ORGANIZATION
OF ROCKINGHAM UNITED CHURCH
Contents
I
THE COUNCIL AND
EXECUTIVE
COMMITTEE
II CONGREGATION
RESPONSIBILITIES
III GENERAL DUTIES - ALL
COMMITTEES
V CHRISTIAN DEVELOPMENT
COMMITTEE
VI MEMBERSHIP RELATIONS
COMMITTEE
XI MINISTRY AND PERSONNEL
COMMITTEE (established June 2, 1996)
XII ROCKINGHAM UNITED CHURCH
WOMEN
XIV WILLS AND BEQUESTS
COMMITTEE
1.
The Council, which shall be
responsible for overseeing the spiritual, temporal and financial affairs of the
congregation, shall consist of a Chair (who may be a member of the Order of
Ministry or Layperson), a Vice-Chair, a Vice-Chair Designate, a Secretary, a
Treasurer, and all church members and adherents who participate actively in the
ongoing work of Rockingham United Church on one or more of the main committees
of Council.
2.
The Council shall be composed of
nine committees responsible for: Administration, Worship, Christian
Development, Stewardship, Membership Relations, Outreach, Nominating, Ministry
and Personnel, and Wills and Bequests. The Rockingham United Church Women, the
Board of Trustees, a Rockingham United Church Presbytery attendee, and four
members-at-large of the Executive Committee (one representing the Eldership)
shall also be represented on the Council.
3.
To ensure that the congregation
retains direction of the programs and activities of the Church, the Vice-Chair,
the Vice-Chair Designate, the Secretary, the Treasurer of the Council and the
Chair of the main committee shall be elected by the congregation at a regularly
scheduled meeting normally to be held prior to June 15th each year. During this
meeting, the reports of the past year and the plans of the next program year
are to be presented.
4.
A congregational meeting should
normally be held during the month of February to consider the report of the
council on the financial programs of the church.
5.
The Council shall establish an
Executive Committee to act on its behalf between duly called meetings of the
whole Council and within such guidelines as may be established by Council from
time to time and in accordance with any direction received from the
congregation by:
a.
coordinating the activities of the
other committees and providing direction where necessary;
b.
initiating specific activities to be
undertaken by the Executive Committee or an appropriate committee;
c.
receiving and considering reports
and deciding on recommendations of the various committees; and
d.
submitting to Council policy recommendations requiring the approval of
the congregation or other higher authority.
6.
The Executive Committee shall be
chaired by the Vice-Chair of Council and include the Vice-Chair Designate, the
Secretary, the Treasurer, the Chair (or in their absence a representative) of
the nine main committees of Council, the President of the Rockingham United
Church Women, a representative of the Board of Trustees, member(s) of the Order
of Ministry, four members-at-large (one of whom shall be a representative of
the Eldership), a Presbytery representative and any such other persons as Council
may deem necessary. (Return To Top)
Items such as budgets, policy
changes, organizational changes, appointment of Elders require the approval of
the congregation at the annual, semi-annual and/or special meetings. (Return To
Top)
Each committee is responsible for:
1.
preparing a financial budget for its area of responsibility.
2.
preparing and submitting an annual report on its activities.
3.
recruiting members for its own committee.
4.
supervising expenditures within its own jurisdiction, with the help of
the Treasurer.
5.
preparing an annual program of activities and reviewing its
procedures to implement these activities.
6.
developing operational procedures. (Return To Top)
The Administration Committee is
responsible to the Executive Committee for:
1.
maintenance of the church building, equipment, and grounds.
2.
planning and implementing improvements to the church and grounds.
3.
overseeing the work of the caretaking staff.
4.
overseeing the scheduling of church accommodations/facilities and
resolving conflicts in scheduling requirements.
5.
determining financial charges which may be applicable to outside groups
using the church facilities.
6.
the general organization of the office and maintenance of
office equipment.
7.
establishing efficient administrative procedures.
8.
control of expenditures for the operation and maintenance of the
church building, equipment, and grounds.
9.
maintenance of the committee members in cooperation with the Nominating
Committee. (Return To Top)
The Christian Development Committee
is responsible to the Executive Committee for planning and directing the
Christian Education/leadership program of the church to the end that we all may
become more like Jesus in thought, word and deed. The duties of the Committee
are to:
1.
study the educational needs of the congregation and provide
leadership so that we all may become more like Jesus and serve Him in love
through the worship, work, fellowship and witness of the church.
2.
develop a program that will assist all members of the congregation
to grow in knowledge of Christian love and faith.
3.
assist the recruiting subcommittee
of the Nominating and Personnel Committee in the recruitment of teachers, counsellors and leaders of classes and groups for the
Christian Education program and in particular for church school classes and
mid-week groups.
4.
plan for teachers' meetings, conferences, training events and
other opportunities for equipping and supporting those who are participating in
the church program.
5.
plan for and provide teacher training and leadership enrichment
resources.
6.
establish and assist such subcommittees as may be deemed appropriate
to conduct or support the work of the Church School, Adult Education, Library,
Audio-Visual aids, and mid-week groups.
7.
provide for the special needs of the youth/young adults in the
church.
8.
study and select appropriate curriculum materials for the
execution of the various programs under its preview.
9.
arrange for such special events as installation of Church School
staff and mid-week group leaders, and others as appropriate.
10.
select and appoint superintendents for Church School.
11.
report on the committee's plans, activities and problems to the
Executive Committee and Council.
12.
maintain A. V. equipment (TV, VCR, overhead projector, etc.)
13.
maintenance of the committee members in cooperation with the Nominating
Committee. (Return To Top)
The Membership Relations Committee
is responsible to the Executive Committee for:
1.
an initial contact with newcomers to the church through
welcome packets.
2.
providing tea and coffee after Sunday worship services.
3.
organizing receptions for communicants, new members, Anniversary
Sunday, and other special occasions as deemed necessary.
4.
communications within the church by publishing ROCKINGHAM REFLECTIONS.
5.
maintaining church organization board and guest book in the narthex.
6.
United Singles and Pastoral Care
Groups.
7.
maintenance of the committee members in cooperation with the Nominating
Committee. (Return To Top)
ACCOUNTABILITY AND PURPOSE
The Outreach Committee is
responsible to the Council through the Executive Committee to ensure that the
congregation of Rockingham United Church is active in examining the needs of
the local and global community and to design and initiate plans and projects to
enable the congregation to minister to the needs of those outside the
congregation from a Christian perspective.
GOALS
1.
To keep the congregation informed of
the outreach work being done by Rockingham United Church and the United Church
of Canada.
2.
To ensure that the concerns of the
congregation relating to the needs of the local and global community are
properly considered.
3.
To cooperate with the Stewardship
Committee in promoting local support for the Mission & Service Fund.
4.
To cooperate with and support the
outreach work of other churches, social and community agencies.
5.
To offer educational opportunities
to the congregation and the community at large in the areas of social service
and social justice.
6.
To promote the United church
OBSERVER and facilitate the renewal of subscriptions by members of the
congregation.
7.
To make recommendations to the
Executive Committee on projects which merit support by Rockingham United Church.
8.
Maintenance of the committee members
in cooperation with the Nominating Committee. (Return To Top)
The Stewardship Committee is
responsible to the Executive Committee for designing a program to develop the
financial and personal talents of the congregation. This includes the following
duties:
1.
To cultivate knowledge and
conviction about the mission of the church in all its aspects, among all age
groups and by all available media, and to maintain a Mission and Service
project for Rockingham United Church each year.
2.
To review annually the total
financial objective of the pastoral charge, including the needs at local,
regional and national levels.
3.
To carry out surveys of the present givings, to assess whether or not these can be increased,
and to determine what action may be required to accomplish an increase.
4.
To coordinate an annual commitment
plan.
5.
To interpret to the congregation why
the funds are needed and how they will be expended.
6.
To count, record and deposit weekly
offerings.
7.
Maintenance of the committee members
in cooperation with the Nominating Committee. (Return To Top)
The responsibility of the Worship
Committee is to join with the member(s) of the Order of Ministry in the general
supervision of the worship life of the congregation. This includes the
following duties:
1.
To assist the member(s) of the Order
of Ministry in the administration of the Sacraments.
2.
To provide assistance and support to
the member(s) of the Order of Ministry in administering and formulating policy
respecting baptisms, weddings and funerals.
3.
To join with the member(s) of the
Order of Ministry in ensuring that the order of public worship meets the needs
of the congregation.
4.
To identify, nourish and support
candidates to be recommended for the Order of Ministry.
5.
To identify, nourish and support
suitable lay persons to be recommended to Presbytery for license to preach.
6.
To foster Christian fellowship
within the congregation in conjunction with the Membership Relations Committee.
7.
To provide guidance and offer
assistance in the conduct of worship services by groups within the
congregation.
8.
To maintain a calendar of events and
to prepare special Sunday services, and to announce publicly when necessary.
9.
To secure pulpit supply when needed.
10.
To recommend policies for, and
provide guidance on, the use of the church sanctuary to ensure that such use:
a.
does not give offence to any
substantial group of church members; or
b.
is not contrary to their conscientious convictions.
11.
To assist the Nominating and
Personnel Committee in selecting an organist and choir director and to work
with them in obtaining personnel, to provide music supply, and to ensure that
the organ and other musical instruments, plus the sound system in the
sanctuary, are properly maintained.
12.
To provide guidance over the choice
of bulletin covers, and to be responsible for the purchase and care of Bibles,
Hymn Books, and Service Books; as well as other church pamphlets and
Worship/study aids.
13.
To organize and supervise the
ushering activities.
14.
To recruit lay readers.
15.
To supervise the care of the
chancel.
16.
To assist the member(s) of the Order
of Ministry in the selection of appropriate materials and arrange classes for
the instruction of communicants and those preparing for church membership.
17.
Maintenance of the committee members
in cooperation with the Nominating Committee. (Return To Top)
The Nominating Committee is
responsible to the Executive Committee for:
1.
nominating a slate of
officers for election at the annual congregation meeting. (A person can only
serve three consecutive years as chair of the same committee.) (Return To
Top)
Authority: Rockingham United Church
Executive Committee
Membership: minimum of 3 persons - maximum of 7 persons - 2 people
replaced each year starting in 1998
Scheduling:
Purpose:
Duties:
Calendar:
- Make
recommendations to the Executive Committee through the Steering Committee
regarding staff plans and objectives.
- Make
recommendations on salary and benefits to the Executive Committee, through the
Steering Committee.
- Respond to any concerns as
required.
- Respond to any concerns as
required.
References:
1. Handbook:
"A Pastoral Charge’s Ministry and Personnel Committee" MPE 439, 1993
2. Workbook for
Ministry and Personnel Committees (Return To
Top)
The purpose of the UCW organization
is to unite all women of the congregation of the total mission of the church
and to provide a medium through which they may express their loyalty and
devotion to Jesus Christ in Christian witness, study, fellowship and service.
The UCW's Executive Committee
consists of a President, Vice-President, Secretary, Treasurer and leaders of
three units. In addition, there are ladies representing Christian Education and
Development, Literature, Stewardship, Social Welfare, Social Activities, Press
and Publicity and a Nominating Committee.
Included in its responsibilities is
the maintenance of the church kitchen. (Return To Top)
Rockingham United Church shall have a Board of Trustees composed of not more than seven (7)
nor less than three (3) members. Trustees must be members of the United Church
of Canada and are to be renewed or elected at the annual meeting of the
congregation.
The Board of Trustees is responsible
for holding and administering all property, real and personal, held in trust or
acquired for the use of the congregation of Rockingham United Church, in
accordance with provisions of the Manual of the United Church of Canada
(Articles 111-117 inclusive, 1982 Manual.)
The Board of Trustees may annually
designate a member to serve on the Executive Committee. (Return To
Top)
A committee consisting of the Chair
Designate of the Executive Committee who will act as chair, the Chair of
Stewardship, a representative of the Board of Trustees, and a representative
from the Worship Committee will make decisions on money and other donations
from wills and bequests.
POLICY
From time to time interest has been
shown by individuals in presenting memorial gifts or bequests to the church.
Statement of Policy - Bequests under
Wills
In order to continue, promote and
expand the work of the church in the community and the world, bequests to the
church under wills are encouraged from all members and adherents. Appropriate
wording in wills would be: "I give, devise and bequeath unto Rockingham
United Church, Halifax, Nova Scotia,
'the sum of
$ . . . . . . .
or
'the rest
and residue of my Estate"or as suggested by the
donor's own legal counsel or trust company adviser. The donating clause might
also stipulate the use for which the bequest is to be put, such as:
1.
for the M & S Fund.
2.
for the Memorial Fund (see following notes on this.)
3.
for other purposes, i.e. music, poor, world hunger, Christian
education, organ maintenance, etc.
4.
for general operating funds.
5.
for investment at interest, with the interest to be used for a
specific purpose.
Advice on the above may be obtained
from the member(s) of the Order of Ministry, and it is recognized that guidance
from such expert sources as are available may be necessary.
Statement of Policy - Memorial Gifts
In order to continue, promote and
expand the work of the church in the community and the world, memorial gifts
might be in the form of usable objects, but more normally would be cash
contributions. Such gifts might be made at the time of death or months or years
after death, and might be a single gift or a group of gifts such as would
result when gifts to the church are requested "in lieu of flowers".
As with "Bequests under
Wills" the donor might stipulate the use to which a gift is to be put and,
similarly, advice concerning memorial gifts may be obtained from the member(s)
of the Order of Ministry.
Memorial Fund - to be established
It seems probable that some donors
will not wish to stipulate a particular use for a bequest and that memorial
gifts in particular might not be designated, so it is proposed that a
"Memorial Fund" be established to receive all bequest and memorial
gifts which do not have a designated purpose.
Presumably the general operating
requirements of the church will continue to be met by funds under the direction
of the Stewardship Committee (weekly envelopes, etc.) but if a demonstrated
need for extra operating funds should arise, it would seem an appropriate use
of the resources of the Memorial Fund to grant short term assistance by way of
a loan to the Finance Committee to avoid bank borrowing. (This should not be a
common practice.)
It is further suggested that it be
placed on record that the Memorial Fund shall be an active fund to be disbursed
prudently but promptly, rather than being retained over long periods of time
during which its real value might diminish because of inflation.
It is suggested that a
"Memorial Fund Committee" be set up to handle requests for money from
the fund, this Committee consisting of the Chair Designate of the Executive
Committee, (who will act as Chair), the Chair of Stewardship, the Chair of the
Board of Trustees, and one representative from the Worship Committee.
In addition, it is proposed that the
Memorial Fund Committee be authorized to rule on the acceptance of bequests or
memorial gifts. This provision is intended to cover the possibility that a
proposed gift or bequest might be unsuitable for the church.
Memorial Fund - Books of Account
It is recognized that some donors
might wish to have their bequest or memorial gift paid into the Memorial Fund
(i.e. without stipulating any specific use), but still have the identity of the
bequest or gift maintained until the funds are utilized by "The Memorial
Fund Committee". To accomplish this, the necessary separate books of
account should be kept by the Treasurer with the general expenditure principle
being that the oldest funds are disbursed first.
Memorial Fund - Audit
An audited financial statement of
the Memorial Fund should be published in the church's annual report.
Notes
(a) It is
recommended to those contemplating a permanent type of bequest or memorial that
provision be made in their bequest clause or gift instruction for the
congregation to have authority after an appropriate period (say 25 years) to
review and alter the purpose of the gift. This is not to say that "in
perpetuity" gifts will not be gladly accepted; rather, the suggestion is
made in recognition that conditions change and what seems appropriate now may
not be so after a number of years.
(b) All
bequests and memorial gifts should be supported by adequate documents to set
forth clearly the wishes of the donor and the responsibilities of the church.
Such documents should be scrutinized and accepted by the congregation or the
Council and entered in the minutes thereof, with copies to the Memorial Fund
Committee and other Board as appropriate.
(c) All gifts
should be acknowledged in the weekly bulletin and in the annual report, unless
contrary instructions are given by the donor, and tax receipts should be issued
as appropriate.
(d) This
Statement of Policy should be reviewed by the Worship Committee for
presentation to the congregation every five years and should be amended by
resolution at congregational meetings as the need for such amendments arise. (Return To
Top)
Elders provide a historical
theological tie to the early Christian church and with other United Church
congregations. Elders strengthen the continuity of the ongoing administration
and operation of the church through a commitment to service.
The conferring of "Elder"
on any member of Rockingham United Church shall be by election at a
congregational meeting. Every confirmed appointment recognizes a sincere and
conscious commitment from those appointed to a three-year term in office to
carry out the life and work of the church.
The Eldership Review Committee, in
consultation with the Nominating Committee, will meet in the fall of each year
to review names of people eligible to be approached for Eldership. The
Nominating Committee will then find out if those people are willing to serve
before submitting the names to the congregation.
The Eldership Review Committee will
consist of Ministerial staff, Executive Committee Chair, Eldership Chair, and
three other members or adherents of RUC.
The duties and requirements relating
to the Eldership are:
1.
An Elder must be a member of
Rockingham United Church, either through confirmation or transfer of
membership.
2.
A sincere and conscious commitment
to serve Jesus Christ is made by the Elder through an induction ceremony held
during a public worship service. Normally this service will be held between the
months of October and February. Terms of office expire on the December 31st
nearest to three full years of service.
3.
An Elder should currently be active
in the ongoing work of the congregation.
4.
Upon making a commitment to service,
the expectation is that an Elder will continue that commitment for a three-year
period. If an Elder is unable to continue the commitment, his/her status as an
Elder will be dealt with on an individual basis by the Eldership Review and the
Nominating Committee.
5.
Elders are required where physically
possible to assist and participate in the administration of the Sacraments of
Holy Communion, Baptism, and other church ceremonies as needed from time to
time.
6.
Some Elders may choose to be part of
a Contact/Visitation Team which establishes contact with every member of the
congregation at least twice a year. The Eldership should make a follow-up
contact within two months of a marriage, transfer of membership, or baptism.
7.
The Eldership Committee shall
maintain a list of serving Elders. The total number of Elders is not a major
concern. The commitment and interest in the position of Elder is of utmost
importance.
8.
The Eldership will be a group that
is included in the organizational structure of Rockingham United Church. RUC
will strive to make the Eldership a meaningful part of our church organization.
This will concentrate on issues of spirituality, church life, and visitation.
9.
The Eldership will have a
representative on the Executive Committee.
10. The Eldership will have a minimum of two meetings per year.
These meetings will follow a formalized agenda.
11. The Eldership will receive requests for study and guidance
from other bodies outside the local church (e.g. remits,
studies.) These requests will be channeled through the Executive Committee. (Return To
Top)
The vision for Honorary Eldership at
Rockingham United Church is that it may be bestowed upon
"long-serving" members who continue an active involvement with the
Church OR on long-serving members who, for whatever reason, are unable
to continue active involvement in the Church. It is seen as an honour that recognizes that a commitment has already
been made and not as an honour that requires a
continuing commitment.
It will generally be expected that
the following criteria has been met for a person to be awarded Honorary
Eldership status:
1.
The person has made a sincere and
conscious commitment to serve Jesus Christ.
2.
The person has served a minimum of
four terms of Eldership OR attained the age of 65.
3.
Those individuals who have met the
criteria for Honorary Eldership may still perform any of the duties of
Eldership without the requirement of being an active member of a committee.
4.
The Eldership Review Committee will
consist of Ministerial staff, Executive Committee Chair, Eldership Chair, and
three other members or adherents of RUC.
5.
The selection process will be
undertaken at least every five years commencing in 1992.
6.
The concurrence of the person must
be obtained before the recognition is awarded.
7.
The approval process will flow as
follows: The Eldership Review Committee will recommend people to a general
meeting of the Eldership body. The Eldership will then recommend the names of
the proposed Honorary Elders to a congregational meeting.
8.
When a person under consideration
has not been eligible for Eldership for whatever reason (e.g. not a full
member of RUC), that person may be awarded the title Honorary Member. Honorary
Members will not be entitled to administer the Sacraments. (Return To
Top)
Revised February/97