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Policies and Key Decisions (to be updated progressively)
Useful Information

• Council regulations (from UCA Constitution & Regulations 2004)
  Elders Covenant
  Committee Descriptions
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Current Schedule
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Current Membership

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 section “Other Information: Council regulations”. See also: http://assembly.uca.org.au/resources/47-regulations/278-regulations.html
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 25 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

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

• Meetings open with a prayer or short devotion led by a member(s)
• Council seeks, whenever possible, to arrive 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).
• No new recommendations requiring decisions by Council would normally be accepted at the meeting without having been placed on the Agenda by the Executive meeting. A decision to debate and resolve an item not on the Agenda will be made by agreement on proposal of a member.
• 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 twice a year, called by the Chair of the Congregation. The first meeting, usually held in autumn, typically considers the past years activities and receives the audited accounts of the Church. Progress on developments for the year(s) ahead are usually presented. The second meeting, normally held in late Spring, considers the next year’s budget and initiatives for the next year(s). It also considers the allocation of Congregational outreach projects.

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 2008 these are:

• Office Manager(paid): Wendy
• Ministry to Seniors (part time paid): Alison Dingwall
• Ministry to Children and Families (part time paid): Carolyn Blakemore.

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)

3. Useful Information

3.1. Council regulations (from UCA Constitution & Regulations 2004)

CHURCH COUNCIL
3.1.12 (a) The Church Council shall consist of:
(i) the Ministers, Interns, Youth Workers and Lay Pastors who are serving in approved placements in the Congregation;
(ii) Community Ministers and candidates for Community Minister who are serving in community ministry in the Congregation;
(iii) Ministers, being members of the Congregation, who are Ministers in- Association in accordance with Regulation 2.4.15;
(iv) subject to paragraph (b), Elders; and
(v) other confirmed members or members-in-association elected by the Congregation.
Subject to paragraph (b), the Church Council may co-opt not more than two other members or members-in-association of the Congregation to membership of the Church Council for such term not exceeding two years as the Church Council shall determine.
(b) Unless the Presbytery authorises otherwise, Elders shall be members of the Church Council and shall comprise at least one half of the membership of the Church Council. (c) The Church Council shall meet at least quarterly on dates to be determined by the Council to deal with all matters relating to the responsibilities of the Church Council having particular regard to any matters referred to the Council by the Congregation. Additional meetings shall be held when convened by the chairperson or at the direction of a Congregational meeting, Presbytery, Synod or Assembly.
(d) The chairperson shall convene a special meeting of the Church Council within fourteen days of being so requested by five or more members of the Council or by no fewer than half in number of the membership of the Church Council, whichever is the less. The business of such special meeting shall be restricted to the matters listed in the notice convening the meeting.
(e) The Presbytery may authorise the appointment of one Church Council where Congregations are related to each other.
(f) Church Councils of related Congregations may act conjointly in respect of all or some of the duties and responsibilities described in Regulation 3.1.13.
DUTIES AND RESPONSIBILITIES OF THE CHURCH COUNCIL
3.1.13 (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 duties and responsibilities of the Church Council include the following:
(i) sharing with the Minister(s) in mission and in the pastoral care and spiritual oversight of the Congregation;
(ii) nurturing the members and adherents in their growth in grace;
(iii) making decisions in accordance with the Regulations concerning baptism, confirmation and membership, and the keeping and reviewing of the rolls of the Congregation;
(iv) assisting the Minister(s) in the conduct of worship and in the administration of the sacraments;
(v) determining the time and place of services of public worship; (vi) carrying out its functions concerning applicants for the ministries of Minister of the Word, Deacon, Community Minister, Lay Pastor, Lay Preacher and Youth Worker, having regard to the Regulations;
(vii) managing the financial affairs and the general administration of the Congregation including the reception, preparation and presentation of all necessary budgets, statements and reports; (viii) managing and controlling property in accordance with the Regulations;
(ix) preparing and presenting to a meeting of the Congregation an annual report concerning the life and work of the Congregation including its worship, mission and service, and making recommendations with regard to the program for the ensuing year;
(x) exercising oversight of the appointment of officers and leaders of Congregational organisations;
(xi) referral of matters to Presbytery as prescribed.
(c) Conduct of Meetings
Meetings shall be conducted in accordance with “A Manual for Meetings in the Uniting Church” unless the Church Council has adopted or shall adopt other standing orders or meeting procedures.

3.2. Covenant

STATEMENT OF UNDERSTANDING BETWEEN ELDERS AND THE CHURCH COUNCIL This convenant between Elders and the Church Council acknowledges that individually ad collectively Elders will:

• share with the Minister the general spiritual and pastoral oversight of the congregation;
• nuture the members and adherents in their growth in grace;
• be prepared to act as mentors, intentionally excercising their individula gifts in appropriate forms of ministry, including faith formation and re-formation, formulating mission, and increasing Biblical literacy and awareness;
• take day to day responsibility for membership transfers, baptisms and confirmation;
• assist the Ministers in the conduct of worship and in the administration of the sarcraments;
• individually and collectively participate in the work of Council committees;
• maintain an awareness of the evolution of the congregation as a community of faith in relation to its Future Directions goals, and assis the congregation in its striving to achieve such goals;
• meet regularly as a group to provide a time for refreshing and renewing the spiritual growth of the Elders individually;
• Advise the Church COuncil at least quarterly in relation to any or all of the actions listed above.

Agreed to by consensus of the Elders April 12th 2000. Agreed to by consensus of the Chruch Council July 19th 2000.

3.3. Committee Descriptions

3.3.1. Council Executive:

Membership for 2009: Council chair: Beverley McGlead, Secretary: David Morgan/Lynn Boyer, Property committee: Warren Greenwood, Finance committee: Roger Vass, Pastoral committee: Jan Clear, Childrens' & Families: Lynn Boyer, Youth: Brian Clarkson, Seniors: t.b.a., Communications: t.b.a.

3.3.2. Property Committee:

Constitution: The Church Council in exercising the responsibilities defined in Regulation 4.4.1. of the Uniting Church in Australia, has established the Property Committee to be accountable to the Church Council in respect of Church property and to have responsibilities as defined by the Church Council from time to time. At all times, the Property Committee must comply with the regulations of the Uniting Church in Australia, as defined by its various councils and administered through the Synod of Victoria. Note: All properties as defined in the Definition area below are controlled and owned by the Property Board of the uniting Church in Australia, Victorian Synod. The GWUC Property committee, acts on behalf of this body. Major works, sale or redevelopment of these properties can only proceed with the express, written and authorized approval of the Property Board.

Composition: The Committee shall be appointed by the Church Council and be comprised of 12 members, except that the Council may vary this number at its discretion. A Convenor and a Secretary shall be appointed from the Committee members and by the Committee annually. Members will normally be appointed for a three year term in September of each year and may be appointed for successive terms. As near as practicable, it shall be arranged that one third of the members’ appointments expire each year. The Property Committee Convenor of the time shall make recommendations to the Church Council on potential appointments to the Committee.

Ex officio members: Ministerial Team, Congregational Treasurer

Duties & Responsibilities

• To conduct regular inspections of’ the Church Properties and their contents, in order to ascertain public health and safety and maintenance requirements and to implement such requirements,
• Arrange weekly cleaning of the church complex and maintenance of the grounds as required,

• Oversee operation of the Food Safety & Kitchen Management Committee.

• Allocate, manage and co-ordinate usage of the rooms and areas of the church complex,
• Administer the Church policy for use of the data projector and other electronic equipment,
• Determine rental charges for the use of any areas of the Church properties,
• Arrange appropriate security measures including,¬
• allocation of keys to the Church properties,
• protection of the Church physical assets and users of these facilities, and
• any other security measures deemed necessary from time to time.
• Report to the Congregational Treasurer as required, with forecast budgets for Church property maintenance, capital expenditure and rental income,
• Authorise expenditure of monies as delegated by the Church Council;
• Such other responsibilities as the Church Council may determine; and
• Report in respect of such matters and on such occasions as the Church Council may require.

Financial Delegations: Church Council has granted the Property Committee authority to enter into contracts pursuant to its duties and responsibilities, with the following financial delegations:¬

• Items included in approved budgets – Expenditure up to $500. Expenditure between $500 and $2,000, must be approved by the Finance Committee. Expenditure over $2,000 must be approved by Church Council.
• Items not included in approved budgets - Expenditure up to $300. Expenditure between $300 and $500, must be approved by the Finance Committee. Expenditure over $500 must be approved by Church Council.
• Expenditure, of any value, that would cause the approved budget to be exceeded must be referred to the Finance Committee prior to any commitments to expend.

Definitions: “Church property” means the church complex at Cnr Bogong Ave and Kingsway, and residences at 15 Southdown Avenue, 17 Southdown Avenue and 19 Southdown Avenue. “Church complex” means the worship area, hall and associated rooms and surrounds. This definition also includes all fixtures, fittings, equipment and any physical asset that is held in the name of the Glen Waverley Uniting Church and/or its committees.

Members of Committee: (as at 01/01/2009) Warren Greenwood (Convener), John Battisson , Carmel Stork (Secretary), Phil Dawkins, Ross Lennon, Neil Leister, John Pooley, Peter Trewin, Michael Foo, Joel Leister, Tim Laub, Robert Wood.

3.3.3. Finance Committee:

The Finance Committee is a permanent committee of the Church Council (see Glen Waverley Uniting Church Council Handbook).

The 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 and Continuation Committee are accountable to this committee.

Uniting Church Constitution and Regulations define the role of the Treasurer at Regulation 3.1.21 as follows

“The Church Council shall appoint annually from among its members a treasurer who shall:

• Keep the books of account, enter therein a record of all monies received and of all payments made, and produce this at all general meetings of the Congregation.
• Lodge all monies received in an account identified as belonging to the Congregation in any one or more of the financial institutions satisfying the requirements of Regulation 5.5.10(b)
• Produce the records and other evidence of transactions whenever called upon to do so by the Church Council; and
• Prepare financial statements for the consideration of the Church Council and the Congregation”

All committees of the Church Council are regulated under Regulations 3.1.23 to 3.1.26. There is also an obligation for Audit under Regulation 3.1.27 that states “The Church council shall make arrangements for audit, presentation and examination of all the funds of the Congregation as required by regulation 5.5.10” Within Glen Waverley Uniting Church, the function of Treasurer is assisted by a book-keeper / assistant treasurer who maintains the books of account, completes BAS statements and similar. However, responsibility for chairing meetings of the finance Committee, presenting the accountants to Church Councils and Congregational Meetings and Budgeting, rests with the Treasurer. The Finance Committee currently (January 2009) consists of :

• Interim Treasurer – Roger Vass
• Accountant – Helen Boucher
• Elders representative – Graeme Frecker
• Church recorder – Robert Wood
• Chair of Money Counters – Blair Feenaghty
• Chair of Property Committee – Warren Greenwood

Additional members should be ought to renew and enliven the committee, possibly drawing upon the less established segments of our congregation.

Meetings are normally held monthly on the Monday preceding Church Council Executive (which meets on the Thursday preceding Council on the third Wednesday of the month) – i.e. Finance meeting between 13th and 19th of month.

Detailed budgets are prepared each year, based upon experience until August/September. These budgets are refined and presented to Council late in the year for agreement at a meeting of Congregation normally held in November. The budgets reflect historical experience and expectations of the year ahead. A five year indicative forecast is also prepared at the same time, based upon knowledge of future plans for the church.

3.3.4. 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 for 209 are Lynne Boyer, Ken Devos, Kimberly Easton, Deb Graham, Marnie Troiani and Gail Irvine.

3.3.5. 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.

3.3.6. 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.

3.3.7. 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.

3.3.8. Communications Committee:

3.4. Position descriptions

3.4.1. Office Manager

GWUC Office Duties adopted September 2009:

1. Administration
i. All GWUC communications;
ii. Prepare weekly bulletins;
iii. Prepare and/or assist with Newview and other congregational communication material;
iv. Office services to all GWUC teams, councils and groups;
v. Maintain the Roll and mailing lists (according to privacy principles); vi. Maintain baptismal and wedding roll and registers;
vii. Control facilities bookings within guidelines or as approved by Property Committee;
viii. Administer all Copyright compliance;
ix. Administer the recording of ministerial and staff leave documentation and approvals; x. Manage facility hire by approved groups; and
xi. Train and support office volunteers using office facilities.

2. Event Management
i. Assist and support ministry team for all worship activities;
ii. Facilitate and assist with arrangements for weddings, funerals, special worship and other church run functions, including assist with securing support staff and stewards etc; and
iii. Assist with all functions occurring during normal office hours.

3. Financial
i. Maintain daily books of receipt and payments (not GWUC books); ii. Manage all petty cash;
iii. Perform any banking as required;
iv. Prepare cheques and other payment documentation as per Finance Committee requirements; and
v. Ensure all financial transaction have occurred according to Church Council delegations of authority.

4. Ministerial
i. Assist and co ordinate with the ministry team all pastoral care and general appointments;
ii. Support the ministry team best use of their time and appointments;
iii. Attend the ministry team meetings as appropriate; and
iv. Provide administrative and clerical support to the ministry team.

5. Pastoral Care
i. Be the “face of GWUC” as a first point of call;
ii. Respond to and support health emergencies within the complex during office hours; and
iii. Coordinate and/or facilitate GWUC groups and committee office needs.

6. Training
i. Identify any training needs and bring them to the attention of Church Council Executive for approval.

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.

YOUTH MINISTER JOB DESCRIPTION ( ) The Youth Minister is an appointment of the GWUC Congregation and is required to work with, and be subject to the oversight of, the Youth Ministry Team, with respect to the duties listed below. (The Youth Ministry Team is a sub-committee of the Church Council.) Duties

• Work with the GWUC multi-disciplinary Ministerial team with a particular emphasis on Ministry to Youth.
• Provide spiritual leadership, teaching and support to our youth and young adults.
• Challenge, nurture and equip young people for ongoing development of their faith, including preparation for confirmation.
• Provide pastoral care and support for the youth, young adults and their families as required.
• Provide leadership in worship, particularly in the development of contemporary worship in both the evening and morning services.
• Together with the Youth Ministry Team (YMT), develop and implement priorities for the Youth Ministry program and implement these.
• Assist the YMT in identifying potential leaders and provide training, support and resourcing for these and current leaders.
• Strengthen communication with all YM leaders and parents so as to ensure their support, effective participation and offer encouragement to their involvement.
• Working with the YMT, promote and advocate for youth within the congregation life.
• Seek to develop and grow local mission.

Abilities and gifts sought

• A mature faith and deep commitment to Jesus Christ and the Church.
• A sense of call to a specific Ministry to youth and young adults and an ability to relate to young people.
• Formal qualifications in the Specified Ministry of Youth Worker in the Uniting Church of Australia or equivalent.
• Experience in youth work, preferably within a congregational setting.
• A passion and ability to nurture faith.
• Ability to lead young people’s activities and to lead worship.
• Willingness to work constructively within a Ministry team.
• Ability to negotiate change and engage people in the changes or developments.
• Ability to communicate clearly and effectively with young people and their leaders as well as a variety of interest groups and individuals across the Congregation (particularly parents).
• An approach that combines vision, creativity, pastoral care and builds community.
• Ability and willingness to work within the Basis of Union of the Uniting Church and within the policies and guidelines of the UCA.

3.5. Membership as at February 2009

* Ex officio. E Elder

3.6. Budget

3.7. Schedule Of Council Meetings for 2009

3.8. Missional Groups