Policies and Procedures Manual

of the

Neepawa United-Anglican Shared Ministry

January 5, 2021

 

1. Introduction

The Neepawa United-Anglican Shared Ministry is administered by the Neepawa United-Anglican Shared Ministry Board, also in this document referred to as: NUASM Board, the Ecumenical Shared Ministry Board, ESM Board, or the Board.

The NUASM Board through its members and committees deals with all aspects of church life, including personnel, financial needs and responsibilities of the community of faith, worship and sacraments, mission and service, outreach initiatives, pastoral care and Christian education.

The purpose of this manual is to:

a) outline the responsibilities, duties and terms of office of the members of the ESM Board

b) include in the Appendix, related information given in the Ecumenical Shared Ministry Agreement, so that as much as possible, all governance information can be found in one document.

If a question of jurisdiction or responsibility arises, the Ecumenical Shared Ministry Agreement should be consulted.

2. ESM Board & Committees

a) Chair – elected every two years (odd years) – and will chair the Nominating Committee

- if possible and practical, the position could alternate between denominations: United Church member elected in 2021, Anglican member elected in 2023 etc.

b) Vice Chair – elected every two years (odd years) and will normally become the Chair

- if possible and practical, the position could alternate between denominations: Anglican member in 2021, United Church member in 2023 etc.

c) Secretary – elected for a two-year term (even years)

d) Treasurer – elected for a two-year term (even years)

e) Serving clergy (ex-officio) or a person appointed in their stead by a judicatory body

f) The chair or a designated person from each of the following standing committees:

 

Standing Committees

All chairpersons of the following committees (or their representatives) are members of the Board and will be elected for a two-year term, but all may serve multiple terms.

a) Stewardship Committee – elected in even years

b) Worship Committee – elected in odd years

c) Mission and Service and Outreach Committee – elected in odd years

d) Pastoral Care Committee – elected in even years

e) Ministry and Personnel Committee – elected in odd years

Other Board Members

a) Persons elected as member or representative of each of the judicatory bodies. This may be the
same person that represents the judicatory body on each of the Neepawa United Church Board or St.
James’ Anglican Vestry. Elected in even years for a two-year term.

3. Responsibilities and Duties

Board Chairperson

a) prepare the agenda for regular meetings of the ESM Board, plus the Annual General Meeting and any special meetings of the community of faith

b) conduct all regular meetings of the ESM Board, and chair the Annual General Meeting of the community of faith and any special meetings of the community of faith.

c) be available for consultation with and provide guidance to other Board members

d) make a decision on matters that may arise of an emergency nature
e) be responsible for visiting dignitaries.

f) act as Chairman of the Nominating Committee

 

Vice Chairperson

a) assist the Chairperson in the overall administration of the community of faith

b) act as Chairperson during the absence of the Board Chairperson;

c) be available for consultation with and provide guidance to other Board members

d) perform other duties that may be required from time to time.

 

Secretary

a) record the minutes of all regular meetings of the ESM Board plus the Annual General Meeting and any special meetings of the community of faith

b) maintain the Minute Book and ongoing list of motions passed during the year

c) ensure that all ESM correspondence is passed on to the Chairperson for regular meetings, and that the correspondence is noted and answered when required

d) update this Policies and Procedures Manual when amendments or revisions are made

e) maintain a listing of the start and end dates of the terms of elected board members

f) perform other duties that may arise from time to time.

 

Treasurer

a) be familiar with all financial matters regarding the operation of the Ecumenical Shared Ministry

b) present a financial report at all regular meetings of the ESM (NUASM) Board, and at the Annual General Meeting of NUASM

c) consult with the NUASM board when setting the financial allocation in the NUC budget for NUASM Worship Committee and Sunday School

Note: It is expected this position may be filled jointly by the treasurer of the NUC board and treasurer of the St. James’ Anglican Church Vestry.

 

Clergy

a) serve as ex officio member of all committees except ministry and personnel

b) serve as advisor to the Board on all matters affecting the operations and requirements of the church

c) work cooperatively with the Worship Committee to develop regular and special worship services that include familiar procedures and traditions from both the Anglican and United Church denominations, so that members of the ESM community of faith will feel comfortable worshipping together

 

Stewardship Committee

      It is expected that stewardship duties will be led not by a specific chairperson as on other committees, but rather by an ad hoc group either working by itself or partnering with representatives of the Neepawa United Church. The priorities in stewardship are:

a) periodically provide information to the community of faith to foster a better understanding of the meaning of stewardship, i.e. how the good and proper use of the time, talent and resources of our members supports and enriches the work of the Neepawa United-Anglican Shared Ministry within our church family and the community.

b) help promote stewardship and fundraising activities

c) help organize the fall stewardship campaign, as needed.

 

Worship Committee Chairperson

a) appoint a Membership Convener in each denomination to perform these duties:

- maintain an accurate Membership Roll containing information in accordance with the requirements of the denomination

- keep track of requests for Baptism, Confirmation, and membership additions or deletions through Profession of Faith and Transfer of Membership, depending upon the requirements and procedures of their denomination; and forwarding these requests to the Worship Committee

b) appoint an Ushering Convener to recruit ushers for worship services

c) appoint a Sacraments Convener to assist the Clergy in preparing the communion table for sacraments

d) chair a Worship Committee consisting of 4 - 6 members in addition to the chair; including representatives from each denomination, and a liaison from the choir.

- The Worship Committee will work cooperatively with the clergy to develop regular worship services that include familiar liturgy, hymnody, procedures and traditions from both the Anglican and United Church denominations. Additional details are provided in Section 4 f) Congregational Life of the Ecumenical Shared Ministry Agreement, and which is included in the Appendix of this manual.

-The Worship Committee will also assist in organizing special services eg. baptism, communion, children’s services, music, etc.

- The Worship Committee will be responsible for changing sanctuary decorations, banners and the communion table runner during the church year

e) recommend to the Board the approval of all weddings, baptisms and confirmations

f) work cooperatively with the Mission and Service and Outreach Committee on projects or events of mutual interest

g) appoint a choir liaison person to help the Worship Committee support the choir in promoting the musical life of the church by the following:

- make recommendations for appointment of organist and choir director.

- supervise organist and choir director and establish a schedule for all services

- arrange for repair and tuning of the organ and piano

h) promote Christian education programs within the church including recruiting Sunday School Leaders, study groups and promote confirmation classes

i) perform other duties that may be required from time to time

 

 

Mission and Service and Outreach Committee Chairperson

a) chair a committee whose membership will include: the chair, plus two or more additional members plus representatives from the UCW (United Church Women) and the ACW (Anglican Church Women) to assist in performing the designated duties

b) promote the Mission & Service Fund, as well as other mission focused projects such as Gifts with Vision, Mandate Magazine, the stamp project etc.

c) set annual goal for Mission and Service

d) promote the Anglican PWRDF …. i.e. Primate’s World Relief and Development Fund

d) perform other duties that may arise from time to time

 

Pastoral Care Committee Chairperson

a) chair a committee whose membership will include: the chair, plus at least two or more additional members to assist in performing the designated duties

b) contact Members, Adherents and Friends as necessary eg. sick, shut-in, bereavement, special circumstances etc.

c) coordinate with the UCW (United Church Women) and the ACW (Anglican Church Women) in the visiting of sick and shut ins

d) study the needs of our community of faith and suggest ways in which the church can minister to these needs

e) perform other duties that may arise from time to time

 

Ministry and Personnel (M&P) Committee Chairperson

a) attend and chair quarterly meetings of the M & P Committee which shall have a maximum of six members, with representatives from both denominations and include members named by staff to represent their concerns.

b) chair of the committee is to attend regular Board meetings to report on personnel issues

c) meetings may be called at any time to address personnel issues that may arise d) provide a consultative and supportive agency for the staff of the church and for Members, Adherents and Friends in the community of faith

e) review working conditions, job description, and remuneration for the staff of the church and make appropriate recommendations to the ESM Board

f) consult with staff of the church regarding their plans for continuing education and vacation, then report these findings and make recommendations to the Board g) review and evaluate regularly the effectiveness of the church staff as those persons and positions relate to the mission of the church

h) meet with staff members on a regular basis to receive feedback regarding their position and duties i) advertise and fill vacant positions, when they arise, except Ministerial positions, which must follow the established policies and practices of at least one of the primary participating denominations, and not contravene the policies of either.

j) develop the protocol and responsibilities for collection of Criminal Record and Child Abuse Registry checks for staff and volunteers who have contact with children and/or vulnerable individuals.

 

 

 

Representatives to Judicatory Bodies

a) represent the ESM Board at meetings of the two primary judicatories

b) provide minutes, reports and information as requested by the ESM Board and as required by the judicatories of which they are members

c) communicate with Neepawa United Church Board and St. James’ Anglican Vestry on topics of concern to them

 

4. Meetings of the NUASM Board

a) Meetings – frequency, quorum etc. shall be in accordance with section “4 c) Governance” of the Ecumenical Shared Ministry Agreement.

b) Voting by E-mail

1) At the discretion of the chair, the NUASM board may make decisions between meetings by e-mail

voting in circumstances the Chair considers to be urgent or necessary.

2) At the direction of the chair, the secretary circulates a proposed decision and initiates a vote by e-mail on it. The email must contain

   a) the proposed decision and sufficient background to inform the other members of the voting body

   b) a specified time for replying to the e-mail, allowing for at least 48 hours from the time that the e-mail
        is circulated.

3) The e-mail must be circulated to all members of the voting body, with all members’ e-mail addresses visible.

4) Members may ask questions of clarification and offer comments by e-mail,

ensuring they are visible to all members.

5) Members must vote by e-mail, ensuring their vote is visible to all members.

6) Members must vote in the affirmative or negative without any conditions.

7) A member may object to making this decision by e-mail, and if any two members so object, a meeting must be held in one of the other ways set out in the bylaws.

8) Members may vote before the deadline, and may change their votes up until that time.

9) If the number of votes cast is less than the minimum number of members required to be present for a meeting, the decision is not approved.

10) Following the deadline, the secretary must inform all members of the voting body of the voting results by e-mail.

11) The secretary must include the proposed decision and the outcome of the vote in the minutes of the next regular meeting of the voting body.

12) Any clarification of this procedure that may be necessary, will be in accordance with the United Church of Canada 2019 Manual – Appendix 3.4.2 “Decisions by E-mail”.

 

 

 

 

 

 

 

5. Nominating Committee

a) Membership

- members will include the chair and vice-chair of the ESM Board, a member appointed by the
Neepawa United Church Board, and a member appointed by the St. James’ Anglican Church Vestry

 

b) Duties

- nominate community of faith members to fill Executive and Committee Chair positions as needed

- consult with chairs of the ESM Committees and nominate community of faith members to populate
these committees as needed

- prior to the Annual General Meeting, present a list of nominees to the ESM Board for approval

- submit a Nominating Committee Report at the Annual General Meeting of the community of faith

 

6. Amendments

- the ESM Board will have authority to review this document to ensure that it satisfactorily allows for
the conduct of the mission, purpose and affairs of the Ecumenical Shared Ministry

- the ESM Board will have authority to make small changes to the details described in this document
(eg. committee size and duties) and test these changes on a trial basis

- significant amendments to this Policies and Procedures Manual may be proposed by the ESM
Board, and to take effect must be approved by a majority vote at a meeting of the community of
faith


APPENDIX

Related Governance Information from the Ecumenical Shared Ministry Agreement

1. Levels of Governance

a) The Ecumenical Shared Ministry will be administered by the ESM Board. The Board is comprised of the Executive, and various standing committee chairs (or alternates) and representatives of the two judicatory bodies. The NUASM Board does not require a denominational balance between the two parties in the Ecumenical Shared Ministry, but will normally have participation from both denominations. This Board will deal with all aspects of church life except those reserved for the continuing congregations of Neepawa United Church and St. James’ Anglican Church.

b) The Board of the Neepawa United Church and the Vestry of St. James’ Anglican Church will continue to meet as required by their judicatory, with the necessary officers and members, and will be responsible for receiving and receipting donations, managing property in their trust, submitting required reports and funds to judicatories and to Canada Revenue Agency, and other duties as may be assigned by the ESM Board or the judicatories. Each congregation will continue to have the trustees required by their judicatory.

 

2. Eligibility to Serve on the NUASM Board

a) Any full Member of either denomination is eligible to serve on the Board of the ESM. Incumbent clergy will not normally be elected to positions on the ESM Board.

b) The responsibilities and duties of all Board members will be described in a Policies and Procedures Manual.

c) A person may serve on the ESM board and on the Vestry or NUC Board.

 

3. Nominating Committee

a) The Board shall appoint a Nominating Committee which will include representatives from both denominations.

b) The Nominating Committee will always strive to ensure that both Anglican and United Church members are included in the list of nominated board members.

c) The chairperson of the ESM Board will chair the Nominating Committee.

 

 

4. Elections and Appointments

a) The ESM Board is elected at the Annual General Meeting. The Nominating Committee will present the names of candidates for election at the monthly Board Meeting preceding the Annual Meeting. The ESM Board will be empowered to appoint replacements that may occur due to the resignation of any position before their term is up. An elected member’s place on the Board will be declared vacant if the member (i) ceases to be a member of the congregation (ii) is absent from three successive regular meetings of the ESM Board without reasonable cause. In the event of a vacancy, the Board will name another person to serve the balance of the term.

b) The members of the Board of Neepawa United Church and Vestry of St. James’ Anglican Church may be elected as usual at separately called annual meetings, or may be elected at the AGM of the ESM by members of each congregation voting separately.

 

5. Board Meetings

a) The NUASM Board will meet as required, but at least quarterly. Meeting dates will be determined by the Board. Special meetings may be called at any time by the Chair.

b) A quorum for a meeting shall be 50% plus one of the current active Board members and must include appointed ministry personnel or an alternate named by judicatories, and at least one member of each founding denomination.

 

6. Congregational and Community of Faith Meetings

a) The Ecumenical Shared Ministry shall hold an Annual General Meeting of the community of faith. This meeting will be held not later than the last day of February of every year. Each founding congregation will also be expected to hold annual meetings as required by their judicatory.

b) Special meetings may also be called by the ESM Board or others in accordance with the polity of the United Church of Canada or the Diocese of Brandon, to consider official business of the NUASM or either congregation. The call for each special meeting shall specify the purpose of the meeting.

c) Notice of all congregational and community of faith meetings shall normally be announced from the pulpit at the services of worship on the preceding two Sundays prior to the date of the meeting, and will allow at least 10 days to elapse between the first notice and the meeting date.

d) At all community of faith meetings, Members, Friends, Adherents and others regularly participating in the life of the community of faith, will have the right to vote on all items.

e) Meetings of the NUASM do not require denominational balance. United Church and Anglican Church congregational meetings will be governed by the polity, policies, or canons and constitution of their respective denominations.

f) There must be 25 community of faith members present for a quorum at ESM community of faith meetings. Members must be present to vote.

g) Bourinot’s Rules of Order shall be employed at all congregational and community of faith meetings unless judicatory polity indicates otherwise.

 

7. Congregational Life

a) The Ecumenical Shared Ministry primarily orders its life as a community of faith through worship, outreach and education. The Ecumenical Shared Ministry may use the worship and educational resources of the primary participating denominations, or other resources acceptable to the judicatory bodies.

b) Worship is a shared responsibility. Individuals who are entrusted with leading worship can use their own discretion when crafting the worship service. Worship may incorporate resources for liturgy and hymnody from the primary participating denominations in consultation with Clergy and Worship Committee.  

- Sunday worship will bring both church families together at the Neepawa United Church building. With care and attention to the core values of each congregation and their respective traditions, the weekly worship will be a cohesive, beautiful liturgy that speaks to both United and Anglican members of the community of faith in deep and meaningful ways.

c) The details of the worship services will be under the oversight of a Worship Committee comprised of members from both traditions.

- The Worship Committee will work cooperatively with the clergy to develop regular and special worship services that include familiar procedures and traditions from both the Anglican and United Church denominations, so that members of the ESM community of faith will feel comfortable worshipping together. Liturgies may be drawn from either Anglican or United Church to meet the needs of the congregation.

- The Worship Committee will be involved with the Clergy in planning and leading special services (Lenten, Blue Christmas, etc.), and in preparing elements for Communion, changing the banners and table runners in the sanctuary, and other functions as are required in the life of the church.

d) Sunday Communion services may use both wine and grape juice as the norm. Frequency and style of communion will be discussed between clergy and Worship Committee. Sunday communion services will follow the United Church practice of the Open Table, in which Communion is offered to all who desire to know or experience the gracious love of God.

- For clarity, United Church Communion services will follow United Church practice and policy. Anglican Church Communion services will follow the applicable Canon Law.

- Holy Eucharist using the Anglican Rite will be offered regularly on a suitable day of the week or month. When the incumbent clergy is not an Anglican priest, the Bishop will be responsible to appoint someone to preside over this service.

e) Baptism services would normally follow the liturgical Rites of either the Diocese of Brandon, Anglican Church of Canada or United Church of Canada or a variation suitable to the Worship Committee and the judicatories.

f) Vestments may vary depending on seasons, services, and preferences of clergy.