Forest Hill United Church Fredericton NB

DRAFT Forest Hill United Church Fredericton NB Constitution and By-Laws

2 Territorial Acknowledgment We acknowledge that our church is built on ancestral, traditional and unceded Wolastoqey land. Vision Forest Hill United Church is a safe place for all people to gather regardless of race, creed, age, cultural background, family status, sexual orientation, and gender identity. All are welcome here! MISSION To live by the teaching and example of Jesus Christ as a visible and vital community in Christian Worship, fellowship and service.

3 FOREWORD In February 2017, the Forest Hill United Church Annual General Meeting officially adopted a new committee structure intended to streamline the governance of the congregation and to free up volunteer resources. It maintained the Congregational Board, but reduced the number of committees and the size of the Congregational Board. The 2017 governance model continues the Congregational Board, discontinues the Executive Committee and reduces the number of standing committees to three. The three are the Spiritual Guidance Committee, the Church Management Committee and the Leadership Development Committee. The chairs of the standing committees form the Church Board. Augmented by leaders of ad hoc committees, UCW and Presbytery representatives as appropriate, the Board meets at least quarterly to coordinate the work of the standing committees and any ad hoc bodies, to engage in long-term planning, and to set policy. The Congregational Board is responsible for the periodic review of the Constitution and By-laws to ensure its continued relevance to the activities and programs at Forest Hill United Church.

4 Table of Contents 1 CONGREGATIONAL MEETINGS... 5 2 THE CONGREGATIONAL BOARD... 5 2.1 COMPOSITION OF CONGREGATIONAL BOARD... 5 2.1.1 Officers... 5 2.1.2 Elected Members... 6 2.1.3 Other Members... 6 2.2 TERMS OF OFFICE... 6 2.3 CONGREGATIONAL BOARD MEETINGS... 6 2.3.1 Regular Meetings... 6 2.3.2 Special Meetings... 7 2.4 RESPONSIBILITIES OF CONGREGATIONAL BOARD... 7 2.4.1 Reporting to the Congregation... 7 2.4.2 Planning... 7 2.4.3 Oversight... 8 2.4.4 Administration... 8 2.4.5 External Relations... 8 2.4.6 Responding to Committee Recommendations... 8 2.5 CHAIR OF THE BOARD... 9 2.6 SECRETARY... 9 2.7 TREASURER... 9 2.8 UNITED CHURCH WOMEN... 10 2.9 LAY REPRESENTATIVES TO PRESBYTERY... 10 3 THE STANDING COMMITTEES OF THE BOARD... 10 3.1 CHURCH MANAGEMENT COMMITTEE... 11 3.1.1 Membership... 11 3.1.2 Responsibilities... 11 3.1.3 In Relation to Property Maintenance and Use... 11 3.1.4 In Relation to Financial Planning and Oversight... 12 3.1.5 Trustees Sub-Committee... 12 3.2 SPIRITUAL GUIDANCE COMMITTEE... 13 3.2.1 Membership... 13 3.2.2 Responsibilities... 13 3.3 LEADERSHIP DEVELOPMENT COMMITTEE... 14 3.3.1 Membership... 14 3.3.2 Responsibilities... 14 4 GENERAL... 15

5 1 Congregational Meetings The Chair of the Board will call an Annual General Meeting within 60 days of the beginning of the calendar year. The meeting will usually be held on a Sunday following worship. The Annual Report and a draft agenda will be made available to members at least one week prior to the meeting. The agenda of the Annual General Meeting will include approval of the Annual Report; approval of the financial report; approval of the budget; election of committee chairs, officers, and representatives as required; appointments and releases of trustees; and appointment of an auditor or reviewer. The Meeting may also conduct any other business by way of motion from the floor unless the Manual or the Constitution and By-laws require that notice be given prior to the meeting. The Chair will call a Special General Meeting at the direction of the Congregational Board or Presbytery, or at the written request of 10 members of the Congregation. Notice of a Special General Meeting will be given within 14 days of receipt of the direction or written request and held within 30 days after notice was given, and shall conduct only the business identified in the direction or written request. The Constitution and By-laws may be amended by a General Meeting. The Chair shall give notice of proposed amendments at the direction of the Board or upon written request by 10 members of the Congregation. 2 The Congregational Board The Congregational Board is the governing body of Forest Hill United. Supporting Forest Hill United Church Congregational Board are the Standing Committees, the United Church Women, and the Lay representative(s) to Presbytery. The Standing Committees are those responsible for Spiritual Guidance, Church Management and Leadership Development. The officers of the Board (Chair of the Board, Secretary and Treasurer) as well as the Chairpersons of the Committees are elected by the Congregation, normally at the regularly scheduled Annual General Meeting. The Congregational Board is empowered to appoint acting members for any vacancies on the Congregational Board when a vacancy occurs between meetings of the Congregation. 2.1 Composition of Congregational Board The Congregational Board consists of members elected by the Congregation and other members as follows and may designate a Vice-Chair: 2.1.1 Officers a) Chair of the Board b) Vice-Chair (if designated by the Board) c) Secretary

6 d) Treasurer 2.1.2 Elected Members a) Chair of the Spiritual Guidance Committee b) Chair of the Management Committee c) Chair of the Leadership Development Committee d) Lay Presbytery Representative 2.1.3 Other Members a) Minister (non-voting) b) UCW Representative c) The chair of any ad-hoc committee(s), task force(s) or working group established by the Congregation or Congregational Board for a specific purpose. 2.2 Terms of Office The term of office for Members and Officers of the Congregational Board is three years. The Congregational Board, sitting as a Nominations Committee no later than its final meeting before the Annual General Meeting, shall strive to ensure that nominations provide a good balance between longer-serving and newer members. Wherever possible, the Chair of the Board and Chairs of Standing Committees should not serve more than two consecutive terms. The Presbytery representative is elected annually. All members of Congregational Board must be members or regular adherents of Forest Hill United Church. 2.3 Congregational Board Meetings 2.3.1 Regular Meetings The Chair of the Board shall call meetings of the Congregational Board at least quarterly. The scheduling of regular meetings of the Board will occur as part of the planning of the annual calendar of events. Once established in the calendar, no formal notice of the meeting is required, though informal reminders are a good practice. Variations in the schedule require one week s formal notice to the Board through email and inclusion in the Bulletin. Timely notice requirements for schedule variations may be waived by unanimous agreement of the members of the Board. A quorum of Congregational Board is one-half of the voting members or 4 persons whichever is greater. The members and officers of the Congregational Board are full voting members during their terms of office except for the Minister, who participates in an ex officio capacity. The Chair of the Congregational Board only votes in the event of a tie.

7 2.3.2 Special Meetings Special meetings may be called by the Chair of the Board, the Minister, or upon written request of two members of the Congregational Board. The Chair of the Board shall give notice of a Special Meeting no later than two business days after the written request is received and shall schedule the meeting within 14 days of receipt of the written request. Only the business named in the written request shall be transacted. The Congregational Board may, as the need arises, establish ad-hoc committees, task forces or working groups, for specific purposes. The chair of such an ad-hoc body is appointed by Congregational Board and shall be a full voting member of Congregational Board as long as the ad-hoc body continues to function. 2.4 Responsibilities of Congregational Board In general, the Congregational Board is responsible to the Congregation for overseeing the spiritual, temporal and financial affairs of the Congregation. Its functions include coordination of the work of Standing Committees and ad hoc bodies; long-term planning; and policy development. Specific areas of responsibility include: 2.4.1 Reporting to the Congregation a) Keep the Congregation informed about decisions and concerns affecting the congregation through church announcements, updates in the bulletin and on the Church website; b) Call Annual General Meeting; c) Prepare the Annual Report; d) Call any Special General Meetings; e) Recommend changes in the organizational structure of the Church for approval by the Congregation; f) Nominate members and adherents for Board positions and determine eligibility in accordance with the Manual of the UCC; Note re member-restricted positions: As of the Manual adopted September 2016, the following positions require membership in the Congregation: Chair of the Board; Treasurer. Note re Trustees: As of the Manual adopted September 2016, a majority of Trustees must be members of the United Church, though not necessarily members of the congregation. They must also be of the provincial age of majority (19). 2.4.2 Planning g) Approve an annual calendar of events;

8 h) Coordinate and support the work of the Standing Committees; i) Engage in long-term and strategic planning; j) Establish ad hoc committees, task forces and/or working groups as required; 2.4.3 Oversight k) Receive reports from Committee Chairs on decisions and concerns affecting the congregation; l) Receive reports from Presbytery, Conference and the UCC; m) Ensure that remits are placed before the Congregation as required; n) Regularly review financial statements; o) Review the draft budget prior to the AGM; p) Establish policy affecting church staff members; 2.4.4 Administration q) Approve by formal motion the admission of new and transferred members; r) Approve by formal motion requests for baptism; s) Approve by formal motion requests for marriages and ensure the application of the Congregational Marriage Policy; t) Review the Terms of Reference at least every three years; u) Review the Congregational Roll prior to each Annual General Meeting; v) Ensure the proper archiving of documentation of the Pastoral Charge; w) Attend to matters affecting the Congregation not assigned to any of the Committees of Congregational Board; 2.4.5 External Relations x) Receive correspondence and determine or delegate responses; y) Receive and respond to requests from Presbytery or the Maritime Conference; z) Ensure that the annual Pastoral Charge statistical forms are completed and submitted to the Head Office of the United Church; aa) Communicate decisions and positions of Forest Hill United Church to outside agencies and/or other courts of the Church as appropriate; bb) Represent the Congregation in meetings with Presbytery to deal with matters of amalgamation, realignment, and reconstitution or disbanding of the Pastoral Charge or Congregation; cc) Maintain a listing of suggested donations, to cover costs of operation, for use of the building, or of rooms and spaces within it, by outside (non-united Church) organizations or individuals, together with details of policy on appropriate uses, restrictions, and constraints; 2.4.6 Responding to Committee Recommendations

9 dd) On the recommendation of the Leadership Development Committee, approve Church staff positions and their job descriptions, except for the Minister s; ee) On the recommendation of the Leadership Development Committee, approve the holiday plans of all Church staff; ff) On the recommendation of the Management Committee or of its own motion, give direction concerning matters of property; gg) On the recommendation of the Management Committee, authorize the borrowing or investment of funds and the discharge of any indebtedness; hh) On the recommendation of the Spiritual Guidance Committee, recommend to Presbytery suitable candidates for the Order of Ministry; ii) On the recommendation of the Spiritual Guidance Committee, recommend to Presbytery suitable candidates for licence to preach. 2.5 Chair of the Board In addition to chairing meetings of the Congregation and the Congregational Board, the Chair of the Board fulfills the following functions: a) Receives and brings to the attention of the Board correspondence directed to the Board; b) Drafts and circulates Board and Congregational meeting agendas; c) Reviews meeting minutes; d) Drafts and collates the annual reports; e) Supports the work of Committees as requested; f) Implements storm cancellation policy in consultation with the Minister. 2.6 Secretary In addition to participating in the activities of the Congregational Board, the Secretary fulfills the following functions: a) Keeps minutes of meetings of the Congregational Board and Congregational meetings, both regular and special; b) Maintains a record of the terms of office of each Board member. c) Oversees the proper keeping and filing of records; d) Oversees the maintenance of computer equipment and software. 2.7 Treasurer In addition to participating in the activities of the Congregational Board and attending meetings of the Church Management Committee, the Treasurer fulfills the following functions: a) Authorizes the acquisition of office supplies and equipment within annual, approved allotments of funds;

10 b) Reports on Congregational finances monthly to the Church Management Committee and at each Congregational Board Meeting; c) Formally moves the approval of the budget at the Annual General Meeting; d) Formally moves the appointment of a financial reviewer/auditor at the Annual General Meeting; e) Receives, or causes to be received into safekeeping, all monies for the support of the Congregation, from envelopes, collections and other sources; f) Disburses funds under the direction of the Church Management Committee in accordance with the budget or at the direction of the Congregational Board; g) Cause all receipts and expenditures to be entered in the appropriate accounting system; h) Ensure that the Canada Revenue Agency annual charitable tax return and United Church required returns are completed and submitted; i) Present an audited/reviewed financial statement certified by the auditor(s)/reviewer(s), appointed by the Congregation. 2.8 United Church Women The United Church Women (UCW) is open to all women of the congregation. The President will call a meeting of the UCW for the purpose of filling vacancies for the positions of President, Vice President, and Secretary-Treasurer. The term of office is three years, renewable. The UCW will appoint a representative to the Congregational Board; alternatively, the President of the UCW will notify the Chair of the Board that a Board member serving on the Board for another position will also serve as UCW representative. This notice shall be provided no later than the end of the month following the Annual General Meeting. 2.9 Lay Representatives to Presbytery The Lay Representative and alternate to Woolastook Presbytery are elected annually by the Congregation, and shall be members of the United Church. The lay representative to Presbytery will provide continuing and official liaison between the Congregation and Presbytery. Specifically, the lay representative will attend meetings of Presbytery and Conference on a regular basis; keep Presbytery informed of the decisions and concerns of the Congregation and keep the Congregational Board informed of decisions and activities of Presbytery. Lay representatives are encouraged to participate in the work of Presbytery and Conference and their committees. 3 The Standing Committees of the Board Membership in Standing Committees is open to all members and regular adherents. Except for Committee Chairs and those members of the Church Management Committee who serve as Trustees (who are appointed by the Congregational

11 Meeting) each Committee is responsible for filling any vacancies on the Committee. Committees are encouraged to balance membership between experienced and new members and to ensure appropriate succession planning. Committee Chairs will ensure that their Committees keep minutes of meetings. 3.1 Church Management Committee The Church Management Committee is responsible to the Congregation through the Congregational Board and/or Congregational Meeting. 3.1.1 Membership The Church Management Committee consists of a committee chair, three additional members, and the Treasurer (ex officio, non-voting). Committee members normally hold office for a period of three years. The Treasurer is appointed annually by the Annual General Meeting. 3.1.2 Responsibilities The Church Management Committee is responsible for property and financial wellbeing of the Congregation. It fulfils the following functions: a) provide effective and efficient planning and management of the financial resources of the Church, including forecasting overall financial requirements, raising the funds, overseeing expenditures and providing suitable accounting controls and reports; b) hold in trust, uses and administers under the Trusts of Model Deed of the United Church of Canada, all lands, premises and real and personal property acquired for the use of Forest Hill United Church; and c) ensure that all property is properly used, maintained and/or improved. Specifically, the Church Management Committee has the following responsibilities: 3.1.3 In Relation to Property Maintenance and Use a) Establish and periodically revise a maintenance schedule for all church properties; b) Establish and periodically revise an inspection schedule for all church properties; c) Ensure that maintenance is carried out regularly and competently; d) Ensure that inspections are carried out as set out in the inspection schedule; e) Prepare an annual budget for property inspection, maintenance and improvements for all church properties f) Advise the Treasurer as to the maintenance of a building fund

12 g) Prepare an annual report to the Congregation on inspections, maintenance and improvements for all church properties h) Prepare for Board approval proposals for contracting regarding snow removal, ice and snow removal from the roof, lawn maintenance for all church properties i) Coordinates space use of the church for internal and external uses and maintains a public calendar of space bookings; j) Ensures appropriate janitorial services; k) Oversee maintenance of office equipment other than computers; 3.1.4 In Relation to Financial Planning and Oversight l) Receive monthly reports from the Treasurer by email or at regular meetings; m) Reports regularly to the Congregational Board; n) Assist the Congregational Board in long-term financial and program planning; o) Establish an annual fundraising plan; p) Propose a fundraising target for M&S for approval at the Annual General Meeting; q) Liaise with all groups engaged in fundraising; r) Recommend an annual budget to the Congregational Board in the final quarter of each year for approval at the Congregation s Annual General Meeting; 3.1.5 Trustees Sub-Committee The Trustees of the Pastoral Charge are a sub-committee of the Church Management Committee. A majority of Trustees must be members of Forest Hill United Church. The Congregation appoints and releases Trustees at the Annual General Meeting. A duly appointed Trustee shall continue until released by a General Meeting. If a Trustee becomes unwilling or unable to fulfil the function of a Trustee, the Chair of the Church Management Committee will ask the Congregational Board to suspend the Trustee appointment until the next General Meeting, at which time the General Meeting may release the Trustee. The Committee Chair will consult regularly with the Trustees and bring any business arising from the Trustees Sub-Committee to the attention of the Church Management Committee or the Congregational Board as appropriate. The Trustees Sub-Committee has the following responsibilities: a) Hold in trust and administer all property, real and personal, acquired for, or to the use of, the Congregation; b) Maintain, renew or tender contracts of insurance;

13 c) Make recommendations with respect to any sale, mortgage, enlargement or rebuilding, acquisition, or major renovations to, any building held or to be held for the Congregation to the Congregational Board, reminding the Board that it must obtain consent, in writing, of the Presbytery, or of its property empowered Executive or Commission; 3.2 Spiritual Guidance Committee The Spiritual Guidance Committee is responsible, together with the Minister, for providing spiritual leadership and guidance to the Congregation including worship, outreach and pastoral care. 3.2.1 Membership Including the Committee Chair, the Spiritual Guidance Committee has at least four members. All members must be members or regular adherents of the Congregation. The Committee is responsible for recruiting members other than the Chair and is encouraged to maintain a good balance between longer-serving and newer members as well as to engage in succession planning. The areas of responsibility of the Committee engage all members of the Congregation. The task of the Committee is not to carry out all the work that is required for ensuring worship, outreach and pastoral care. Rather the role of the Committee is to recruit and coordinate volunteers who carry out these functions. 3.2.2 Responsibilities The Committee will have supervisory and coordinating functions for the following activities: a) Regular Sunday worship; including supporting the work of the worship leader and music director; ensuring appropriate arrangements for sanctuary decorations; liturgical furniture; bulletins; greeters/ushers; scripture readers; and keeping a statistical record of attendance; Minutes for Mission; b) Pastoral care; c) Keeping supporting documentation and subscriptions up to date; including communion document; usher document; pulpit supply list; piano supply list; subscriptions to music websites; video licenses; Gathering magazine; d) Maintaining church assets related to music; e) Maintaining the nursery; f) Assisting in storm cancellation procedures; g) Coordinating special events (other than fundraising events); h) Regular reporting to the Congregational Board; and i) Coordinating outreach activities.

14 3.3 Leadership Development Committee The Leadership Development Committee is responsible for Ministry and Personnel, Occupational Health and Safety, Sunday School leadership and Adult Education. 3.3.1 Membership Including the Committee Chair, the Leadership Development Committee has four members. All members must be members or regular adherents of the Congregation. The Committee is responsible for recruiting members other than the Chair and is encouraged to maintain a good balance between longer-serving and newer members as well as to engage in succession planning. 3.3.2 Responsibilities The Committee has the following areas of responsibility: a) being available for consultation and support for matters involving the pastoral charge staff; b) overseeing the relationship of the pastoral charge staff to each other and to people in the congregation; c) regularly reviewing the working conditions, responsibilities, and compensation of all pastoral charge staff including the Music Director, office assistant and janitors; d) advising on physical arrangements and conditions of work in the Church Office; e) arranging for janitorial work in the absence of the janitor (holiday or unforeseen circumstances); f) arranging for admin assistance work in the absence of the administrative assistant (holiday or unforeseen circumstances) g) revising position descriptions of pastoral charge staff as needed; h) making any recommendations needed as a result of these reviews to the governing body; i) conducting annual performance reviews of the pastoral charge staff; j) ensuring pastoral charge staff make use of opportunities for continuing education that they have been given; and k) maintaining close contact with the presbytery Pastoral Relations Committee. l) Sunday School; including recruitment, training and support of Sunday School teachers; maintenance of appropriate records; ensuring adequate resources and supplies for the Sunday school; scheduling regular clean-up and maintenance of the Sunday School supply room; m) Encouraging and supporting adult education opportunities; n) Maintaining the library, including adding new resources, retiring resources no longer in use and maintaining the library catalogue; o) Reporting regularly to the Congregational Board.

15 4 General a) The Constitution and By-Laws guide policies and procedures at Forest Hill United Church. b) Committees may generally determine their own procedures. c) In case of conflict between the Constitution and By-Laws and the United Church of Canada Manual, the Manual applies.