The Administration and Finance Advisory Commission offers the service of administration to the Pastor, Parish Staff, Pastoral Council, and Parish community. Administration is one of the ministries given to the Church by the Holy Spirit for the common good (1 Cor. 12:28).
This commission’s main purpose is to support all the other commissions by ensuring they have the money, personnel, and facilities they need. The Administration and Finance Advisory Commission (AFC) is concerned with parish resources, the parish budget, parish support, and the effective use and maintenance of parish facilities.
AUTHORITY
Canon 537 in the revised Code of Canon Law requires a “finance council” in each parish, subject to special norms established by the diocesan bishop, and composed of members of the parish selected according to those norms. The task of the commission is to assist the pastor in administration of the property and finances of the parish. At IHM, the AFC fulfills this Canon.
RELATIONSHIP TO THE PASTORAL COUNCIL AND OTHER COMMISSIONS
Like the rest of the commissions, the AFC is accountable to the full Pastoral Council and it has no more authority than the other Commissions. The AFC prepares the budget and may provide insight on many other topics (especially parish financial priorities), but its work represents recommendations to the Pastor and Council.
KEY RESPONSIBILITIES
1. Finance
a. Budgeting and Planning
i. Develop and recommend a long-term
financial outlook and vision for the parish.
ii. In cooperation with Parish staff and other commissions, prepare and present an annual budget for operating and capital expenditures, based on the goals and objectives set by the Pastoral Council and Pastor.
b. Reporting and Oversight
i. Communicate regularly with parishioners on the Parish’s financial results and outlook.
ii. Prepare financial statements for submission to the Chancery
iii. Ensure coordination of parish business/financial activities with the Archdiocesan office of finance/administration
iv. Regularly review and provide oversight to parish expenses, accounting/books, and internal control procedures, and make recommendations for improvement to the Pastor.
v. Review and approve all banking arrangements, capital expenditures, and long-term contracts.
c. Parish Operations and Revenue
i. Make recommendations to, and work in partnership with the Stewardship Commission to educate parishioners on the need for good stewardship of treasure to support the Parish.
ii. Study parish income and recommend ways to increase revenues to meet parish objectives and priorities.
iii. Coordinate fundraising programs (e.g., Archdiocesan Annual Fund) with Parish staff and other Commissions.
iv. Ensure there is a job classification and salary administration program for all Parish employees
d. Provide advice and counsel to the Pastor and Parish Staff on any other Finance, Personnel, or Administration matter, as requested by the Pastor.
2. Facilities Maintenance and Planning:
The AFC will support Parish Staff in maintaining and making long-range plans for Parish facilities. The Commission may delegate part or all of these responsibilities to a Buildings/Facilities Committee.
a. Maintenance and Operations
i. Periodically inspect all parish properties and recommend additions/repairs as needed.
ii. Prepare an inventory of all parish equipment, furnishings, and facilities.
iii. Study parish needs for heat, lighting, and air conditioning, and recommend ways to conserve energy
iv. Procure qualified engineers or professionals for maintenance and custodial personnel.
v. Recruit teams of parishioners to donate their time/talents for parish maintenance tasks.
vi. Recommend to the Pastor and Parish Council all necessary maintenance, personnel, and services for the parish properties.
b. Oversight
i. Ensure rentals/leases of Parish buildings comply with all applicable laws and Archdiocesan guidelines.
ii. Inspect facilities annually for fire, safety, and security hazards.
iii. Prepare guidelines for use of parish facilities, lighting, security, heat, and janitorial needs.
iv. Recommend insurance plans for the Parish, with special reference to Archdiocesan insurance policies.
c. Advice and Planning
i. Develop and recommend plans/schedules for major repairs, replacement, and expansion of Parish assets.
ii. Analyze the feasibility of financial investments, land purchases, building projects, and sale/rental of Parish assets.
3. COMPOSITION AND OPERATING PRINCIPLES
10-14 parishioners serve on the AFC, along with the Pastor and his designated staff liaison. Members are identified through IHM’s leadership discernment process and approved by the Pastor. Members are expected to make a five-year commitment of service to the AFC.
Qualifications for membership include:
Basic understanding of budgeting, cash flow, and financial statements.
“Common sense” about money.
Strong collaboration skills.
Comfort level with computer applications (Microsoft Word/Excel)
Accounting or business experience is helpful, but not required.
Meetings are held the 3rd Tuesday of each month, plus subcommittee meetings as needed.
