Governance Training - Church Council Secretary
Session Outline 1. Introduction 2. What is a Church Council 3. Preparing for the Church Council Meeting 4. Minute Recording 5. Follow-up Actions 6. Record Keeping 7. Critical Government Documents 8. Questions
Better to ask a question than to remain ignorant forever W.G.P
What is a Church Council Basis of Union The Uniting Church recognises that the responsibility for government in the Church belongs to the people of God The Uniting Church organises its life locally, regionally and nationally Our Church is governed by interrelated Councils, each having its own tasks and responsibilities, and It acknowledges that God has endowed upon men and women gifts and graces for building up the Church
What is a Church Council Constitution of the U.C.A. Sets out amongst other things the role and responsibilities for each of the four Councils of the Church The Congregation The Presbytery The Synod The Assembly Acknowledges that the primary expression of the corporate life of the Church shall be the congregation Acknowledges that for the effective exercise of the Congregations responsibilities and the better ordering of its life: It shall form a Church Council May appoint committees
What is a Church Council U.C.A. Regulations Regulation 3.1.1 : Responsibilities of the Congregation a) A congregation, as the embodiment in one place of the one holy catholic and apostolic church, shall be those members and adherents who worship, witness and serve as a fellowship of the Spirit in Christ, and who meet regularly to hear God s word, to celebrate the sacraments, to build one another up in love, to share wider responsibilities of the Church, and to serve the world, and who are recognised as a Congregation by the Presbytery.
What is a Church Council U.C.A. Regulations Regulation 3.1.1 : Responsibilities of the Congregation b) In fulfilling its purpose a Congregation shall: i. bear witness to that unity that is both Christ s gift and his will; ii. build up the members and adherents in faith and love; v. equip the members and adherents for engagement in worship, witness and service in the world as they participate in the mission of Christ; vi. maintain pastoral oversight; vii. encourage each member and adherent to participate in the life of the Congregation and endeavour to provide opportunity for that participation;
What is a Church Council U.C.A. Regulations Regulation 3.1.1 : Responsibilities of the Congregation c) The responsibilities of a congregation include: ii. Fulfilling the ministry of the Church in and to the community iii. Appointing Elders and other members of the Church Council, and members of other bodies iv. Appointing members to the Presbytery viii. Advising the Church Council on property matters affecting the Congregation
What is a Church Council U.C.A. Regulations Regulation 3.1.2 : Responsibilities of the Church Council a) The Church Council shall give priority in its life to building up the Congregation in faith and love, sustaining members in hope, and leading the Congregation to a fuller participation in Christ s mission in the world. This priority shall be reflected in the agenda of its ordinary meetings b) The responsibilities of the Church Council include: i. Sharing with the Ministers in mission and in the pastoral care and spiritual oversight of the Congregation ii. Making decisions in accordance with the regulations.
Role of the Secretary The Church Council shall appoint annually from among its members a secretary who shall: i. Keep minutes of meetings of the Church Council, ii. Take care of all records and papers of the congregation, iii. Carry out other duties as Church Council may require.
A committee is a body that keeps minutes and wastes hours W.G.P
Preparing for a Church Council Meeting Constructing an Agenda Devotions and Prayer Attendance & Apologies Reception of the minutes Business Arising Correspondence Reports General Business Next Meeting
Preparing for a Church Council Meeting Reports Proposals Rationale Pre-circulation
Preparing for a Church Council Meeting Time Tracking How long is enough time Importance of commencing on time Guard against time slippage Meeting review Avoid the car park sub-committee
Time Spent on any item of the agenda will be in inverse proportion to the sum involved C. Northcote Parkinson
Recording Minutes Recording Information Context of discussion Pertinent points that support the decision Concise, accurate & fact giving
Recording Minutes Recording Decisions Clear and precise wording Minimise misunderstanding
A meeting consists of a group of people who have little to say until after the meeting. P.K. Shaw
After the Meeting Circulation of the Minutes Prepare promptly Testing your understanding Checking with proposers
After the Meeting Follow- up Actions Disseminating information Distribution of the Minutes Monitoring follow-up actions
After the Meeting Outstanding Matters Ensuring matters aren t forgotten Assists with the preparation of the next agenda
After the Meeting Indexing Use common headings Assures consistency Saves time when researching
Today is not finished till tomorrow commences Walter C. Meave
The way to get things done is not to mind who gets the credit of doing them. Benjamin Jowett
Record Keeping Filing Back-up Church Archives
Critical Governance Documents Rolls Baptismal Records Marriage Annual General Meetings
Ask yourself always: How can this be done better? G.C. Lichtenberg
Recap What is a Church Council? Role of the Secretary Preparing for a Church Council meeting Recording Minutes After the meeting Record keeping Critical Governance Documents
Conclusion If you are unclear about or struggling with any part of today s presentations ask and seek help. Assistance is only a phone call or email away. You are all an important part of the wider Church. It is not a difficult role, but it is one that you must stay on top of. Have fun and God bless you COPYRIGHT SYDNEY PRESBYTERY, UNITING CHURCH IN AUSTRALIA 2016