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Rules and roles for meetings of the GWUC Congregation

Duties of Congregation Chair and Secretary

• Call and conduct Congregation meetings according to the agreed schedule.

• Organise elections of Councillors and Elders.
  • In recent years, elections for Councillors have been held near the end of the year, and for Elders in March.

UCA rules for Congregation Meetings

3.1.9 MEETINGS OF THE CONGREGATION
(a) Membership of meeting of the Congregation

• The following persons shall be entitled to vote at meetings of the Congregation, (referred to in this Regulation as voting members):
  (i) all Ministers and Lay Pastors who hold membership in the Congregation;
  (ii) all other confirmed members of the Congregation;
  (iii) all members-in-association with the Congregation;
  (iv) all Ministers and Lay Pastors serving in approved placements in the Congregation.
  Adherents and members not yet confirmed may attend but not vote at the meetings.
  

(b) Chairperson and Secretary

• The meeting of a Congregation shall appoint a chairperson and a secretary. They shall hold office for periods determined by the Congregation. If the elected chairperson or secretary is not present at a meeting, the Congregation may appoint another of its members to act as chairperson or secretary.
  The secretary shall be responsible for taking and recording the minutes of meetings of the Congregation.
  

(c) General meetings

• (i) General meetings of the Congregation shall be held at least twice in each year and shall be convened by the chairperson and secretary, or if there is a vacancy in one of those positions by the remaining officer;
  (ii) At least once each year at a meeting or meetings of the Congregation:

  • - financial reports shall be presented;

    - policies, plans, budgets, appointments and other matters within the responsibility of the Congregation shall be determined.
    

(d) Special Meetings

• The chairperson and secretary of the Congregation may convene a special meeting, due notice being given, and shall do so if requested in writing by at least seven members eligible to vote or a number representing at least 10% of the members eligible to vote, whichever is the greater, of the Congregation. A special meeting shall deal only with matters specified inthe notice of meeting.
  

(e) If, in the opinion of the Pastoral Relations Committee of the Presbytery, circumstances warrant, the chairperson of the Presbytery or the chairperson’s nominee may convene a general or special meeting of the Congregation.
(f) Notice of Meetings

• Due notice of all meetings shall be given either by public announcement at a time of public worship at least one week prior to the date of the meeting, or by such other means as the Congregation may determine.
  

(g) Conduct of Meetings

• Meetings shall be conducted in accordance with “A Manual for Meetings in the Uniting Church” unless the Congregation has adopted or shall adopt other standing orders or meeting procedures.
  

(h) Quorum

• (i) Eight voting members or one-tenth of the voting members of the Congregation whichever number is the greater shall constitute a quorum, unless otherwise determined by the Presbytery in respect of a particular Congregation.
  (ii) If no quorum be present the meeting shall be reconvened by the chairperson and if the chairperson be unavailable by the secretary. If a quorum be not present at the reconvened meeting the business of the meeting may be conducted by those present.
  

UCA rules for Elections

3.1.14 ELECTIONS OF ELDERS AND CHURCH COUNCILLORS

• (a) In electing Elders and Church Councillors, the Congregation shall recognise and appoint confirmed members or members-in-association who are endowed with gifts fitting them for the responsibilities of the office.
  (b) Election shall be by written ballot in a meeting of the Congregation. Prior notice of intention to hold such a ballot must be given and the names of nominees shall be publicly announced at least two weeks prior to the ballot being held. Nominations must be made in writing to the secretary or other appropriate officer over the signature of two persons who are confirmed members or members-in-association of the Congregation. The meeting shall not be obliged to fill any or all positions vacant and shall declare to be elected only such persons as receive the support of a majority of those participating in the ballot.
  (c) The maximum number of Elders and other Church Councillors to be elected, in addition to any Elders holding life tenure, shall be determined by the Congregation from time to time after advice from the Church Council.