Terms of Reference for Pastoral Charge Committees

Terms of Reference for Pastoral Charge Committees Terms of Reference for Pastoral Charge Executive! 2 Terms of Reference: Worship Committee! 3 Terms of Reference: PC Nominating Committee! 4 Terms of Reference: Outreach Committee! 5 Terms of Reference: Finance Committee! 6 Terms of Reference: Faith Formation Committee! 7 Terms of Reference: Ministry and Personnel Committee! 8 1

Composition: Terms of Reference for Pastoral Charge Executive 6 members, 2 elected from each Council Roles: Chair - from 1 of 6 Communication Facilitator Name forwarded by Nominating Committee; may or may not be 1 of 6 Council members If not 1 of 6, then the Communication Facilitator is a non-voting member of the Executive Presbytery Representative Will be from 1 of 6 Council members; Minister Purpose: Responsibilities: Accountability: Minutes: Meetings: Quorum: Terms of Office: To develop and support the mission of and ensure unity of the Gagetown Grand Lake Pastoral Charge in accordance with the legislation principles and discipline of the United Church of Canada. Develops strategies to carry out the mission of the church in accordance with direction decided by the congregation at congregational meeting Monitors progress of the Councils and PC Committees Receives reports from PC Committees and Councils and advise as necessary Communicates to the 3 Councils of Youngʼs Cove, Grace and Narrows, all matters pertaining to the life and mission of the congregation Ensure policies are created and updated as needed in accordance with United Church of Canada polity and those relating to the relating to Pastoral charge have approval by the congregation before putting into action Rests with the congregation (the congregational meeting, or PCE annual meeting is the final authority for matters related to the life and mission of the congregation) and Presbytery Taken by Communication Facilitator or designate at every meeting. Minutes of meeting to be sent out to the members with the agenda prepared by the chair 2 weeks prior to the next meeting in accordance with UC meeting protocols (Jane will find this) To meet 4 times per year 50% of voting members plus 1 3 years, staggered 2

Composition: Terms of Reference: Worship Committee 6 members, 2 from each congregation, at least 1 must be on each Council, plus minister. Purpose: Responsibilities: Coordinate regular worship services in each pastoral charge To prepare schedules for worship Consult with Minister about order of service, themes and special worship events Scheduling dates for sacraments Ensure service is continuous during absence of minister Liaise with choirs, organists, and chimers To communicate worship schedule and special events to Communications Facilitator To communicate plans of worship committee to their respective congregations To arrange for ushers, greeters, readers and other worship participants. Accountability: To Pastoral Charge Executive; significant decisions brought to Pastoral Charge at a Pastoral Charge meeting Minutes: Meetings: Quorum: Terms of Office: Note: Recorders to be drawn from among the group; take turns 4 times per year or as needed, prior to Executive 50% of voting members + one 3 years Have authority to carry out routine operations; Should consult with PCE and as widely as possible with congregations for significant decisions 3

Composition: Terms of Reference: PC Nominating Committee 3 or more members, at least 1 from each congregational Nominating Committee Roles: Chair Purpose: Responsibilities: Accountability: Minutes: Meetings: Quorum: Terms of Office: To nominate people to Pastoral Charge Committees, Pastoral Charge Executive and as Presbytery Representatives. To nominate people to Executive, PC Committees, and as Presbytery Representatives To confirm that nominees are willing to serve in their nominated positions To confirm with currently serving Executive and PC Committee members that they are willing to serve the remainder of their term prior to congregational meeting To forward names of nominees to Communication Facilitator to be shared with congregation at least 2 weeks prior to congregational meeting To fill positions that become vacant throughout the year Rests with the congregation (the congregational meeting, or PCE annual meeting is the final authority for matters related to the life and mission of the congregation). Chair responsible for ensuring minutes are taken at every meeting and circulated to committee members To meet as needed but at least twice yearly; meetings may be conducted in person, by phone or email, as determined by members 2 members; All members must be consulted before list of nominees is submitted to Communication Facilitator 3 years, staggered 4

Terms of Reference: Outreach Committee 3 people, one from each congregation Compositionminister Purpose - to promote local and global outreach - to focus the pastoral charge involvement on the needs of our community and our world Responsibilities - Keep abreast of local and global needs and outreach opportunities - Choose appropriate projects and goals - Raise awareness, and encourage pastoral charge involvement in chosen areas - Liaise with presbytery Church in Action Committee - Publicize outreach opportunities and events through presbytery and pastoral charge website, Jemseg flyer, posters, church bulletin, voice mail etc. - Develop an estimate of budgetary needs and present to treasurer for inclusion in the annual meeting - Suggest appropriate fundraisers/special services to procure necessary funds for outreach projects - To identify links to appropriate local organizations, such as the Food Bank, schools, Lions Clubs, Rotary, etc. Accountability - To the Pastoral Charge Executive - Work closely with the Communications Facilitator Term of office3 year term, staggered Notes: 5

Terms of Reference: Finance Committee Composition Purpose Central Treasurer, Treasurers of the Congregations, and Finance Committee has power to add one additional member (5 total ) To Manage in a Responsible way the Finances of the Pastoral Charge Responsibilities Provide direction for the Pastoral Charge for fiscal responsibility Regularly review the organization's revenues and expenditures, balance sheet, and investments Develop an annual budget and submit to the Pastoral Charge annual meeting for approval Oversee the maintenance of organizational-wide assets, including prudent management of organizational investments. Ensure the preparation of an annual audit, and audited Financial Statements. Maintain communication and consultation among congregational and Pastoral Charge treasurers regarding finances. Accountability Term of office TO : Pastoral Charge Executive / Congregations 3 years, and can be renewed once 6

Terms of Reference: Faith Formation Committee Composition 3 people, one from each congregation minister Purpose - To address the faith formation and education needs of the pastoral charge Responsibilities - Assess the educational interests and needs of people of all ages - Co-ordinate study sessions, weekend retreats, educational opportunities and events - Liaise with Gagetown Community Sunday School - Liaise with presbytery Christian Life and Growth Committee and encourage participation in educational events - Be aware of educational resources and events, (AVEL, Tatamagouche Centre, Wilmot learning events, Camp Woolastook etc.) - Publicize educational opportunities and events through presbytery and pastoral charge website, Jemseg flyer, posters, church bulletin, voice mail etc. - Develop an estimate of budgetary needs and present to treasurer for inclusion in the annual meeting Accountability - To the Pastoral Charge Executive - Work closely with the Communications Facilitator Minutes Term of office 3 year term, staggered Notes: It might be good to identify someone on the Sunday School team to be a link to this committee. Explore possibilities of creating Pastoral Charge library, book exchange. 7

Terms of Reference: Ministry and Personnel Committee Composition: One member from each congregation Purpose: Responsibilities: To serve as a confidential consultative body that supports the pastoral relationship Oversee the relationship between the minister of the Pastoral Charge and congregation Maintain close liaison with the Presbytery Pastoral Relations Committee Review remuneration for the minister and make appropriate recommendations to Pastoral Charge Executive (PCE) in consultation with Pastoral Charge Finance Committee Review and evaluate annually the effectiveness of the Minister of the Pastoral Charge Review regularly the responsibilities of the minister of the pastoral charge and revise position description when required or requested Receive and maintain a copy of the ministerʼs criminal record check, at the expense of the minister, at least every 6 years To follow United Church M & P Committee Guidelines, available on United Church website Accountability: To Pastoral Charge Executive Minutes: Meetings: Quorum: Terms of Office: Note: A confidential record of all proceedings should be kept To meet at least 4 times per year or as determined necessary At least 2 representatives from councils & the minister 3 years, staggered Have authority to carry out routine operations; Should consult with PCE and as widely as possible with congregations for significant decisions 8