Board Meeting Resources
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Budget Meetings
One of the primary management tools of the Parish Board of Directors is the Parish Budget.
The Parish Budget defines, for the Pastor/President of the Parish Corporation, the authority to expend parish and school resources in his operation of the parish and school.
The Parish Board of Directors should approve the new annual budget no later than June 30th of every year.
The proposed budget is developed by the pastor, business manager, and the finance council. It is then presented to the Board of Directors for approval annually at a regular meeting.
2024 templates for the budget meetings:- 2024 Budget Meeting Notification Template (docx)
- 2024 Budget Meeting Agenda Template (docx)
- 2024 Budget Meeting Script (docx)
- 2024 Budget Meeting Minutes (docx)
- 2024 Budget Meeting Sample Operating Budget (xlsx)
- 2024 Budget Meeting Sample Capital Budget (xlsx)
You can schedule a budget meeting by reaching out to:
Chris Barrios
Corporate Matters✆ (520) 838-2553
✉ [email protected]
Once your meeting date and time have been confirmed, prepare the Notice of Meeting 14 days in advance of the meeting and route it to five board members.
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Annual Meetings
As specified in the Corporate Bylaws Article III Section 1, each parish Board of Directors is required to meet annually on or before the date designated by their particular bylaws.
It is suggested that all annual meetings be held prior to September 30, to aid the Diocesan Fiscal department in compiling the total Diocesan Financial Report and to provide actuary and pastoral information to the Bishop through the submission of the Parish Annual Financial Report (PAFR) and the annual Pastoral Report.
2024 templates for the annual meetings:- 2024 Annual Meeting Notification Template (docx)
- 2024 Annual Meeting Agenda Template (docx)
- 2024 Annual Meeting Script (docx)
- 2024 Annual Meeting Minutes Template (docx)
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Special Meetings
The following areas of activity in the operation of the Parish Corporation and any item listed below as extraordinary administration require the calling of a meeting of the Parish Board of Directors.
- Transfer, purchase, lease, or sale of real property.
- Contracts exceeding 1 year or a total obligation of $25,000.00 (including rental of personal property).
- Granting security interests in or liens upon the income of the parish.
- Accepting bequests, stock transactions, proceeding with major construction projects, authorization of a person to sign documents on behalf of the corporation.
- Acts of Extraordinary Administration (NOTE: Acts of extraordinary administration in excess of $25,000 require the pastor to obtain approval from the Bishop’s office; consultation with his Parish Finance Council and seek its advice regarding the proposed action. These may require additional approval of the Board of Directors unless previously approved by the Board.) - The following are specific limits established by the Bishop, as detailed in the Accounting Manual, regarding extraordinary administration, which includes the following:
- Spending in excess of $25,000 on any capital item or project.
- Undertaking any capital campaign in excess of $25,000.
- Executing any loan or mortgage documents in excess of $25,000.
- Sale of parish property worth in excess of $25,000.
- Other possible subjects for a Special Meeting might include hiring authority for certain key positions in the parish such as Head Accountant or Bookkeeper if the Board decides to reserve such authority to itself.
Templates for special meetings: