Ministry and Personel Committee

 

TERMS OF REFERENCE
MINISTRY AND PERSONNEL COMMITTEE 
PURPOSE 
The Ministry and Personnel Committee serves as a liaison between the church staff and the congregation and in a supportive and consultative function to the church staff. 
MEMBERSHIP 
  • Chair and Co-Chair
  • Presbytery liaison
  • Secretary to M&P
  • Staff’s representatives (chosen by Staff)
  • Finance Committee representative
  • Member at large
It is suggested that no person act as a staff representative for longer than two years. 
It is suggested that the Chair not be a staff representative. 
In order to keep the number of committee members as small as possible to retain confidentiality, the committee reserves the right to acknowledge interested parties, but not invite them to join the committee. In addition, the committee, to mitigate the possibility of a conflict of interest or personality conflict situation, will ratify all staff representatives. 
RESPONSIBILITIES
M&P are responsible to become aware of, and maintain close relations with, the Pastoral Relations Committee of Presbytery. 
Each Staff representative is to act as liaison between that staff member and M&P. The Chair of M&P recommends to Council on any question that arises. 
Members of M&P review United Church Policy on pay and benefits and working conditions and recommends, after consultation with the Finance Committee, the recompense to which each staff member is entitled accordingly for inclusion in the annual budget. 
M&P establishes the policy with respect to vacation leave and study leave, subject to operational needs and in accordance with the policies of the congregation and national church. M&P will maintain a calendar so that Council and the congregation is aware of Staff agenda. 
M&P is responsible for the annual assessment process, including review and revision of work descriptions with staff, establishment of goals with staff, gathering of input from other committees and from the congregation and provision of assessment (feedback) with each member of staff.
  • Work descriptions should be reviewed regularly with each member of staff, and revised when required, with consultation and agreement from Council.
Members of M&P provide a consultative and supportive role in the interrelationships of members of staff and between the members of staff and the congregation. 
M&P will consult with staff members about their plans for continuing education and ensure that those eligible avail themselves of the provision for continuing education and that money and time are available in keeping with the budget and operational requirements. 
GENERAL POLICY 
Meetings are to be held on an as needed basis, and no less than six (6) times in the year. The meetings should be held prior to Council meetings to allow for concerns to be brought before Council as soon as possible. 
Confidentiality is essential for the success of this committee. The standards for confidentiality must be established by the committee and staff members. Everyone must understand what can and cannot be shared beyond the committee. 
Staff members are requested to leave Council and the AGM during budget discussions of their salary lines but they should be invited to return to the meeting by a member of M&P and advised of the results of the discussions. (March 2004 Council meeting) 
The M&P Committee will recommend on all matters such as employment contracts and agreements and the appropriate action to be taken.
  • If any signature on these contracts or agreements is required, the M&P Committee is required to state these recommendations to Council prior to signing the agreement.
  • Final approval rests with the congregation represented by Council.
  • If Council agrees with the recommendations, and provides its permission for the M&P Committee to execute the agreement, the Chair of M&P and one other member will sign it.
LIAISON
Liaison is maintained with the Council through two representatives, one of whom is the Chair. 
The Committee is to be in close liaison with the members of the staff and the congregation. 
Liaison is to be maintained between M&P and the Pastoral Relations Committee of Presbytery.
Revised April 2004