Constitution
1.0 MISSION
The mission of Fonthill United Church is
to be an inclusive community of hope,
to offer opportunity for worship, learning and fellowship,
to inspire its people to follow in the path of Jesus,
to love God with all our heart, soul, mind and strength, and
to love our neighbours, as we love ourselves.
2.0 AREAS OF MINISTRY
The
congregation, the Settled Ministry and any other pastoral staff will
work as partners to strengthen the following five areas of ministry:
Worship
Christian Education
Pastoral Care
Stewardship
Fellowship
Outreach to the community and the world.
3.0 THE MANUAL
As a congregation of the United Church of Canada, Fonthill United Church
shall govern itself according to the United Church Manual. The
mission of the congregation shall be carried out using the
organizational model of Church Council as described in the Manual
215-245.
4.0 PARLIAMENTARY PROCEDURE
Congregational, Council and Committee meetings shall be conducted
according to accepted procedures for quorums, chairing of meetings,
moving and seconding of motions and keeping of minutes, as described in
Appendix III of the Manual. However, parliamentary procedure is to
be followed in such a way as to facilitate debate and discussion and
encourage participation. Procedure is to be regarded not as an end
in itself but as a means to further and enhance the life and ministry of
the congregation. Members should at all times conduct themselves
with dignity, fairness, and understanding. The prime concern is
the good order and welfare of the church. When there is a discrepancy
between the Manual and this Constitution, the Manual takes precedence.
5.0 CONGREGATIONAL MEETINGS
The congregation shall meet annually as soon as the independently
reviewed financial statements can be completed, normally on the second
Sunday of February.
5.1 The purpose of the Annual
Meeting is:
to celebrate the previous year’s accomplishments and anticipate the
future;
to approve the annual reports of the congregation’s activities;
to approve the financial statements;
to approve the budget on recommendation of the Church Council;
to elect officers;
to appoint representatives to Niagara Presbytery, Cave Springs Camp and
Fonthill Seniors Non-Profit Accommodation Corporation;
and to deal with any other business that might rightfully arise.
5.2 The Council Chairperson shall
preside over the Annual Meeting. The meeting shall elect a
secretary to keep minutes of the proceedings.
5.3 Further congregational meetings
may be called as needed by the Settled Minister, Chairperson of Church
Council or at the written request of ten persons in full membership of
the congregation. The date, time and purpose of the meeting will
be announced to the congregation for at least two Sundays prior to the
meeting. All members of the congregation automatically have voting
rights and voting privileges on temporal matters may be extended to
adherents by the majority vote of those members present.
6.0 CHURCH COUNCIL
6.1 MEMBERSHIP: Elders are elected
at the Annual Congregational Meeting, one
representative appointed by the UCW, one representative appointed by the
Board of Trustees, the lay representatives
to the Presbytery, the Treasurer and the Settled
Minister.
To be eligible for elections elders shall be members of Fonthill United
Church. Adherents may serve the Council as corresponding members
and as committee representatives taking part in Council meetings;
however only elders are permitted to vote or to sit in camera. The
normal term of office for elected elders will be two years, renewable
twice, for a maximum of six years.
Council shall elect its own chairperson, secretary, presbytery
representatives, and representatives to its standing committees. A
quorum for a Council meeting requires the attendance of the Settled
Minister or pastoral charge supervisor, or an appointee of the
Presbytery, and at least one-third of the remaining members of Council.
6.2 DUTIES: The Council shall govern
the overall life of the congregation. It ensure that standing
committees are set up to engage the congregation in its ministry and
that administrative support is provided. The Council is expected to
meet at least four times year
and to communicate regularly with the congregation so that
members and adherents are informed about issues and decisions. A Council
meeting shall be called either by the Chairperson or by the Settled
Minister.
6.3 OFFICERS OF COUNCIL-DUTIES
6.3.1 CHAIRPERSON:
to prepare an agenda;
to preside over all meetings of Council following proper procedure as
outlined in this Constitution and in the United Church Manual;
to communicate regularly with committee chairpersons in order to
understand, support and encourage their work;
to maintain regular contact with staff;
and to provide leadership, assistance and direction so that the mission
of the congregation is furthered and its ministry is strengthened.
If the chairperson is unable to attend a meeting of Council, Council
shall appoint one of its members (normally the immediate past
chairperson) to preside at the meeting. The Chairperson of Council
is an ex officio member of all committees.
6.3.2 SECRETARY:
to maintain accurate records of minutes of all meetings of Council;
to record attendance at meetings and note regrets;
to maintain file copies of agendas, minutes, reports and other relevant
documents; and to work with the Membership Committee to keep an accurate
and current membership list.
6.3.3 COMMITTEE CHAIRPERSONS:
to provide an agenda to ensure that the committee’s responsibilities are
fulfilled; to preside at Committee meetings ensuring that minutes of
proceedings are kept;
and to provide representation and report regularly to Council, and
annually to the congregation.
6.3.4 BOARD OF TRUSTEE REPRESENTATIVE, UCW
REPRESENTATIVE AND PRESBYTERY REPRESENTATIVES:
to provide a liaison between their respective bodies and the Council.
7.0 EXECUTIVE COMMITTEE
Between
Council meetings or when a quorum is unavailable, a meeting of the
Executive Committee shall be called either by the Chairperson or by the
Settled Minister in order to execute the responsibilities of the Council
for emergent matters. All resolutions by the Executive Committee
are subject to the approval of the full Council. The Executive
Committee will be composed of the Chairperson, Secretary, an elder
appointed by Council to represent one of the Ministry Committees, and
elder appointed by Council to represent one of the Administrative
Support Committees, an elder appointed by Council to represent the
Ministry & Personnel Committee, and the Settled Minister (ex officio).
The Executive Committee requires the attendance of four elders, in
addition to the Settled Minister to constitute a quorum.
8.0 NOMINATING COMMITTEE
In order to facilitate the election of elders, an ad hoc Nominating
Committee, made up of the Council Chairperson, Secretary, and the
Chairpersons of Standing Committees shall prepare a slate of nominations
and propose its adoption at the
Annual Congregational Meeting. Nominations from the floor, if any, may
also be considered and, if necessary, elections held. Between
congregational meetings, the Council may add to its number to fill
vacancies.
9.0 STANDING COMMITTEES OF COUNCIL
Standing committees are responsible for carrying out the five areas of
the congregation’s ministry.
The Ministry Committees are:
Worship Committee
Christian
Education Committee
Pastoral Care
Committee (Shepherd Visitors)
Membership
Committee
Outreach
Committee
Stewardship
Committee
The Administrative Support Committees are:
Finance
Committee
Property
Committee
Ministry and Personnel Committee
Council has the authority to reorganize the committees to address
changing needs and circumstances. Any reorganization shall be
communicated to the congregation and ratified at the next Annual
Congregational Meeting.
All Committees have the authority to spend within their budget,
undertake projects and launch initiatives to support the mission of the
congregation, and work with other committees, and within policies set by
the Council and provisions of the United Church Manual. Committees
elect their own chairperson, and (with the exception of the Ministry and
Personnel Committee) may add to their number throughout the year.
Committees are expected:
to meet regularly,
to report to Council monthly,
and to communicate regularly with the congregation through newsletters,
bulletins and announcements.
9.1 WORSHIP COMMITTEE
9.1.1 MEMBERSHIP: Chairperson, Council representative
(who may be the same person), members and adherents who have an interest
in the worship life of the congregation and are willing to serve (one of
whom should also be a member of the Choir), the Music Director
(ex-officio),and the Settled Minister (ex-officio.)
9.1.2 DUTIES:
to oversee Sunday worship and other worship services, music, and
sacraments;
to oversee the work of the Chancel Guild, the use and care of the
sanctuary;
to approve baptisms and marriages;
to make arrangements for lay readers, ushers, servers and greeters;
and to arrange pulpit supply when needed, and supply musicians when
needed.
9.2 CHRISTIAN EDUCATION COMMITTEE
9.2.1 MEMBERSHIP: Chairperson, Council representative
(who may be the same person), members and adherents who have an interest
in the faith development of the congregation and are willing to serve,
paid staff engaged in the work of Christian Education (ex-officio),and
the Settled Minister (ex-officio).
9.2.2 DUTIES:
to provide opportunities for learning and faith development for all
ages;
to oversee the operation of the nursery, Sunday School, Youth and
intergenerational events and adult faith development programs;
to publicize and encourage participation in events;
and to provide liaison with the Scouting and Guiding groups. Additional
responsibilities are described in the Manual 242.
9.3 PASTORAL CARE COMMITTEE
(SHEPHERD VISITORS)
9.3.1 MEMBERSHIP: Chairperson, Council representative
(who may be the same person), members and adherents who want to share
the love of Christ by providing pastoral care to the members and
adherents of the congregation and the Settled Minister (ex-officio).
9.3.2 DUTIES:
to assist the Settled Minister by providing pastoral care to members and
adherents of the congregation by visiting;
to maintain good communication by telephone with those in need of
pastoral care; to keep the Settled Minister informed of the pastoral
care needs of the congregation recommending when visits are needed;
to send out sympathy cards on behalf of the congregation;
to arrange for and accompany the Settled Minister for home Communion
services; and to arrange occasional events for seniors for fellowship
and spiritual renewal.
9.4 MEMBERSHIP COMMITTEE
9.4.1 MEMBERSHIP: Chairperson, Council
representative (who may be the same person), members and adherents who
are willing to serve the Committee to increase the membership and
enhance the fellowship of the congregation, and the Settled Minister
(ex-officio).
9.4.2 DUTIES:
to work with the Secretary of Council to keep an accurate membership
roll, including adherents;
to make contact with visitors at worship and new people in the community
to invite their greater involvement;
to arrange for new member orientation events and for services to receive
new members;
to promote Fonthill United Church in the community through advertising;
including overseeing the church’s website and quarterly newsletter;
to arrange opportunities for fellowship and to encourage the Friendship
Group, Men’s Club and other social groups within the congregation;
to oversee the keeping of archives;
and to acknowledge memorial gifts.
9.5 OUTREACH COMMITTEE
9.5.1 MEMBERSHIP: Chairperson, Council representative
(who may be the same person), members and adherents who are willing to
serve and have an interest in promotion the mission of the congregation
in the community and throughout the world, and the Settled Minister
(ex-officio.)
9.5.2 DUTIES:
to promote the work of the United Church of Canada through the support
of its Mission and Service Fund, the United Church World Development and
Relief and other special projects as are being promoted by the United
Church of Canada;
to conduct mission education in the congregation;
to encourage outreach in the local community, to recommend special
projects for the congregation’s support, normally during Lent;
and to offer the congregation opportunities to promote justice through
political action, signing petitions, writing letters, and other forms of
social action.
9.6 STEWARDSHIP COMMITTEE
9.6.1 MEMBERSHIP: Chairperson, Council representative
(who may be the same person), and other members and adherents who have
an interest in and a willingness to promote stewardship in the
congregation, and the Settled Minister (ex-officio.)
9.6.2 DUTIES:
to reflect theologically on the stewardship of congregational finances
to promote stewardship of time and talent;
to work with the Finance Committee to advance the long term financial
viability of Fonthill United Church;
to assess the level of financial stewardship within the congregation;
to conduct a program of stewardship education throughout the year;
to call for a financial response (normally in November);
and to promote a program for planned giving;
9.7 FINANCE COMMITTEE
9.7.1 MEMBERSHIP: Chairperson (who may function as
Treasurer), a Council representative (who may be the same person), the
Chairperson of the Stewardship Sub-Committee, and other members and
adherents who have financial expertise and a willingness to work towards
promoting the financial interests of the church, and the Settled
Minister (ex-officio.)
9.7.2 DUTIES:
to oversee the work of the treasurer and bookkeeper with reference to
the United Church of Canada-Financial Handbook for Congregations;
to arrange for Sunday counters;
to receive revenues, pay bills;
to administer Special Funds;
to report regularly to Council, and
to provide independently reviewed financial statements to the Annual
Meeting;
to develop plans to ensure the long term financial stability of the
church;
and to keep the congregation apprised of the financial needs of
the church and to encourage support.
9.8 PROPERTY COMMITTEE
9.8.1 MEMBERSHIP: Chairperson, Council representative
(who may be the same person), and others members and adherents who have
expertise in maintaining buildings and a willingness to work towards
keeping the building in good repair, and the settled minister (ex‑officio.)
9.8.2 DUTIES:
to maintain the church property, keeping the church building in a state
of good repair and planning future repairs and renovations;
to be responsible for the church’s energy use, security and rentals;
to oversee the work of the custodian;
and to communicate building policies, uses and changes to the
congregation.
9.9 THE MINISTRY AND PERSONNEL
COMMITTEE
9.9.1 MEMBERSHIP: Chairperson, Council representative
(who may be the same person), and at least three but not more than seven
members of the congregation appointed at the Annual Meeting. Paid staff
may not be members of this Committee.
9.9.2 DUTIES:
to provide a consultative and supportive agency for the staff of the
Pastoral Charge and for members and adherents of the congregation;
to review working conditions and remuneration for the staff of the
Pastoral Charge and make appropriate recommendations to the Church
Council;
to oversee the relationship of the staff of the Pastoral Charge to the
members of
the Congregation and others;
to oversee the relationship between and among different members of the
staff of the Pastoral Charge with respect to their responsibility and
authority;
to consult with all members of the staff of the Pastoral Charge about
their plans for continuing education and ensure that those eligible
avail themselves of the provisions for continuing education and that
money and time are made available;
to review and evaluate annually the effectiveness of the staff of the
Pastoral Charge as those persons and positions relate to the mission of
the Pastoral Charge as defined by the Church Council;
to maintain close liaison with the Presbytery Pastoral Relations
Committee;
and to review regularly the responsibilities of all staff of the
Pastoral Charge and revise position descriptions when required or
requested; and
to receive from each Ministry Personnel settled in or appointed to the
Pastoral Charge, a current vulnerable sector (level 2) police records
check, at the expense of the Ministry Personnel, no later than the
completion of each six-(6) year period of the pastoral relationship.
(Manual 244)
The Committee shall meet at least quarterly. While the
deliberations of this Committee are confidential, its decisions shall be
reported to Council. The Committee is accountable to the Council. It
shall make informed recommendations to the Council, but it shall not
take action itself.
10.0 BOARD OF TRUSTEES
10.1 MEMBERSHIP: Trustees are elected by the
congregation, normally at the Annual Meeting. There will be not
fewer than three and not more than fifteen members including the settled
minister (ex-officio.) The Settled Minister shall have the right
to preside as Chairperson at all meetings and may appoint a deputy to
act as the Chairperson. The Trustees shall appoint one of its
members as a representative to Council.
10.2 DUTIES:
to administer property held in trust for the United Church of Canada
including the approval for all mortgages, insurances, sales and major
renovation of property and the administration of bequests and other
funds given in trust to the congregation. The Board of Trustees shall
obey all lawful orders and directions of the Church Council, the
Presbytery, or the Conference. The duties of the Trustees are
described in the Manual 250-262 and in the United Church of
Canada-Congregational Board of Trustees Handbook. The Trustees
shall appoint one of its members as a representative to the Council.
11.0 UNITED CHURCH WOMEN (UCW)
11.1 The UCW’s purpose is to unite all women of
the congregation for the total mission of the church and to provide a
way for them to express their loyalty and devotion to Jesus Christ in
Christian witness, fellowship and service.
11.2 All the women of the congregation are
members of the United Church Women. The UCW shall maintain its own
organizational structure and work to promote the mission of the
congregation. The President of the UCW or designate shall be a
member of Council.
12.0 FONTHILL SENIORS NON-PROFIT ACCOMMODATION
CORPORATION
At the Annual Meeting, two representative members from Fonthill United
Church will be elected to the Board of Town Square Manor. The term
of office will be two years, renewable twice.
13.0 AMENDMENTS
This Constitution is a living document that reflects the changing life
of the congregation and as a tool for furthering its mission and
ministry. Amendments to the Constitution may be proposed to the
Council in writing by any member of the congregation, stating the reason
for the suggested change. Council may approve changes but such
changes must then be ratified at the next annual congregational meeting
or at a special congregational meeting after notice of motion of the
proposed change has been given.
END
This Constitution was adopted by Fonthill United Church at the Annual
Meeting on February 10, 2008 and
Revised at the Annual Meeting on February
22, 2009.
TERMINOLOGY AND DEFINITIONS:
Manual – The Manual contains the basic laws of the United Church of
Canada, including those that govern the procedures of a congregation,
and is binding. A copy of the Manual is available through the
church office or at
www.united-church.ca.
Adherent – A person who is attached to a congregation and who
contributes regularly to its life and work while not being a member
thereof.
Temporal Matters – Those transitory and secular affairs that pertain to
the life, work, and finances of the congregation. Without limiting
the generality of the foregoing, Temporal Matters do not include:
the calling of a member of the Order of Ministry; a request to a
Presbytery for an appointment; the election of an Elder or a Trustee;
the order of worship; the discipline of the United Church; the
amalgamation of Pastoral Charges or congregations; the disbanding of
Pastoral Charges or congregations; and property matters requiring the
consent of the Presbytery.
Settled Minister – The minister(s) who has been called by the
congregation or appointed by the Presbytery. During a vacancy the
Pastoral Charge Supervisor appointed by the Presbytery takes the place
of the Settled Minister.
Ex-Officio Membership – Full membership by virtue of office for all
purposes unless otherwise specifically restricted.
Quorum – The minimum number of persons who must be present to validate
the transaction of business.
In Camera – When Council moves in camera, only those who are members may
sit; others must be excused. Deliberations conducted in camera are
to remain confidential but decisions taken are recorded in the Minutes
and become part of the public record.
Committee of the Whole – Council may, for greater freedom of discussion,
move into a Committee of the Whole. Any decisions taken in
Committee must then be approved by the Council. For information on
detailed procedures consult the Manual, Appendix III, Section 13.
