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1. COUNCIL

1.1. Constitution and Regulations

Church Councils were introduced by the 8th National Assembly of the UC in 1997 to replace the former Parish Council and Council of Elders.
The Council is governed by the Constitution and Regulations of the Uniting Church in Australia; a copy of which is held in the Church Office. Some key Regulations concerning the duties and responsibilities of council are shown in the page CouncilRegulations and CouncilConstitutionRegulations. See also: https://assembly.uca.org.au/images/resources/Regulations_Policies/Constitution_Regulations2015.pdf
The Council is the only body that needs to be appointed by a congregation and is accountable to the Congregation in all things.
Pursuant to UCA Regulation 3.1.12 (b), Glen Waverley, due to the size of the congregation and the number of elders, requested Presbytery to exempt us from the requirement that every Elder be a member of the Church Council, as this would have created a Church Council of more than 70 people. A Church Council of 25 was approved where more than half the members must be Elders. This remains the composition of the Church Council.
At Glen Waverley the Council and Elders have also signed a covenant concerning the relationship between each Elder and the Council. This arose at the time of creation of the single church council and recognised the somewhat “unique” position of Glen Waverley with a large number of Elders exercising ministry. The covenant is shown in section 3.1.

1.2. Membership

Member ship is composed of elected members, the ministry team and up to 2 persons that Council decides should be co-opted to be members from time to time. Of the elected members, Elders are to be the majority.
The Council annually elects its chair, deputy chair, Council secretary, minute secretary and treasurer.
Refer to section 3.1 for more details. Current members shown in the table

The number of elected members was 25. It was reduced to 10, then increased to 13

1.3. Council Meetings and schedule

Council normally meets at 7:45pm on the 3rd Wednesday of each month. The Council Executive normally meets at 7.30pm on the Thursday preceding the Council meeting. The current schedule is shown in the table

1.4. Conduct of meetings

1.4.1. Executive

• All reports and recommendations from Committees and others should be available to the Executive at its meeting.
• Recommendations should be written.
• Committees are asked to provide, preferably brief (dot point), reports of their activities to the next Executive meeting after their committee has met. Alternatively minutes could be tabled.
• The Council Secretary should provide the agenda and attachments to all Councillors by the Sunday before Council meets.

1.4.2. Council

• Council meetings are open to members of the congregation. Those wishing to observe a council meeting are asked to observe the courtesy of letting the Council Secretary know of their intention. Council does reserve the right to hold meetings, or parts of meetings, in camera.
• Meetings open with a prayer or short devotion led by a member(s)
• Council seeks, whenever possible, to arrivTe at decisions by consensus in accord with the UCA "Manual for Meetings". A “blue” (cool) card “orange” (warm) card approach is encouraged to show the general feeling of the members during a debate and for decisions. This does not remove a member’s right to request a formal vote nor to have voting numbers recorded and/or minority/dissenting views recorded. (The Secretary holds the cards).
• The use of the wiki allows the agenda to respond quickly to agenda items as they are identified, but late addition of items causes problems in delivering hard copy versions to councillors who do not have internet access. Council has agreed (July 2010) to seek specific council approval for late items (those posted after hard copy delivery). Council can still deal with them, but people who have not had a chance to reflect upon the item can veto their inclusion in the agenda.
• Meetings will close at 10pm unless an agreement is reached, upon a member’s motion, to extend time (in 15 minute lots or other agreed time). Meetings may be adjourned to meet at another time to consider unfinished business.
• A minute secretary takes notes of discussion and resolutions, actions, etc.
• Council must report to Congregational meetings; which are normally held to the following schedule (adopted March 2010)
  • Third Monday in March.
    • Receive accounts. They should be at the auditors by then to meet the March 31 deadline with Presbytery.
    • Receive annual report.
  • First Monday in July.
    • Approval of Congregational Outreach Project.
    • Receive strategies of Missional Groups for succeeding year as first stage of planning.
  • Monday before the first Sunday in Advent.
    • Approval of plans for next year and consequent Budget

1.5. Committees

All Council elected members are encouraged to be on at least one Council Committee, Council approves committee convenors and must note and receive details of membership and Executive representation as early in each year as possible. The following permanent committees of Council exist. A brief statement of their duties is included. Reference to the section 3.3 should be made for more details

1.5.1. Council Executive

is a subcommittee of Council whose main role is to consider the material coming before Council. Council also delegates to it, when a quorum of 5 is present, authority to take action directly on matters that do not need to take up space on Council’s Agenda, or that require further work before coming to Council. All such actions and decisions made, are tabled at the next Council meeting. It prepares the Agenda for the next meeting. The Executive is composed of the Chair and secretary of the Council, Council members chosen by each of the following committees to represent them, together with the representatives of the ministry team, with the power to co-opt other members of Council.

1.5.2. Property Committee

• is charged with responsibility of care of our properties including office and other equipment. It has responsibility for rental and hire arrangements of our facilities.

1.5.3. Finance Committee

is charged with budgeting and managing our finances. It also has responsibility for oversight of Church administration functions including the employment arrangements of staff. The Fund Raising sub-Committee is accountable to this Committee, as is the Continuation Committee, charged with the management of planned giving programs.

1.5.4. Pastoral Committee

charged with the care and support of our congregation including member roles, new comers, emergency care link, visitation, baptism register, new comers.

1.5.5. Three special ministry support teams

separate teams for each of Children's and Families' Ministry, Youth Ministry and Ministry to Seniors, charged with supporting the paid staff, and supporting and developing ministry in each of these areas.

1.5.6. Communications Committee

charged with facilitating communication within the congregation, including NewView and the web site.

Council may establish a sub-committee/task group from time to time to work on particular needs e.g. Ministry review committees, ministry planning committee, etc. Also the Council Committees have the power to create working groups or sub-committees as they see fit.

1.6. Ministry team.

The Congregation, on recommendation of the Council, make individual appointments to the Ministry team. These are paid and voluntary and form part of the ministry team working with the ministers in placement. As at 1 January 2012 these are:

• Office Manager(paid): Heather Hon
• Ministry to Seniors (part time paid): Alison Dingwall
• Ministry to Children and Families (part time paid): Belinda Clear

1.7. Auditors

1.7.1. Accounts auditor

1.7.2. Safe Place for Kids

1.7.3. Privacy

2. Policies and Key Decisions (to be updated progressively)

see CouncilPolicies for current working list (inserted below). Entries will be deleted from here as they are added to that page.

3. Useful Information

3.1. Council Regulations from UCA constitution

See CouncilRegulations

3.2. Covenant between Elders and Council

3.3. Committee Descriptions

3.3.1. Council Executive:

Membership for 2010: Council chair: John Hurst, Deputy chair: Beverley McGlead, Secretary: David Morgan/Lynne Boyer, Finance committee: Roger Vass, Pastoral committee: Jan Clear, with others invited as needed.

3.3.2. Children's and Families

To support, encourage and guide, where necessary, the work programme for the Children & Families Ministry at GWUC, so that this direction maintains and complements the vision and mission of GWUC. This team is essentially a Steering Committee for the Children & Families initiative at GWUC. The responsibilities of the Children & Families Ministry Team include:

• Meet four times a year with prescribed agenda for each meeting

• Provide pastoral support, consultation and assist with direction setting for the Children & Families Ministry

• Review past quarter achievements and identify the near future activities

• Acknowledge verbal and/or written report from the Children & Families Ministry Coordinator

• Consider the range of activities in progress and reconcile past and proposed initiatives to ensure that they align with other church group activities and direction
• Provide update to Church Council after each meeting

Members at the end of 2010 are Ken Devos, Gail Irvine, Debbie Graham, Kimberley Easton, Kerryn Muir, Nick Dart and a ministry team representative.

3.3.3. Youth

DUTIES & RESPONSIBILITIES

• To develop a youth ministry program aligned with the Vision Statement for the Youth.
• In consultation with the Youth Worker, develop priorities for the Youth Worker in Youth ministry program.
• To conduct an annual review and evaluation of the Youth Ministry program and the role of the Youth Worker; identifying opportunities for growth of the ministry.
• To ensure youth leaders are selected and supported in accordance with UC guidelines, and that a process of feedback is in place with an opportunity for further training for all in the leadership team.
• To ensure pastoral support is provided to the Youth Worker and his/her family.
• To develop an annual budget for Youth Ministry funds and monitor expenditure.
• To undertake promotion of Youth Minstry and seek opportunities for greater engagement of Youth in the congregational life.
• To provide a point of reference for members of the Church community wishing to raise issues of concern and to facilitate responses.
• To ensure co-ordinated and effective administration of the youth ministry program and communication with those involved occurs and is effective.
• To provide a written report to Church Council on a half yearly basis.

Membership: Seven members, including Youth Worker, 2 youth representatives, chairperson, parent representative and 2 Elders. Members for 2009: Kaye Morgan, Brian Clarkson, Helen and Dave Boucher, Neil Skilton, Nikki Mann, Bryony Skinner & Gavin Blakemore. Meetings: The Council should meet at least quarterly in line with school terms and normal biannual Congregational meetings. Youth Leaders should meet separately, coordinated by Youth Worker, to provide support to leaders and coordination to the program.

3.3.4. Ministry to Seniors

This is a support group, meeting when needed to assist with planning and running Senior Services, devotions at aged care facilities, and other activities we provide for seniors. Members for 2009: Alison Dingwall, Lois Hosking, Graham Lockhart, Kaye Mackinnon, Elwyn Pederson & John Pooley.

3.3.5. Pastoral Committee:

The Pastoral committee meets every second month. It recognises that pastoral care is the concern and task of the whole church family but aims to facilitate this expression of mutual care and to engage as many people as necessary, to be involved in providing a care network. Individuals and small sub-committees share the following responsibilities- maintaining membership rolls, coordinating the visitation program, integrating newcomers into the life of the congregation, promoting and coordinating the prayer ministry within the congregation, responding in practical ways to supportive care needs, acknowledging joys and concerns of members through card and correspondence ministry and researching, other areas of pastoral need, as they arise and implementing appropriate programs. The Pastoral committee also fosters Ministry to Seniors, Ministry to Young Families (cradle roll and FISH),Welfare needs and Bereavement support.

3.3.6. Communications Committee:

3.4. Position descriptions

To edit the above section, go to OfficeAdministratorPositionDescription

This position accepted by HeatherHon on 8 Feb 2012, under the terms of the Clerks Private Sector Award 2010.

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3.4.2. Children and Families co-ordinator

3.4.3. Youth Minister

GLEN WAVERLEY UNITING CHURCH YOUTH MINISTRY VISION FOR YOUTH MINISTRY At GWUC, through our commitment to relationship with Jesus Christ, we aim to:

• Look to the needs of all young people in the wider community.
• Build an integrated and inclusive faith community in which people are both supported collectively and mentored individually.
• Create an environment where people are welcome and find acceptance, inclusion, fun, enjoyment, laughter, smiles, support, faith, love and hope.
• Encourage people to get involved in things that they are passionate about, and use and develop their gifts, talents and leadership possibilities.
• Provide activities that cater for youth reflecting our gifts, talents and passions, including music, the arts and creativity.

To edit the above section, go to YouthWorkerJobDescription

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To edit the section, go to CouncilGroup

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3.6. Budgets

2012 2011

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To edit the above section, go to CouncilSchedule2013

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To edit the above section, go to MissionalGroupContacts

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CategoryCouncil