Earthblog

The Unitary Constitution.

An increasing number of congregations across Scotland are moving to the Unitary Constitution, and after extensive investigation and discussions, it is our recommendation that it would benefit us here in Houston Kirk to make the same change. The Unitary Constitution (UC) can be accessed on the Church of Scotland website.www.churchofscotland.org.uk

We have to start with the explanation that originally here in Houston it would have been the Kirk Session and only the Session which would have been entirely responsible for the management of all congregational business before the adoption of the 1965 amended form of Model Constitution which created the Kirk Session and Congregational Board in its present form (The Model Constitution)

 Under the presnt Constitution we have run into problems in a number of areas e.g. the references from Session to Board for financial approval, the duplication and delays in decision making, too much time taken up with practical rather than spiritual matters in particular and too many lengthy meetings.

Under the Charities Act, 2005 the trustees of the congregation who are responsible for its affairs are deemed to be, under present arrangements, all members of the Kirk Session and the Congregational Board. Clearly it is fundamentally unsatisfactory that some members (i.e. Elders not on the Congregational Board) should be held responsible for areas of Kirk life, finance and governance for which they have no input or say.

Practically we can see many benefits in the UC, but we consider that the matter is addressed very clearly and succinctly by the Rev Dr Johnston Mackay in a report in which he encourages the move to a Unitary Constitution (and where he states)

“There is a sound theological reason for adopting the Unitary Constitution. The division of responsibilities between a Kirk Session and a Congregational Board where (to use a kind of shorthand) the Session is responsible  for “ spiritual “ matters  and the Board attends to “ material “ matters such as finance and property does not  make much sense if Christian faith believes  that there is no separation between the “ sacred “ and the “ secular “ . To put it bluntly, “ spiritual  “ decisions require to be earthed in what we do with our money and our property; and what we do with our money and our property is itself a “ spiritual “ issue. So to separate the two is unsatisfactory. “.

It is our view that the process of implementing the operation of the Unitary Constitution is an opportunity for a really fresh examination of how our congregation can run itself today.

We appreciate that it needs direction and clear defined remits to the committees or teams as we suggest they are known. Numbers in the teams and length of meetings clearly and correctly are matters of concern to many of you, but the structure we propose has 6 teams and we envisage 6 Session meetings rather than the 9 meetings Elders on both the Session and Board currently attend. Teams will have a maximum of 10 members. Session meetings will be scheduled annually at the beginning of each Church session and will be held every 2 months.

The structure proposed is as shown on the chart.

 Six teams would be formed in the Kirk Session, incorporating and amending the previous teams and remits and including all the Board committees in a fresh, revised approach.

Each team’s remits will be defined and each team will be encouraged to meet regularly. Each team’s reports are to be e-mailed to the Session Clerk, (who will copy to the Minister) at least 14 days before each Session meeting.

One Convenor from each team together with the Minister, Session Clerk, and depute Session Clerk and the Treasurer will form a Co-ordinating Group, whose purpose will be to coordinate the work happening in the teams and to allow the convenors to share information without taking up valuable time in the Session meetings. This Group will meet about 7 – 10 days prior to every Session meeting to consider the reports from each team, and to focus on which reports will be included in the Kirk Session’s agenda. Reports from the finance and safeguarding teams will be on each agenda but the inclusion of others will depend on the work of the individual teams and other matters of pressing importance, in particular matters relating to the church in society, the assembly or presbytery issues. The Coordinating group will also be charged with identifying any overlaps between teams, smoothing any rough edges and critically assessing the overall arrangements.

Another option could be that the Session would nominate another two Elders or non Elders to be on the Co-ordinating group, but you may consider that this would make the co-ordinating group rather large. The quorum for each team will be 3, although members are encouraged to participate as much as possible in their respective teams.

Some members will not be in teams in view of their other church commitments and to ensure that there are additional members for matters that may from time to time arise. Some members may serve on more than one team, where their talents fit the remit.

Each team has the power to co-opt additional members either from the Session, the congregation or even non church members, although the latter whilst welcome to attend meetings will not be able to vote.

Widening the breadth of the teams is to be encouraged so that the time and talents of as many of our members can be used for the good of our church.

TEAMS

FINANCE: with the responsibility for our financial affairs

FABRIC & GROUNDS: one team with responsibility for the maintenance, repair and enhancement of our church properties including Health and Safety, and one team charged with ground maintenance, both working at times together on certain projects.

MISSION AND EVANGELISM – incorporating the previous local and world mission, working with the Media group, and the Fair Trade Committee dealing with outreach, and also welcoming, and inclusion of members and non members in our Church Life. Spreading the Word needs the use of all forms of modern communication.

WORSHIP AND FELLOWSHIP – the current worship team and the social committee working separately and together, looking to encourage fellowship in the Session, the congregation and our community, and, including as a separate group, the Pastoral Care Team. Principally through worship we seek to be a Church for all people and have to look to the needs of our members, our community and all who wish to be part of our Church.

DISCIPLESHIP and VISION – formerly Session effectiveness, with emphasis on how we are doing as a Session and as a congregation and consideration of spiritual affairs, and issues of political or national newsworthiness which affect us together with training, and roll keeping.

SAFEGUARDING, CHILDREN AND YOUTH MINISTRY – the Safeguarding and Youth Team, with particular emphasis on our organisations, growth of our outreach to all young people in church and in our community, looking after our Sunday Club, Starzone and future Youth Groups, including also the BB and GB liaison group. The Safeguarding team has responsibility for compliance with all Safeguarding/ PVG requirements.

Detailed remits have been drafted and will be issued to each team for their consideration and comment. They are attached for your information. 

It is our aim that Session meetings are stimulating and not merely time spent rubber stamping business matters.

The requirement for written reports to be timeously submitted will ensure that all relevant matters are placed on the agenda for the next Session meeting. It is envisaged that, unless there are matters for discussion, then the contents of the reports will be taken as read and approved. If there is a proposal then it is suggested that it is spoken to by the relevant team member, a short discussion takes place and then unless there is a counter proposal it is duly voted on. If not approved, the matter will be sent back to the team for further consideration. The teams must present their reports with recommendations for action or for referral to another Team for progressing, not with general wide undefined topics for Session discussion.

The Teams will have devolved powers in their remits to deal with certain areas on behalf of the Session and we would hope that they would have the confidence to take these remits forward for the good of our Church.

The Minister’s views on recommendations will become known at the Coordinating group meetings, although clearly the Minister has the right to attend any team meetings. It is hoped that the team structure will relieve the Minister of basic day to day business matters to allow the Minister to carry out pastoral duties and other priorities and expecting the Minister to attend or discuss the contents of each item of business to be considered by each team will not facilitate this.

This structure should allow for a larger devotional element at Session Meetings, looking to widen our knowledge of the church both in Houston and nationally and to examine how we can best serve our community and our God and develop our Church here in Houston.

Decisions on matters of discipline, admission to membership and appointments of Elders would require to be taken in private and if such matters arise these would be placed at the end of the agenda and non Elder members would be asked to leave before discussion on such matters.

Clearly changing to a new form of Constitution will take time to bed down. In the first year or so, much will appear to be business as usual but over time it is anticipated that the advantages of the new Constitution will become apparent. We trust that you will support these proposed changes.

Rev Donald Campbell, Moderator

James McBeath, Session Clerk

Helen Dunn, Depute Session Clerk

22nd August 2011.

Timetable.

•  
  1. Send all members of Kirk Session and Congregational Board copies of the proposal to go forward to the Unitary form of Constitution before the joint meeting on 30^th August.
  2. Discussion at meeting on 30^th August, with proposed amendments/ suggestions being received and considered.
  3. Vote on proposal then or subsequently
  4. If proposal agreed, allow time for any agreed amendments to be incorporated and also agreed.
  5. Allocate time for discussion with Conveners
  6. Make copies available to members of the congregation and subsequently arrange for a vote to be taken.
  7. Finally obtain permission from Presbytery and the Council of Assembly.
  8. Date for implementation.

REMITS

• FINANCE –  Oversee Houston Kirk’s finances (income, expenditure,investments, budgets, forecasts) on behalf of the Kirk session
• Assist the treasurer with the day to day running of the church accounts, providing support when required,  including counting and banking of weekly oferings, and maintaining WFO and Gift Aid records and claims
• Define and maintain financial procedures for managing the Kirk’s finances
• Assist the treasurer to prepare the accounts for the Annual Report in good time, and to a format acceptable to OSCR (Office of Scottish Charity Regulator)
• Report regularly to the Kirk Session on the current financial position
• Advise and assist the Kirk Session in developing ongoing financial stewardship within the congregation, keeping the congregation informed about our Christian giving and spending within Houston Kirk and the wider church
• Promote regular giving combined with Gift Aid
• Assisting other KS teams in the development of their own budgets and providing regular updates of expenditure
• Ensure that insurance policies are regularly reviewed to reflect property values and risks
• Ensure that maintenance contracts and utility agreements are regularly reviewed and updated
• Advise on ways to fund special projects either from within the church or from outside sources

FABRIC AND GROUNDS  

The purpose of the Fabric and Grounds Teams is the maintenance and development of Houston Kirk’s buildings and grounds in order to enable the work of the Church and the safe enjoyment of the buildings all who use the property.

The remit for the Fabric Team includes:

·        creating a positive environment for current and possible future church uses;

·        developing a clear programme of maintenance and renewal of the church         fabric with timeline of actions and budget estimates;

·        ensuring that all work over a budget of £1,000 is supported by three quotations; 

·        budgeting the work programme to stay within the discretionary annual budget of £5,000, and to seek approval from the Kirk Session for any overspends;

·        frequent liaison with the Finance  over budgeting and timing for work;

·        liaising with presbytery for building surveys and to ensure a valuation is carried out every five years;

·        seeking presbytery approval for all work over £5,000;

·        ensuring insurance cover is adequate for all buildings;

·        liaising with groups who let the buildings to ensure that reasonable requirements are satisfied;

·        ensuring that all buildings and surrounding area complies with legislation as required, e.g. Health and Safety, Disability, etc.;

·        overseeing special building and fabric projects as requested by the Kirk Session;

·        active liaison with other Teams  to determine needs and requirements

Grounds team –

• The maintenance and enhancement of the grounds of Houston Kirk and Church Halls.

MISSION AND EVANGELISM:

Remit.

This involves Christian outreach of the Church within the parish and the wider community, by all means of communication. World Mission is our linkage between the Church of Scotland Council on World Mission and the congregation.

Objectives.

• To consider the Christian outreach of the Church within the parish and the wider community and to involve the congregation in making the church attractive and available to all who might contact it in any way and for any reason.
• To visit new homes with a message and organise leaflet drops at e.g. Easter and other special occasions and encourage regular communication with the parish,
• To act as a link between the Church of Scotland World Mission Council and the congregation ensuring that all are informed through newsletters, by contributions at services through Christian Aid and in other ways.
• To keep in contact with parents etc of newly baptized children through the Cradle Roll.
• To identify an overseas community suitable for our pro-active assistance and involvement
• To liaise with our overseas partners

·       To promote outreach through communication, with the work of the media group , who have responsibility for the Kirk Record, Web Site, Publicity and encompassing modern technology in our worship

·       To promote the work of Houston Kirk in the wider community

·       To encourage Fair Trade and support the growth of Fair Trade in our Church .

WORSHIP & FELLOWSHIP

 Remit.   Worship is the primary activity of the Church and develops our Christian faith and understanding through our interaction with the Word of God, the Sacraments, music, praise, prayer, Bible study and action encompassing all ages of our Church family.

Worship is our response to God’s gifts and focuses on our relationship with God, Father, Son and Holy Spirit and to our fellow human beings and the environment in which we live, work and play.

In meeting and encountering God we strive, through worship, to be a Church for all seasons, for all people, for the individual, the family and the community. But to grow we must implement ways of bringing both new people and inactive church members in to active church life. Thus fellowship and worship must work together to ensure we do extend and maintain God’s family.

Objectives.

• To support the Minister, as necessary, and be responsible for arranging scripture   readers for Worship services
• To ensure that our form of worship meets the needs of our congregation and the parish.
• To enable wider participation of members of all ages in leading worship.

• To consider the use of technology to enhance worship

• To develop a variety of services or alternative forms of worship developing ways to promote worship at times other than Sunday morning.
• To continue with a diversity of hymns and songs

·       To promote fellowship in the form of social and other activities

•  To implement ways of bringing both new people and inactive church members into active church life (with other Teams  and in partnership with other churches when appropriate);

Pastoral Care Team Remit.

Pastoral care is our response to the Gospel grounded in our Call to Discipleship and to love our neighbour. It is offering God’s love in action and concern for the well being of individuals within our community, whether in childhood, adolescence adulthood, middle age or maturity.

Objectives.

• To support the Minister in meeting the pastoral needs of all members of the congregation and congregation
•  To liaise with the Minister and keep him fully informed of the pastoral needs of members.  
• To liaise with the relevant District Elder, as necessary. 

DISCIPLESHIP & VISION

This involves the smooth running and further development of the Kirk Session and the Congregation and consideration of issues of the National Church and Society as they affect us

Objectives.  

• To communicate with local Churches e.g. Linwood (see Presbytery plan) and being aware of what other Churches are doing
• To carry out Roll keeping duties and to review Elders’ Districts, as necessary

• To arrange Elder training and other training, as necessary

·       Developing groups for those interested in furthering their faith

• To continue to monitor our effectiveness.
• To report on Remits to Presbyteries and Kirk Sessions from General Assembly 
• To determine the Christian response to issues of political or national newsworthiness that may affect us
• To ensure the appointment of our Presbytery Elder and to ensure that the Session is updated on the work of Presbytery.

SAFEGUARDING, CHILDREN’S AND YOUTH MINISTRY

Remit.

 Safeguarding regulations provide protection for our children and young people (PVG protects both children and vulnerable adults). We have a responsibility to ensure that these regulations are being carried out.

Objectives.

•  To ensure the appointment of a Safeguarding/PVG Co-ordinator and Assistant to carry out the duties as required by the Safeguarding/PVG legislation and to follow the guidance of the Safeguarding Department of the Church of Scotland in implementing all the relevant Safeguarding regulations and to ensure that all those involved with our children and vulnerable adults have had the necessary training and are kept up to date with all changes.
• To be responsible for ensuring that all organisations for which the Church has a responsibility and also those who meet on Church premises have nominated Elders and to ensure that sufficient support is available and given to all our young people, especially the Sunday Club and to continue the work of the BB and GB liaison team.

·       To be responsible for Starzone and any other outreach projects for our young people and to pursue the development of our Youth Ministry.