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PEC
members should practice participative style in decision-making. PEC
decisions should always be group decisions. Any change in decision
should likewise pass through the body for revision and approval.
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For
validity, all PEC decisions should carry the support and approval of
the parish priest.
ARTICLE II. NATURE AND FUNCTIONS
Section 1. Nature
The PEC is a consultative body and, together with the PPC, shall serve
as structure for the participation of the laity in the administration
and pastoral affairs of the parish.
Section 2. Functions
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In
general, the main function of the PEC is to help the parish priest
in the administration of the temporal goods of the parish. Such
temporal goods include money, buildings, lands, vehicles, equipment,
and other properties (in the church, convento, seminar house, etc.)
belonging to or under the care of the parish.
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In
particular, the PEC Is:
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To offer sound advice to the parish priest regarding temporal matters
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To plan with him regarding proper care and custody of parish finances
and properties,
§
To assist him in hiring, compensation and/or termination of parish
employees.
ARTICLE III. PEC CONCERNS
Section 1. The
concerns of the PEC are the following:
1)
To supervise and raise funds for the parish
2)
To facilitate proper accounting of parish funds
3)
To provide allocations for ministries, programs and personnel
4)
To set up a parish annual budget
5)
To prepare and publish parish financial reports
6)
To make an updated inventory of parish properties
7)
To set-up a project development plan
8)
To initiate a workable tithing/pledge system, and
9)
To establish a standard financial system and procedure for the
parish.
Section 2. FUND RAISING
·
To formulate plans/strategies in order to generate funds for the general
administration, projects and programs of the parish.
·
To supervise/coordinate fund raising and other fundraising activities by
other groups in the parish.
Section 3. GUIDELINES FOR FUND RAISING ACTIVITIES OF THE PEC:
1.
Fund raising should be limited as much as possible to the
confines of the parish.
2.
Only appropriate and approved strategies and activities are
allowed.
3.
Inappropriate activities are prohibited. Such activities are the
following:
§
Adding some amount to the current Diocesan List of Fees.
§
Using the sacraments to accumulate funds, v.g. second collections on
Sundays
§
Asking and accepting donations from political candidates during election
time.
§
Asking and accepting donations from dubious sources (gambling, drug
trafficking, etc.).
§
Asking and accepting donations from government offices and agencies.
§
Sponsoring activities such as:
1)
Gambling in any form (sabong, jueteng, lotto, last two, mahjong,
card games, etc.
2)
Or those having the semblance of gambling (manipulated raffle
draws, bingo, etc.)
3)
Or those that are anti-life and portray violence (boxing,
wrestling, horse fight, etc.)
4)
Or those that degrade the dignity of the human person (Miss Gay
contest, etc.)
Section 4. ACCOUNTING:
·
To facilitate proper accounting and custody of parish funds (recording,
reporting)
·
To insure that Diocesan Policies are strictly observed (receiving,
recording, disbursements, etc.).
Section 5. MINISTRY ALLOCATIONS
·
To help provide financial support for parish ministries, programs and
personnel.
·
To allocate some amount for their pastoral needs.
Section 6. ANNUAL BUDGET
·
To facilitate the preparation of the parish annual budget.
·
To establish a guide for the financial operation of the parish for the
year.
Section 7. MONTHLY FINANCIAL REPORT
·
To prepare such report every end of the month on income and expenses for
the month.
·
To publish such report for the information of parishioners.
Section 8. ANNUAL FINANCIAL REPORT
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To prepare such report every end of the year on total income and
expenses for the year.
§
To publish such report for the information of parishioners.
Section 9. ANNUAL BALANCE SHEET
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To prepare such report every end of the year on total assets, net worth
and liabilities of the parish.
§
To publish such report for the information of the parishioners.
Section 10. INVENTORY
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To prepare an updated list every end of the year of all parish
properties.
§
To establish the total cost of such properties for use in the Balance
Sheet.
§
To act as property custodian of parish properties.
Section 11. PEC 5-YEAR DEVELOPMENT PLAN
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To set-up a list of projects within the next 5 years for the parish.
§
To establish a guide for projects to be implemented every year.
Section 12. TITHING/PLEDGE SYSTEM
§
To initiate implementation of such plan for the parish.
§
To improve such plan every year.
Section 13. FINANCIAL SYSTEM
§
To establish a standard accounting procedure for the parish office.
§
To establish a standard accounting procedure for PEC funds.
§
To establish a standard accounting procedure for GKK funds.
ARTICLE III. PEC MEMBERSHIP
Section 1. PEC Members are selected and appointed by the Parish Priest
at large.
Section 2. Basis of selection are competence, commitment and trust.
Section 3. Term of office of members is two years.
Section 4. Number of members may vary from 5 to 15.
Section 5. For better coordination, the PPC President shall be an
ex-officio member of the PEC.
Section 6. Causes for cessation of membership are: death, resignation,
or habitual absence from meetings
ARTICLE IV. PEC OFFICERS
Section 1. Every PEC has 5 officers: President, Vice President,
Secretary, Treasurer, and Auditor.
Section 2. The officers are elected from among the list of PEC members
by the members themselves.
Section 3. Election of officers is done every 2 years preferably in
November or December. Those elected shall assume office on the first day
of January immediately following their election.
Section 4. Officers shall hold office for a term of two years. Any
officer may be re-elected but not for more than 3 consecutive terms.
Section 5. The duties and functions of PEC officers are those that are
prescribed in accordance with their office. In particular such duties
and functions are the following:
1.
President - Calls and presides over PEC meetings
2.
Vice-President - Works in close collaboration with the President
and takes his place in the absence or incapacity of the latter.
3.
Secretary - Keeps records and minutes of PEC meetings and sends
notices of meetings to members.
4.
Treasurer - Receives and safeguards the funds of the PEC. Keeps
an accurate and up-to-date record of receipts and disbursements.
Disburses funds according to
established guidelines and policies. Submits financial statement to the
PEC during meetings.
5.
Auditor - Audits all financial transactions of the PEC according to
established accounting principles and procedures. Helps the Treasurer
prepare the Monthly Report and the Annual Financial Reports.
Section 6. Vacancy in the office of President shall be filled in by the
Vice President. Any other vacancy in any position shall be filled in by
the PEC until the next PEC election.
ARTICLE V. PEC COMMITTEES
Section 1. Standing Committee
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The
PEC Standing Committees are the following:
- Audit
- Finance
- Special Projects
- Land and Building
- Inventory
2.
Other committees may be established as the need arises.
Section 2.
Committee on Audit
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Composition is from 3 to 5 members.
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Task:
To do regular check-up and inspection of parish financial records
and transactions in order to find out if the following procedures
are being observed:
§
All income are receipted (mass collections, stole fees, donations,
diocesan collections, mass intentions, etc.)
§
Receipts used have correct entries and are in proper sequence.
§
Recording is based on official receipts and also in proper sequence.
§
All expenses have vouchers and approved by the priest.
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All expenses have supporting papers or documents.
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At
the end of each month, the Committee will check if the following
items have been duly reported and recorded:
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All income for the month and all expenses for the month are in.
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All Diocesan remittances have been paid and remitted:
a.
10% of stole fees (based on 100%)
b.
Seminary share from Baptisms
c.
Commitment for the 3 Diocesan Commissions, PWP, CWP, Sabbatical
Leave
d.
Diocesan Collections, etc.
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Following the principle of transparency and participation, all
parish financial records shall be made available to the Committee on
Audit.
Section 3. Committee on Finance
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Composition is from 5 to 10 members.
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Tasks:
§
To look for funding for the Parish and PEC projects in accordance with
diocesan policies.
§
To set up a good system for recording and reporting of Parish and PEC
finances.
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Every
month the Committee will report to the PEC the following:
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Parish Monthly Financial Report (Parish General Fund)
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PEC Monthly Financial Report (PEC Fund)
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Every
end of the year, the Committee will present to the PEC the
following:
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Parish Annual Financial Report
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Parish Annual Balance Sheet
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Parish Annual Budget
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Parish Annual Allocation for Ministries and Programs
Section 4. Committee on Special Projects
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Composition is from 5 to 10 members.
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Tasks:
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To plan and take charge of new projects for the parish.
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To supervise and implement such plan in coordination with the Committee
on Finance.
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Every
end of the year the Committee will present to the PEC the following:
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Proposed 5-year Development Plan
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Corresponding cost estimate for each project
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Sourcing or how the money would be raised.
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Schedule of work (timetable).
Section 5. Guidelines on PEC Projects
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Any
project costing from P50,000-P200,000 and which involve building
constructions, renovations, repairs and the like, should first be
presented to the Bishop before being implemented.
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Once a project plan has been approved, no major
alteration on the original plan shall be allowed without the
Bishop’s approval
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Any
project amounting to more than P200,000 should first be presented to
the Presbyterium before being implemented.
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Proposed projects that are presented to the Presbyterium should be
accompanied by the following information:
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Sketch Plan (simple or formal)
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Cost estimate (summary of cost of materials, labor, etc.)
§
Sourcing of funds (where the money would come from)
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Mode of getting funds (how the money would be raised)
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Work schedule (time-frame of work to be done).
Section 6. Committee on Land and Building
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Composition is from 5 to 10 members
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Tasks:
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To assess status of all parish and GKK chapel lands (whether purchased,
donated, borrowed, or squatted)
§
To facilitate titling of such lands (in the name of the Diocese of
Marbel, Inc. represented by Bishop Dinualdo D. Gutierrez, D.D., Bishop
of Marbel)
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To take charge of repairs and maintenance of parish buildings (church,
convento, seminar house, etc.), or to coordinate with other groups whose
purposes are the same.
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Every
month the Committee will make its progress report to the PEC. Also
every end of the year the Committee will present its annual report
to the PEC.
Section 7. Committee on Inventory
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Composition is from 3 to 5 members.
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Tasks:
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To set-up list of all parish properties (movable and immovable
properties and assets)
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To assess amount or value of each item on the list.
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To update PEC on status of properties which need to be acted upon.
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Every
end of the year the Committee will present its annual report (list)
to the PEC.
Section 8. Members of the Committee
1.
Each Committee is composed of members not limited to PEC
membership but also open to non-PEC members.
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A
non-PEC member elected as Chair of a Committee shall automatically
become a PEC member and reports to the PEC during meetings.
Section 9. Officers of the Committee
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Each
Committee has 3 officers: Chair, Vice Chair, and Secretary.
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The
functions of each officer are the standard functions of officers in
similar position in any committee.
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The
officers of the committee are elected from among the members by the
members themselves.
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The
term of office of each committee officer is two years. However if a
change in membership status occurs, any officer affected by such
change may be replaced.
ARTICLE VI. PEC MEETINGS
Section 1. Meetings
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Regular PEC meetings may be held at least once a month.
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Special meetings may be called as the need arises.
Section 2. Quorum
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For
valid business transaction, PEC meetings must have a quorum
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Quorum is based on the presence of the majority of PEC members (50%
+ 1)
Section 3. Standard PEC Agenda
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Opening Prayer
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Roll
Call (to determine quorum)
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Reading of the minutes of previous meeting (for correction,
approval)
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Business arising from the minutes (follow-up)
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Treasurer’s Report
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Committee Reports (Audit, Finance, Special Projects, Land &
Building, Inventory)
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New
Business
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Other
matters
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Schedule of next meeting, venue, time, agenda
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Adjournment and Closing Prayer
ARTICLE VII. CONSTITUTING THE PEC
Section 1. General Principles
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The
PEC is re-constituted every two years to coincide with the two-year
term of the PEC officers.
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In
forming the new PEC some previous members may be retained, others
replaced or new ones added as needed.
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It is
the task of the parish priest to re-constitute the PEC every two
years.
Section 2.
Steps in Forming the New PEC.
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First
Step: Have a list of PEC members.
§
A list of members is drafted by the parish priest
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The name of each member is written on the board (or on a piece of
paper).
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Second Step: Election of 5 PEC Officers.
§
Candidates for officers are taken from among the names on the list of
PEC members.
§
Standard procedure is through nomination, then balloting.
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Only PEC members can elect the officers.
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Third
Step: Proclamation and Oath Taking.
§
Proclamation may be done by the Board of Canvassers (or whoever).
§
Induction of officers is done by the Parish Priest (or any priest he
delegates)
ARTICLE VIII. AMENDMENT
Section 1. Amendment to the PEC Guidelines can be proposed by any member
of the Presbyterium.
Section 2. Proposed amendment shall be presented and read to the priests
during any of their duly convoked session.
Section 3. Such amendment shall become official upon ratification by a
simple majority vote of priests present and upon confirmation by the
Bishop.
ARTICLE IX. EFFECTIVITY
Section 1. These PEC Guidelines shall take effect upon signed approval
of the Bishop of Marbel.
Presented to the Presbyterium and approved – Nov. 5-, 2003
HCSC, Calumpang, GSC
Signed by the Bishop
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