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Glen Waverley Uniting Church Congregation Outreach Projects, Overall Procedure

COP Overall Procedures V2014 V1.pdf contains the 2014 procedures. These were revised following a resolution of a meeting of the congregation in December 2016 - see CongMeetingMinutes20161213, and again by OSJMG and Church Council in Jan 2024.

1. Congregation Outreach Project (COP) Selection Panel

1.1. From 2024, the COP Selection Panel will be drawn from those members of the Outreach and Social Justice Mission Group without involvement or connection with any of the submitted projects. Members of the Outreach and Social Justice Mission Group are also responsible for ensuring the currency of all relevant documents for use during the COP selection process.

2. Timing

2.1. Prior to the call for COP applications, members of the Selection Panel shall be responsible for reading and understanding all documents relating to the application and selection process. This includes the relevant government regulations relating to overseas donations.

2.2. The Selection Panel shall call for COP grant Applications by late March or start of April (checking the effect of timing of Easter each year). All relevant documents are to be ready for distribution to applicants before this date.

2.3. Project applications are required by late-May.

2.4. The results of the COP Selection Panel’s considerations shall be completed by early July.

2.5. The COP Selection Panel shall arrange for the recommendations to be advertised to the congregation two weeks prior to the Congregational Meeting to be held in late July or Early August.

2.6. The COP Selection Panel shall deliver the recommendations to the Congregational Meeting in July/August including identification of the GWUC proposers.

3. Applications

3.1. Applications may be submitted either as paper on the form provided (hard copies) or electronically (as a WORD file on the format provided) attached to an email. A pdf file is NOT acceptable.

3.2. Advertising for COP applications shall clearly state the above and the mail/email address for submissions.

3.3. The COP Selection Panel shall:

• ensure that a GWUC member is proposing each Project,
• manage the receipt of applications (so that they are not mislaid),
• acknowledge receipt of each submission in writing to the applicant within one week of receipt,
• meet with each applicant to ensure that the Panel understands the Project and the Application Form, e.g. the overall Project scope, total Project cost, and that all Application requirements are understood and completed

• assess each project and confirm that they satisfy the requirements of the Assessment Criteria for Congregational Outreach Projects document. The Panel shall review:

  1. Banking details to ensure name of bank and full Account details are provided. The Account shall be legitimate and belonging to the Project. b. Estimate details to support funding request, If necessary Panel to obtain answers from Applicants regarding possible shortfalls and/or lack of details to fully assess Projects, c. That only one organisation is being supported by each Application
• select Projects and funding,
• In the event that there are insufficient suitable COP applications from the congregation, the COP Selection Panel will be permitted to recommend one or more UCA Outreach services which meet GWUC criteria.
• after Project selection, advise all applicants in writing about the recommendations.

4. Project Recommendations

4.1. The COP Selection Panel shall recommend the total amount ($X) to be originally allocated across the selected Projects based on Fete income in recent years.

4.2. The COP Selection Panel recommendation shall include a statement as to whether ALL or only part of the Fete total income should be allocated to the nominated Projects this year.

4.3. The COP Selection Panel’s recommendations shall include how any excess or shortfall (to the amount in 4.1 above) shall be allocated.

4.4. Following the declaration of the Fete Total income, the COP Selection Panel shall advise the successful Applicants in writing of any change in the allocated funding so that the Applicants can keep the recipients accurately informed.

4.5. The COP Selection Panel shall, in conjunction with the successful Applicant, be responsible for preparing the covering letter accompanying the funding cheque/funds transfer including checking of relevant names of the recipient and organisation, and the address or bank details.

4.6. The COP Selection Panel shall arrange for the presentation of the funding to each recipient, and encourage feedback on the outcome of the funding, preferably with a written report and a speaker to attend a service within the following 6 months.

4.7. COP Funds will not be available until after the Fete net income is declared.

4.8. The congregation recognises that the COP Selection Panel works on their behalf and at times may need to make difficult choices. The projects recommended for support are to be those that are most likely to achieve a full and successful outcome from the receipt of COP funds. Some projects may not be funded to ensure that other recommended projects are able to be completed.

5. Panel Tenure

5.1. To provide for a range of views across the Church and to limit the chore of the task, it is recommended that individual members of the COP Selection Panel be limited to a maximum 3 year tenure. This may require co-option of additional members, to ensure a minimum of 3 members on the Selection Panel.