Guide to a Mini-Synod

G u id e t o a

M I N I - S Y N O D

at t h e P a ri s h
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Fr. Paul Medina, O.Carm.
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I. Introduction

The success of the Diocesan Synod Process depends to a great extent to the intensive collaboration of the people not only at the diocesan level but most especially at the parish level. Hence, the consultation process and the collaborative efforts for the Synod at the base level is an essential component in all the three major phases of the Synod (Preparatory, Synod Proper and Implementation), most specially at the first phase of this process. To implement systematically a consultation process or speaking up sessions at the base level, a mini-synod at the parish level shall be conducted by the Parish Priest. The Parish Priest is the President of the Mini-Synod at his own Parish. He initiates the planning of activities; he prepares the ground for the convocation of the Mini-Synod; he chooses the delegates; he calls the gathering; he presides the Mini-Synod and he facilitates in the finalization of reports, resolutions and recommendations, and important agenda and areas of concern to be submitted to the Diocesan Synod Secretariat. Moreover, he defines the conduct of the assembly, the mechanics and character of the deliberations on issues and decides on many important matters related to the Mini-Synod. The success of the Mini-Synod depends so much on the enthusiasm and qualitative participation of the parish priest in this process at the local Church.


II. Whom to involve in the Mini-Synod?

The Parish Priest shall involve the following as delegates for the Mini-Synod at the Parish level:

1. The Parish Pastoral Council
2. The Officers of WESTOY Committees
3. The Officers of Zones, BEC/BCC/GKK
4. The heads of lay organizations, mandated organizations, associations and movements
5. The head of the local government
6. A representative of the Parish Staff
7. An individual chosen by the parish priest who can of good help to the Mini-Synod process
8. A group of experts whose expertise would be of good use to the Mini-Synod
9. Head of Christian Churches who are not in full communion with the Roman Catholic Church and who are invited as observers on specific sessions determined by the parish priest.



III. How to contact, orient and prepare the delegates to the Mini-Synod?

A. Contacting the delegates to the Mini-Synod

The Parish Priest will form a Synod Committee or a Pastoral Team who will assist him in the Preparation of the Mini-Synod, in choosing the delegates, in contacting and in orienting them. The Parish Priest shall send a formal letter of invitation and indicate the exact date and place of the Mini-Synod sessions. The contacted delegates will be informed about the time frame and agenda. An ideal time frame is to do the session in six (6) hours and most preferably in a week-end. It would be good to talk to them and to have a dialogue with them before enlisting them as delegates. Another way is to conduct an Assembly at the Zone level or at the Parish level and there the Delegates to the Mini-Synod will be chosen. Whichever way the Parish Priest will choose and contact the delegates to the Mini-Synod is left to his discretion as long as the Mini-Synod will be well-represented.


B. Orientation of the delegates to the Mini-Synod

The Parish Priest and/or the Parish Synod Committee will give the following orientation to the delegates of the Mini-Synod.

We are having the .First Synod of the Diocese of San Carlos
1. Theme: “I have come that they may have life, life in all its fullness” (John 10:10)

2. About the SYNOD
a) What is a Synod?
The term “synod” comes from the Greek words:
syn: same, together
hodos: way, road
A synod is an elected and appointed assembly of priests, deacons, those consecrated to God in religious life, and laity. It is an ecclesiastical gathering to review and renew the pastoral strategies to further Church Mission attuned to the times and needs of the people. It is a way of setting relevant norms and pastoral planning of the diocese. (Cfr. Canon Law 460 – 468)
The goal of the diocesan synod is to advise the bishop as he seeks to teach, sanctify, and lead all entrusted in his care.
Our synod is an historic event in the life of the Diocese of San Carlos. The first to be held in our diocese, it is being convoked by Bishop Jose Fuertes Advincula, Jr. in the hope that it will affirm where we have been faithful to our Diocesan Vision, Mission and Goal to be Church of the poor in the light of PCP II. This will also help us identify those areas where we can bring the Gospel of Jesus Christ to other people and live it in our lives even as we continue to build and strengthen our local Church and Basic Ecclesial Communities. Let us hope and pray that our synod will enhance our unity, our commitment, our apostolic zeal and our life of faith within our diocese.

b) The Synod Process
A synod involves preparation, consultation, and deliberations that may take up to three years. It is a process not an event. Everyone in the Diocese of San Carlos will have opportunities to get involved. Here is an outline of the major phases and what happens during each.
I. Preparatory Phase
A. Initial Preparatory Phase
a) Diocesan Evaluation of Diocesan Commission & Programs ………………….Done!
b) Synod Preparatory Committee appointed………………………………………..Done!
c) Bishop convokes and launches the Synod: June 4, 2006 ……………………..Done!
d) Survey for Parish and Diocesan Profile…………………………………………ongoing!
e) Publishing a Synod Directory…………………………………………………………
f) Creating a Master Calendar …………………………………………………………..
g) Developing a Communications Plan …………………………………………………..
h) Select Synod Delegates……………………………………………………………..

B. Spiritual and Educational Phase
a) Topical Committees for drafting the Lineamenta………………………………….
b) Orientation and formation for synod delegates…………………………………….
c) Training and formation for Speak Up Session facilitators…………………………
d) Prayer Campaign developed…………………………………………………………
e) Liturgy packets sent to parish priests/ leaders……………………………………..
f) Publicizing the synod process……………………………………………………….
g) Opening Liturgy for the Mini-synod/ Diocesan Synod…………………………….

C. Consultation Phase
a) First Mini-Synod at the Parish level: Speak up….We’re listening process & sessions (our Bishop’s motto: Audiam)……………………………………………………………….
1. Presentation of the Lineamenta
2. Consultation on issues and topics of great importance to the local Church
b) Create Parish summaries of Speak Up…We’re Listening Sessions responses…
c) Reports on the Lineamenta, resolutions and suggestions from the parishes to the Diocese……………………………………………………………………………
d) Bishop publishes specific topics for Synodal consideration…………………
e) Second Mini-synod at the Parish level: Speak up…We’re listening sessions on specific topics and matters related to the Diocesan Pastoral Plan, Policies and Norms…………………………………………………………………………….
f) Topical Committees develop specific proposals for Synodal review………
g) Diocesan Committee drafts a Diocesan Pastoral Plan……………………..


II. Synod Proper
a) Phase I: First Session
1. Synod Sessions:
(i) Presentation of the Topics/ Instrumentum Laboris, resolutions
(ii) Presentation of the Draft Diocesan Pastoral Plan
(iii) Small Group Discussions and Plenum
(iv) Spiritual exercises
2. Synodal Decrees:
(i) Decrees and declarations developed…………………
(ii) Decrees and declarations promulgated……………..
b) Intervening Phase
1. Consultations at different levels
2. Parish Renewal Activities; Retreat
c) Phase 2: Second Session
1. Synod Sessions:
(i) Presentation of Diocesan Norms (Acts, Decrees, Guidelines and Policies), Structure, Time Line of Objectives, Long Range Pastoral Plan
(ii) Small Group Discussions and Plenum
(iii) Spiritual exercises
2. Synodal Decrees:
(i) Decrees and declarations developed………
(ii) Decrees and declarations promulgated…..

III. Post Synod Phase: Implementation Phase
How shall we harvest the fruits of our labors? Our Synod will not an activity that leads to futility. We are engaged in a process that will shape the future of our Diocese. How will the acts and decrees be implemented? These practicalities are part of a brighter future of our Diocese that is not yet here, but a future we aspire and welcome with joy.

c) Synod Logo
A contest will be done at the Catholic schools in our Diocese for our First Diocesan Synod.

d) Synod Prayer
Refer to our Synod Prayer.

3.CALENDAR OF EVENTS
I a) Initial Preparatory Phase
April 22, 2006: First Meeting of the Diocesan Synod Preparatory Committee
May 8, 2006: Presbyteral Council Meeting on the Launching of the First Diocesan Synod
May 10, 2006: Second Meeting of the Diocesan Synod Preparatory Committee
May 21, 2006: Meeting of the Synod Launching Core Group
June 4, 2006 at 2:00PM: Launching of the First Diocesan Synod
June 4, 2006 at 4:00PM: Meeting of the Diocesan Synod Preparatory Committee
June 5, 2006 at 8:30 AM: Presbyteral Council Meeting of the First Diocesan Synod
June 5, 2006 at 10:00AM: Clergy Meeting on the First Diocesan Synod

b) Spiritual and Educational Phase
June – July 2006: Information Campaign; Synod Logo Contest; Launching of the Synod Song Writing Contest
July – September 2006:……….Parish Survey; Parish and Diocesan Profile
September 3, 2006 …………..Submission of the Logo Design Contest entries
September 4, 2006……………Proclamation of the Logo Design Contest Winner; Formation of the Topical/ Lineamenta Committees
September 12, 2006………….Inter-Religious Dialogue
September – October 2006: Synod Orientation Seminars at the Parish level; Parish Renewal Sessions/ Retreat

c) Consultation Phase
November 2006 – February 2007: First Mini-Parish Synod: ‘Speak Up…We’re listening Sessions.
December 8, 2006- 7:00 P.M. – Logo Hymn Concert
March – April 2007: Summaries of the First Mini-Parish Synod; Resolutions
June – August 2007: Second Mini-Parish Synod: ‘Speak Up….We’re listening Sessions
September – October 2007 : Summaries of the Second Mini-Parish Synod; Resolutions

II. Synod Proper
a) Phase I : October – November 2007
b) Intervening Phase: December 2007
c) Phase II: January – February 10, 2008

III.Implementation Stage
1. Implementation of the Diocesan Pastoral Plan, Decrees and Norms, Programs and Policies
2. Guidance and Monitoring
3. Evaluation/ Assessment


IV. How to conduct the MINI-SYNOD at Parish

A Mini-Synod at the parish level is a Speak Up Session on topics and issues of great relevance to the Diocese and parishes. The Parish Priest is the President of the Mini-Synod and so he convokes and heads the mini-synod, appoints a documentation committee and takes charge in the facilitation of parish summaries and resolutions which shall be submitted to the Diocese in due time. Here is a sample format of the Mini-Synod.

1. Calling to order of the assembly
2. Opening Hymn and Opening Prayer
3. Presentation of the delegates and Profession of Faith
4. Orientation and Presentation of the Agenda.
5. Presentation of the Topic(s)/ Lineamenta
6. Small Group Discussions
7. Health breaks
8. Plenum.
9. Finalization of the Resolutions and Reports.
10. Culminating activity: Holy Eucharist.

Note: The Mini-Synod can also start with a celebration of the Eucharist; in that case, the culminating activity can be any meaningful liturgy/paraliturgy.


V.WHAT YOU NEED DURING THE MINI-SYNOD:

1. Human Resources
a) Registrar and Treasurer
b) Ushers/usherettes and Security
c) Facilitators and Topic Presentors
d) Secretaries and encoders
e) Song/ Defreezers Committee
f) Food and Drinks Committee
g) Liturgical Committee
h) Health Team
i) Technical Committee: Light & sounds, errands

2. Material Resources
a) Budget
b) Manila papers, masking tape, thumbtacks, marking pens
c) Name tags, safety pins, masking tape, big brown envelopes, bond papers & pens
d) Tape recorder, typewriter/computer, karaoke/sound system, cassette/cd player
e) chalk or whiteboard marker, eraser
f) Song books, guitars & other musical instruments
g) Liturgical materials

3. Venue
a) Enough chairs and tables
b) Blackboard or whiteboard
c) Enough drinking facilities like water jars, glasses, cups etc.
d) Clean toilet
e) Properly ventilated (or with electric fans) & well-lighted
f) Room for the Synod Committee/Pastoral Team


VI. AFTER THE MINI-SYNOD WHAT IS TO BE DONE?

1. Preparing the Report for the Diocese

>The Report shall include the proceedings of the Mini-Synod, the Resolutions and areas of concern for the Diocesan Synod and Diocesan Pastoral Plan.
>Parish Profile shall also be included in the First Report of the Mini-Synod

2.Evaluation or assessment of the Mini-Synod
The evaluation or assessment shall have the following elements:

A) Preparation of the Mini-Synod
-The weaknesses, strength and recommendations
B) The Mini-Synod
-The weaknesses, strength recommendations regarding the following:
B1) The Objectives and Content
B2) The Activities and Process
B3) The Facilitators & Participants (target groups)
B4) The Venue and other technical matters (food & drinks, handouts, seminar kit)
B5) Working Committees (e.g. Registration, Accommodation, etc.)

3.Planning for the next session of the Mini-Synod
>The plan shall include the objectives, the activities/process, the content, the target groups, the human resources/person in charge, venue, time frame, material resources and budget, and other matters to facilitate the gathering for the Mini-Synod.