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TRINITY UNITED CHURCH GRAVENHURST
CONSTITUTION 2022

 

Introduction

Being a Constitution for the governance of Trinity United Church, Gravenhurst and superseding
the terms of all previous resolutions of the Congregation under By-law # 2.

Official Name

The organization shall be legally known as Trinity United Church, Gravenhurst

Mission Statement

To be a compassionate, inclusive, and joyful faith community

Values

We acknowledge that we stand connected and in relationship with God, ourselves, our families, our community, and all of creation. As such, we seek to love widely by promoting justice, growing spiritually, and responding to the needs of others.

We gratefully celebrate Jesus’ life and our lives by worshipping together with music, word, and praise.

We seek to make our hearts, our community, and our church a place of sanctuary and peace.

Congregation’s Responsibilities

Trinity United Church is a congregation of the United Church of Canada and is called together by God to minister to the spiritual lives of its members and adherents and to be a faithful witness to Jesus Christ. The Congregation’s particular understanding of its mission is described in “The Mission Statement”.

Annual General Meeting

The congregation is called to meet at least once a year on a date set by Trinity Council. At this meeting commonly known as the Annual General Meeting of Trinity United Church, members of the Congregation are responsible:

  • To review the “Mission Statement” and the priorities and strategies for mission in the ensuing year.
  • To elect, by majority vote, members and officers of the Trinity Ministries and Trinity Council for the terms defined in this constitution.
  • To receive reports from Trinity Council, its Standing Ministries and Working Groups on the life and work of the Congregation.
  • To receive financial reports for the preceding year.
  • To discuss and vote on a budget for the current year.
  • To appoint auditors/reviewers to audit/review the financial statements.

All meetings of the Congregation shall be called by one of the following:

  • The settled or appointed member of the Order of Ministry
  • The Trinity Council Chairperson either upon personal motion or upon the written request of the Trinity Council.
  • Ten persons in full membership of the Congregation within fifteen (15) days of the date of the request. (B.5.3 the Manual)

Notice of any Congregational meeting shall specify its object, and shall be read during public worship on each of two proceeding Sundays on which public worship is held. (B.5.3 the Manual)

A quorum for a Congregational Meeting shall consist of at least twenty (20) full members and requires attendance of the Minister or an appointee of the Region. (B.5.5 the Manual)

Amendments to the Constitution

  • The Past Chairperson of Trinity Council shall review the Constitution annually to ensure compliance with the Manual and consistency with the current practices and procedures of the congregation.
  • Amendments to the Constitution may be proposed by any Ministry to Trinity Council.
  • All proposed amendments shall be reviewed by the Trinity Council for presentation to the Congregation at the Annual General Meeting or Congregational meeting.
  • Amendments to the Constitution require thirty (30) days prior notice in the church bulletin and approval by two-thirds of the eligible voters at a properly constituted Congregational Meeting or Annual General Meeting.
  • From time to time amendments which have been recommended by the Council and are considered relevant to the operation of the Church may be implemented immediately and be presented to a special meeting of the congregation later for ratification.
  • Amendments are subject to Regional approval.

Signing Authority for Trinity United Church

For official documents and agreements, signing authority of the Church will require the signatures of any two of the Chair of Council and any other member of the Council Executive and the Administrator and will be co-signed by the Minister or an appointee of the Region.

Any payments of church accounts will require the signatures of any two of the Treasurer, Chair of Finance Ministry, Chair of Council and Administrator.

Signing authority of the Board of Trustees will require the signatures of any two of the Chair of Council, a member of the Board of Trustees, Treasurer, and Administrator.

All withdrawals for the Trinity Endowment Fund will require the signature of any two of the Fund Chair, Fund Treasurer, Fund Secretary and Chair of Council.

TRINITY COUNCIL

The Congregation empowers the Trinity Council with decision-making authority. Regardless of this, the Congregation may call a Congregational Meeting to amend any decisions of Council that it feels do not reflect the wishes of the Congregation.

A Congregational Meeting to be called in accordance with B.5 of the Manual.

The purpose of the Council is to oversee all activities and to fulfill the Ministry and Mission of Trinity United Church.

For the purpose of this document the term “Church” refers to the Congregation of Trinity United Church.

All members of Council are required to be Full Members of the congregation in accordance with B6.1, 6.1.1 and 7.3, 7.3.1 (a) of the Manual. Exceptions can be approved by the Region under special circumstances 7.3.1 (e) of the Manual.

The Council along with the Ministries and Groups of the Church is responsible for the spiritual well-being of the Congregation, the management of the Church’s financial affairs, and the administration of the Church’s properties.

All the Ministries and Groups of the Church are responsible to Trinity Council for their activities.

Responsibilities

  • To oversee the spiritual life and stewardship of the Church.
  • To oversee the outreach of the Congregation in evangelism and social action.
  • To act as the Court of the Pastoral Charge, receiving and judging petitions and appeals from the Congregation and submitting them to region as appropriate.
  • To oversee the work of the Church’s Ministries and Groups by providing guidance and assistance as required; fostering communication between the Church’s Ministries and Groups and the Congregation; ensuring that all Ministries and Groups are adequately staffed and are fulfilling their mandates.
  • To provide orientation to all ministries prior to their first meeting following the annual general meeting.
  • To receive, review, and act upon reports and decisions from Ministries and Groups
  • To keep a record of proceedings and to transmit the records annually to region for review.
  • To ensure a record of minutes and reports of council meetings are made available to members of Trinity
  • To review, modify as appropriate, or develop church policy as required in accordance with the Manual of the United Church of Canada.
  • To maintain the Operating Manual of Policies and Procedures including pertinent resolutions as passed by council.
  • To keep a current directory of Minister, personnel, and council members
  • To report to the Congregation on the activities of the Church at the Annual General Meeting.
  • To oversee the finances of the Church through the Finance Ministry.
  • To adopt, amended or un-amended, a budget prepared by the Finance Ministry and to ensure the audit/review of the previous year’s receipts and expenditures.
  • To authorize borrowing of funds when necessary, on the recommendation of the Finance Ministry and in consultation with the Board of Trustees and the Congregation.
  • To give direction to the Board of Trustees and Property Ministry on property matters.
  • To oversee the hiring of non-Order of Ministry staff for the Church.
  • To recognize suitable lay members of the Church as Inquirers and to recommend to the Region suitable Inquirers to be Candidates for the Ministry.
  • To recommend to Region suitable lay members of the Church who may be licensed as Lay Preachers or appointed as Lay Pastoral Ministers-In-Training or Staff Associates.
  • To receive reports from Region and General Council, and make them available to the Congregation.
  • To evaluate the effectiveness of the Council and review the terms of reference for all Ministries and Groups annually.
  • To strike task groups as required for specific time-limited assignments.
  • To appoint replacement of member (s) should a vacancy occur mid-term.
  • To initiate and/or support fund-raising projects.
  • Authorize the extension of Committee Chairperson(s) or members if all efforts have been exhausted in finding a replacement.

Membership

The Trinity Council shall consist of:

Voting Council members elected by the Congregation

  • Chairperson (votes in the event of a tie) (ex-officio on all standing Ministries)
  • Vice-Chairperson (Chairperson elect)
  • Secretary (elected)
  • Treasurer (ex-officio)
  • Minister (ex-officio) (non-voting)
  • Past Chairperson (Chairperson of Nominating Task Group)
  • Regional Representative

Chairperson or Designate of:

  • Christian Development Ministry
  • Fellowship and Membership Ministry
  • Finance Ministry
  • Mission and Outreach Ministry
  • Pastoral Care Ministry
  • Property and Maintenance Ministry
  • Stewardship Ministry
  • Worship and Music Ministry
  • Personnel Ministry
  • Board of Trustees
  • Endowment Fund Working Group

The Executive of the Council will consist of the first four officers, the Minister, and two Ministry Chairpersons.

Time Required

  • At the call of the Chair of the Council in emergency or extraordinary matters.

Responsibilities of the Chairperson

  • To call and preside over meetings of the Council.
  • To coordinate and communicate the activities of the Council.
  • To coordinate the conduct of the Council’s business.
  • To ensure preparation of the agenda for the meetings in consultation with the Minister.
  • To follow up on the work of the Council to ensure effectiveness.
  • To represent the Council to other groups inside and outside the Church.
  • To facilitate communication amongst Council members.
  • To preside over meetings of the Congregation.
  • To perform other duties as required by the Council.
  • To act as one of signing officers for the church.

Term

Two years with a two-year renewable option for a total of four years.  The term may be extended at the discretion of council.

Responsibilities of the Secretary

  • To ensure that all business of the Council is duly recorded.
  • To receive and distribute correspondence to the Council.
  • To ensure that correspondence is duly executed.
  • To ensure timely notice of meetings and circulation of minutes.
  • To perform other duties as requested by the Council.
  • To ensure preparation of the Church’s annual report.

Term

Two years with a two-year renewable option twice for a total of six years.  The term may be extended at the discretion of the Council.

Responsibilities of the Past Chairperson

  • To advise the Chairperson and Council on past matters and decisions of the Council.
  • To serve as the Chairperson for the Nominating Task Group.
  • To perform other duties as requested by the Council.
  • To review the Constitution annually.

Term

One year with a one-year renewable option for a total of two years.  The term may be extended at the discretion of the Council.

 

Responsibilities of the Treasurer

  • To receive and disburse the funds from offerings and other sources under the direction of the Finance Ministry.
  • To keep records of all receipts and disbursements.
  • To present monthly financial statements to the Council as approved by the Finance Ministry.
  • To act as one of four signing officers for payments of church accounts.
  • To bring to Council any financial decisions that would require approval from either the Council or the Congregation.
  • To complete the Annual Charitable Tax return.
  • To provide the financial portion of the Annual Statistical Report of the United Church of Canada.
  • To perform other duties as requested by the Council.

Responsibilities of the Lay Representatives to Region

To their Pastoral Charge:

  • To report back to the Pastoral Charge the decisions and concerns of Region.
  • To let Region know of the decisions and concerns of the pastoral charge.
  • To assure action on the requests, petitions, and resolutions from the pastoral charge and report back decisions to the pastoral charge.
  • To encourage participation of members of the Congregation in workshops, meetings or events planned by Region.
  • To foster a sense of partnership between the pastoral charge, Region, and General Council.

To the Region:

  • To attend meetings of the Region.
  • To attend covenanting services which are constituted meetings of Region.
  • To read minutes and be familiar with the subjects to be discussed at regular meetings.
  • To participate in the discussion and decision making process at committee and Region meetings.
  • To share in the leadership of Region by serving on committees, divisions, task groups or accepting election to office.

 

Other responsibilities:

  • To attend the Annual Meetings of Region.
  • To participate in decision making process at the Annual Meeting of Region.
  • To inform the pastoral charge of actions taken and requests made at the Annual Meeting of Region.
  • To participate from time-to-time on ad hoc groups established by the Council.
  • To represent the Church as requested at official functions and on Church business.
  • To participate in all duties of the Council.

Term

Three year with a three year renewal option for a total of six years, and will be ineligible for re-election until after the lapse of one year.  The term may be extended at the discretion of the Council.

 

Meetings

The Trinity Council shall conduct a minimum of quarterly meetings each year.

 

Quorum

Quorum shall be 50% +1 of Council Members, including either one of the Church’s Order of Ministry personnel, or an appointee of the Region.

Council meetings are open to all members of the congregation.  The meeting’s agenda as well as the minutes and reports from previous Council meetings and Church Directory are posted on the bulletin board outside the church office and the Narthex.

Dates of Council meetings are posted in the Bulletin, Trinity Happenings and the web site www.trinityunitedgravenhurst.ca

 

GENERAL TERMS OF REFERENCE FOR MINISTRIES AND GROUPS

Responsibilities

  • The Ministries and Groups are responsible to the Council for their activities.
  • Each Ministry and Group must elect a Chairperson.
  • Each Ministry must have representation by its Chairperson or an alternate at each Council Meeting.
  • Each Church Group must have a representative sit on its respective Ministry (Sanctuary Working Group would have a representative on the Worship Ministry,
  • Endowment Fund Working Group would have a representative on the Board of Trustees).
  • The Ministries will make recommendations on new initiatives related to their mandates as appropriate, for approval of Council.
  • The Groups will make recommendations on new initiatives related to their mandates, as appropriate for approval of their supporting Ministry.
  • Each Ministry will prepare a preliminary budget setting out financial needs for the subsequent fiscal year. This budget information is forwarded to the Finance Ministry.
  • Each Ministry is required to maintain written reports of all meetings. Each Ministry will report to the Council, the frequency and format of such reports to be decided by the Council.
  • Each Group will report to their respective Ministries, the frequency and format of such reports to be decided by the Ministry.
  • Each Ministry will develop a plan and a time frame to meet its goals and responsibilities.
  • The Council, Ministries and Groups will evaluate their operations procedure annually.
  • Each Ministry will support and/or initiate (in consultation with Council) fund-raising projects.

Quorum

A majority of members

 

Nominating Task Group

Purpose

To ensure that positions of the Trinity Council and Ministries are appropriately “peopled” so that the Mission of Trinity is achieved.

Membership

  • The Past Chairperson of Trinity Council, to be Chairperson
  • Council Chairperson (ex-officio)
  • Chairpersons of:
  • Christian Development Ministry
  • Fellowship and Membership Ministry
  • Mission and Outreach Ministry
  • Finance Ministry
  • Pastoral Care Ministry
  • Property and Maintenance Ministry
  • Social Justice/Affirming Committee
  • Stewardship Ministry
  • Technology, Media and Marketing
  • Worship and Music Ministry
  • Board of Trustees

Responsibilities

  • To review all positions on the Trinity Council and various Ministries to identify vacancies, rotation, specific needs and balance of age, gender, etc.
  • To review the names of all full members of the Congregation and any lists of time and talents available, to match their gifts and talents with suitable services in the Congregation.
  • To recruit eligible people to assume offices and ministry positions at Trinity.
  • To give a full nominating report to the Annual General Meeting.
  • To present the approved nominating report to the Church secretary to update the Church Directory.
  • To encourage offering of time and talent by members

 

Time Required

  • Meetings in preparation for the Annual General Meeting.

 

Accountability

Council