St Peter’s Anglican Church

Njube – Diocese of Matabeleland

Province of the Church of Central Africa

DRAFT COUNCILLOR’S CONSTITUTION

Adopted and Enacted by the Unanimous Agreement of the Council in the Year 2008

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DEFINITION OF TERMS: .............................................................................................................................3
1.0.0 PREAMBLE....................................................................................................................................3
1.0.1 NAME .........................................................................................................................................3
1.0.2 AUTHORITY FOR THE CHURCH COUNCIL ..........................................................................3
1.0.3 MISSION STATEMENT.............................................................................................................3
1.0.4 AIMS / OBJECTIVES .................................................................................................................3
1.0.5 STATEMENT OF FAITH ...........................................................................................................3
1.0.6 PURPOSE OF CHURCH COUNCIL...........................................................................................4
1.0.7 ADMINISTRATIVE STRUCTURE OF ST PETER’S CHURCH COUNCIL AND VOTING
RIGHTS OF MEMBERS ................................................................................................................................5
1.0.8 MEMBERSHIP ...........................................................................................................................5
1.0.8 MEMBERSHIP ...........................................................................................................................6
1.0.9 TERMS OF OFFICE FOR MEMBERS OF THE COUNCIL TABLE 1.0....................................6
1.1.0 CRITERIA FOR MEMBERSHIP ................................................................................................6
2.0.0 DUTIES AND RESPONSIBILITIES OF THE COUNCIL ..............................................................7
2.0.1 DUTIES AND RESPONSIBILITIES OF COUNCILLORS .........................................................7
2.0.1.1 WARDENS .............................................................................................................................7
2.0.1.2 COUNCIL CHAIRPERSON....................................................................................................8
2.0.1.3 VICE-CHAIRPERSON ...........................................................................................................8
2.0.1.4 SECRETARY ..........................................................................................................................8
2.0.1.5 TREASURER ..........................................................................................................................8
2.0.1.6 FINANCIAL SECRETARY ....................................................................................................8
2.0.1.7 COUNCIL MEMBERS............................................................................................................9
3.0.0 FINANCIAL MANAGEMENT.......................................................................................................9
3.0.1 BUILDINGS AND PROPERTY......................................................................................................9
3.0.2 PERSONAGES AND TRANSPORT...............................................................................................9
4.0.0 RELATIONSHIP OF THE COUNCIL WITH THE PRIEST .........................................................10
5.0.0 SUB -COMMITTEES OF THE COUNCIL ...................................................................................10
5.0.1 EX-OFFICIOs ...........................................................................................................................10
5.0.2 THE QUORUM.........................................................................................................................10
5.0.3 MEETINGS OF THE COUNCIL...............................................................................................11
5.0.4 VOTING AND DECISION MAKING.......................................................................................11
6.0.0 NOMINATIONS AND ELECTIONS............................................................................................11
1. APPOINTMENT AND DUTIES OF THE NOMINATIONS COMMITTEE:............................11
2. ELECTIONS .............................................................................................................................12
7.0.1 NOMINATION OF DIOCESAN REPRESENTATIVES ( THE DIOCESAN SYNOD) ............12
7.0.0 DISCIPLINARY MATTERS.........................................................................................................12
8.0.0 AMENDMENTS TO THE COUNCIL CONSTITUTION .........................................................13
8.0.1 DISPOSITION OF CURRENT CHURCH CONSTITUTION....................................................13
8.0.2 HAND OVER TAKE OVER – CHURCH COUNCIL ...............................................................13
8.03 HAND OVER TAKE OVER –COUNCIL SUBCOMMITTEES................................................13
8.0.4 STORAGE AND AVAILABILITY OF THE CONSTITUTION................................................14

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DEFINITION OF TERMS:

Incumbent The current parish priest or rector in charge

Council An elected body of lay people who are mandated to govern the spiritual and
administrative affairs of the church
Ex-Officio All other members of the council body that are not elected into council office
Parish Church
Communicant Any person who according to the Church law is permitted to receive the Holy
Communion.
Sub-Committee A body that is assigned by the council to manage a specific task.

1.0.0 PREAMBLE

We declare and establish this constitution to preserve and secure the principles of our faith, and to govern the
Church Body in an orderly manner.

1.0.1 NAME

The name of the organization/committee is St Peter’s Njube Church Council.

1.0.2 AUTHORITY FOR THE CHURCH COUNCIL

The Church Council is established in accordance with “Acts of the Diocese of Matabeleland of 2000”

1.0.3 MISSION STATEMENT

The Council is a representative body that collaborates with the Church at large in making major decisions,
pastoral or administrative, affecting the Church. It organises, sets priorities, communicates, controls and
executes plans of the church in order to achieve the desired goals. The council functions under the unique
church processes whereby appointed leadership and representatives reach consensus through prayerful
discernment, discussion, respect and trust in order to fulfil the Vision of the Church.

1.0.4 AIMS / OBJECTIVES

To be a Church Council committed to the Word of God, developing a growing concern for the spiritual
welfare of others in our community whilst fostering a positive environment for good governance of church
resources for the benefit of children of God.

1.0.5 STATEMENT OF FAITH

The sole basis of our beliefs is the Bible, God's infallible written Word. We believe that it is uniquely,
verbally and fully inspired by the Holy Spirit, It is the supreme and final authority in all matters on which it
speaks. We explicitly affirm our belief in basic Bible teachings, as follows;
• There is one true God, eternally existing in three persons - Father, Son, and Holy Spirit - each of
whom possessed equally all the attributes of holy being and the characteristics of personality.

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1.0.6 AIMS AND OBJECTIVES (PURPOSE) OF CHURCH COUNCIL

Supporting and facilitating the whole Church in fully, actively and consciously participating in the Sunday
Eucharist and positively contributing to the liturgical life of the Church.

(a) To consider matters effecting worship, evangelism, education, social responsibility, Pastoral
care, to examine the needs of the community, and to initiate such action which shall be
determined in any of these concerns.
(b) To seek at all levels such contact with other Christians who shall strengthen the Christian
witness and promote the Christian Unity.
(c) To have direction and control over property revenue and expenditure of the Church subject
always to the other provision of these Acts and the Canon of the Province.
(d) To receive, consider and approve the estimate in respect of each financial year.
(e) To receive and act upon all matters referred to by the Bishop, Diocesan Synod, Diocesan
Standing Committee and other competent Church bodies.

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 1.0.7 ADMINISTRATIVE STRUCTURE OF ST PETER’S CHURCH COUNCIL, ITS
SUB-COMMITTEES AND VOTING RIGHTS

The Vestry

Chairperson

Deputy Chairperson Voting Zone

Voting Zone

Treasurer Secretary Organising Officer Councillors

Financial Secretary Deputy Secretary Deputy Organiser

Ex-Officios Sub-Committees Union Bodies

and Section Leaders and church choir rep

Key
Voting on council decisions only applicable to
elected councillors
Ex-Officios are Wardens, Priests, Lay Ministers

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1.0.8 MEMBERSHIP

The Members of Council will include:

a) Ex-Officio Members: (May seat in All Council Meeting)

i) The Priest / Rector
ii) Lay Ministers Representative
iii) Church wardens
b) Elected Members:
10 Members-at-large, elected by the Congregation at the Annual Vestry Meeting
c) Appointed Members:
i) Union Bodies Chairpersons, (Summoned to the Ordinary Council Meeting)
(Mother’s Union, Father’s Union, Youth Father Adviser, Youth Mother Adviser, Sunday School
Adviser, Guild Mother Adviser, Choir Chairperson)

ii) Sub-committees Chairpersons, Section Leaders (Summoned once a month to the Council
meeting or by special invitation) Building, Maintenance, Welfare, Worship & Evangelism
Affairs, Entumbane Section Leader, Njube Section Leader, Mabutweni Section Leader,
Lobengula Section Leader, Emakhandeni Section Leader)

d) Term and Vacancies for elected Councils :

i) All appointed and elected members shall serve for a year term.
ii) Members may re-offer for a second 1 year term. Following a third consecutive term, a member
will not be eligible for reappointment until one year has passed.
iii) If a member-at-large misses three consecutive meetings, the Chair shall contact the member to
determine if a vacancy has occurred.
iv) Should any vacancy occur, the Church Council may recommend to the Parishioners a
replacement member to fulfil the term of the member.

1.0.9 TERMS OF OFFICE FOR MEMBERS OF THE COUNCIL TABLE 1.0

Position Election Cycle Maximum Maximum Terms of

consecutive Terms Office
Chairman / Vice Chair Once a year 3 years 10 years
Treasurer Once a year 3 years 10 years
Secretary Once a year 3 years 10 years
Committee Members Once a year 3 years -
Sub-Committee Once a year 5 years -
Members
* All members shall be at least 18 years of age on or before the day of elections

1.1.0 CRITERIA FOR MEMBERSHIP

Council members are chosen, above all, for their ability to accomplish the main task of the Church Council as
articulated in the “duties of the council”. Council Members should meet the following criteria;

a) They are baptized, confirmed and practising communicants, in good standing with the Church, who
reflect the Church's various neighbourhoods, social and professional groups, and apostolates.

b) They must be willing to attend council meetings regularly, understand shared

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 responsibility and possess a sense of mission.

c) They are parishioners noted for their faith, good morals, and prudence.

d) Be at least eighteen years of age

e) A Member of the Council must have been a committed parishioner of St. Peter’s Church for a
minimum of one year and not be paid member of the Church staff.

f) Be in possession of either a pledge card or a tithe card with at least 50% commitment fully settled for
the current council year.

2.0.0 DUTIES AND RESPONSIBILITIES OF THE COUNCIL

a) Organising and / or promoting events that will contribute to the prayer and faith life of the community
b) Encouraging other groups and sub-committees to take responsibility for recognised needs, e.g. upkeep
of Church, management of Church and maintenance needs.
c) Promotion Christian values that support and encourage family life.
d) Promoting and / or making available adult religious education opportunities at Church and inter-
Church levels
e) Caring for the clergy of our Church
f) Affirming and supporting other Church groups that respond to Pastoral needs
g) Developing / ensuring that the Church has an appropriate Pastoral care programme for its young
people, persons with disabilities, persons who are elderly and persons who are marginalised
h) Conveying to non-church going community, through word and action, that they are valued and integral
members of the Church community.

2.0.1 AUTHORITY OF THE WARDENS

a) To consult with the Bishop on the nomination of an incumbent and to accept the Bishop’s
appointment, on behalf or the ecclesiastical division;

b) To consult with the incumbent and the Bishop on the appointment of any assistant clergyman to the
ecclesiastical division and on behalf or the ecclesiastical division to give or withhold consent;

c) To complain to the Archdeacon if there be anything plainly reprehensible in the life or teaching of any
of the clergy of the ecclesiastical division, or anything contrary to order and decorum in the
ministration of the services of the Church;

d) The ownership of church buildings, grounds, and contents, as well as the funds of the church, are
normally vested in the wardens. In this case, St. Peter's Anglican Church building and its contents, but
not its grounds, are in the care and custody of the wardens. The same applies to other properties held
by the church. It is within this overview that the following list of duties applies:

e) It is the duty of the church wardens to compile and maintain a full inventory of all the articles
appertaining to the church, such as altar furnishings, vestments, etc. Wardens should be aware that the
bishop or designated officer of the diocese may, from time to time, ask for a copy of the inventory of
lands, buildings, furnishing and other physical objects which constitute the "fabric" of the church.
Thus, it is expected that the local wardens will keep such lists up-to-date and will forward them to the

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 Priest-in-Charge in March of each year or before the annual elections which ever comes first, if
requested.

f) It is the duty of the church warden to make general provisions for the place of worship and to maintain
an orderly environment especially during divine services.

g) It is the duty of the church warden to take custody of money collected during a worship service and
money belonging to the church from any social or fund-raising event, and to deliver such funds either
to the church council treasurer or to a bank account designated by the church council. Although this
duty may be designated to another person (for example, to a treasurer), the responsibility for such
funds remains with the warden.

h) The wardens have special responsibilities when the position of incumbent priest is vacant. These
duties are set forth in the canons of the church and the diocese.

2.0.1 DUTIES AND RESPONSIBILITIES OF COUNCILORS

2.0.1.2 COUNCIL CHAIRPERSON

a) Conducts all meetings of Church Council, encouraging all members to participate openly, actively
and positively in a sensible manner.
b) Prepare the agenda for each meeting of the Church Council in consultation with the Officers.
c) Is selected by the members themselves.
d) Is an ex-officio member of all council committees.
e) Is the spokesperson for the council.

2.0.1.3 VICE-CHAIRPERSON

a) Fulfills all the duties of the Chairperson in his/her absence.

b) Serves as interim chairperson should the chairperson resign or be removed for any reason until an
election can be held by the council members to elect a replacement chairperson.

2.0.1.4 SECRETARY

a) Records and keeps a permanent record of all Church Council Meetings proceedings;
b) Keep a permanent record of correspondence and documentation of the business affairs of the
Church Council;
c) Place a notice of meetings of Church Council in the Church bulletin board on the Sunday
immediately prior to the meeting;
d) Provide all Church Council members with minutes of meetings and an agenda for upcoming
meetings in a timely manner
e) Updates bulletin-board register of attendance of all councillors after each meeting

2.0.1.5 TREASURER (SEE ALSO THE FINANCE MANUAL 2009)

a) Overseeing the congregation’s financial records.

b) Preparing accurate financial reports for the congregation.
c) Being involved in budgeting as directed by the Church Council.
d) Anticipating financial problems.

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 e) Making sure that those in charge of various funds in the church report annually to the
Congregation.
f) Keeping all financial records of the church up-to-date
g) Managing, safeguarding, and maintaining the congregation’s financial resources.
h) Complying, as required, with governing bodies of the Church (The Vestry, The Council and The
Diocese)
i) Comply with the reporting requirements of the Church which are as follows;
(a) Interim church financial reports are given to the congregation at least once
every two months
(b) Sub-Committees or groups give their financial reports at least once in 4 months
(c) An annual report for the church is given at the end of the council year.
(d) At least one financial audit/review is conducted every 6 months.
j) Scheduling and overseeing the annual review or audit
k) Overseeing that internal controls are being followed

2.0.1.6 FINANCIAL SECRETARY

a) Updating pledge and tithing records for the communicants on a weekly basis
b) Updating the revenue / expenses record book on a weekly basis
c) Carrying any other duties as defined by the council or the treasurer.

2.0.1.7 COUNCIL MEMBERS

a) Serve as liaison between the Church community and Council.

b) Serve as an advisory body to the Priest and other Council members.
c) Serve as Leaders in the Church Community.
d) Carry out any other church duties as requested by the Church Council

3.0.0 FINANCIAL MANAGEMENT

All the provisions of this clause are explicitly stated in the St Peter’s Anglican Church Finance Manual 2009
which is an extension of this constitution for which without it, this constitution shall be deemed incomplete
and illegitimate.

3.0.1 BUILDINGS AND PROPERTY

a) No buildings shall be erected on any land belonging to the Church or which the Church has a right to
use, nor shall the nature of use of such land or buildings on that be altered without the approval in
writing of the Diocese of Matabeleland.
b) Application by the Church Council to erect or alter any building (save in the way of repairs) on any
land owned or used by the church, shall be made in accordance with the following provisions and by
such regulations as may be from time to time prescribed by Diocese of Matabeleland:
i) The plans and specifications together with a statement of cost and how this is to be met, shall be
prepared and approved by the church Council of and submitted to the Archdeacon:
ii) The Archdeacon shall present the plans and other documents of the building application together
with his comments in writing to the Diocese for approval

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 iii) Approval of building plans and schemes shall be by resolution of Diocese and shall be
communicated in writing to the applicant by the Diocesan Secretary:
iv) No alterations to approved plans shall be made without the prior consent of the Diocese.
c) The Diocese may appoint a building sub-committee to whom the Bishop or Archdeacon may refer any
proposal for examination of all its aspects and for report to the Diocese.
d) All church property, whether movable or immovable, shall be insured to a degree and in a manner
approved by the Diocese at the expense of the Church. One copy of each policy shall be lodged with
the Treasurer and one with the wardens of the church. Donations of land to the diocese shall not be
accepted without permission of the Bishop and Standing Committee and any proposed donations shall
be reported to the bishop with full details including the value of the land and any improvements
thereon, the conditions, if any, of transfer and an estimate of the costs of transfer.

3.0.2 PERSONAGES AND TRANSPORT

a) The incumbent shall be provided with suitable house and other accommodation, and transport suitable
for his official pastoral duties at the expense of the church.
b) The Church shall be responsible for the payment of any rates imposed by a local authority in respect of
any establishment provided for the incumbent, and shall also be responsible for the payment of
charges for water, light and fuel supplied for official pastoral duties within such limits as may be
approved by wardens.
c) The Diocese may make such regulations not inconsistent with the provisions of this clause as it may
deem expedient to give force and effect thereto.

4.0.0 RELATIONSHIP OF THE COUNCIL WITH THE PRIEST

a) The incumbent may reserve the right to preside over meetings. The meeting shall be typically be
presided over by the lay chairperson.
b) The incumbent may assist in the formulation of the council agenda.
c) The incumbent has the right to call special meetings of the council.
d) The incumbent shall share in the dialogue but shall be ultimately responsible for the formation of
policy.
e) The incumbent shall bear no direct authority over the sub-contracted staff.
f) The incumbent shall not be part of the consensus body of the council.
g) The incumbent shall receive recommendations from the council. The incumbent may advise the
council by letter when he rejects a recommendation of the council and the basis of such rejection, such
as basis of Church law, Diocesan Policy, or the Good of the Church.
h) The incumbent shall enable the council to build an atmosphere of trust, honesty, transparency and
respect among council members and their sub-committees and make certain that members are
provided with adequate information timely.

5.0.0 SUB -COMMITTEES OF THE COUNCIL

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Sub-Committees of the Council shall be established as when needed, however their number shall not exceed
the number of elected councillors. The following sub-committee are deemed essential for the fluent operation
of the council;
Building Committee, Fund-Raising Committee, Repairs and Maintenance Committee, St Mary’s Committee
(Welfare Committee), Clergy Affairs Committee, Information & Education Committee.

5.0.1 EX-OFFICIOs

The ex-officios shall be consist of the following; The incumbent, 2 Lay Ministers and 2 Church Wardens,

5.0.2 THE QUORUM

A quorum for a Church Council meeting shall not be less than one-third of the number of elected members,
and no business shall be transacted at the Church Council meeting unless the quorum is present at the
beginning of the meeting.

5.0.3 MEETINGS OF THE COUNCIL

a) The Church Council shall meet as and when necessary, and at least once in every three calendar months.

b) Special meetings may be called at any time by the priest, warden(s), chairperson, or at the request of
the councillors

c) Parishioners may address the council at any regularly scheduled meeting. Requests to address the
council shall be submitted to the Church Council Chairperson. That address shall be included on the
next meeting agenda.

d) Notice of regular council meetings will be listed in the Sunday Bulletin and on the Bulletin Board at
least two weeks prior to scheduled meeting date. Special Meetings called by the Priest or council
chairperson are not subject to this rule.

e) Any council member or parishioner may submit written agenda items for consideration to the council.

f) All priests serving the Church are encouraged to participate in all Church meetings.

5.0.4 VOTING AND DECISION MAKING

a) Only elected councillors shall have the right to vote, all ex-officio, union bodies, and sub-committee
members shall be excluded from all council voting decisions.
b) In event of an equal split in voters, the chair person shall have a deciding voting.
c) All council decisions shall be assumed by consensus of the council.

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6.0.0 NOMINATIONS AND ELECTIONS

1. APPOINTMENT AND DUTIES OF THE NOMINATIONS COMMITTEE:

i) Annually, on the 2nd Sunday of January, the incumbent shall name a Nominating Committee of
not less than three (3) members, and designate one of those persons to chair the Committee.
The incumbent shall be an ex-officio member of the Nominating Committee.
ii) The sitting church council shall assist with the financing of production of ballot papers, or any
necessary election materials. The budgeted funds (in foreign currency) shall be set aside at
least 8 weeks in advance before the 1st announcement of council elections.
iii) The Nominating Committee shall determine the number of vacancies that exist and extend a
general invitation to all Parishioners to serve as a member of Church Council. The Committee
shall also take this opportunity to educate the Parishioners on duties and responsibilities of
council and how elections will be conducted.
iv) The Nominating Committee shall request all representative groups comprising (the Mothers’
Union, Fathers’ Union, Youth and the St Agnes Guild to present their nominations of 12, 12, 5,
5 councillors respectively to the committee at the end of the service three week before of
elections. Should a representative group fail to submit the names on time, the Nominating
Committee shall by default nominate Parishioners of their choice to participate in the elections.
v) With Priest’s approval, a list of 15 nominees will be brought forward to the Church for election
The Nominating Committee shall present to the Church, on the council elections day, a list of
nominations of 15 eligible parishioners taking into consideration that the Church Council is
representative of the entire Church community. The nominations of the all representative
groups shall be made public. Elections shall be conducted under the supervision of the
Nominating Committee as specified in section 6.0.0 subsection 2.

2. ELECTIONS

a) A computer printed ballot containing clearly visible names of the nominees shall be
distributed to all registered communicants in attendance at mass with the exception of the
Nominating Committee and its Ex-Officio (the Priest)
b) Each parishioner must mark their ballot for not more than the 3 nominations of positions
available. Members of the Nominating Committee may assist the elderly and/or the
illiterate.
c) Those nominees receiving the highest number of votes will be elected and the results will
be announced after the ballot counting.
d) At least 3 people will be chosen at random from the parishioners to certify and validate the
results before a public announcement.
e) If no election is necessary, the nominees shall be declared church councillors at the Annual
Vestry Meeting.

7.0.1 NOMINATION OF DIOCESAN REPRESENTATIVES (THE DIOCESAN SYNOD)

a) Upon being summoned by the Vestry, the Church council may elect representatives among its
members to the Diocesan Synod.
b) The vestry however returns full authority over the nomination of a lay member (a full communicant
above the age of 21 years) into the Diocesan Synod.

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7.0.0 DISCIPLINARY MATTERS

a) It shall be the basic purpose of the Church Council to emphasize to its members that every reasonable
measure will be taken to assist any troubled member.
b) The Priest, deacons and other members of the church staff shall be available for counselling and
guidance.
c) Redemption rather than punishment should be the guideline which governs the attitude of one member
toward another.
d) Should some serious condition exist which would cause a councillor to become liability to the general
welfare of the church, every reasonable measure will be taken by the Priest, the Deacons and the
Church Elders to resolve the problem.
e) All such proceedings shall be pervaded by a spirit of Christian kindness and forbearance. But, finding
that the welfare of the church will best be served by the exclusion of the member in the church
council, the council may take this action by a two-thirds vote of the members present at a meeting
called for this purpose: and the council may proceed to declare the offender to be no longer in the
council of the church.
f) Upon informing the congregation of a pending new appointment of a councillor, the offender may be
replaced by council nomination.

8.0.0 AMENDMENTS TO THE COUNCIL CONSTITUTION

This constitution may be amended in the following manner.

a) Proposed amendments must be submitted to the Church Council chairperson in writing.

b) Amendments will not be acted upon by the consensus body until the meeting after the amendment is
presented and discussed.
c) A Church super majority (66%) of the body members must concur for the passage of any amendment.
d) Any amendment to the constitution must have the formal approval of the Priest.
e) The Church, as a whole, shall have two weeks notification of any meeting at which amendments will
be addressed.

8.0.1 DISPOSITION OF CURRENT CHURCH CONSTITUTION

a) Upon agreement of the consensus body and the incumbent, the new Church Council Constitution is
hereby adopted and enacted by the unanimous agreement of the Council in the Year 2008.

8.0.2 HAND OVER TAKE OVER – CHURCH COUNCIL

a) Upon declaration of the dissolution of the council by the Council Chair Person, the Council shall
handover to the Priest all Properties of Church which may include (Financial Records, Properties
Records, Minutes of Council Meeting, Communicants Register, Keys, Cash on Hand, Investments
Bonds, Share Certificates, Insurance Policies, Vehicles, Banking Statements, Cheque Books,

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 Electronic Data (E-mail details – passwords and usernames, Website Administration details –
username and passwords). Details of materials handed over shall be recorded by the nominations
committee.
b) Soon after the announcement of election results, and appointment of new councillors, the outgoing
Council shall meet with the incoming council to for a detailed hand over take over exercise.
c) This exercise shall be co-chaired by the Priest and the Nominations Committee Chair Person.
d) Hand-over take-over may last up to 3 weeks, if necessary.
e) The outgoing council shall reserve at least 3 weeks of their time for a smooth hand-over take-over.
f) The whole exercise shall be conducted in the spirit of calm, trust, and respect for one another

8.03 HAND OVER TAKE OVER –COUNCIL SUBCOMMITTEES

a) After not more than 4 weeks in office, the new council shall dissolve all sub-committees (With the
exception of the Mothers’ Union) and call a vestry meeting to appoint new sub-committees. The sub-
committees shall handover to the Council all Properties of Church which may include (Financial
Records, Properties Records, Minutes of Meetings, Registers, Keys, Cash on Hand, Investments
Bonds, Share Certificates, Insurance Policies, Vehicles, Banking Statements, Cheque Books,
Electronic Data (E-mail details – passwords and usernames, Website Administration details –
username and passwords). Details of materials handed over shall be recorded by the council secretary
and treasurer.
b) Soon after the appointment of new sub-committee members, the outgoing members shall meet with the
incoming sub-committee members for a detailed hand over take over exercise.
c) This exercise shall be co-chaired by the Priest and the Council Chair Person. Hand-over take-over may
last up to 2 weeks, if necessary.
d) The outgoing council shall reserve at least 2 weeks of their time for a smooth hand-over take-over.
e) The whole exercise shall be conducted in the spirit of calm, trust, and respect for one another

8.0.4 STORAGE AND AVAILABILITY OF THE CONSTITUTION

a) Upon its adoption and ratification, the Church Council Constitution shall be kept at the parish offices,
copies shall be available to all parishioners at production costs.
b) Request for copies shall be made through the secretary of the church council, all payments shall
however shall be handled by the council treasurer.

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