Working With Children Check Policy

Based on Working with Children Check-Registration Policy version 1 February 2016, Synod of Victoria and Tasmania.

For a shorter version see WorkingWithChildrenCheck For updates see the Synod web site.

The Uniting Church in Australia believes that all people, including children, are made in the image of God. As a Christian community we believe that God reaches out to us in love and acceptance, and that our relationships with each other should express love, care and respect.

The Uniting Church in Australia, Synod of Victoria and Tasmania (the Synod) is committed to ensuring that children who participate in Uniting Church activities, programs and events are safe and led by adults who have obtained a positive Working with Children Check (Victoria and NSW) and the Working with Children Registration (Tasmania) as required by legislation.

All entities of the Uniting Church (UnitingCare agencies, schools, camps, programs and congregations) are expected to meet the requirements of the Working with Children legislation. This policy is inclusive of all entities; however it focuses on the particular application of the legislation to congregations.

The Synod has developed the Keeping Children Safe policy as an overarching policy for the whole church. This Working with Children Check/Registration policy should be read in conjunction with both the Keeping Children Safe policy and the Safe Church policy.

Purpose of the Working with Children Check/Registration (WWCC/R) policy

The objective of this policy is to ensure that children and young people participating in UCA activities, programs and events are safe. Before any person can work with children or young people, an appropriate screening process must be undertaken. By doing this the church is saying to its members and to the wider community that we are doing all we can to ensure the children in our care are safe. The Working with Children Check/Registration screens people’s criminal records and is one way to assist in preventing those who pose an unjustifiable risk to children from working with or caring for them.

Some congregation members and volunteers experience a request to obtain a WWCC/R as a lack of trust in them, which they find confronting. This is especially true when a request is made after years of faithful service to the church. Being asked to obtain a WWCC/R is not a reflection on the person. The position of trust they hold (or are being considered for) is a clear indication that they are seen to be trustworthy. However, community standards have shifted, new laws are in place and the church must ensure it can demonstrate that its leaders are able to be trusted. The Policy also says clearly to any individual who would not receive a positive check/registration that the Uniting Church is very serious about ensuring the safety of children in its care and is consequently vigilant about enacting appropriate screening processes and practices on anyone seeking to be involved in programs, activities or events with children and young people in our church.

Obtaining a WWCC/R is only one part of a system to help keep children safe in our church. This includes appropriate screening and selection procedures when choosing staff and volunteers as well as adopting and implementing Synod Safe Church practices and policies.

Who needs to have a Working with Children Check/Registration (WWCC/R)?

Ministers, pastors, lay preachers, lay leaders, appointed leaders and volunteers who are 18 years and over (Victoria & NSW) and 16 years and over (Tasmania) and who work with children and/or young people as part of a congregation, Presbytery or Synod activity, program or event, whether as a volunteer or in a paid role, must have a WWCC/R. This includes parent helpers who are working with children other than their own.

Legislated WWCC/R requirements apply in Victoria, Tasmania and NSW. While each State’s legislation is different, the intention of this policy is to simplify the requirements so they are consistent across the Synod. In some states this may mean that our policy goes beyond the basic minimum requirements as defined in that state’s legislation.

In the congregation, the Church Council is responsible for advising those individuals who require a WWCC/R. It must document this decision and the process for monitoring implementation in the Church Council minutes and ensure it is recorded in an appropriate register.

Ministers and Pastors

are all required to have a WWCC/R. This is a legislated requirement.

Volunteers, Lay Leaders, Lay Preachers and Employees

While there is some variation in the requirements from state to state, the Synod requires that all who fill particular roles where they have contact with children and young people in programs, events and activities run on behalf of congregations, presbyteries or the Synod have a WWCC/R. This includes, but is not limited to, Lay Preachers, Elders, Church Councillors, worship leaders, anyone commissioned by the Church Council to perform a leadership role, music leaders, organists and Bible study leaders.

Congregations and programs are requested to add to this group any other persons involved in activities within their bounds where it is reasonably expected the person might have contact with children as they fulfil their role.

Glen Waverley have added: CouncilMinutes20160418

• All leaders who photographs appear on the directory of leaders in the foyer.

• All members of RosterGreeting and RosterDoor.

Synod position regarding exemptions

Retired Ministers who are exercising any form of active ministry (including marriages, funerals, supply ministry, pastoral care/visiting or leading worship) must have a current WWCC/R. The only exemption is for a retired minister who never leads worship, never makes a pastoral visit, and never conducts funerals or weddings. Minsters who fit this description should contact the appropriate church office to ensure their name has been removed from the marriage celebrant registrar.

Professional Employment (eg teachers, police officers, lawyers) exemptions vary from state to state. Therefore the Synod requires all volunteers to obtain a WWCC/R regardless of whether they are exempt due to their profession under their own state legislation.

Exemption due to direct supervision – Victoria only Victoria’s legislation exempts persons involved in child -related work who are ‘directly supervised’ by someone who holds a WWCC from requiring a WWCC themselves. Supervising another person’s contact with children must be personal and immediate but can include a brief absence, such as taking a phone call in another room. This sort of supervision could be used for situations of ad hoc leadership, however, it should not be used in any ongoing capacity. When ‘direct supervision’ is used, it should be documented by the church council or by the organiser of an event, program, activity or camp, including the name of the volunteer/worker, the name of the person in the supervision role, the date and location, the event and the way the person without a WWCC is involved.

Failure to obtain or cancellation/suspension of a Working with Children Check/Registration (WWCC/R)

Failure to obtain a WWCC/R is referred to as a Negative Notice (Victoria), Refusal (Tasmania) and being Barred (NSW). A negative notice, refusal or bar may be issued either on initial application or if an individual’s WWCC/R has been suspended or cancelled. This will indicate that the person is not suitable for participation in child -related programs, activities or events or in any leadership role. It is paramount that the church council or program, activity or event organisers remove this person from leadership and from having access to children immediately.

It is also very important that if you receive a Negative notice you immediately contact the Synod General Secretary ([email protected] or 03 9251 5215). Penalties apply for failure to act immediately.

Registering your Working with Children Check/Registration (WWCC/R) in the Synod’s database

NB. Individuals will need to complete the application process as outlined on pages 5 and 6 prior to being added to the database. In Victoria, congregations are required to enter their persons with a WWCC on the Synod’s secure online database. Each congregation, presbytery or event should have a Contact Person such as the Church Secretary, Minister or another specified person. This person will be responsible for registering each person from their congregation or event who has a WWCC in the congregation/event’s own secure section of the Synod database.

To apply for a WWCC in Victoria

• In Victoria you must complete the on-line application form at https://online.justice.vic.gov.au/wwccu/onlineapplication.doj

• If you do not have a computer or internet access please contact your minister, employer, event/program organiser or presbytery or visit your local library.
• Organisation details: When prompted to enter the details of the organisations you are involved in please list both:

  • Glen Waverley Uniting Church, Level 2, Wesley Place, 130 Lonsdale Street, Melbourne Victoria 3000. Contact 03 9116 1400 or [email protected]. Note that this is a new address for Synod, that should be entered when renewing cards, but existing cards do not need to be changed.

  • Glen Waverley Uniting Church, 10-12 Bogong Ave, Glen Waverley, 3150. Contact ChurchOffice

Further information can be found on the WWCC website http://www.workingwithchildren.vic.gov.au/utility/home/

Safe Church Concerns Anecdotal Record

Complete and give to your team leader The completed for should be given to your team leader, who will pass the information onto the Safety Concerns Person. This document is to be kept in a locked filing cabinet

Church Congregation name:

Safety Concerns Person: _

Name of team leader: _

Age of person report is concerning:

Relationship to the person:

Describe your concerns, what was observed or what was said (It is important to provide as much information as possible, basing your information on facts and observations, without making assumptions or jumping to conclusions or making “value” judgments). .

.

.

.

.

. Time and date of the incident or recording

Date:

Time:

Name: _

Signature: _

2.3.1 Creating a Safe Environment for Children and Vulnerable Adults in our Church

2.3.2 Brochure - Creating a Safe Environment for Children in our Church

2.3.2 Brochure - Creating a Safe Environment for Children in our Church.pdf

2.3.3 Brochure - Creating a Safe Environment for Vulnerable Adults

2.3.3 Brochure – Creating a Safe Environment for Vulnerable Adults.pdf

2.3.4 Brochure - Code of Conduct for the Prevention of Abuse

2.3.4 Code of conduct for the prevention of abuse.pdf

2.3.5 Safe Leaders Guide

2.3.5 Safe Leaders Guide.pdf

2.3.6 Brochure – Safe Leaders Guide

2.3.5 Safe Leaders Guide.pdf

2.3.7 Brochure - Persons of Concern Policy

2.3.7 Brochure - Persons of Concern Policy.pdf

2.3.8 Guide on the Prevention of Sexual Grooming

2.3.8 Guide on the Prevention of Sexual Grooming.pdf

See also CouncilPage

3.2.1 Church Council Policy

The Church Council of Glen Waverley Uniting Church (GWUC) exists to discern God’s will in dealing with financial, administrative and managerial aspects of the church. Its composition needs to include both people who are small picture (detailed, administrative, organisational, and managerial) and big picture (visionary, creative) who are willing to look at the life of the Church from a business perspective.

The duties and responsibilities of the Church Council as outlined in Uniting Church in Australia Regulation 3.1.13 include:

1. sharing with the minister in mission and in the pastoral care and spiritual oversight of the congregation;
2. nurturing the members and adherents in their growth in grace;
3. making decisions in accordance with the Regulations concerning baptism, confirmation and membership, and the keeping and reviewing of the rolls of the Congregation;
4. assisting the minister in the conduct of worship and in the administration of the sacraments;
5. determining the time and place of services of public worship;
6. carrying out functions concerning applicants for the ministries of Minister of the Word, Deacon, Community Minister, Pastor, Lay Pastor, Lay Preacher and Youth Worker, having regard to the Regulations;
7. managing the financial affairs and the general administration of the Congregation including the reception, preparation and presentation of all necessary budgets, statements and reports;
8. managing and controlling property in accordance with the Regulations;
9. 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; exercising oversight of the appointment of officers and leaders of Congregational organisations;
10. referral of matters to Presbytery as prescribed.

Meetings are held in accordance with “A Manual for Meetings in the Uniting Church in Australia” which outlines the consensus model of discussion and voting.

GWUC Church Council seek committed Christians who show evidence in their life of the following qualities:-

• Is a member or member-in-association of Uniting Church in Australia;
• Attends church regularly;
• Loves, cares about and embraces the current and future state of our church;
• Has people skills (eg approachable; kind; able and eager to discuss difficult and contentious issues maturely; sensitive; able to be disagreed with; listens intently);
• Is reliable;
• Has a heart to discern God’s will for our church;
• Available to fill Church requests;
• Is a team player;
• Open to new ideas and creative thinking and is willing to embrace change;
• Is objective.

Nominations are called for during December-January each year seeking applicants with the qualities outlined. These applicants will be screened using the “Screening Questionnaire for Volunteers” including contacting referees. If the applicant is deemed as appropriate for a role on Church Council, they will be placed on a ballot, and elections will take place at a nominated Congregational Meeting. If the applicant is elected, the applicant will be appointed with induction requiring signing of the Code of Conduct and a full understanding of the policies and procedures of GWUC. The term is recommended as a two year period, but is specified on a case-by-case basis.

GWUC Church Council meet monthly, on the last Tuesday evening of each month. The quorum required is not less than one half of the total membership of the Church Council. If the quorum shall not be obtained the meeting shall be re-convened.

The Church Council The role of these elected postions are:-

• Chairperson - to ensure that meetings are held in accordance with “A Manual for Meetings in the Uniting Church in Australia”.
• Secretary - is responsible for keeping minutes of meetings of Church Council; maintaining records and papers of the Congregation; and carry out other duties required by Church Councl.
• Treasurer – to keep the books of accounts, recording monies received and all payments made, and produce this at general meetings of the Congregation; lodge money received in an account identified as belonging to the Congregation; produce records and other evidence of transactions; prepare financial statements for Church Council and the Congregation.

Supervision Policy

To properly exercise our “duty of care” (defined as to do everything reasonably practicable to protect others from harm), particularly in relation to ministry with children and vulnerable adults, it is essential that we not only have safe leaders, but that we also have an adequate number of people to supervise the program.

• Precise numbers of leaders are hard to determine and will depend greatly on the size of the group, their age and the risk level of activity. A good guide is a minimum of 2 leaders, then a ratio of 1:10. However, with younger children, and vulnerable adults and adults with disabilities, more supervision is required.
• As a guide, no matter what the size of the group, enough leaders to cope with any accidents and/or critical incidents that may occur.
• It is good practice to have at least 4 adults on-site, for all ministry activities with children or vulnerable adults. This will allow for safe supervision if and when accidents or critical incidents occur, ie 2 adults to stay with children, 2 adults to attend to the critical accident or incident.
• More leaders if you are planning to run high-risk activities such as taking children or young people off –site, swimming, bushwalks or game nights, or if the group is large.
• It is essential when considering supervision to make the distinction between those adults who are part of team and junior ministry leaders (under 18 years). Junior ministry leaders (under 18) must not be counted in supervision numbers.
• In many cases, it may be necessary to use adult helpers. Adult helpers are people over the age of 18 who are not leaders of the group, but rather are present on-site for supervision purposes. In the case of children and youth ministries the Working With Children policy must be adhered to. Adult helpers do not run activities, whereas junior ministry leaders may run many. Adult helpers are important to help ensure the safety of the children and/or young people.
• No leader should be alone, one-on-one, with a child or young person. One adult with a small group is fine as long as there are other adults on site.
• When toileting very young children (under 5), the best practice is to have the parent come and toilet their child. If this not possible, take children in a group to the toilet.
• Where possible, child/young person programs should have both male and female leaders to provide support for both boys and girls.
• In relation to camps or overnight setting, it is not advisable that leaders sleep in the same room as the children. Children sleeping in a room together without an adult present are at less risk than in circumstances which may give prospective abusers access to sleeping children. This practice also avoids the possibility of false accusations of abuse by a child towards a leader.
• For safe supervision of children/young people and vulnerable adults, an adequate number of adult leaders in proportion to the risks of the program and the number of attendees. A minimum of 2 adults in attendance, or on-site is required for the running of any ministry activity.

Based on Keeping Children Safe Policy from Synod.

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2. 3.2.4 Online Communication Policy

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4. 3.2.5 Privacy Policy

1. Glen Waverley Uniting Church

2. Concerns of Abuse or Risk of Significant Harm

3. Reporting Procedure

Anyone working with vulnerable adults or children/young people regularly may come face-to-face with what may be cases of abuse. However, when our limited knowledge of a situation is combined with the factors that influence our perception, it can be difficult to be objective in our judgment.

To assist our decision-making, there are guidelines provided by state government legislation and the Uniting Church in Australia for responding appropriately when there are concerns that someone is being, or has been, abused.

3.1. Vulnerable adults:

• Criminal allegation towards a vulnerable adult is to be reported to the police and other local health services.
• Allegations of bullying, sexual harassment, spiritual abuse or heretical teaching also need to be responded to compassionately and justly.
• Allegations of serious ministry misconduct or abuse by church leaders against vulnerable adults need to be reported. In the case of an allegation against a minister this is reported to the Ethical Standards Officer. In the case of an allegation against a church appointed volunteer to the minister or Safety Concerns Person (this contact person is listed on church noticeboards).
• In a suicide attempt or threat, or other situations where a person’s mental health may be placing self or others at risk of harm contact the police or/and mental health crisis service.
• For concerns about people with special needs (eg intellectual or physical disability or mental health concern) speak to the minister or Safety Concerns Person. They may seek from relevant health services.
• Complete the ‘Safe Church Concerns Anecdotal Record’ to notify the Safety Concerns Person regarding the vulnerable adult’s situation.

3.2. Children and young people:

• Child abuse is in direct opposition to Jesus’ words about welcoming children (Matthew 19:14) and loving one another (John 13:34).
• The definition and interpretation of what is abusive have broadened over the past 40 years to include neglect, emotional, sexual, physical abuse, exposure to domestic violence and more recently electronic sexual grooming. The emphasis has also shifted to from investigations of abuse after the fact, to the prevention of abuse through the assessment of whether a child or young person has or is likely to suffer harm.

• A working definition of child abuse or maltreatment: physical, emotional, sexual abuse and or neglect resulting in harm to the child’s health, survival, development or dignity, often in the context of a relationship of responsibility, trust or power.

• There are reasonable grounds to report abuse if:-
  • a child tells you they have been or at risk of being abused
  • someone else tells you that they know of a child who has been or is at risk of being abuse
  • you have concerns that the child may have been or is at risk of being abused based on their physical appearance or behavior
• Many people are hesitant about making a judgment about abuse occurring in case their perception is incorrect. You are not required to establish or investigate is abuse has occurred. Your role is only to report your reasonable suspicions or concern of abuse, including the grounds of your concern to the minister or Safety Concerns Person using the ‘Risk of Significant Harm Form’.
• In a suicide attempt or threat, or other situations where a person’s mental health may be placing self or others at risk of harm contact the police or/and mental health crisis service.

4. 3.2.7 Risk of significant harm form

To be completed by the person who hears a disclosure or wishes to report a child or young person at risk of harm. The complete form should be given only to the Safety Concerns Person and then kept in a locked filing cabinet. The information will be used for reporting to the Government Child Protection Department. Church Congregation name:

Safety Concerns Person:

4.1. DETAILS OF PERSON REPORTING ALLEGED ABUSE / RISK OF HARM:

Name of reporter:

Relationship to alleged victim:

State immediate safety concerns:

4.2. DETAILS OF ALLEGED ABUSED VICTIM

Address

Names of Siblings:

Names of known support people to the child and family:

Have the parents/guardians of the victim been notified?

What were they told?

4.3. DETAILS OF ALLEGED PERPETRATOR OF THE ABUSE (IF KNOWN)

Address:

Phone:

Does the alleged perpetrator know about the report?

What was he/she told?

4.4. CHURCH’S RESPONSE TO ALLEGED ABUSE / RISK OF HARM

Reported by whom?

Advice given by police officer:

See also previous policy

5. Safe Transport Policy

Negligent driving can have painful emotional and legal consequences. Anyone who cannot/does not drive responsibly must not transport program attendees. Vehicles need to be driven carefully, observing the legal speed limits and road laws.

• All motor vehicles use for transportation of program participants must be driven according to the road rules
• A leader is never to be alone in a motor vehicle with a child, unless explicitly agreed to by the parent/guardian of the child, or in the case of emergencies.
• A leader should be mindful when alone in a motor vehicle with a vulnerable adult, as to not take advantage of their position of power.
• At no time should there be more passengers in a motor vehicle than the number of seat belts that are in working order and available for use.
• All motor vehicles are required to be registered, road-worthy, in good working order and driven by licensed drivers with a full licence or a probationary license of two years.
• If a child/vulnerable person is travelling in a motor vehicle by a worker/volunteer who possesses a provisional license, prior written consent should, wherever possible, be given by a parent/guardian, except in the case of emergencies. Provisional licenses additionally cannot transport more than 2 additional children/vulnerable adults.
• Drivers must also have WWCC or Police Checks in place to transport children/vulnerable adults.

• Drivers must complete a Drivers' declaration.

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6. 3.2.10 Social Media Policy and Guidelines

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7. 3.2.11 Wiki Policy and Guidelines

10. Safe Church Administration Person

10.1. General:

The Safe Church Concerns Persons will assist leaders and volunteers working with children, young people and other vulnerable adults in congregational activities. This includes dealing with Child Protection where appropriate or other concerns that arise during the course of GWUC activities. They are also to promote awareness of and adherence to GWUC’s Serving Safely Policy, and specifically the Code of Conduct.

This role will be shared between two volunteers of Glen Waverley Uniting Church. This shared role will ensure open channels of communication for GWUC, and adequately to balance the commitment for the persons to undertake this responsibility. Of the two positions, one is a Deputy, allowing the role to function if there is only one appointment.

Where possible, these two positions should be of each gender, varying age, and not from the same family, to ensure transparency. Particular care should be taken when considering and accepting individuals for this position, as a specific skill-set is required, one of confidentiality and pastoral care.

The Safe Church Concerns Persons will form half of the new Safety Team, which will report directly to Church Council. This is subject to change should Church Council see fit.

10.2. Key Selection Criteria:

• Understanding all types of abuse, and in particular an understand for the current legal system.
• Pastoral skills of a very high level

• Debriefing support for those disclosing & reporting.

10.3. Roles & Responsibilities:

• Assist leaders and volunteers working with all people-related activities
• Pastorally and sensitively deal with confidential incidents as required
• Promote awareness of and adherence to the GWUC Serving Safely Policy
• Follow the Reporting and Complaints processes, and seek guidance from the SYNOD Safe Church officer where appropriate.
• With the help of the Safety Team, receive from the Synod up to date information about child/adult protection policy and legislation including:
  • Relevant jurisdictional legalisations
  • VICTAS Creating a Safe Environment for Children and Vulnerable (CSECVA) policies and brochures:
    • CSECVA in our Church
    • CSECVA Code of Conduct for the Prevention of Child Abuse
    • CSECVA Safe Leaders Guide
    • SYNOD Communications Policy
    • Anti-Bullying and Harassment Policy
    • Policy for dealing with a complaint of sexual misconduct made against a Member or Adherent
    • Guidelines for dealing with a complaint of sexual misconduct made against a Lay Staff Person or Volunteer of the Uniting Church in Australia

10.4. Reporting and Complaints:

If someone makes or considers making a report about a Child Protection concern or one that relates to possible abuse of a vulnerable person that arises in the course of the Congregation’s activities:

• Support that person in making the report and/or thinking through the issue
• Put in place any actions to address any associated risk, and decide, on a need to know basis, who will be informed of the concern.

In the event of a complaint or concern regarding the bahaviour of someone connected with the Congregation:

• Contact the Associate General Secretary in the Synod Secretariat who will advise on appropriate action in accordance with UCA guidelines.
• Inform the Minister or Senior Leader (ie. Church Council Chairperson)
• If criminal activity is suspected, ensure the police have been contacted
• File complaints (Safe Church Concerns Anecdotal Record or Risk of Significant Harm form) and reports of investigations in a secure central file.
• Liaise with Synod Safe Church Educator as necessary.

10.5. Appointment term:

Each appointment shall be for the duration of 2-3 years, to a maximum of 9 years of continued service.

10.6. Recruitment Process:

One member of the Church Council, and one member of the Ministry Team undertake the recruitment and review process. They should follow the standard recruitment process as per the GWUC Serving Safely Policy.

When appointed, the SYNOD Safe Church educator should be informed. Reviews should be conducted at the end of each term, ensuring pastoral support of the outgoing Safe Church Concerns Person.

See SafetyTeamGroup for current appointment.

11. Safe Church Concerns Person

11.1. General:

The Safe Church Concerns Persons will assist leaders and volunteers working with children, young people and other adults in congregational activities. This includes, but is not limited to, dealing with Child Protection Services where appropriate. They are also to promote awareness of and adherence to GWUC’s Serving Safely Policy, and specifically the Code of Conduct.

This role will be shared between two volunteers of Glen Waverley Uniting Church. This shared role will ensure open channels of communication for GWUC, and adequately balance the commitment for the persons who undertake this responsibility. Of the two positions, one is a Deputy, allowing the role to function if there is only one appointment.

Where possible, these two positions should be of each gender, varying age, and not from the same family, to ensure transparency. Particular care should be taken when considering and accepting individuals for this position, as a specific skill-set is required, one of confidentiality and pastoral care.

The Safe Church Concerns Persons will be part of the new SafetyTeamGroup, which will report directly to Church Council. This is subject to change should Church Council see fit.

11.2. Key Selection Criteria:

• Understanding all types of abuse, and in particular an understanding of the current legal system.
• Pastoral skills of a very high level

• Ability to provide debriefing support for those disclosing & reporting

11.3. Roles & Responsibilities:

• Assist leaders and volunteers working with all people-related activities
• Pastorally and sensitively deal with confidential incidents as required
• Promote awareness of and adherence to the GWUC Serving Safely Policy and training opportunities
• Follow the Reporting and Complaints processes, and seek guidance from the SYNOD Safe Church officer where appropriate.
• With the help of the Safety Team, receive from the Synod up to date information about child/adult protection policy and legislation including:
  • Relevant jurisdictional legalisations
  • VICTAS Synod Creating a Safe Environment for Children and Vulnerable Adults (CSECVA) policies and brochures:
    • CSECVA in our Church
    • CSECVA Code of Conduct for the Prevention of Child Abuse
    • CSECVA Safe Leaders Guide
    • SYNOD Communications Policy
    • Anti-Bullying and Harassment Policy
    • Policy for dealing with a complaint of sexual misconduct made against a Member or Adherent
    • Guidelines for dealing with a complaint of sexual misconduct made against a Lay Staff Person or Volunteer of the Uniting Church in Australia

11.4. Reporting and Complaints:

If someone makes or considers making a report about a Child Protection concern or one that relates to possible abuse of an adult that arises in the course of the Congregation’s activities:

• Support that person in making the report and/or considering available options
• Put in place any actions to address any associated risk, and decide, on a need to know basis, who will be informed of the concern.

In the event of a complaint or concern regarding the bahaviour of someone connected with the Congregation:

• Liaise with Synod Safe Church Educator
• Contact the Associate General Secretary in the Synod Secretariat who will advise on appropriate action in accordance with UCA guidelines.
• Inform the Minister or Senior Leader (ie. Church Council Chairperson)
• If criminal activity is suspected, ensure the police have been contacted
• File complaints (Safe Church Concerns Anecdotal Record or Risk of Significant Harm form) and reports of investigations in a secure central file.

11.5. Appointment term:

Each appointment shall be for the duration of 2-3 years, to a maximum of 9 years of continued service.

11.6. Recruitment Process:

One member of the Church Council, and one member of the Ministry Team undertake the recruitment and review process. They should follow the standard recruitment process as per the GWUC Serving Safely Policy.

When appointed, the SYNOD Safe Church educator should be informed. Reviews should be conducted at the end of each term, ensuring pastoral support of the outgoing Safe Church Concerns Person.

See SafetyTeamGroup for current appointment.

12. Youth & Young Adults Committee

12.1. Role:

To support the integration of Youth & Young Adults Ministry as an essential part of Glen Waverley Uniting Church’s (GWUC) total life and mission.

12.2. Responsibilities:

• Ensure that effective leadership is developed and maintained for Y&YA at GWUC.

• Encourage and support faith & leadership development in all areas of Youth & Young Adults (Y&YA) ministry

• To appoint a Chairperson and Secretary to facilitate and record meetings.

• Support the Y&YA Coordinator with identifying resources for Y&YA ministries.

• Communicate with the wider Church community about Y&YA ministry events.

• Encourage Y&YA families to connect with missional group activities.

• Encourage connections between the different Y&YA programs.

• Planning and facilitating Y&YA Combined Events.

• Ensure that leaders of Y&YA programs are supported in ensuring WWCC & Safe Church requirements are met for all volunteers.

• Attend a Safe Church training session every three years, beginning in the first year of volunteering at GWUC.

• Participate in long term / big picture dreaming and planning for the enhancement and growth of Y&YA at GWUC.

• Assist the Y&YA Coordinator with preparing reports for the operation and development of Children and Families ministry where needed.

• Annually assess goals to ensure they are in line with GWUC goals
• Report annually to the Congregation (via a Congregational Meeting) and to Church Council (via the ministry review document in January of each year for the year preceding) to ensure accountability and transparency

• Support all potential Y&YA programs in completing the Approval for Ministry where needed.

12.3. Requirements:

• A commitment and passion for Youth and Young Adults ministry.
• Excellent organisational, strategic thinking and pastoral skills.

12.4. Commitment:

• One meeting every quarter.

12.5. Proposed Membership of group:

• Chairperson
• Secretary

• Youth & Young Adults minister

• Youth Group representative
• Monday night Small Group representative
• Wednesday night Small Group representative
• Church Council representative
• Any other Congregation member of the congregation with an interest in Youth and Young adults ministry.

13. Youth & Young Adults Chairperson

13.1. Role:

To facilitate meetings for the Youth & Young Adult Committee (Y&YA) meetings.

13.2. Responsibilities:

• Set agenda and chair Y&YA Meetings

• Ensure the Y&YA is accountable to its charter/goals and responsibilities

• Ensure the Y&YA annually re-assesses its goals through the Ministry Review process

• Liaise with other Ministry Groups
• Liaise regularly with all leaders for mutual sharing and problem solving

• Encourage and support faith development in all areas of Youth & Young Adults ministry

• Encourage and support leadership development in all areas of Youth & Young Adults ministry

13.3. Requirements:

• A commitment and passion for Youth & Young Adults ministry.

• Excellent facilitation, listening and organisational skills
• Enthusiastic, keen and caring character

13.4. Commitment:

• One meeting every quarter.

14. 4.3.3 Youth Group Small Group Leaders

14.1. Role:

To facilitate activities that encourages all youth attending to explore the stories of our faith tradition.
To provide pastoral care to the youth involved in the ministry activity. Responsibilities:

• Liaise with the Youth and Young Adults Co-ordinator before your rostered Friday to discuss planning and to ensure continuity for the group.
• Liaise with other Friday Small Group leaders to ensure continuity of the group.
• Prepare for the session by planning appropriate bible study and group activities.
• Arrive at your pre-arranged Small Group destination with enough time to ensure that the space is prepared and set up before the start of Small Group.
• Greet youth and their parents as they arrive at Small Group.
• Provide the youth with opportunities to explore the Bible story through asking questions.

• Following the session, notify the Youth & Young Adults Co-ordinator and other leaders about any new children and anything important to note from the session.

• Ensuring the space is packed up and tidy at the end of the evening.
• Attend a planning meeting each term.
• Attend a Safe Church training session each three years, beginning in the first year of volunteering at GWUC.

14.2. Requirements:

• A commitment and passion for Youth & Young Adults ministry.

• A current Working with Children Check.
• A passion for providing youth with opportunities to grow in faith towards spiritual maturity.
• Enthusiastic, keen and caring character

14.3. Commitment:

• Every Friday per school term, in conjunction with Friday night Youth Group.

15. 4.3.5 7PM Worship Leader

15.1. Role:

• To coordinate all music components for 7pm services, and support the musical growth of the band members throughout.

15.2. Responsibilities:

• Select music each week in conjunction with band members
• Communicate with band members for each week, and arrange practices where necessary
• Lead the band throughout rehearsals
• Arrive at GWUC on the Sunday afternoon with enough time to ensure that the room is prepared and setup before the start of worship, including preparing the keynote presentation
• Encourage new members to join the band
• Ensure all audio equipment, including sound levels, is setup to a professional standard
• Prepare for the session by planning and practicing the chosen songs, and ensuring band members are given enough notice
• Support band members in prayer where appropriate
• Following the session, communicating thoughts of the worship service with the rest of the band, to enable growth as a band unit
• If desired, experiment with new songs as desired
• Run a planning meeting once a year

15.3. Requirements:

• A commitment and passion for Christian worship
• Strong musical ability, with proven musical experience and leadership
• A passion for facilitating connectedness of faith towards through musical experiences.

15.4. Commitment:

• One/two Sundays per month, as agreed to with the other band coordinators.

16. 4.3.6 7PM Worship Team

16.1. Role:

• To facilitate the music component of 7pm services.

16.2. Responsibilities:

• Work with the designated worship leader in selecting music
• Arrive at GWUC on the Sunday afternoon with enough time to ensure that the room is prepared and setup before the start of worship
• Assist the worship leader where possible in setting up audio equipment
• Prepare for the session by reading through the music provided, and ensuring basic practice levels are being met on your chosen instrument/s.
• Greet people as they arrive at worship.
• Following the session, communicating thoughts of the worship service with the rest of the band, to enable growth as a band unit.
• If desired, experiment with new songs as desired
• Attend a planning meeting once a year.

16.3. Requirements:

• A commitment and passion for Christian worship
• Enthusiastic and creative, with proven musical experience or a strong desire to learn
• A passion for facilitating connectedness of faith towards through musical experiences.

16.4. Commitment:

• One/two Sundays per month, as agreed to with the worship leaders.

17. 4.4.1 Outreach Missional Group Coordinator

17.1. Role:

To facilitate the direction of the Outreach Missional Group, facilitating meetings & ensuring growth and support of the missional group members.

17.2. Responsibilities:

• Set agenda and chair OMG Meetings
• Ensure the OMG is accountable to its charter/goals and responsibilities
• Ensure the OMG annually re-assesses its goals through the Ministry Review process
• Liaise with other Ministry Groups
• Liaise regularly with all leaders for mutual sharing and problem solving
• Encourage and support faith development in all areas of Outreach ministries
• Encourage and support leadership development in all areas of Outreach ministries

17.3. Requirements:

• A commitment and passion for the ministries of the Outreach Mission Group
• Excellent facilitation, listening and organisational skills
• Enthusiastic, keen and caring character

17.4. Commitment:

• One meeting every quarter.

18. 4.4.2 Outreach Committee

18.1. Role:

To support the integration of the Outreach missional group as an essential part of Glen Waverley Uniting Church’s (GWUC) total life and mission.

18.2. Responsibilities:

• Ensure that effective leadership is developed and maintained for Outreach ministry at GWUC.

• Encourage and support faith & leadership development in all areas of Outreach ministry

• To appoint a Chairperson and Secretary to facilitate and record meetings.
• Support the Outreach co-ordinator with identifying resources for the Outreach team.
• Communicate with the wider Church community about Outreach events.
• Encourage Outreach members to connect with wider missional group activities.
• Encourage connections between the different Outreach programs.
• Planning and facilitating Outreach Events.

• Ensure that leaders of Outreach programs are supported in ensuring WWCC & Safe Church requirements are met for all volunteers, liaising with the Safe Church team where needed.

• Attend a Safe Church training session every three years, beginning in the first year of volunteering at GWUC.
• Participate in long term / big picture dreaming and planning for the enhancement and growth of Outreach at GWUC.
• Assist the Outreach co-ordinator with preparing reports for the operation and development of Outreach ministry where needed.
• Annually assess goals to ensure they are in line with GWUC goals
• Annually report to the Congregation (via a Congregational Meeting) and to Church Council (via the ministry review document in January of each year for the year preceding) to ensure accountability and transparency
• Support all potential Outreach programs in completing the Approval for Ministry where needed.

18.3. Requirements:

• A commitment and passion for Outreach ministry.
• Excellent organisational, strategic thinking and pastoral skills.

18.4. Commitment:

• One meeting every quarter.

18.5. Proposed Membership of group:

• Outreach co-ordinator
• Chairperson
• Secretary
• Outreach volunteers

• Council representative

19. Inclusive Community Mission Group Coordinator

19.1. Role:

To facilitate the direction of the Inclusive Community Missional Group (ICMG), facilitating meetings & ensuring growth and support of the missional group members.

19.2. Responsibilities:

• Set agenda and chair ICMG Meetings
• Ensure the ICMG is accountable to its charter/goals and responsibilities
• Ensure the ICMG annually re-assesses its goals through the Ministry Review process
• Liaise with other Ministry Groups
• Liaise regularly with all leaders for mutual sharing and problem solving
• Encourage and support faith development in all areas of Inclusive Community ministry
• Encourage and support leadership development in all areas of Inclusive Community ministry

19.3. Requirements:

• A commitment and passion for Community ministry.
• Excellent facilitation, listening and organisational skills
• Enthusiastic, keen and caring character

19.4. Commitment:

• One meeting every quarter.

20. Inclusive Community Committee

20.1. Role:

To support the integration of Inclusive Community Ministry as an essential part of Glen Waverley Uniting Church’s (GWUC) total life and mission.

20.2. Responsibilities:

• Ensure that effective leadership is developed and maintained for Inclusive Community ministry at GWUC.

• Encourage and support faith & leadership development in all areas of Inclusive Community

• To appoint a Chairperson and Secretary to facilitate and record meetings
• Support the Inclusive Community co-ordinator with identifying resources for the Inclusive Community team
• Communicate with the wider Church community about Inclusive Community events
• Encourage Inclusive Community members to connect with wider missional group activities
• Encourage connections between the different Inclusive Community programs.
• Planning and facilitating Inclusive Community events

• Ensure that leaders of Inclusive Community programs are supported in ensuring WWCC & Safe Church requirements are met for all volunteers, liaising with the Safe Church team where needed.

• Attend a Safe Church training session every three years, beginning in the first year of volunteering at GWUC.
• Participate in long term / big picture dreaming and planning for the enhancement and growth of Inclusive Community at GWUC.
• Assist the Inclusive Community co-ordinator with preparing reports for the operation and development of Inclusive Community ministry where needed.
• Annually assess goals to ensure they are in line with GWUC goals
• Annually report to the Congregation (via a Congregational Meeting) and to Church Council (via the ministry review document in January of each year for the year preceding) to ensure accountability and transparency
• Support all potential Inclusive Community programs in completing the Approval for Ministry where needed.
• To minister to senior members of the congregation in spiritual, pastoral, social and supportive ways, and to the wider community through links with retirement villages, hostels and nursing homes. (Added Sep 2018)

20.3. Requirements:

• A commitment and passion for Inclusive Community ministry.
• Excellent organisational, strategic thinking and pastoral skills.

20.4. Commitment:

• One meeting every quarter.

Proposed Membership of group:

• Inclusive Community co-ordinator
• Chairperson
• Secretary
• Outreach volunteers

• Council representative

21. 4.6.1 Faith Development Missional Group Coordinator

21.1. Role:

To facilitate the direction of the Faith Development Missional Group (FDMG), facilitating meetings & ensuring growth and support of the missional group members.

21.2. Responsibilities:

• Set agenda and chair FDMG Meetings
• Ensure the FDMG is accountable to its charter/goals and responsibilities
• Ensure the FDMG annually re-assesses its goals through the Ministry Review process
• Liaise with other Ministry Groups
• Liaise regularly with all leaders for mutual sharing and problem solving
• Encourage and support faith development in all areas of Glen Waverley Uniting Church

• Encourage and support leadership development in all areas of Children & Families ministry

21.3. Requirements:

• A commitment and passion for Faith Development
• Excellent facilitation, listening and organisational skills
• Enthusiastic, keen and caring character

21.4. Commitment:

• One meeting every quarter.

22. Faith Development Committee

22.1. Role:

To support the life of the Faith Development Missional Group (FDMG) as an essential part of Glen Waverley Uniting Church’s (GWUC) total life and mission.

22.2. Responsibilities:

• Ensure that effective leadership for the FDMG is developed and maintained at GWUC.

• Encourage and support faith & leadership development in all areas of FDMG ministry

• To appoint a Chairperson and Secretary to facilitate and record meetings.
• Support the FDMG Coordinator with identifying resources for FDMG ministries.
• Communicate with the wider Church community about FDMG ministry events.
• Encourage FDMG participants to connect with other missional group activities.
• Encourage connections between the different FDMG programs.
• Planning and facilitating FDMG combined events.

• Ensure that leaders of FDMG programs are supported in ensuring WWCC & Safe Church requirements are met for all volunteers.

• Attend a Safe Church training session every three years, beginning in the first year of volunteering at GWUC.
• Participate in long term / big picture dreaming and planning for the enhancement and growth of FDMG at GWUC.
• Assist the FDMG Coordinator with preparing reports for the operation and development of the FDMG ministry where needed.
• Annually assess goals to ensure they are in line with GWUC goals
• Report annually to the Congregation (via a Congregational Meeting) and to Church Council (via the ministry review document in January of each year for the year preceding) to ensure accountability and transparency
• Support all FDMG programs in completing the Approval for Ministry where needed.

22.3. Requirements:

• A mature and committed Christian
• A passion for faith development in GWUC.
• Excellent strategic thinking, biblical knowledge and pastoral skills.

22.4. Commitment:

• One meeting every quarter.

22.5. Proposed Membership of group:

• Faith Development MG Coordinator
• Chairperson
• Secretary

• Council representative

• Any other member of the congregation with an interest in Faith Development ministry

23. 4.7.1 Community Hub Team

23.1. Role:

• To support the life of the Community Hub Missional Group (CHMG) as an essential part of Glen Waverley Uniting Church’s (GWUC) total life and mission.

23.2. Responsibilities:

• Ensure that effective leadership for the CHMG is developed and maintained at GWUC.

• Encourage and support faith & leadership development in all areas of CHMG ministry

• To appoint a Chairperson and Secretary to facilitate and record meetings.
• Support the CHMG Coordinator with identifying resources for CHMG ministries.
• Communicate with the wider Church community about CHMG ministry events.
• Encourage CHMG participants to connect with other missional group activities.
• Encourage connections between the different CHMG programs.
• Planning and facilitating CHMG combined events.

• Ensure that leaders of CHMG programs are supported in ensuring WWCC & Safe Church requirements are met for all volunteers.

• Attend a Safe Church training session every three years, beginning in the first year of volunteering at GWUC.
• Participate in long term / big picture dreaming and planning for the enhancement and growth of CHMG at GWUC.
• Assist the CHMG Coordinator with preparing reports for the operation and development of the CHMG ministry where needed.
• Annually assess goals to ensure they are in line with GWUC goals
• Report annually to the Congregation (via a Congregational Meeting) and to Church Council (via the ministry review document in January of each year for the year preceding) to ensure accountability and transparency
• Support all CHMG programs in completing the Approval for Ministry where needed.

23.3. Requirements:

• A commitment and passion to share God’s love in the wider community of GWUC.
• Excellent communicative, strategic thinking and event management skills.

23.4. Commitment:

• One meeting every quarter.

23.5. Proposed Membership of group:

• Community Hub MG Coordinator
• Chairperson
• Secretary
• CHMG representative
• Leisure Time representative
• Playgroup representative
• The hub representative
• Welfare committee representative

• Council representative

• Any other member of the congregation with an interest in the CHMG ministry.

24. Community Hub Mission Group Coordinator

24.1. Role:

• To facilitate the direction of the Community Hub Missional Group (CHMG), facilitating meetings and ensuring growth of the missional group members.

24.2. Responsibilities:

• To uphold the vision mission and policies of GWUC
• Ensure the CHMG is accountable to its charter/goals and responsibilities
• Ensure the CHMG annually re-assesses its goals through the Ministry Review process
• Liaise with other Ministry Groups
• Set agenda and chair CHMG Meetings
• Liaise regularly with all leaders for mutual sharing and problem solving
• Visit CHMG group activities in order to keep in touch with and support their programmes
• Maintain noticeboard
• Liaise with Secretary CHMG in order to ensure timely submission of reports for monthly Bulletin and Church Council
• Prepare reports for Congregational Meetings, Annual Report, Budget
• Liaise with groups regarding Newview reports
• Write short Cooee reports when required, e.g., for Monthly Bulletin and Church Council.

24.3. Requirements:

• A commitment and passion for Community ministry.
• Excellent facilitation, listening and organisational skills
• Enthusiastic, keen and caring character

24.4. Commitment:

• One meeting every quarter.
• Prepare reports as required.

25. Community Hub Missional Group Secretary

25.1. Responsibilities

Liaise with Co-ordinator of CHMG when reports are to be in for monthly bulletin, Newview, Church Council, Annual Report, Budget, and Congregational Meetings.

25.1.1. For the quarterly meeting:

• Usually on second Wednesday of each term at 1.00 pm
• A week before the next CHMG meeting, send out blank agendas to Committee Members for any items they wish to be included for discussion.
• Prior to the meeting, collate responses on a master agenda and email to committee members.
• Take minutes at the meeting and email to all Committee Members.
• On the minutes, * the items which the committee wish to be included in the reports to Church Council (see below).

25.1.2. For the Bulletin:

• Set due dates for reports, so that all are ready to be submitted to the office at the beginning of the week prior to the publication of the Monthly Bulletin.
• Remind co-ordinators of Leisure Time, The Hub, Coee and Playgroups that their quarterly reports are due with the secretary.
• Proof- read the reports, edit as necessary, and submit to the office as one file. Heather will add the logo before publishing in the Bulletin.

25.1.3. For Church Council:

• Delete irrelevant details from the monthly Bulletin items, and forward to the wiki or Church Council secretary.
• Remember to include any * items.
• The reports should be submitted by the appropriate date.
• The Bulletin and Church Council reports are submitted four times a year around the time of the four CHMG meetings.

26. THE HUB CO-ORDINATOR

26.1. ROLE:

• To co-ordinate normal and special activities of The Hub.
• To liaise with the CHMG co-ordinator and keep them up to date with all events for The Hub.
• To communicate with Church Council, Ministry Team and other Mission Group Co-ordinators dates of events and fund raising recipients for the year.
• To attend CHMG meetings.
• To facilitate a healthy Christian environment for the wider community and members of the congregation to enjoy, through establishment of healthy relationships and warm hospitality.
• Additionally, to ensure The Hub programs operate safely, while providing adequate pastoral support.

26.2. RESPONSIBILITIES:

• To uphold the vision, mission and policies of GWUC

26.2.1. ROSTER

• Each term, prepare a roster covering the 5 sessions of The Hub for each week.

• This includes

  • Keeping the database up to date with correct info for volunteers. Need to give any changes in info to ChurchOffice or DavidMorgan and ask them to update the info on the database.

  • Keeping The Hub Preference list on the wiki up to date. This shows the days and times each volunteer is available to be on the roster.

  • When ready to do the new roster, ask DavidMorgan to convert and email or print out a list of Hub volunteers and their preferences sorted in days and sessions.

  • Make a note of dates for volunteers who may be away or unavailable for any days in the next term.
  • Make the roster by entering the volunteers’ names on The Hub Roster page of the wiki.
  • Ask David Morgan to change the format of the roster on the wiki back to a format of days and sessions.

  • Create an up to date Contact List of Hub volunteers. ChurchOffice or DavidMorgan can do this from the database.

  • Copy the roster and contact list into a Word document and make any adjustments.

  • Email as an attachment The Hub roster and contact list to Hub volunteers and Ministry Team.

26.2.2. LEAFLETS

• Regular Hub leaflets.
• Keep The Hub leaflets, in both English and Chinese, stocked at GWUC in the holder on the CHMG board, in the rack on the Welcome Table, and at the Glen Waverley Library.

26.2.3. SPECIAL MORNING TEAS

• Special Morning teas are held usually once each term, but sometimes twice.
• Our regular special morning teas have been
  • Hot Cross Bun Morning Tea at The Hub supporting The Royal Children’s Hospital Good Friday Appeal
  • Australia’s Biggest Morning Tea at The Hub supporting the Cancer Council Victoria
  • Muffin Morning at The Hub
  • Seniors’ Morning Tea at The Hub
  • Christmas Morning Tea at The Hub
• This year we have included a Celebration Morning Tea at The Hub - celebrating 6 successful years of The Hub.
• Preparation for these morning teas includes

26.2.3.1. Leaflets / Posters

• Ask Vida Foo to design leaflets and posters advertising the special morning tea.
• Leaflets are A5 size, posters are A4 and A3 size, also an A3 size welcome poster to use on the day.

• Arrange with ChurchOffice to print the leaflets and posters.

• A check list for leaflets and posters has been created.
• Deliver leaflets and posters to different groups at the church and other places at least 2 weeks before the event.
• Put up poster on the CHMG board. Ask Heather Hon to arrange for posters to go in the outside notice boards near the entrance doors to the church.
• About 10-14 days before the event, put magnetic signs (e.g. Seniors’ Morning Tea, The Hub and logo, and You are welcome - in English and Chinese) in the outside GWUC sign board and use magnetic letters and numbers from the office to display date, day and time.

• Create an A6 size notice to go on the tables with Hub special dates on for the rest of the year. People can take one home as a reminder. Arrange with ChurchOffice to print these.

26.2.3.2. Tablecloths

• Check the storeroom for colour, number, size and shape of tablecloths needed.

26.2.3.3. Food

• Order any food from Muddings and send email to all Hub volunteers asking for people to let us know if they are able to cook or bring type of food required for morning tea.
• Ensure there will be enough food for the morning, including butter if needed.
• Buy milk for tea and coffee.

26.2.3.4. Helpers on the day

• PamMcDonald has been helping to find Hub volunteers to help on the day.

• A check list has been created for list of helpers on the day.
• Print out the check lists for Special Morning Teas and ensure that each job has a person’s name next to it.
• Need to find helpers for welcoming at doors, waitressing, setting up, packing away, kitchen, dishwasher, arranging flowers, setting up signs and decorations, setting tables and talking with people.
• A check list has been created for things to do on the day.

26.2.3.5. Advertising

• Advertise morning tea in Monthly bulletin – 2 months before put in a small notice with name of event, day, date and time. For the month of the event, put A5 leaflet in monthly bulletin.
• Weekly bulletin - small notice for 2 weeks before the event.
• Crosslight – the month of the event.
• Local paper - Waverley Leader – submit notice to What’s On section at least 2 – 3 weeks before event.
• PALS Booklet – submit notice for booklet by due date from Monash Council.

• GWUC website – ask ChurchOffice to put on website.

• Leaflets and or Posters to be given to –
  • Playgroup, Mini Maestros, Leisure Time, Cooee, The Hub, CHMG notice board, Alison for Seniors, Glen Waverley Library, The Body Shop, Muddings Kingsway Bakery.

26.2.3.6. The Day Before

• There is a check list for things to do the day before the morning tea.

26.2.4. REPORTS

• Write reports for Church Council and the Monthly Bulletin 4 times a year. Dates the reports are due are given by secretary CHMG.
• If something needs to be reported in another month, then it is fine to have an extra report.
• Write article about The Hub for Newview once a year as part of CHMG.
• Annual report for The Hub is submitted once a year. A special form, from church council, is to be filled out. This is part of the CHMG annual report.

26.2.5. BUDGET

A draft budget for The Hub is submitted once a year as part of the CHMG budget. A special form is filled out for this.

26.2.6. MONEY

Money spent on The Hub can be claimed back from The Hub money through ChurchOffice. Need to have receipts.

26.2.7. BOOKINGS

• Book all dates for The Hub regular activity, special morning teas, other special events for The Hub and meetings and/or lunches with Heather Hon.
• Best to book before the end of the year, all the dates for the following year.

26.2.8. BISCUITS

Lynne Boyer arranges the roster for people to make biscuits for The Hub each week.

26.2.9. CHILDREN’S NATIVITY PHOTOS

• Taking photos of children in nativity dress-ups at The Hub.
• Arrange for leaflets and posters to be designed, printed, handed out and put on notice boards etc.
• Enlist the help of 2 photographers (Geraldine and Jenny Vass) for on the day.
• Arrange for Hub volunteers to assist on the day with dressing up and filling in forms.
• Have permission forms printed (Geraldine has been doing this) and available for parents on the day.
  • Ensure these forms are filled in correctly.
• Geraldine has been printing the photos and putting them with Christmas cards.
• Photos to be collected on day of Christmas Morning Tea at The Hub.

26.2.10. COLOURING-IN BOOKS

• We have been creating our own Christmas colouring-in books to give to the children in Playgroup, Mini Maestros, The Hub and GWUC children. We have also been giving a set of crayons or coloured pencils with the book. The colouring-in book tells the Christmas story very simply.
• Create the pages for the colouring-in book. We have now done this for a few years, so are recycling earlier ones, but updating them a bit.
• Check with Heather Hon if pages are all ok.
• Arrange for Heather to print the pages, collate and staple.
• Put pencils or crayons with book in plastic bag if possible.
• Arrange to hand out the books to the children in Playgroup and Mini Maestros each day of the chosen week.
• Give books to leaders for children at Sunday 9.15am service and 4.30pm.

26.2.11. KITCHEN SUPPLIES

• Ensure that there is always enough tea, coffee, sugar and emergency biscuits in The Hub cupboard in the kitchen. Buy more if needed.
• Buy milk each week for The Hub and Playgroup to use. In term 2 this year, Playgroup bought the milk each week.
• Buy serviettes for special morning teas.

26.2.12. PRAYER TREE

The Prayer Tree is at the back of the church. Ensure there are always leaves, paperclips and pens for people to write their prayer and hang them on the tree.

26.2.13. GRANTS

Be aware of any grants that may be available to The Hub if there is a need to buy anything within the limits of the grant.

26.2.14. CHRISTMAS CARDS FOR THE KINGSWAY SHOPS

• Christmas cards, either bought, designed by Vida, or from Alanee, are given to the shopkeepers in The Kingsway, The Body Shop at The Glen, GW Library, and visitors to The Hub each year.

• LesleyArmstrong has delivered these cards each year in The Kingsway.

26.2.15. CONNECTING WITH COMMUNITY

26.2.15.1. The Body Shop at The Glen

Staff from The Body Shop join us in 2 of our special morning teas each year. Staff are required to do a number of hours of community service each year and are happy to work with us in raising funds for The Royal Children’s Hospital Good Friday Appeal and the Cancer Council Victoria. Posters and leaflets are taken to The Body Shop for staff and for display at The Glen Centre Management.

26.2.15.2. Monash Council

Attend meetings at Monash Council with PALS co-ordinators several times a year. Be involved in activities for the Monash Seniors Festival month of October each year. Advertise our Hub activities in the Monash PALS booklet that is printed 4 times a year.

26.2.15.3. Muddings Kingsway Bakery

The staff at Muddings Kingsway Bakery support The Hub by donating food at some of our special morning teas when we are giving all donations to different charities. Muddings also displays our posters for our special morning teas.

26.2.15.4. MBE Glen Waverley

Have got to know the staff at MBE as we get all of our magnetic signs, large laminated signs and our A frame outdoor sign etc. from them.

26.2.15.5. Glen Waverley Library

• Book the Glen Waverley Library display space for 1 month each year. For the last few years we have used the wall space over on the side, but next year I have booked the tall glass display cabinet near the counter on the exit side.
• Hub leaflets and posters for normal Hub activity and special activities and morning teas put at G.W. Library.
• Other activities above also Connecting With Community –
  • Christmas Cards for the Kingsway Shops
  • Children’s Nativity Photos
  • Colouring-in Books
  • Special Morning Teas
  • The Hub normal activity
  • Grants

26.3. REQUIREMENTS:

• WWCC?
• A passion for connecting with people in the wider community and sharing God’s love with them through welcoming and offering hospitality.
• Commitment to growth in their own faith.
• Enthusiastic, keen and caring character
• Organisational skills

26.4. COMMITMENT:

• Participate in Hub activities.
• Facilitate The Hub Volunteers’ meetings once a year.
• Facilitate The Hub Small Group meeting once a year.
• Attend the CHMG meetings 4 times a year, representing The Hub.
• Support The Hub volunteers.

27. The Hub Small Group

27.1. Role:

• To support and assist The Hub Co-ordinator with The Hub activities.
• To make suggestions and bring forward new ideas of ways to connect with people in the wider community through The Hub activities.
• To grow relationships with the people who come to The Hub activities.
• To facilitate a healthy Christian environment for the wider community and members of the congregation to enjoy, through the establishment of healthy relationships and warm hospitality.
• Additionally, to ensure The Hub programs operate safely, while providing adequate pastoral support.

27.2. Responsibilities:

• Provide support for The Hub Co-ordinator.
• To uphold the vision, mission and policies of GWUC.
• To assist in the smooth running of The Hub.
• To be alert to the needs of the people in the church and in the wider community and create activities arising from these needs.
• Offer pastoral care and support to Hub volunteers and Hub visitors.

27.3. Requirements:

• A current Working With Children Check
• A passion for connecting with people in the wider community.
• A commitment to growth in their own faith.

• To be aware of GWUC safety procedures.

27.4. Commitment:

• Attend meeting of The Hub Small Group once a year to plan activities and dates for the following year.
• Respond to requests for assistance from The Hub Co-ordinator via email at various times.

28. The Hub Secretary

28.1. Role:

• To support The Hub Co-ordinator with The Hub activities and meetings.
• To facilitate a healthy Christian environment for the wider community and members of the Congregation to enjoy, through the establishment of healthy relationships and warm hospitality.
• Additionally, to ensure The Hub programs operate safely, while providing adequate pastoral support.

28.2. Responsibilities:

• To meet with The Hub co-ordinator before any Hub volunteers’ meeting to list anything that needs to be discussed or information to be passed on at The Hub volunteers’ meeting.
• To document any notes from The Hub volunteers’ meetings.
• Co-ordinate documentation for the safe operation of The Hub
• Provide support for The Hub Co-ordinator.
• To uphold the vision mission and policies of GWUC.

• To be aware of GWUC safety procedures

28.3. Requirements:

• A current Working with Children Check.
• A passion for connecting with people in the wider community
• A commitment to growth in their own faith.

28.4. Commitment:

• Attend and document notes from The Hub volunteers’ meetings once a year.

29. 4.7.5 The Hub Volunteer

29.1. Role:

• To facilitate a healthy Christian environment for the wider community and members of the Congregation to enjoy, through the establishment of healthy relationships and warm hospitality.
• To connect with these people and grow relationships with them.
• Additionally, to ensure The Hub programs operate safely, while providing adequate pastoral support.

29.2. Responsibilities:

• Set up and pack up The Hub – chairs, outside sign etc.
• Provide friendly and warm hospitality through coffee, biscuits and conversation
• To uphold the vision, mission and policies of GWUC
• Attend on their rostered days

• Notify PamelaMcDonald if they are unable to come on their rostered day

• Engage in community-building conversation, underpinned by God’s unconditional love for all his children.
• Discreetly oversee the interaction between participants and discuss any matter of concern with the daily leader
• Resource and support participants (for example, English classes) where possible

• To be aware of GWUC safety procedures

29.3. Requirements:

• A current Working with Children Check
• A passion for connecting with people in the wider community
• A commitment to growth in their own faith.

29.4. Commitment:

• Attend The Hub on rostered days.
• Attend The Hub volunteers’ meeting once a year.
• Participate in other Hub activities as well as normal Hub activity eg. special morning teas etc.

See also LeisureTimeRecordBooks

30. 4.7.12 Leisure Time Committee

Members of the Committee of Management are elected to act in a voluntary capacity to continue the provision of Leisure Time, a community outreach service of the Glen Waverley Uniting Church.

LeisureTime is part of the CommunityHub Missional Group of Glen Waverley Uniting Church, and is guided by decisions and priorities made by the Mission Group on behalf of Church Council. The members of the Committee of Management are also responsible for adhering to all parts of the Constitution of Leisure Time.

30.1. Leisure Time aims to:

• Develop programs which enable those in its care to develop positive relationships with each other and their community;
• Deliver high quality services in ways which promote human dignity;
• Ensure that the programs are non-discriminatory and are planned, implemented, managed and evaluated in a consultative and participative manner;
• Provide or encourage innovative services;
• Liaise and cooperate with other community service agencies in developing accessible and relevant services; and
• Advocate publicly on behalf of those who require services.”

(Leisure Time Constitution 2008)

Committee members are encouraged to fill the various committee positions required for the smooth operation of Leisure Time.

In addition, Committee members’ duties are:

• Be aware of all Duty of Care responsibilities to guests and other volunteers, including
  • Safety at all times, including food safety
  • Emergency procedures
  • Confidentiality and privacy requirements
  • Not providing advice to guests which may relate to financial or legal matters
  • Undertaking such police checks as may be determined by the Committee
  • Following up any complaints from volunteers or guests
• Attending Committee meetings and abiding by Committee decisions
• Contributing to improvement of Leisure Time operations
• Assisting with special events, Christmas lunch and outings
• Keeping a record of phone calls and other expenses for reimbursement.

See also LeisureTimeRecordBooks

31. 4.7.13 Leisure Time Coordinator/Chairperson

The Coordinator is the “chief executive officer (however styled) or supervisor of Leisure Time” (Leisure Time Constitution, 2008). The coordinator, with support from the Committee, oversees the whole of Leisure Time, ensuring the:

• appropriate care of guests and the quality and intent of the service provided
• promotion of Leisure Time to the broader community and filling of guest vacancies
• recruitment and support of volunteers and promotion of Leisure Time within GWUC
• efficiency and currency of policies and systems for compliant operations, record keeping and communication

The Coordinator may share or delegate some duties. The Coordinator’s responsibilities are:

31.1. Primary point of contact for current guests, GWUC and wider community

• be the primary contact person for all enquiries from guests, their families, persons within Glen Waverley Uniting Church, referring agencies and the community
• build and maintain a friendly and trusting relationship with each guest
• represent Leisure Time on the Community Hub Mission Group of GWUC

31.2. Meetings

• convene meetings and prepare agenda for the Leisure Time Committee
• prepare explanatory materials for and chair meetings of the Leisure Time Committee

• convene and chair meetings of the Care & Communication team (Day Leaders) and make a verbal report on behalf of this team at Committee meetings

• convene or attend other meetings of Committee members and volunteers as may be deemed necessary

31.3. Volunteer support and coordination

• provide support to and be a point of contact for all Leisure Time volunteers
• follow up any concerns/complaints raised by volunteers, including Day Leaders
• recruit sufficient volunteers to fill the roster, with assistance of the Committee
• facilitate training opportunities for the volunteers
• assist with special functions, such as the Christmas Lunch, as requested by the Outings Committee

31.4. Promoting Leisure Time within GWUC and to referral agencies and community groups

• aim to have a guest list of up to 25 guests by working to fill any vacancies
• promote Leisure Time to the wider GWUC congregation and foster links to other GWUC groups and programs
• establish and maintain a working relationship with Monash City Council Community Services and Monash Volunteer Resource Centre
• establish and maintain links to other local agencies that may be able to refer potential guests to Leisure Time, such as doctors, aged care agencies, rehabilitation centres and retirement facilities, and supply promotional information in an appropriate format
• seek opportunities to promote Leisure Time in the wider community, eg. newspapers, Seniors Week activities, other publications, aged care networks, Monash Council community directory

31.5. Welcoming prospective and new guests

• visit prospective guests, discuss Leisure Time guidelines and assess their suitability for Leisure Time. Explain how Leisure Time operates and request completion of a Guest Personal Information Form
• ascertain new guest’s additional care needs for Leisure Time, eg. Dietary requirements, hearing/sight impairments, mobility assistance, and notify Day Leaders
• organise initial trial visit by prospective guest and provide support as needed
• introduce new guests to Day Leaders
• follow up new guests to see how they feel and if they wish to continue
• contact Transport Coordinator if transport is required
• record new guest name in White Folder
• organise for new name badges to be made for new guests and volunteers

31.6. Record keeping and Communication

• file personal details (Guest Personal Information Form) for new guests in the Black Folder and also record any additional special care needs
• maintain currency of all guests’ personal information in the Black Folder
• regularly consult the White Folders, monitoring attendance and day activities
• promptly record any new guest information in the White Folder

• provide any new or changed guest information to the Secretary for inclusion on current guest list for distribution to Committee, Day Leaders and Black and White Folders. See LeisureTimeRecordBooks

• compile or contribute to the Leisure Time newsletter, approximately three editions per year. The newsletter is distributed to all volunteers and guests, the ministers and the Church Council. Extra copies are left in the church letter rack for interested GWUC members

31.7. Administration and Funding Opportunities

• regularly coordinate the review and update of policies and procedures relating to emergency management, first aid, incident reporting and corrective action, food safety, privacy and any other Duty of Care matters which may arise
• monitor currency of the Constitution and Position Descriptions and initiate updates through the Committee as needed
• seek out opportunities for grants and other external funding sources to benefit the operation of Leisure Time and collaborate with the Treasurer in preparation of any funding submissions.

See also LeisureTimeRecordBooks

32. 4.7.14 Leisure Time Secretary

The Secretary’s duties are:

• assist in preparation of the agenda for Committee meetings and the AGM
• keep a record of correspondence, including emails
• prepare and distribute Minutes of all Committee meetings and the AGM
• maintain the list of volunteers and all their contact details
• notify the Committee about changes to the volunteer list
• write letters of thanks to retiring volunteers on behalf of the Committee
• prepare any letters on behalf of the Committee
• prepare notices for guests regarding holiday dates, other special information
• maintain the guest list, including contact details and next of kin and distribute copies of the list to committee and to Black and White folders
• following the AGM, forward Minutes, the Annual Report and the Financial Statement to the Secretary of Church Council
• Produce, print and distribute Leisure Time Newsletter
• maintain photographic records of guests and outings, to be displayed in ways and at times as requested by Committee. Obtain written permission from guests for use of photos in displays in the church or other publications/venues
• maintain documents/photos of historical significance for Leisure Time archives
• make bookings of church rooms for all Leisure Time days and meetings
• provide other secretarial assistance to the Coordinator, as may be requested.

See also LeisureTimeRecordBooks

33. 4.7.15 Leisure Time Treasurer and Assistant Treasurer

Treasurer

In accordance with the Committee’s objects, policies and approvals the Treasurer is responsible for:

• the control of all funds of Leisure Time
• all financial arrangements and accounting procedures and ensuring that proper records and books of account are kept
• operation of Leisure Time’s bank accounts
• preparation of annual Financial Statement and submission of Statement to the Auditor within four months of the end of the December 31 financial year.
• with the approval of the Church Council, implementation of procedures to obtain financial support for the work of Leisure Time. This includes applying for a Monash Council Community Grant.
• liaison with the Outing Committee in managing the current Monash Council Community Grant and submission of the annual report to Monash Council as required
• providing a financial report to all Committee meetings
• contributing to the Leisure Time Newsletter when relevant.

Assistant Treasurer

• maintain an adequate supply of cash in the tins to cover reimbursement of personal expenses incurred by Day Leaders, Kitchen Leaders and Home Cooks (envelopes).
• collection and appropriate recording of cash received from guest payments and craft sales.
• Record keeping to be completed according to systems set up by Treasurer

See also LeisureTimeRecordBooks

34. 4.7.17 Leisure Time Roster Secretary

The Roster Secretary’s duties are:

• maintain an up-to-date record of volunteers’ capacity and availability to assist at Leisure Time, eg. preferred day, task, frequency, emergency availability

• create the annual roster of volunteers, prepare photocopies and distribute the roster to Committee members, leaders and volunteers by mid January

• distribute ingredients labels to home cooks along with rosters
• maintain an up to date copy of the roster in the Leisure Time cupboard (Rm 2) and in the Leisure Time kitchen cupboard
• sort out roster difficulties during the year. This may involve discussing and recording inability to assist with volunteers and arranging swaps or emergency fill
• record and report comments from volunteers which may help to improve the roster or other aspects of Leisure Time
• provide a verbal report at Leisure Time Committee meetings
• assist with attracting new Leisure Time volunteers as needed
• design an annual availability form for circulation to all volunteers by early November. These forms should be returned to the Roster Secretary by the Christmas break-up.

See also LeisureTimeRecordBooks

35. 4.7.18 Leisure Time Kitchen Coordinator

The Kitchen Coordinator’s duties are:

• assist Roster Secretary with preparation of roster for kitchen leaders and helpers
• maintain a list of emergency kitchen helpers
• support Kitchen Leaders and helpers and distribute relevant guidelines and information to them as necessary
• liaise between the Committee, Day Leaders and Kitchen Leaders to ensure appropriate meals are served and the kitchen runs smoothly
• maintain food safety knowledge and skills and ensure that appropriate food safety standards are met by all Leisure Time volunteers who prepare or handle food
• assist with planning menus, food shopping, food transport and food serving for special days such as outings
• keep a check on supplies of food and equipment kept in the fridge and Leisure Time kitchen cupboard. Purchase extra as required
• request approval at Committee meetings for reimbursement of any out-of-pocket expenses, as the need arises. A cash advance or cheque is provided by the Treasurer, usually at the Committee meeting. The Kitchen Coordinator maintains a small note book to keep track of her purchases, for personal use only
• present a verbal report at each Committee meeting
• contribute to the Leisure Time newsletter.

See also LeisureTimeRecordBooks

36. 4.7.19 Leisure Time Transport Coordinator and Drivers

The Transport Coordinator’s duties are:

• receive phone calls from guests by 8.40am if they are unable to attend on the day
• organise the pickup lists for the day and allocate these when drivers phone in by 9.30am
• organise emergency drivers if regular drivers are unavailable
• notify Day Leader on duty, by phone or in person, of reason why guest/s are unable to attend. Day Leader to record this information in White Folder
• notify the Coordinator of any serious problem with a guest, or any long-term absences
• maintain a list of emergency drivers
• keep a record of Leisure Time phone call expenses, for reimbursement purposes.

Drivers’ duties are:

• contact the Transport Coordinator on rostered days to obtain pickup list
• provide guests with assistance to safely transfer in and out of car at the home and ensure guests are received by the hosts inside the church
• report to the Day Leader if guest was not home or if other problems are noted
• drivers should not undertake other duties at guests’ homes or drive guests to other locations

• See SafetySafeTransportPolicy for general requirements for drivers, including a Drivers' Declaration.

See also LeisureTimeRecordBooks

37. 4.7.20 Leisure Time Community Hub Mission Group representative/s

The Community Hub Mission Group Representative’s duties are:

• be an advocate for Leisure Time and its goals at Community Hub Mission Group
• take matters of concern regarding Leisure Time to/from Community Hub Mission Group
• assist the Coordinator in promoting Leisure Time to the wider congregation and as part of the outreach mission of GWUC
• contribute to Community Hub reports to Church Council and the Monthly Bulletin
• monitor the operations of Leisure Time to ensure compliance with the Church Council approved Leisure Time Constitution 2008
• as per 7.3(h) of the Leisure Time Constitution 2008, “ensure that the Church Council arranges and maintains appropriate insurances covering Leisure Time”. This may be done in collaboration with the Treasurer or Secretary and endorsement of Committee.

See Also LeisureTimeRecordBooks

38. 4.7.21 Leisure Time Monash Interagency Network representative

The Monash Interagency Network representative’s duties are:

• Attend bi-monthly meetings of aged care agencies convened by Monash City Council

• Provide information and advocacy about LeisureTime at network meetings

See also LeisureTimeRecordBooks

39. 4.7.22 Leisure Time Police Check administrator

The duties of the Police Check Administrator are:

• Undertake training to use the CrimCheck computer system for processing checks

• Maintain all records of completed and pending checks and report to Committee as required
• Negotiate suitable times to meet with volunteers needing to be checked and advise them about required identification documents to supply

• Process police checks through the CrimCheck system and record result codes

• Advise CrimCheck office when Leisure Time account needs to be topped up

See also LeisureTimeRecordBooks

40. 4.7.23 Leisure Time Day Leaders

The Day Leader’s duties are:

40.1. Day’s activities

• ensure that our first priorities are
  • our Duty of Care to guests
  • the development of positive relationships with and between guests, and
  • to reduce social isolation or loneliness by building a sense of belonging
• monitor the whole session to ensure that guests are feeling welcome and respected
• delegate duties to other hosts and supervise their interactions with guests
• spend some time chatting to each guest and note any problems or issues in the White Folder
• plan the program for the day and bring any resources needed. This may include craft, a speaker, games, discussion or other appropriate activity
• distribute notices to guests from the Secretary or Outings Committee
• with the assistance of hosts, organise the set up, pack up and the timely movement of guests according to the following (flexible) schedule:

40.2. 10.00am

• Arrive and work with other hosts to set up furniture in fellowship area and Room 1. Include chairs with arms for some guests.
• Have any materials needed for activity time ready.

• Collect White Folder from Leisure Time cupboard and check for any recent information about guests.

• Get out tin/s of name badges and distribute badges to hosts.
• Walk to meet guest/s if needed.

40.3. 10.30am

Fellowship area

• Greet guests as they arrive.
• Supervise/assist guest movement to chair in fellowship area.
• Hand out name badges to guests, assist with pinning if needed
• Serve morning tea.
• Spend time chatting with guests and gather any special news.
• Record attendance in White Folder
• Advise kitchen leader of guest numbers for the day and those with special needs (diabetics) and confirm time for serving lunch

40.4. 11.00am

Room 1

• Supervise/assist guests to move into Room 1
• Make a general introduction to the session, including welcome of new guests, other guest news, any joys or concerns, special events and any upcoming outings.
• Lead a gentle exercise program (seated), if wanted.
• Lead the day’s planned activities

40.5. 12.30pm

• Assist guests to bathroom if needed
• Supervise/assist guests to be seated in fellowship area.

40.6. 12.45pm

Fellowship area

• Say grace.
• Serve meals from kitchen counter to guests, ensuring that special diets are given to correct guest.
• Check if there are birthday/s to celebrate (info on guest list in White Folder), and organise the distribution of cake and signing of a birthday card
• Collect money ($7) from guests and record in Host Cashbook.
• Mingle with guests and encourage interactions between guests
• Record any other information about guests in White Folder
• Begin the Day Leader checklist in the White Folder

40.7. 2.00pm

• Ensure that all guests are collected to go home and supervise/assist them to vehicles or off the premises
• Record the day’s activity and complete the Day Leader checklist in the White Folder, then return it to Room 2 cupboard
• Make sure all windows are closed, and Leisure Time cupboard in Room 2 is locked
• Turn off lights, heaters and fans for all areas used, including toilets.
• Leave floors clean in fellowship area and Room 1
• If there is no-one else in the building, lock external doors at the bottom and leave via the hall door, ensuring that it locks behind you

40.8. 2.15pm

• Leave

40.9. Emergency procedures

• in the event of a guest becoming unwell, discuss the situation with the guest and call the nominated contact person (see Black Folder for details) to confirm arrangements for going home/elsewhere. In the event of a guest having a fall, or becoming seriously unwell, call an ambulance immediately from the office phone or the emergency phone in Room 3. Contact the nominated contact person (see Black Folder for details) as soon as possible. The guest may be moved to the couch in the ministers’ vestry if it is safe to do so. In this case, one host is to remain with the guest. Medical details (confidential) for each guest are also listed in the Black Folder – these may be requested by ambulance officers.

• in the event of any accident or incident relating to guest/s or volunteer/s, apply first aid, give whatever assistance may be required and monitor the situation. An Incident Report Form is to be completed as soon as it can be done. Blank forms are kept in the White Folder. Originals of completed Incident Forms are filed in the church office and a photocopy is retained in the back of the Black Folder.
• record any illness or accident which occurs during Leisure Time on the guest’s page in the White Folder and notify the Coordinator as soon as practicable

40.10. Record keeping and other duties

• ensure that any information needed by other Day Leaders is recorded in White Folder

• phone the leader for the following week if there is information which will be needed prior to the day

• attend Care & Communication meetings (with other Day Leaders and Coordinator) and contribute to general planning for the benefit of guests, including new activities, ideas or resources

• notify Care Secretary if there are guests or helpers to whom card should be sent

• record any personal out-of-pocket expenditure in Host Cashbook and collect reimbursement from the Host’s cash tin. For expenditure greater than $20, prior approval must be sought from the Committee.

See also LeisureTimeRecordBooks

41. 4.7.24 Leisure Time Hosts

The Host’s duties are:

• Arrive by 10am (unless driving guests) and stay until 2.15pm

• Assist the Day Leader as directed to complete their tasks

• Ensure the safety, comfort and dignity of guests at all times
• Spend time chatting with guests, focusing on listening as much as possible

See also LeisureTimeRecordBooks

42. 4.7.25 Leisure Time Kitchen Leader and Kitchen Helpers

The Kitchen Leader, with assistance from the helpers, has responsibility for:

42.1. General Organisation

• receive phone calls from home cooks confirming delivery of rostered food items

• when time is available, record personal expenses (for vegetables, etc) in the Kitchen Cashbook and take reimbursement from the Kitchen cash tin (purse) in the back of the top shelf of Leisure Time kitchen cupboard

• offer reimbursement to cooks and record the type of refund envelope and amount in the Kitchen Cashbook (can be done by kitchen helpers)
• safe food handling procedures must be followed. If necessary, direct kitchen helpers to the Kitchen Guidelines attached to the kitchen wall
• It works best if the Kitchen Leader concentrates on receiving donated foods, doing bookwork, heating/cooking of foods and ensuring food is ready for serving by correct times, and letting assistants do other duties

42.2. Arrival

• arrive no later than 10am, bringing vegetables (3 types), milk and bread
• get out tin of name badges and distribute badges to self and other kitchen helpers
• ensure that aprons are worn by self and helpers at all times, as per Kitchen Guidelines
• hands to be thoroughly washed and benches sanitized prior to handling food (sanitizer kept in cupboard under sink)
• turn on dishwasher at wall switch and switch dishwasher to “fill” setting. When fill is complete, change to the “wash” setting ready for morning tea dishes and leave cover in up position. See the wall chart for instructions – these are easy to follow.
• necessary equipment and supplies are in the Leisure Time cupboard. Ice cream and bread for Leisure Time are in the freezer, cheese and margarine are in the fridge (all marked LT with black marker pen)

42.3. Morning Tea

• served at approx. 10.30am when all guests have arrived

• prepare two dry biscuits and cheese per guest and put on individual bread & butter plates. Place on server bench for hosts to pass around

• put sugar from LT cupboard into 5 sugar bowls for placing on tables in fellowship area
• place teaspoons into mug on server bench
• serve tea (made in large tea-pot) and coffee from servery. Use white mugs, 2 metal jugs for water from hot water unit. Hosts take the hot drinks to the guests.
• When guests move to Room 1, wash dishes in dishwasher, put rubbish into either rubbish or recycling bins and generally clean up

42.4. Lunch preparation

• Turn oven on to approx. 180 degrees at approx. 10.45am to warm
• After hosts advise final numbers (guests plus hosts), set up 5 or 6 tables in the fellowship area with sufficient chairs
• Set the tables with tablecloths from the LT cupboard, salt and pepper, sugar bowls, cutlery, serviettes in holders, and flowers in a small vase (under dishwasher sink)

• Prepare vegetables - can start when morning tea is being prepared and served. Quantity is for guests, hosts & kitchen helpers. Usually do 3-4kg potato (baked or mashed) and 2 other vegetables (some leaders begin one veg dish at home. Allow sufficient cooking times. Baked potatoes - at least 1 hr, use spray oil (in LT cupboard) and baking paper (in bottom drawer).

• Put casseroles into oven-proof dishes (there are 2 in the LT cupboard), and place in oven at approx. 11.00am. Allow 60-90 minutes for casseroles to reach correct temperature. Microwave is a good back-up if necessary. If appropriate, record the temperature of casseroles on arrival. (This may not be possible if casseroles have been delivered to fridge or freezer before LT begins.)
• If casserole has been delivered frozen, use the microwave to thaw the casserole then heat in oven or microwave to correct temperature throughout.
• About 15 minutes before serving, check casserole temperature with the digital food thermometer (kept in tall corner cupboard) and check again just before serving. They are to be reheated to at least 75o (check this using the digital thermometer) or brought to the boil and simmered for at least 5 minutes, then kept to at least 60o until served.

• Stick food record labels from home-cooked casseroles, desserts & birthday cakes into the donations record book, and record serving temperature for casseroles on the matching label

• Guests to be seated and lunch served at 12.45pm
• Organise desserts, heating if needed. Check number of diabetics with the Day leader. Serve diabetics with tinned fruit (use from freezer or cupboard) and cream or sml ice-cream. Freeze any left-over tinned fruit into mugs, cover with glad wrap and label “LT”
• Prepare bread and butter, cutting into quarters and allowing half a slice of bread per guest. Serve on one plate per table.
• Put two jugs of water and a tray of glasses on the small table beside the server in the fellowship area. In summer, put the water into the fridge until lunch time.
• If there is a birthday, have the cake ready to be shared by guests with their cup of tea/coffee at the end of the meal. At all other times serve biscuits with tea/coffee.
• Main course is served on round blue plates (larger size) for guests, and oval plates (smaller) for volunteers. Plates may be heated by putting them through the dishwasher, then wrapped in towels to keep warm.

42.5. Clearing up after lunch

• any food leftovers may be taken home by kitchen helpers or hosts at their own risk, but complying with time and temperature rules of food safety
• leftovers may not be given to guests, with the exception of birthday cake, which is to be suitably sealed for transport with guest
• all dishes are to be washed in the dishwasher and stored in correct location
• kitchen is to be left clean and tidy, according to the Kitchen Guidelines (on the wall)
• turn off dishwasher at the dishwasher and at the wall, then empty water and wipe out
• tablecloths and tea towels are to be taken home for laundering
• return money tin and record books to LT cupboard and ensure the cupboard is locked
• all lights, oven and air conditioning are to be turned OFF

42.6. Other matters

• contact the Kitchen Coordinator if food items need replacement or if there have been any problems on the day
• in the event of any accident or incident relating to kitchen volunteer/s, apply first aid, give whatever assistance may be required and monitor the situation. Fill in an Incident Report if anyone sustains an injury – blank forms are kept in the White Folder (ask the Day Leader). Notify the Coordinator about any incidents as soon as practicable.

See also LeisureTimeRecordBooks

43. 4.7.26 Leisure Time Home Cooks

The duties of the Home Cooks are:

• prepare foods in accordance with food safety guidelines provided with the roster and deliver in sufficient time to the church kitchen
• affix Ingredients label to all foods delivered, using the labels provided with roster
• receive reimbursement of costs from the Kitchen Coordinator on the day (optional)

44. Children & Families Ministry Group

44.1. Role:

To support the integration of Children and Families Ministry as an essential part of Glen Waverley Uniting Church’s (GWUC) total life and mission.

44.2. Responsibilities:

• Encourage and support faith & leadership development in all areas of Children & Family (C&F) ministry

• Support the C&F Coordinator with identifying resources for C&F ministries.

• Communicate with the wider Church community about C&F ministry events.

• Encourage families to connect with missional group activities.
• Annually assess goals to ensure they are in line with GWUC goals
• To appoint a Chairperson and Secretary to facilitate and record meetings.

• Assist the C&F Coordinator with preparing reports for the operation and development of Children and Families ministry where needed.

• Participate in long term / big picture dreaming and planning for the enhancement and growth of Children and Families Ministry at GWUC.

• Encourage connections between the different C&F programs (9.15am & 4.30pm worship, K.A.T, D.O.G, Uthies, Playgroup, Christmas Alight).

• Planning and facilitating C&F Combined Events.

• Attend a Safe Church training session every three years, beginning in the first year of volunteering at GWUC.
• Report annually to the Congregation, and to Church Council to ensure accountability and transparency
• Complete the Ministry Review document by the January of each year (for the year preceding)

• Support all C&F programs in completing the Approval for Ministry check by April of each year

44.3. Requirements:

• A commitment and passion for Children and Families ministry.
• Excellent organisational, strategic thinking and pastoral skills.

44.4. Commitment:

• One meeting every quarter.

44.5. Proposed Membership of group:

• Children and Families Ministry Coordinator
• Church Council representative
• 4 members of Children and Families ministry programs or members of the congregation with an interest in Children and Families ministry.

45. Children & Families Ministry Group Chairperson

45.1. Role:

To facilitate meetings for the Children & Families Ministry Group (CFMG).

45.2. Responsibilities:

• Set agenda and chair CFMG Meetings
• Ensure the CFMG is accountable to its charter/goals and responsibilities
• Ensure the CFMG annually re-assesses its goals through the Ministry Review process
• Liaise with other Ministry Groups
• Liaise regularly with all leaders for mutual sharing and problem solving

• Encourage and support faith development in all areas of Children & Families ministry

• Encourage and support leadership development in all areas of Children & Families ministry

45.3. Requirements:

• A commitment and passion for Children and Families ministry.
• Excellent facilitation, listening and organisational skills
• Enthusiastic, keen and caring character

45.4. Commitment:

• One meeting every quarter.

46. 9.15am Kids Activity Time (K.A.T) Support Leader

46.1. Role:

To facilitate activities that encourages children from preschool to grade 3 to explore the stories of our faith tradition.
To provide pastoral care to the children involved in the ministry activity.

46.2. Responsibilities:

• Liaise with 9.15am K.A.T. Leader by the Friday before your rostered Sunday, to discuss planning and ascertain what the leader would like you to do in preparation.
• Arrive at GWUC on the Sunday morning with enough time to help the leader with setting up the room before the start of worship.
• Greet children and their parents as they arrive at worship.
• Provide the children with opportunities to explore the Bible story through asking questions.
• Ensuring the room is packed up and tidy at the end of the session.
• Attend a planning meeting each term.
• Attend a Safe Church training session each three years, beginning in the first year of volunteering at GWUC.

46.3. Requirements:

• A commitment and passion for Children and Families ministry.
• A current Working with Children Check.
• A passion for providing children with opportunities to grow in faith towards spiritual maturity.
• Enthusiastic, keen and caring character

46.4. Commitment:

• One Sunday a month

47. 9:15am Kids Activity Time (K.A.T) Leader

47.1. Role:

To facilitate activities that encourages children from preschool to grade 3 to explore the stories of our Christian faith tradition, while providing pastoral care.

47.2. Responsibilities:

• Liaise with Children and Families Co-ordinator before your rostered Sunday, to discuss planning and to ensure continuity for the group.
• Liaise with other 9.15am K.A.T. leaders to ensure continuity for the group.
• Plan, prepare, arrange and delivery activity/activities for the session. The leader is to ensuring resource materials are provided and that they are familiar with the week’s story and background information.
• Arrive at GWUC on the Sunday morning with enough time to ensure that the room is prepared and set up before the start of worship.
• Greet children and their parents as they arrive at worship.
• Provide the children with opportunities to explore the Bible story through asking questions and participating in activities.
• Record children’s attendance in the attendance roll.

• Following the session, notify the C&F Coordinator and other leaders about any new children and anything important to note from the session, by writing in the communication book.

• Ensure all resources are packed up and tidy at the end of each session.
• Attend a planning meeting each term.
• Attend a Safe Church training session each three years, beginning in the first year of volunteering at GWUC.

47.3. Requirements:

• A commitment and passion for Children and Families ministry.
• A current Working with Children Check.
• A passion for providing children with opportunities to grow in faith towards spiritual maturity.
• Enthusiastic, keen and caring character

47.4. Commitment:

• One Sunday per month

48. 9:15am Discoveries Of God (D.O.G) Support Leader

48.1. Role:

To facilitate activities that encourages children from Grade 4 to year 8 to explore the stories of our faith tradition. To provide pastoral care to the children involved in the ministry activity.

48.2. Responsibilities:

• Liaise with 9.15am D.O.G. Leader before your rostered Sunday, to discuss planning and ascertain what the leader would like you to do in preparation.
• Arrive at GWUC on the Sunday morning with enough time to help the leader with setting up the room before the start of worship.
• Greet children and their parents as they arrive at worship.
• Provide the children with opportunities to explore the Bible story through asking questions.
• Ensuring the room is packed up and tidy at the end of the session.
• Attend a planning meeting each term.
• Attend a Safe Church training session each three years, beginning in the first year of volunteering at GWUC.

48.3. Requirements:

• A commitment and passion for Children and Families ministry.
• A current Working with Children Check.
• A passion for providing children with opportunities to grow in faith towards spiritual maturity.
• Enthusiastic, keen and caring character

48.4. Commitment:

• One Sunday a month

49. 9:15am Discoveries Of God (D.O.G) Leader

49.1. Role:

To facilitate activities that encourages children from grade 4 to year 8 to explore the stories of our faith tradition. To provide pastoral care to the children involved in the ministry activity.

49.2. Responsibilities:

• Liaise with Children and Families Co-ordinator before your rostered Sunday, to discuss planning and to ensure continuity for the group.
• Liaise with other 9.15am D.O.G. leaders to ensure continuity for the group.
• Prepare for the session by reading through the resource materials provided and becoming familiar with the week’s story and background information.
• Arrive at GWUC on the Sunday morning with enough time to ensure that the room is prepared and set up before the start of worship.
• Greet children and their parents as they arrive at worship.
• Provide the children with opportunities to explore the Bible story through asking questions.
• Record children’s attendance in the attendance roll.
• Following the session, notify the Children and Families Co-ordinator and other leaders about any new children and anything important to note from the session, by writing in the communication book.
• Ensuring the room is packed up and tidy at the end of the session.
• Attend a planning meeting each term.
• Attend a Safe Church training session each three years, beginning in the first year of volunteering at GWUC.

49.3. Requirements:

• A commitment and passion for Children and Families ministry.
• A current Working with Children Check.
• A passion for providing children with opportunities to grow in faith towards spiritual maturity.
• Enthusiastic, keen and caring character

49.4. Commitment:

• One Sunday per month

50. 4:30pm Kids Activity Time (K.A.T) Support Leader

50.1. Role:

To facilitate activities that encourages children from preschool to grade 3 to explore the stories of our faith tradition. To actively care for the children and ensure that Friday night programs operate safely and with adequate pastoral support.

50.2. Responsibilities:

• Liaise with 4.30pm K.A.T. Leader by the Friday before your rostered Sunday, to discuss planning and ascertain what the leader would like you to do in preparation.
• Arrive at GWUC on the Sunday morning with enough time to help the leader with setting up the room before the start of worship.
• Greet children and their parents as they arrive at worship.
• Provide the children with opportunities to explore the Bible story through asking questions.
• Ensuring the room is packed up and tidy at the end of the session.
• Attend a planning meeting each term.
• Attend a Safe Church training session each three years, beginning in the first year of volunteering at GWUC.

50.3. Requirements:

• A current Working with Children Check.
• A passion for providing children with opportunities to grow in faith towards spiritual maturity.
• A commitment to growth in their own faith.

50.4. Commitment:

• One Sunday a month

51. 4:30pm Kids Activity Time (K.A.T) Leader

51.1. Role:

To facilitate activities that encourages all children attending to explore the stories of our faith tradition. To provide pastoral care to the children involved in the ministry activity.

51.2. Responsibilities:

• Liaise with Children and Families Co-ordinator before your rostered Sunday, to discuss planning and to ensure continuity for the group.
• Liaise with other 4.30pm K.A.T. leaders to ensure continuity for the group.
• Prepare for the session by reading through the resource materials provided and becoming familiar with the week’s story and background information.
• Arrive at GWUC on the Sunday afternoon with enough time to ensure that the room is prepared and set up before the start of worship.
• Greet children and their parents as they arrive at worship.
• Provide the children with opportunities to explore the Bible story through asking questions.
• Record children’s attendance in the attendance roll.
• Following the session, notify the Children and Families Co-ordinator and other leaders about any new children and anything important to note from the session, by writing in the communication book.
• Ensuring the room is packed up and tidy at the end of the session.
• Attend a planning meeting each term.
• Attend a Safe Church training session each three years, beginning in the first year of volunteering at GWUC.

51.3. Requirements:

• A commitment and passion for Children and Families ministry.
• A current Working with Children Check.
• A passion for providing children with opportunities to grow in faith towards spiritual maturity.
• Enthusiastic, keen and caring character

Commitment:

• One Sunday per school term

52. Recruitment, Induction & Training Policy

52.1. Pre-Recruitment

A leadership position in Glen Waverley Uniting Church is understood to be that of a servant. It is defined by the need for the person in that position to be someone who wants to and is able to envision, enthuse, equip and enable others to know God’s will, mind, character and heart in the context of their life and the life of the church.

52.1.1. Identify the role and length of time the role is to be filled

Leaders should be appointed to clearly defined roles, and where possible clearly defined start and end dates. If a volunteer is being recommended for a new role complete the “Duty Statement – Volunteer form”.

• Ad hoc helpers: (helpers on a roster) help once a month or less; not a part of the regular ministry team; must not be given responsibility for or left alone with a group of children.
• Team members: appointed by Church Council to be in a ministry team; must be 18 years of age or older if caring for minors; accountable to the team leader.
• Junior team members: (under 18) take on valuable roles under adult supervision; accountable to their team leader; and cannot be included in supervision numbers in accordance with Supervision Policy.
• Team leaders: have responsibility for a ministry team for a particular program or event, team leaders are accountable to Church Council.

52.1.2. Recruitment

• Nomination in the case of Church Council or Eldership, or recommendation for a defined role in a ministry team.
• Safe ministry checks are to be completed prior to commencement in any leadership position :-
  • Screening Questionnaire for volunteers including a minimum of 2 referee checks.
  • Working With Children Check – programs for young people under 18 years.
• Interview, usually held with 2 elders, to allow for full understanding of leadership position and determine suitability of candidate, in the case of Church Council and Eldership the qualities are outlined in the appropriate policy. The interview needs to include information relating to:-
  • The reasons the candidate desires to be involved with the particular defined ministry.
  • Positive and negative experiences of previous ministry positions held.
  • Why they believe they are a positive role model.
• The Leadership Code of Conduct is to be read and discussed. Candidates will sign the Leadership Code of Conduct during the Induction stage if they are deemed suitable for leadership.
• The candidate is placed on the ballot, in the case of Church Council or Eldership, or their name is put forward to Church Council for endorsement to a ministry team or role.

52.1.3. Induction

All leaders are required to receive in-house Safe Church induction, including signing of the Leadership Code of Conduct and have a thorough understanding of policies and procedures of Glen Waverley Uniting Church prior to commencing in a leadership position.

52.1.4. Training

• Safe Church training is mandatory for all leaders appointed to the Safe Church sub-committee and any leader appointed to a position which has a program for young people under 18 years. Safe Church training is required to be held in the first year of the Safe Church program, or first year of leadership, and review training is to be held every 3 years. It is strongly recommended that all leaders on Church Council or Eldership undertake this important training.
• First Aid and Food Handling training is required by all ministry teams in accordance with First Aid and Food Safety policies.
• Leaders are encouraged by Glen Waverley Uniting Church Council to take advantage of learning and development opportunities relevant to their ministry area. Developing leaders is a way of ensuring healthy teams and can include things like regular team meetings, praying together, eating together and planning together.
• Leaders are also encouraged to self-assess their own behavior and ministry strengths and weaknesses. Ministry teams are stronger when team members support each other.

53. Screening Questionnaire for Volunteers

53.1. Personal Details

Address:

CONSENT: I consent to the information contained in this application including the subsequent pages to be kept by Avenel-Nagambie and Seymour Uniting Church. I understand that this information will be kept in a confidential file and used only for screening and disciplinary purposes.

Please tick either “yes” or “no” for each question. If the answer is “yes”, please give details on a separate page. NOTE: A “yes” answer will not automatically rule an applicant out of selection.

53.2. Record of Christian Church membership

List church organisations, churches, congregations of which you been associated with:-

53.3. CONSENT TO CRIMINAL HISTORY CHECK AND/OR WORKING WITH CHILDREN CHECK

I hereby consent to provide an Australian Federal Police if I have resided in another country. I also consent to provide a National Criminal History Background Check and/or a Working With Children Check.

I,

of

do solemnly and sincerely declare that:

1. The information I have provided in this application and the information contained in any documents accompanying this application are true and correct to the best of my knowledge and belief.
2. I understand that any material misstatement in or omission from this questionnaire may render me unfit to hold a particular or any office in the Church.

53.4. CHARACTER REFERENCES:

Please provide two (2) referees.

Referees must be over 18 years if age and be able to give a report (by telephone only) on your good character and suitability for ministry.

State your relationship with this person

State your relationship with this person

Witness to the Applicant’s Check

Name of Witness:

Title/Office held:

Signature:

Date:

Note: Please seek legal advice if you are uncertain about signing this document.

54. 5.3.2 Induction Checklist for Paid Staff

The page with this label in the material received from Neil contained the Leadership Conduct Covenant.

55. 5.3.2 Induction Checklist for Ministers

.pdf file

56. 5.3.2 Induction Checklist for Paid Staff

The page with this label in the material received from Neil contained the checklist for Ministers, not paid staff. It is suggested that the ministers page be used.

57. Personal details

58. Emergency information

59. Glen Waverley Uniting Church - New Proposal Form

The Glen Waverley Uniting Church Council would like to encourage members and groups within our congregation to submit proposals which enhance the spiritual, practical and pastoral life of our church and its mission. If you would like to make a proposal, then please complete the form and send to the relevant missional group or Chair of Church Council via the Church Office. We look forward to hearing from you!
Cnr Bogong Ave and Kingsway Glen Waverley 3150
Phone : 9560 3580 Email: [email protected]

59.1. What is your proposal?

59.2. Please explain the background to your idea

59.3. How will this benefit our church and its mission?

Benefits can be descriptive (improving our life and witness) and/or expressed in dollar terms (saving the church money). Consider the benefits in terms of:

• Outreach
• Faith Development
• Support for GWUC members and attendees

• Connecting with the local community

59.4. Outline the cost and/or ministry team effort

List any costs associated with the proposal. Include both direct dollar costs (eg equipment purchase or payment to an outside facilitator) as well as ministry time required (if applicable). Consider both set-up and ongoing costs.

59.5. When should this be done?

When is it proposed to start? Is it time critical?

59.6. Who is involved and who will be impacted?

Identify who will be involved in setting up and who will participate ongoing?

59.7. Other information we should know

Thank you for your proposal – we appreciate your input and will contact you soon.

Office Use only:

60. Glen Waverley Uniting Church

61. Support of Ministry Recommendation form

61.1. Program details:

61.2. Date of Church Council meeting:

61.3. Name of Program:

61.4. Where the program/event takes place:

61.5. Timing of program:

61.6. Person leading team:

• Contact details:

61.7. People in team are:

61.8. Please provide a brief outline of the program:

61.9. Church Council:

62. Annual Group Report

Word document accessed at AnnualReport2014/GroupReport2014Template.doc or able to be submitted online: here

Group Name:

Purpose, Aim or Mission of the Group:

Current Office Bearers:

Membership numbers:

Usual meeting attendance:

Meeting times and days:

Locations used by Group:

Highlights of the year: (Summarise the achievements, excitement and any special events during the year)

Any needs that Church Council can assist:

Report prepared by:

Date:

63. Ministry Risk Management Annual Review Form

This is a written accountability tool for ensuring that each ministry team has completed risk management and have reviewed and considered all policies in relation to the program and content being conducted and are ready to run the program for the year/semester/or event.

Year:

Name of program:

Where the program is to take place:

Time of program:

Ministry leader / co-ordinator:

Ministry team members:

.

.

Program first aid person:

Program safe food handler (if program involves serving of food):

Details of ministry resources to be utilised next year:

In what ways has God been moving through the program this year?

.

What did we do well as a team?

.

How did the program participants grow in their relationship with God?

.

How can our team better share ministry next year?

.

Is there any information relating to the suitability of the ministry to continue that should be known by the Safe Church sub-committee?

If yes, please list:

Have there be any incidents that were of a child protection nature affecting members of the ministry team?

.

TEAM COMMITMENT - On behalf of the ministry team I make a commitment to adhere to the Leadership Conduct Covenant and to hold team meetings and training as required in the Recruitment, Induction & Training policy, and to encourage team members to take advantage of learning and development opportunities to advance leadership skills relevant to our ministry. My team commits to 12 months in this ministry or alternatively will give the team leader notice that they are unable to continue in the role.