OUC Council

TERMS OF REFERENCE
ORLEANS UNITED CHURCH COUNCIL 
PURPOSE 
To effectively administer the church to address the spiritual, social and physical needs of the congregation such that Orleans United Church might be a "strong community of faith". 
 
MEMBERSHIP 
The membership of the Orleans United Church Council (hereafter called the Council) is to be comprised of the following persons:
  • Chair and Co-Chair of the Council
  • Clerk of the Council (keeper of the Official Roll)
  • Secretary of the Council
  • Treasurer of the congregation
  • Clergy and Staff Associate(s)
  • Presbytery representatives (3)
  • Youth representative (1)
  • Trustees representative (1)
  • The elders
The following committees may bring two representatives to the Council (ordinarily one of whom is the chair) and is encouraged to have at least one representative at each Council meeting:
  • Worship
  • Children’s Ministries
  • Youth Ministries
  • Adult Education
  • Property
  • Finance
  • Ministry and Personnel
  • Stewardship
  • Communications
  • Volunteer Co-ordinator (now job of Co-Chair of Council)
  • Long Range Planning
  • Fund Raising Co-ordinating
  • Pastoral Care
Council members are encouraged to be or become members of the United Church of Canada, although this is not a requirement except in the case of Presbytery Representatives and the Elders. However, all members are asked to make a profession/re-affirmation of faith at the convenanting service for Council members which shall take place during a regular service of worship. The meetings of Council and of any other Committee are open to the congregation except for those of the Ministry and Personnel Committee. 
 
Flexibility should be allowed in the matter of terms of office, but it is suggested that no person hold a chair position for longer than two years. In the interest of continuity, it is urged that the Co Chair assume the position of Chair in the next term. 
 
PROPOSED OUTLINE OF ORGANIZATION STRUCTURE AND TERMS OF REFERENCE FOR THE ADMINISTRATION OF ORLEANS UNITED CHURCH MAY 21, 1991 
A Congregation and a Mission 1995 Mission Statement 
Orleans United Church, a contemporary Christian community, bringing people of all ages together with God in friendship, action, prayer, love and service through Jesus Christ. 
Orleans United Church is to be a source of:
  • Hope
  • Comfort
  • Joy
  • Welcome
  • Christian Service
The Church is to be:
  • A family where we can study and learn, increasing our knowledge of God and Nurturing in ourselves and our children a love of Jesus Christ, the Light of the World.
  • A home where individuals and as a congregation we can find the inspiration and courage to reach out as faithful servants, sharing the Word and working for justice, peace and dignity with our brothers and sisters in Orleans and the wider world
“What does the Lord Require of You?
To seek justice, love kindness and walk humbly with your God.”
Micah 6:8
 
In order to carry out this mission, an effective administrative system which addresses both the spiritual and physical needs of the congregation is essential. It is believed that a unified Council system will be able to meet these needs. 
Some of the goals of the restructuring process toward a unified board were:
  • to facilitate communication between the communities of the church, between Council and the committees and vice-versa
  • to enhance wider participation in the structures of the local church through clarification of terms, wider representation on the Council and care for volunteers
  • to enhance the participation of elders at the Council level, thus receiving more input from the congregation in Board decisions and having those decisions better communicated to the congregation
  • to maintain a balance between the spiritual and business dimensions of the Council through study and sharing during and between meetings
  • to maintain the concept of eldership and to share the elders' concern for spiritual growth with all parts of the church administration
With these goals in mind, and with the regulations of the United Church Manual as background, and wishing the minimum possible disruption of present Committee structures, the Implementation Committee brings forward the following proposal for a Council and its committees. 
 
The concept of co-chairs is also recommended, where two people share the chairing role; each serve a two year term but at any time one will be in the first year of office and the other will be in the second year.
  • Terms of office for the Chair, Co-Chair, Clerk of the Council and Presbytery Representatives: 2 years
  • Term for the Treasurer: 5 years
  • Youth representatives may be selected yearly as desired by their respective group.
Terms may be extended or renewed at the request of individuals with the approval of the Council. All appointments are to be approved at the Annual Congregational Meeting. 
 
MOTION: THAT THE TERMS OF REFERENCE OF ORLEANS UNITED CHURCH BE AMENDED      JAN. 31/93 TO INCLUDE THE FOLLOWING PROVISION:
 
Minor amendments to these Terms of Reference may be made by Council provided these amendments are consistent with the goals and responsibilities of Council as described in the Terms of Reference approved by this Congregation and Presbytery.
 
Without limiting the generality of this provision it shall include amendments for the purpose of:
1.     redefining the responsibilities of one or more committees;
 
2.     reassigning responsibilities from one committee to another;             adding to the responsibilities of one or more committees,             deleting responsibilities, provided Council is satisfied that those responsibilities are covered by another committee, or are no longer necessary or required having due regard to the needs and resources of this Congregation and the provisions of the Manual of the United Church of Canada.
 
3.     Any changes reported back to the next Congregational meeting. 
 
RESPONSIBILITIES 
The Congregational Council of Orleans United Church is the highest governing body of the Orleans Pastoral Charge other than a Congregational Meeting. 
Responsibilities of the Council include:
  • to carry out the functions and responsibilities of the traditional Session and Council as listed in the Manual of the United Church of Canada (sections 220-239 and 250-252). As such it makes decisions regarding membership and handles petitions to be communicated with other levels of church government; however many of the responsibilities of the Session/Council as outlined in the Manual are a part of the mandate of the Committees of the Council;
  • to meet monthly (except July) at a time to be specified (perhaps on the third Tuesday of the month). A quorum is to consist of 15 members, one of whom is a member of the clergy or a staff associate;
  • to have oversight over the work of the Committees of the Council, and to have general responsibility for the well-being of the Congregation;
  • to engage in study, retreats and other activities to spiritually nurture its members;
  • to communicate non-routine decisions to the congregation;
  • to take on the responsibilities of any non-functioning committee and handle business not assigned to any other Committee;
  • to form ad hoc committees for the interview of candidates for ministry and lay preachers
  • to act on each committee's recommendations
  • that all members of Council be added to the roster of Duty Ushers Nov. 19/91
LIAISON 
Liaison is to the congregation and all committees and sub-committees of the Council.
 
REPRESENTATIVES ON THE COUNCIL 
The following church organizations are invited to be represented directly on the Council, although they do not represent committees under the authority of the Council: 
 
PRESBYTERY REPRESENTATIVES (2) 
These representatives are elected by the congregation and have a most valuable task in representing the congregation to Presbytery.   Their input and advice will be necessary to the Council. 
 
UCW (UNITED CHURCH WOMEN) (1)  
The UCW (and AOTS should one be established) perform a great many services within and outside the church.   As an autonomous organization within the United Church organization, they should be represented on the Council by one member 
 
YOUTH REPRESENTATIVE (1) 
The youth of Orleans United Church are leaders of today in service, dedication and devotion, as well as the future of the church.   Their input into the goals and administration of Orleans United Church through a Youth Representative, elected from the Youth Group 
 
TRUSTEES REPRESENTATIVE (1) 
The Trustees of the church, who are constituted in accordance with the Manual of the United Church of Canada, are not a committee of the Council. However, they are invited to send one representative to Council meetings.
 
Revised April 2004