CONSTITUTION OF WESTMINSTER UNITED CHURCH
TABLE OF CONTENTS
CLAUSE PAGE
1.1 “Conciliar” or Presbyterian System............................................................................................... 3
1.2 Laws of the United Church of Canada.......................................................................................... 3
1.3 History of the Congregation of Westminster.................................................................................. 4
1.4 Intention...................................................................................................................................... 4
2.1 Church Board.............................................................................................................................. 5
2.2 Functions..................................................................................................................................... 5
2.3 Limitation of Powers.................................................................................................................... 5
2.4 Ministers..................................................................................................................................... 5
2.5 Eligibility and Qualifications.......................................................................................................... 5
2.6 Nominations................................................................................................................................ 5
2.7 Elections...................................................................................................................................... 5
2.8 Term of Office............................................................................................................................. 6
2.9 Power to Fill Vacancy................................................................................................................. 6
2.10 Installation Service....................................................................................................................... 6
2.11 First Meeting of Church Board..................................................................................................... 6
2.12 Board Membership...................................................................................................................... 6
2.13 Function...................................................................................................................................... 6
PART 3 – EIGHT STANDING COMMITTEES
3.1 Eight Standing Committees........................................................................................................... 7
3.2 Membership................................................................................................................................ 7
3.3 Power to Add............................................................................................................................. 7
3.4 Functions..................................................................................................................................... 7
4.1 Congregation............................................................................................................................... 8
4.2 Calling and Notice of Meetings of Congregation........................................................................... 8
4.3 Church Board.............................................................................................................................. 8
4.4 Standing Committees................................................................................................................... 8
4.5 Notice of Meeting........................................................................................................................ 8
4.6 Voting ....................................................................................................................................... 8
4.7 Rules of Debate and Order.......................................................................................................... 9
4.8 Quorum....................................................................................................................................... 9
4.9 Meeting Agenda.......................................................................................................................... 9
4.10 The Minutes................................................................................................................................ 9
4.11 Making Your Meetings Work...................................................................................................... 9
PART 5 – CHURCH LEADERSHIP DEVELOPMENT PROGRAM
5.1 Purpose..................................................................................................................................... 10
5.2 Timing ..................................................................................................................................... 10
5.3 Co-ordinators............................................................................................................................ 10
5.4 Content..................................................................................................................................... 10
5.5 Participants................................................................................................................................ 10
PART 6 – FINANCIAL YEAR, ANNUAL REPORTS AND BUDGETS
6.1 Financial Year........................................................................................................................... 10
6.2 Annual Budget........................................................................................................................... 10
6.3 Annual Report........................................................................................................................... 10
6.4 Annual Report to the Congregation............................................................................................ 11
7.1 Church Office............................................................................................................................ 11
7.2 Church Librarian........................................................................................................................ 11
7.3 Westminster Handbook............................................................................................................. 11
7.4 The Manual.............................................................................................................................. 11
7.5 Repeal or Amendment............................................................................................................... 11
7.6 Effective Date............................................................................................................................ 11
APPENDIX
1 Christian Education Committee.................................................................................................. 12
2 Finance and Stewardship........................................................................................................... 12
3 Ministry and Personnel............................................................................................................... 13
4 Mission and Outreach................................................................................................................ 13
5 Property.................................................................................................................................... 14
6 Visitation and Membership......................................................................................................... 14
7 Music and Worship................................................................................................................... 15
8 Congregational Life and Work................................................................................................... 15
9 The Courts of the Church........................................................................................................... 16
10 Making Your Meetings Work.................................................................................................... 18
11 Membership Memo................................................................................................................... 21
1.1 CONCILIAR OR PRESBYTERIAN SYSTEM
The form of Church government adopted for the United Church of Canada is the Presbyterian or “Conciliar” system. It is well based in the beginnings of the Christian Church and was in use in both Presbyterian and Methodist Churches in Canada before Union in 1925. The Protestant reformers in their day searched the New Testament to learn the practice of the early Church. In that period the organization and care of the local congregation was the responsibility of men called presbyters. This word comes from a Greek word “presbuteros” and in the New Testament is referred to as “elder”. Elders were not necessarily preachers or scholars, but reputable men, exemplary and balanced in judgment, to whom was given the responsibility of leadership in the Church. They gave instruction. They exercised discipline. They ruled and taught according to ability. In time, one of the elders became the chief leader or president of the congregation. He was responsible for the conduct of worship. He and other elders shared together in the pastoral care of the people and the administration of Church affairs.
Seeking orderly and representative Church government, the reformers, especially in Scotland, adopted this form. In it the “preaching” elder devotes his full time to the work of Christ and the Church. After training and examination he is ordained by the Church as a Minister of the Word and Sacraments. “Ruling” elders, chosen from the congregation follow their several occupations in daily life, but are ordained to their office in the Church. They join with the Minister in the spiritual oversight and care of the people and collectively are know as the Session. All the Ministers and an equal number of lay members from the pastoral charges in a designated area constitute the Presbytery.
This system allows the local Church or pastoral charge a great deal of self-government, especially in matters pertaining to its own life. The local Churches are bound together in organic connection by a series of courts: Presbytery, Conference, General Council. Government in the United Church of Canada is thus a two-way movement, back and forth, from the local pastoral charge through Presbytery and Conference to the General Council, which is the Supreme Court of the Church in matters of doctrine and legislation affecting its total life.
(Source: “I Join the Church” prepared by a committee and issued with general approval by the United Church of Canada, pp 9-10)
1.2 LAWS OF THE UNITED CHURCH OF CANADA
Ever since the first edition of The Manual of the United Church of Canada in 1928, it has been an important tool for members and organized bodies of the United Church of Canada.
“The purpose of law within the church is to order procedures and to provide for the consistent resolution of differences, and so to facilitate the achieving of order and justice. As an elaboration and extension of the Basis of Union, The Manual was intended to cover correct procedures for most foreseeable contingencies.” The Manual (and this constitution) therefore are to be employed not as a harsh legalistic instrument, but as a tool that is intended to be used within the Christian Communion, and it requires not only a knowledge of their provisions, but also that they be applied with trust and goodwill.
The law and procedure of the United Church of Canada is contained in the Manual.
(Source: Introduction to The Manual, 2001, p.3)
1.3 HISTORY OF THE CONGREGATION OF WESTMINSTER
(1) The Congregation of Westminster belonged to the Presbyterian Church prior to Union in 1925. In 1925 the Congregation of Westminster voted to join the union of the Presbyterian, Methodist, and Congregational Churches in Canada in the formation of the United Church of Canada. The Congregation of Westminster adopted the plan of organization prescribed for pastoral charges by The Manual of the United Church of Canada (i.e. the Session, Official Board, Committee of Stewards, the Christian Education Committee of the Congregation, etc.). This form of congregational organization continued until the early 1970’s when the Congregation of Westminster adopted the concept of the “large Official Board” having an official Board membership of 40-50 members, whose membership was organized into 5 Divisions (Ministry, Personnel & Education, Finance & Stewardship, Communications, Church & Society, Christian Development).
At the annual congregational meeting held January 30, 1983 a motion was passed adopting the form of Church organization outlined in the 1982 Annual Report on a trial basis for 1 year during which time the official Board was to consider and assess the new organizational structure for the official Board and provide the congregation with its report and recommendations at the annual meeting of the congregation to be held on January 30, 1984. This constitution was the result.
(2) Westminster United Church came into existence when the “hill people” living around Central Park decided they wanted their own church separate from St. John’s Presbyterian Church. First services were held in Alexandra High School on August 31, 1913 with Rev. J.O. Watts of Oakwood, Ontario as first minister.
The name Westminster does not refer to the famous abbey in London, England. “West” describes the location, and “minster” is old English for monastery.
Under the supervision of James Rae, the new church was completed in just two months at a cost of $4,781.00. Dedication of Westminster Church took place on June 21, 1914. The Westminster Memorial Hall (which was destroyed by fire in 1979) was the former church building. The name was changed from Westminster Presbyterian Church to Westminster United Church in 1925. The new church and a new site (the present location at 101 – 6 St SE) were chosen to keep up with the increasing number of churchgoers. The first service was on Sunday, September 22, 1957 under the auspices of Reverend Len Harbour.
On April 25, 1979, at 1:10 a.m., the incumbent minister (Rev. Richard Worden) was awakened by three young people reporting a fire in the Westminster Memorial Hall. The fire destroyed the Hall, did extensive smoke and water damage to the sanctuary, including the new Regent Hammond organ which had been recently purchased.
A young man was charged with deliberately setting the fire. An item used to set the fire was the minister’s pulpit robe. The young man went to trial and was acquitted.
Westminster Church was closed for three Sundays; weddings were held in homes and at Fifth Avenue Church. Sunday Services were held in Fifth Avenue United Church. One of those Sundays was Mother’s Day and the Westminster crowd was lined up along Fourth Street for half a block waiting to get into the church. The insurance claim, which was finally paid, amounted to $404,000.00. In May 1980 the ground was broken for the new Church Hall building. This new building was made 20 feet longer than the old building. The new building was completed and occupied early in 1981.
It is the intent of this constitutional revision to clarify the congregational organization of Westminster United Church.
2.1 CHURCH BOARD
The Congregation does hereby establish a pastoral charge organization to be known as “the Church Board” and its members shall be called “Elders”.
2.2 FUNCTIONS
The functions of the Church Board shall include all of the functions of the Session, the Committee of Stewards, the Official Board, and the Christian Education Committee, as described in The Manual, and shall include:
(1) oversight of the spiritual interests of the Congregation and each person within the Congregation.
(2) to manage the financial affairs of the Congregation
(3) to secure contributions for the support of the work of the congregation and the total work of the United Church of Canada
(4) to manage all of the property of the congregation subject to the powers of the Board of Trustees,
(5) to plan and direct the total Christian Education Program of the congregation
(6) to select representatives in full Church membership of the Congregation to the Presbytery
2.3 LIMITATION OF POWERS
The Church Board shall only exercise its functions in consultation with the minister(s) and subject always to the law of the United Church of Canada and the authority and direction of the Congregation.
2.4 MINISTERS
The minister(s) of the congregation shall be ex officio members of the Church Board and all other congregation organizations and committees and shall be entitled to vote except that the ministers shall not be members of the standing Committee for Ministry & Personnel and for the Pastoral Relations Committee. The Minister(s) shall not be counted in determining the quorum for any meeting. (Source: The Manual, 2001, Section 120-123)
2.5 ELIGIBILITY AND QUALIFICATIONS
(1) Any Person in full membership of the congregation and in good standing is eligible for election as an Elder. Any person who is attached to the congregation, but not a full member (an “adherent”) is eligible for election with Board approval.
(2) No person shall be entitled to hold office as an Elder for more than five (5) consecutive terms of office except, under extenuating circumstances, the Board or Congregation may approve an extended one (1) year term.
(3) If any Elder is absent from three (3) consecutive meetings without obtaining prior leave of absence from the Church Board, such Elder shall be deemed to have resigned from the Church Board and his or her position shall thereupon be declared vacant.
2.6 NOMINATIONS
(1) The Church Board subexecutive (Chair, Vice Chair, Secretary, & Minister(s) with the input of the Church Board) shall serve as the Nominations Committee each year.
(2) The function of a Nominating Committee shall be to nominate annually to the congregation for election to the Church Board the names of eligible persons representative of the congregation who are able and willing to serve on the Church Board.
(3) The Board of Trustees shall provide the Nominating Committee with nomination(s) for trustee representative to the Church Board.
(4) The United Church Women of the congregation shall provide the Nominating Committee with nomination(s) for the United Church Women’s representative to the Church Board.
(5) The Nominations Committee shall submit its Report on Nominations for the Church Board for the coming year to the Congregation at its annual meeting.
2.7 ELECTIONS
At its annual meeting to be held as early as possible after the last day of December in each year, the Congregation shall elect no less than twelve (12) from the names of the persons listed in the Nominations Report and such other persons as may be nominated from the floor at the annual congregational meeting, of which one shall be elected from the nominations by the Board of Trustees and one from the nominations from the United Church Women.
2.8 TERM OF OFFICE
The Elders shall commence their term of office on the Church Board immediately following their election at the annual congregational meeting and installation and shall continue to hold office thereafter until the next election of Elders, except that the immediate past chairpersons of the eight standing committees who have not been re-elected may continue to serve as Elders on the Church Board until June 30.
2.9 POWER TO FILL VACANCY
The Church Board may elect a person eligible to be nominated to the Church Board to fill any vacancy that may occur as a result of the resignation or death of any Elder elected by the congregation.
2.10 INSTALLATION SERVICE
The Minister(s) shall be responsible for the installation or induction of the Elders, leaders of other Congregational Organizations and the leaders and teachers of the Church School at a public service of the Congregation. A suitable installation service will be found in the Service Book of the United Church of Canada. (1969, reprinted 1983 and Celebrate God’s Presence, 2000)
2.11 FIRST MEETING OF CHURCH BOARD
(1) When all Board positions are not elected at the Annual Congregational Meeting, the Church Board shall elect persons to these positions at its first meeting.
(2) The Church Board shall firstly elect a Church Board Chairperson. Any Elder of the Church Board is eligible for election to the office of Church Board Chairperson, except that the immediate past Church Board Chairperson who is not eligible for re-election to more than three (3) consecutive terms as Church Board Chairperson.
(3) The Church Board shall elect the Church Board secretary. Any person eligible to be nominated to the Church Board, is eligible for election to the office of Church Board secretary.
(4) The Church Board shall elect from amongst the Elders, any Chairperson(s) of the eight standing committees that have not a Chairperson in place. The Board should elect these in the order that the Committees are listed in Clause 4.1, commencing with the Christian Education Standing Committee and ending with the Standing Committee for Congregational Life and Work. The immediate past Chairperson of a Standing Committee is not eligible for re-election to more than three (3) consecutive terms of office as Chairperson of the same Standing Committee.
(5) If the eight standing committees do not have at least one member who serves on the Board of Elders, the Church Board shall elect from amongst itself at least one (1) Elder for each Standing Committee.
(6) If at least one lay representative to the Presbytery has not been elected at the Annual General Meeting, then the Church Board shall elect an Elder eligible for election as a lay representative to Presbytery. (Westminster United Church is entitled to two lay delegates to presbytery and these should be elected at the Annual General Meeting.)
(7) If a Vice-Chairperson has not been elected at the Annual General Meeting, the Church Board shall elect a Church Board Vice-Chairperson. Any Elder of the Church Board is eligible for election to the office of Church Board Vice-Chairperson.
2.12 BOARD MEMBERSHIP
The Church Board shall consist of the following members (in addition to the minister(s) who are ex officio members):
(1) the Chairperson of the Church Board
(2) the Vice-chairperson of the Church Board
(3) the Church Board Secretary
(4) the Chairperson of each Standing Committee or its representative
(5) the Trustee representative to the Board
(6) the United Church Women’s representative to the Board
(7) the United Church Men’s representative to the Board (if applicable)
(8) the Youth representative to the Board
2.13 FUNCTION
The Church Board shall exercise all its functions including the approval of the annual reports to the congregation, including the annual financial statements and the budgets.
PART 3 – EIGHT STANDING COMMITTEES
3.1 EIGHT STANDING COMMITTEES
The Eight Standing Committees of the Church Board shall consist of the following:
(1) Christian Education
(2) Finance & Stewardship
(3) Ministry & Personnel
(4) Mission & Outreach
(5) Property
(6) Visitation & Membership
(7) Music & Worship
(8) Congregational Life and Work
3.2 MEMBERSHIP
(1) There shall not be less than one (1) or more than five (5) Elders on each Standing Committee
(2) No staff member of the congregation shall be a member of the Standing Committee for Ministry & Personnel or the Pastoral Relations Committee.
3.3 POWER TO ADD
Each Standing Committee has the authority and power to add or elect members other than Elders to its Standing Committee or its sub-Committee work, at any time, except that such persons shall not thereby become Elders.
3.4 FUNCTIONS
(1) The functions of each Standing Committee are described in the Appendices 1-8. It is not possible nor is it desirable to list the specific tasks of each Standing Committee in detail and it is the responsibility of each Standing Committee to decide upon the task or tasks that it wishes to perform during its term of office, having regard to the duties as described in Appendices 1-8 and “time, talent and treasure” that is available.
(2) If at any time any question should arise as to which Standing Committee is responsible for any particular task(s), such question shall be referred to the Church Board whose decision shall be final.
4.1 CONGREGATION
(1) The members of the Congregation shall meet annually, and more frequently if they deem it advisable.
(2) The annual meeting of the Congregation shall be held as early as possible after the last day of December.
(3) The annual meeting of the Congregation shall receive the annual reports, hold elections, and transact any other business regularly brought before it, except the question of a change in pastoral relationship unless it has been specified in the notice calling the meeting as provided in The Manual.
(4) It is recommended that the annual reports be printed and circulated among the members of the Congregation prior to the annual meeting.
(5) The Chairperson of the Church Board and the Church Board Secretary of the existing Church Board shall serve as Chairperson and Secretary at the annual meeting and other meetings of the Congregation unless otherwise decided by the Congregation or, in the case of a meeting called in accordance with The Manual to discuss the pastoral relationship, the Chairperson of that meeting shall be appointed by the Presbytery, through the Pastoral Relations Committee.
4.2 CALLING AND NOTICE OF MEETINGS OF CONGREGATION
(1) All meetings of the Congregation shall be called by the Minister(s) in charge, either upon personal motion, or upon the request in writing of the Church Board, or ten (10) persons in full membership of the Congregation, within fifteen (15) days of the date of the request, or on the mandate of a Superior Court of the Church.
(2) When the pastoral charge is vacant, meetings shall be called by the representative appointed by the Presbytery. (The Manual, 2001; sections 111, 112)
(3) Unless otherwise provided for in the procedure of the United Church, the notice for any meeting of the Congregation shall specify its object, and shall be read during public worship or inserted in the Sunday Worship Bulletin at least once before the meeting. When the object of the meeting is a change in pastoral relationship, the notice shall be read during public worship or inserted in the Sunday Worship Bulletin on two (2) successive Sundays. When the object of the meeting is to deal with matters pertaining to the Trusts of Model Deed, the meeting shall be called by a notice from the pulpit during public worship on each of the two (2) preceding Sundays on which public worship is held.
4.3 CHURCH BOARD
The Church Board shall normally meet once each month (September through June) during its term of office or more frequently if deemed advisable but not less than four (4) times a year.
4.4 STANDING COMMITTEES
The Standing Committees shall normally meet once each month (September through June) during their term of office or more frequently if deemed advisable.
4.5 NOTICE OF MEETING
The Church Board Chairperson and the Chairperson of each Standing Committee shall advise the Church Office in advance of the time, date and place of any meeting in time for the Church Office to publish the Notice of the Meeting in the Sunday Notices.
4.6 VOTING
(1) At meetings of the Congregation, the members of the Congregation who are entitled to vote are those persons in full membership, whose names are on the Roll of the Church. With the consent of these, adherents who attend and support the Congregation may vote. Each person entitled to vote is entitled to one vote except that the Chairperson shall vote only in the event of a tie.
(2) At meetings of the Church Board, each Elder shall be entitled to one vote, except that the Church Board Chairperson shall vote only in the event of a tie
(3) At meetings of standing committee, each member of the standing committee, whether an Elder or not, is entitled to one vote.
4.7 RULES OF DEBATE AND ORDER
The rules of debate and order as set out in Appendix III of The Manual shall apply to all meetings.
4.8 QUORUM
(1) A “quorum” for the Board shall mean a majority of those entitled to vote: that is 50% of the board plus one person. A quorum with respect to the meeting of the congregation, provided that if the number of such persons exceeds 100, the quorum shall be 20, and if 100 or less but over 50, the quorum shall be 15, and if 50 or less but over 19, the quorum shall be 10. The Minister(s) shall not constitute part of the quorum.
(2) The “quorum” for the Church Board shall consist of one (1) minister plus five (5) of those listed under Section 3.2. (cf. The Manual, 2001, sec. 123, 182.1)
4.9 MEETING AGENDA
(1) The Church Board Chairperson in consultation with the Minister(s) shall prepare the agenda for the meetings of the Congregation and the Church Board.
(2) The Chairperson of each Standing Committee shall prepare the agenda for the meetings of that Committee.
4.10 THE MINUTES
The Church Board and each other organization of the Congregation shall appoint a secretary for each one of its meetings who shall be responsible for recording the minutes of each meeting. The minutes need not be formal but may make note of the following:
(1) Who called the meeting.
(2) The date and place of the meeting.
(3) Who was present and who was absent.
(4) The minutes must be explicit about decisions made and actions that are to be taken. All motions should be duly recorded, with the name of the mover, the name of the seconder and the decision noted. Notes on the main points of discussion which led to the decision are helpful. Adjectives are not necessary. Numbering the points is helpful.
(5) Who has the task of following up or doing things may be highlighted or notes made in the margin as reminders. The Chairperson may have to remind those who need to take action before the next meeting in person, telephone call or separate memo.
(6) The minutes or notes should be circulated promptly to all concerned. A copy of the minutes of each meeting shall be signed by the secretary and delivered to the Church Office for the Church Office records. (The Manual, 2001, sec 332).
The foregoing shall not apply in the case of the Standing Committee on the Ministry and Personnel or the Pastoral Relations Committee. In the interest of confidentiality, no minutes shall be kept by the Standing Committee on Ministry and Personnel or the Pastoral Relations Committee.
4.11 MAKING YOUR MEETINGS WORK
(1) Attached to this Constitution as Appendix 10 is a copy of an article entitled “Making Your Meetings Work” by Ann Fleming in Exchange Winter 1983, pages 13 – 15 inclusive.
5.1 PURPOSE
Leadership is essential to the spirit and vitality of the Congregation. The Congregation recognizes that it must provide its leaders with training and support in time to allow its leaders to plan in advance prior to taking office. The purpose of any Church Leadership Development program therefore is to help create a well informed, well trained, motivated team of leaders for the Church Board and all other Congregational organizations for the forthcoming Church year.
5.2 TIMING
A Church Leadership Development Program shall commence as early as possible after the annual meeting so that the Church Board and other Church leaders shall have sufficient time to plan prior to taking office.
5.3 CO-ORDINATORS
The Minister(s) and the incoming Church Board Chairperson shall act as co-ordinators to jointly plan, co-ordinate and implement a Church Leadership Development Program.
5.4 CONTENT
The form and substance of the Church Leadership Development Program shall be determined by the co-ordinators. The co-ordinators may recommend that one or more of the Church leaders participate in Leadership Development courses offered at the training centres of the United Church of Canada. The co-ordinators may use the conference staff persons or others with special leadership skills in any programs.
5.5 PARTICIPANTS
All Elders of the incoming Church Board and leaders of all other congregational organizations are invited to participate in any and all programs designed for them.
PART 6 – FINANCIAL YEAR, ANNUAL REPORTS AND BUDGETS
6.1 FINANCIAL YEAR
The financial year for the Congregation commences on January 1 and ends on December 31 of each year.
6.2 ANNUAL BUDGET
(1) The standing committee on Finance and Stewardship shall, in consultation with the Board of Trustees, the Executive of the United Church Women, and each standing committee of the Church Board, prepare a proposed budget for the Board of Trustees, the United Church Women and for each standing committee of the Church Board for the coming financial year.
(2) The proposed budgets for each standing committee shall be approved by the Church Board prior to publication in the annual report to the Congregation by the Church Board.
(3) The Congregation shall, at its annual meeting to be held as early as possible after December 31, consider the proposed annual budget of the Church Board and a vote shall be taken on the annual budget for the coming year.
6.3 ANNUAL REPORT
(1) The Board of Trustees, the United Church Women and each standing committee of the Church Board shall prepare an annual report in writing on or before December 31 of each year and submit it to the Church Board for its approval prior to it being published in the annual report to the Congregation.
(The Manual, 2001, sec. 184 a.) (In the interest of efficiency, the church office may request the reports to be submitted somewhat earlier in December.)
(2) The annual reports shall include the following:
(a) The names of the Chairperson and all other members of the Board of Trustees, the United Church Women’s groups and each standing committee and sub-committees.
(b) A brief description of the tasks undertaken.
(c) The budget allocated by the Congregation at its last annual meeting and a financial accounting.
(d) The proposed budget for the coming year.
(e) The proposed tasks for the coming year.
6.4 ANNUAL REPORT TO THE CONGREGATION
The Church Board shall be responsible for the preparation and circulation of the annual report to the Congregation prior to the annual meeting. (The Board may engage all the office, ministerial and commercial assistance it deems necessary for this task to be completed).
7.1 CHURCH OFFICE
The Minister(s) shall be responsible to the Church Board for the daily operations of the Church Office and the Church Office manager.
7.2 CHURCH LIBRARIAN
The Church Board may appoint Church Librarian(s) to be responsible for the Church Library. The term of office of the Church Librarian shall be the same as the term of office of the Church Board who appoints the Church Librarian.
7.3 WESTMINSTER HANDBOOK
(1) The Church office manager under the direction and supervision of the Minister(s) and the Church Board Chairperson shall prepare a standard 3-ring binder called the “Westminster Handbook” which shall include such material as deemed advisable by the Minister(s) and the Church Board Chairperson and shall include the following:
(a) A list of the names, addresses and telephone numbers of each incoming Church Board member.
(b) A list of the names, addresses and telephone numbers of each retiring Church Board member.
(c) A copy of the last Annual Report.
(d) Minutes of the last annual meeting of the Congregation.
(e) A copy of this Constitution.
(f) A copy of the photo-directory of the congregation.
(2) Each Elder shall be provided with a copy of the Westminster Handbook at the first meeting of the incoming Church Board or as early as practical.
(3) Each retiring Elder shall return his or her copy of the Westminster Handbook to the Church office immediately upon retirement.
7.4 THE MANUAL
This Constitution, permitted by the flexibility of United Church polity, recognizes the authority of The Manual in all matters of ultimate governance.
7.5 REPEAL OR AMENDMENT
The Constitution or any part hereof may be repealed or revised by the Congregation at any time at a meeting called for this specific purpose.
7.6 EFFECTIVE DATE
This Constitution shall take effect immediately upon being approved by the Congregation at a meeting called for this specific purpose.
APPENDIX 1 – CHRISTIAN EDUCATION COMMITTEE
1. The Committee shall be constituted by and under the oversight of the Church Board. (The Manual, 2001, sec. 232.) Within our congregation the name Christian Development also applies to this committee.
2. Membership of this Committee shall include not less than one (1) or more than five (5) Elders.
3. The membership shall normally include representation from the following:
(1) Sunday School Superintendent or representative.
(2) One representative for adult groups (i.e. United Church Men, Bible Study, Hill Seniors, etc.)
(3) One representative for parents or family life representative.
(4) One representative for youth groups (Hi-C, Scouts, Guides, etc.)
(5) One representative for Camp Okonoki.
(6) Nursery
4. Duties of the Committee shall be as outlined in The Manual so far as the same are applicable.
5. Each member of this Committee should seek to aspire to the following:
(1) be concerned to provide opportunities for Christian growth for children, youth and adults
(2) be familiar with the programs and curriculum resources recommended by the Division of Mission in Canada for use in the United Church
(3) know about the opportunities and personnel available in this area for teacher training and leadership development
(4) be open to new and creative approaches to Christian education
(5) be a learning, growing person and have a genuine enthusiasm for education and for people
APPENDIX 2 – FINANCE AND STEWARDSHIP
1. The Committee shall be constituted by and under the oversight of the Church Board. (The Manual, 2001, sec. 232.)
2. Membership of this Committee shall not exceed six (6) members, of which not less than one (1) or more than five (5) shall be Elders and the membership shall include the following:
(1) Chairperson endorsed by the Church Board
(2) Treasurer
(3) Secretary
(4) Other members to serve as Stewards (as required)
3. Duties of this Committee shall include the following:
(1) report monthly to the Church Board with a monthly Financial Statement,
(2) advise the Church Board as to the financial objectives for the Congregation in each year
(3) inform the Church Board and the Congregation why funds are needed and how they will be expended.
(4) insure that a just proportion is maintained between monies spent for local needs and the amount provided for Mission Outreach.
(5) promote and cultivate a sense of Christian Stewardship among all the members, young and old, using materials and resources available from the Department of Stewardship Services through the Presbytery, Conference and the National Church.
(6) act with the Standing Committee for visitation and membership to organize periodic visitations of the entire Congregation for Stewardship purposes as required,
(7) prepare an annual report and an annual budget for the coming year for the approval of the Church Board prior to t