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Gift and History Books Proposal

GWUC - Book of History:

We believe this book to be a valued document for GWUC and its members and should be maintained.
It is proposed that an individual be sought in the congregation who would take on the task of updating and maintaining the book.
The book should be a summary of key events that have occurred each year in the life of the congregation, not a detailed diary of events.

Examples of key events would be:- Inductions

Proposed Action (1):- Warren to approach some identified members to see if they would take on this task?

Proposed Action (2):- Church Council: We seek your approval for this to proceed.

GWUC Archives and Archivist:

We believe there is a need to establish a process and agreed content for GWUC archives, with electronic and physical. They are considered important. These can be either physical or electronic - such as wiki. But they need to be held in a manner that protects them and perpetuates them for future access. i.e. If the wiki is used (and we recommend it is used), it should be a seperate area that can be printed or transferred to another medium in the event of the wiki ceasing to exist. We also see the need for a photo and other physical document records.

Archives should contain items such as selection of photos, evidential documents such as Certificates of Occupancy and Building permits and projects. The archives can be in any medium, but must be accessible by any authorised persons and must be capable of existing for long periods of time safely or transferred to other mediums. For example, annually, a copy of the membership roll should be created in a form that would enable people to check annual memberships or copies of key documentation. However, there should not be hundreds of photos. The archivist role will include the responsibility of determining which shots for any one event should be retained.

We see this as a task that needs a person who is challenged and excited by the opportunity this provides and so after agreeing the nature of the tasks, and content, firstly advertise to see if anyone in the congregation has an interest in this task.

Proposed Action (3):- Warren to create a job description for this role and advertise for interested persons, and with Neil Peters, coordinate the establishment of the voluntary role.

Proposed Action (4a):- Church Council are to advise Warren of a short list of key records they believe should be included/considered in the archives and to approve this project to proceed, empowering Warren and Neil to add to that list as appropriate.

Proposed Action (4b):- Church Council to approve this proposal.

GWUC - Gift Book:

This book is seen as essential to further acknowledge key Bequests and Gifts received by the congregation.
Gifts, Donations and Bequests should always be acknowledged whenever received, however there is a clear difference between a gift, a bequest vs a donation.

Donation - the voluntary expression of thanks usually arising from the delivery of some form of service by GWUC or its members - these will often arise from members of the congregation being grateful for funerals, weddings and/or baptisms, or from use of church facilities for a family event. In some ways they are seen as voluntary payment for services for which non-members would be charged. These would NOT be recorded in the Gift Book. These would be acknowledged by the Office Manager by receipt and possibly letter.

Bequest - This is where a sum of money, or an item, is given to GWUC from the "Estate of XXXX" a person. These would be acknowledged by Church Council AND written into the Gift Book.

Gift - This is where a sum of money, usually in excess of $1,000, or physical items, are given to GWUC where there has been no service or specific support given in return. They may be in gratitude for many years of support or as an expression for mission support. These items would be acknowledged by Church Council and written in the Gift Book.

Each year, the Gift Book should have a page headed - Bequests for 20XX. All Bequests are to be recorded on that page with dollar amounts shown with the expressed permission of the trustee/s, AND then when the bequest funds are expended, a seperate page acknowledging the bequest and describing what it was used for would be created. The dollar amounts are NOT to be included on this latter pages and if requested by the family of the Estate, excluded from the Bequest Page summary.

At least annually, but more often if appropriate, the Gift Book is to be updated.

Each week or month, the Office Manager to turn the Gift Book to a new page so that over time, all gifts and bequests are viewable by the congregation and complex guests.

Proposed Action (5):- Church Council to approve the above Gift book process.

Proposed Action (6):- Office Manager and Warren Greenwood to implement.

From WarrenGreenwood & NeilPeters to ChurchCouncil Sep 2016

GiftHistoryBooks (last edited 2016-09-10 07:08:30 by DavidMorgan)