Notes on Committees & their Mandates

Notes on Committees & their Mandates

This includes:  Guidelines for Committees, Worship Committee, Discipleship Committee,  Mission Committee, Fellowship Committee, Resource Management Committee , Ad-hoc Stewardship Committee, HR Committee

Updated December 2016

GUIDELINES FOR COMMITTEES OF SESSION

  1. Members of committees will be people of mature and enthusiastic Christian faith who will give their time and support.
  1. Persons will be nominated to serve on a committee from the congregation, taking into account a concern for representation of both genders, all ages, definite interest and appropriate knowledge. Nominations will be presented at the Annual General Meeting.
  1. Committee members will be members of Central Presbyterian Church
  1. Committees  shall consist of 9 members, 3 being elected annually. Two of the 9 members of each committee  will be elders proposed by Session, one of whom will be the Reporting Elder linking the committee formally to Session.
  1. Members will normally serve on a committee for a 3 year term, with the possibility for no more than a further three years on the same committee.
  1. No member will serve on more than one committee.
  1. Members of Session, by reason of age or other worthy cause, may be relieved of committee responsibilities.
  1. Where a committee suffers the loss of a member during the year, that committee has the power to replace until the next Annual Congregational Meeting.
  1. The Minister is an ex-officio member of all Session committees. The church bookkeeper is an ex-officio member of the Resource Management Committee, The Director of Discipleship Ministries is an ex-officio member of the Discipleship Committee, the Director or Music is an ex-officio member of the Worship Committee.
  1. Normally, each committee meets every other month, with Resource management Committee meeting  monthly. Minutes of meeting will be submitted to the church office.

Each committee is responsible for its members and those serving in its ministries being oriented to the Leading With Care Policy and ensuring that relevant policies are followed.

 

 

WORSHIP COMMITTEE 

Delegated oversight of the worship life of Central Church, with a concern for corporate worship that glorifies God, builds faith, and is both reverent and relevant.

Responsibilities:

1. To design, develop and evaluate with the Minister of the Church, all aspects of worship, including the encouragement and planning of special worship services and celebrations. The committee will be responsible for decorating the Sanctuary for Thanksgiving.

2. To develop and review policy statements on Baptism, the Lord’s Supper, weddings and funerals, and to develop a policy to guide the use of the sacred space of the Sanctuary.

3. To encourage the development and support the work of ministry teams such as the Ushers Team, the Greeters Team, the Prayer Team and the Taping Team, etc.

4. To encourage a thoughtful use of Christian tradition in worship, but also encourage vitality and variety in the congregation’s worship life using resources, local and otherwise, to help members be reflective about worship and participate in worship with enthusiasm.

5. To prepare an annual budget for all ministries under the oversight of the committee and submit it to the Resource Management Committee (RMC).

6. To report as necessary to the Session via the Reporting Elder.

7. To ensure that committee members and those serving in its ministries are oriented to the Leading With Care Policy and that all relevant policies are followed.

If it is clearly within the mandate of the committee, creative suggestions for new emerging ministries should be encouraged.

 

DISCIPLESHIP COMMITTEE

Designated oversight for providing a biblical foundation for the spiritual nurture of children, youth, and adults so that all are equipped to live the Christian life.

Responsibilities:

1. To develop and support a program of Christian discipleship for children, including the Nursery and Faith Finders program.

2. To develop and support a midweek program of Christian discipleship for children and youth, known as the Charlton Club.

3. To develop and support a program of Christian discipleship for adults that will include Sunday Seminars, Faith Basics, and home-based Bible Study groups.

4. To review curricula, set benchmarks for, and evaluate discipleship programs within the congregation, using the input of the Director of Discipleship Ministries and the Minister.

5. To encourage the use and growth of the Libraries as a source of Christian nurture.

6. To promote courses, workshops and retreats that will help congregational members grow in faith and faithful living.

7. To encourage and support the development of ministry teams such as the Faith Finders Team, Nursery Team, the Library Team, the Charlton Club Team, and the Home Group Leaders Team

8. To be responsible for the Welcome Sunday congregational event in September (Sunday following Labour Day).

9. To prepare an annual budget for all ministries under the oversight of the committee and submit it to the RMC.

10. To report as necessary to the Session via the Reporting Elder.

11. To ensure that committee members and those serving in its ministries are oriented to the Leading With Care Policy and that all relevant policies are followed.

If it is clearly within the mandate of the committee, creative suggestions for new emerging ministries should be encouraged.

 

 

MISSION COMMITTEE

Delegated oversight of congregational education about the mission of Jesus Christ locally, nationally, and globally, and of involving the congregation in that mission.

Responsibilities:

1. To educate the congregation about the national and global mission of the Presbyterian Church in Canada, through written material as well as developing relationships between the congregation and mission personnel.

2. To promote the ministries of Presbyterians Sharing and Presbyterian World Service and Development (PWS&D), through prayer and financial support, including acting as a link to Session for the Women’s Missionary Society (WMS) group.

3. To promote and support the work of a range of additional specialized mission agencies such as, but not limited to, the Bible Society, Leprosy Mission, IVCF etc.

4. To engage the congregation in local mission initiatives such as regular Food Drives, White Gift Sunday, the Inner City Outreach Ministry, the Out of the Cold Program, and using the Mission Funds for creative, local mission initiatives.

5. To encourage congregational participation in ecumenical endeavours that furthers the mission of Jesus Christ, e.g. the Canadian Food-grains program.

6. To encourage the growth of an effective and  healthy congregation through helping members witness to their faith, arranging appropriate evangelistic strategies, training and events, and establishing a Follow-Up Team.

7. To be a location for the study of various mission, justice and environmental issues, making recommendations to Session about appropriate action.

8. To prepare an annual budget for all ministries under the oversight of the committee and submit it to the RMC, including proposed amounts for the congregation to raise for mission beyond the congregation, including a proposed amount for Presbyterians Sharing.

9. To report as necessary to the Session via the Reporting Elder.

10. To ensure that committee members and those serving in its ministries are oriented to the Leading With Care Policy and that all relevant policies are followed.

If it is clearly within the mandate of the committee, creative suggestions for new emerging ministries should be encouraged.

 

 

FELLOWSHIP COMMITTEE

Delegated oversight of the community life of the congregation with special regard for pastoral care, hospitality, and membership assimilation.

Responsibilities:

1. To ensure good communication  throughout the congregation, chiefly through the Contact Newsletter, Annual Report, Bulletin Boards, Signage, Web-site, Photographic Directory etc.

2. To ensure that elderly, infirm, and vulnerable members of the congregation receive pastoral support, through the establishing of a Visitors in the Parish [VIP] Team and coordination of  periodic Body and Soul gatherings.

3. To work with the Pastoral Visitor.

4. To ensure a climate of hospitality throughout the congregation, using a variety of strategies, including the work of the Reception Team, the Hospitality Team which oversees Sunday refreshments, including the AGM lunch, and the casserole ministry.

5. To create a series of inter-generational fellowship events such as Family Nights, and the annual Congregational Picnic in June.

6. To promote Christian family life, through arranging for special events, workshops, or courses on marriage, parenting, ageing, dealing with grief etc. and acting as a link for Griefshare.

7. To act as a link to Session for such groups as Central Connections, the Men’s Breakfast Club, the Sunday Lunch Bunch, Moms Coffee Time, and Prime Time.

8. To prepare an annual budget for all ministries under the oversight of the committee and submit it to the RMC.

9. To report as necessary to the Session via the Reporting Elder.

10. To ensure that committee members and those serving in its ministries are oriented to the Leading With Care Policy and that all relevant policies are followed.

If it is clearly within the mandate of the committee,  creative suggestions for new emerging ministries should be encouraged.

 

RESOURCE MANAGEMENT COMMITTEE   

Delegated oversight of the financial, property, and personnel resources available to the congregation.

Responsibilities:

1. To prepare the annual budget for the congregation, recommending it to the Session in January and to the congregation at the AGM in February.

2. To exercise ongoing control of the congregational budget, including reviewing the monthly financial statements provided by the Bookkeeper.

3. To be responsible for the counting and recording of all worship offerings before they are removed from the church for banking, using the work of the Counting Team.

4. To ensure that all bills and salaries are promptly paid, using the resources of the Bookkeeper.

5. To arrange for the insuring and security of the church buildings.

6. To continually review the condition of the physical property of the congregation, developing a schedule for their upkeep and furnishing.

7. To develop and review policies governing the use of church facilities, including rental agreements. [This excludes the Sanctuary].

8. To formulate and implement plans for capital improvements inside and outside the buildings, consulting with the Board of Trustees.

9. To oversee the work of such teams as the Garden Team, Office Team, Counting Team, and the Sunday Custodians Team.

10. To oversee the day-to-day maintenance of the building and the equipment within the building, including the offices and the kitchen.

11. To ensure the proper preservation of all congregational records and historical artifacts.

12. To report monthly to Session, including a financial update, via the reporting elder.

13. To ensure that committee members and those serving in its ministries are oriented to the Leading With Care Policy and that all relevant policies are followed.

If it is clearly within the mandate of the committee, creative suggestions for new emerging ministries should be encouraged.

 

HUMAN RESOURCES COMMITTEE Established April 5, 2016

Delegated oversight of managing issues related to employees and contract staff of Central Presbyterian Church

The committee was formed at the request of Session. The Committee is a sub-committee of Session because of its confidential administrative responsibilities.   The committee should consist of 5 members, at least 2 members from RMC, 2 members from Session and possibly 1 congregational member at large.

Responsibilities:

  1. To make recommendations to Session for the hiring, discipline and dismissal of all staff except the minister.
  1. To be responsible for the formation of all search committees and when appropriate invite others to be part of that search committee.

3.       To establishing the means of keeping all employee records confidential.

  1. To be responsible for conducting annual employee reviews, arranging for coverage of vacation for employees, follow-up from any incidents arising through the year.
  1. To update position descriptions as needed.
  1. To deal with any other items related to Human Resources deemed necessary.

HR Committee Members:

Frances Searle (Chair), Kathy Barnard, David Dutchak, Chris Newman, and Jim Morgan

 

 

STEWARDSHIP AD-HOC COMMITTEE

Oversight of planning, educating and communication related to congregational stewardship

  1. To take responsibility for educating the congregation about congregational stewardship through various formats, e.g. stewardship moments, literature etc.
  1. To produce a narrative budget based on that created by the Resource management Committee and approved by Session

 

MANDATE FOR COORDINATING COUNCIL- (Chaired by Minister- members-are chairs of each Session committee and the Trustees)

  1. To co-ordinate the work of the five session committees (Discipleship, Fellowship, Worship, Mission and RMC) so that there is no overlapping and that mandates are being followed.
  1. To plan out the event calendar of the congregation six months at a time, with input from all five committees to which in turn all events/programmes are linked.
  1. To propose nominations to the standing Session committees, bringing such each year to the AGM and following the principles set out in the guidelines for Session Committees.
  1. To plan the annual congregational meeting, including choosing those volunteers from all parts of the congregation’s life who are to be honoured.
  1. To provide the relevant information and orientation for all new members of committees elected each year to the life structure and responsibilities of the Session and its individual committees and their mandates.
  1. To approve special offerings being gathered within the congregation.
  1. To act as a clearing house for would-be volunteers who seek to be involved in any ministry within the congregation
  1. To allocate space within the church building for the use of all regular, in-house programmes.
  1. To determine items for the “Wish List”. ( Items that would enhance ministries but are not budgeted for in the annual budget)
  1. To report recommendations to Session as necessary