MINISTRY AND MISSION COMMITTEE TERMS OF REFERENCE. 1.1 The name of this body shall be the Ministry and Mission Committee.

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1 Approved by the Synod Standing Committee Minute: SC a Date: 2 August 2017 MINISTRY AND MISSION COMMITTEE TERMS OF REFERENCE 1 NAME AND SOURCE OF AUTHORITY 1.1 The name of this body shall be the Ministry and Mission Committee. 1.2 Source of Authority: Synod Standing Committee By Law 7.1 (as approved by Synod 2016). 2 DEFINITIONS In these Terms of Reference, unless the context indicates otherwise: Assembly means the Assembly of the Uniting Church in Australia. Candidate means a person preparing for ordained ministry as a Minister of the Word or Deacon, whose application for candidature has been approved in accordance with the UCA Regulations (c) and Church means the Uniting Church in Australia. Committee means the Ministry and Mission Committee Dalton McCaughey Library means the theological library which is jointly owned by the Synod and the Society of Jesus, and operated on behalf of these bodies. Faculty means the academic staff of the Uniting Church Theological College as defined in Regulation (b). Formation means the acquisition of the aptitude, disposition and required skills for ministry through integrated learning, experience and the practice of discipleship. Head of College means the Head of Pilgrim Theological College including leadership of the Faculty. Member means a person authorised to participate in the activities and decisions of the Committee. Nominations Committee means a body established by the Standing Committee to recommend the names of persons to Committees that are responsible for making appointments to committees and task groups. Participant means a non-member who is given permission by the Committee to participate in meetings of the Committee for all or part of the proceedings as appropriate 1

2 (Manual for Meetings, Chapter 5). A participant may contribute during the worship, general, information and deliberative sessions of a meeting but not in the decision. The leave of the Committee is required for a person to be recognized as a participant. Pilgrim Theological College means the college established by the Synod of Victoria and Tasmania and recognized by the Assembly as the approved centre for training for ministry. Property and Operations Committee means the Committee of this name appointed by the Standing Committee to exercise certain governance responsibilities on its behalf. Regulations means the Regulations of the Uniting Church in Australia. Reporting Institutions means Institution as defined in Regulation (a) (i) that has a direct reporting relationship with the Synod, whether such Institution is incorporated or not. Schedule of Delegations means the schedule approved by the Synod Standing Committee outlining levels of delegated authority to its various committees and staff. Standing Committee means the Standing Committee of the Synod. Synod means the Synod of Victoria and Tasmania of the Uniting Church in Australia. Synod based ministries means all ministry and missional functions undertaken by or on behalf the Council of the Synod (including but not limited to theological and lay education, faith formation and discipleship, coordination of ministry placements), to ensure fulfilment of its responsibilities of general oversight, direction and administration of the Church s worship, witness and service within its bounds. Synod operations means all administrative functions undertaken by or on behalf the Council of the Synod (including but not limited to finance and property services, human resources and communications services), to ensure fulfilment of its responsibilities of general oversight, direction and administration of the Church s worship, witness and service within its bounds. 3 STATEMENT OF PURPOSE The Ministry and Mission Committee supports the ecclesial, compliance and governance responsibilities of the Standing Committee by: a) promoting the following of Christ and promoting the Church s ministry within the wider community; b) ensuring activities of the Synod based ministries and Synod operations are undertaken with a focus on the missional and strategic directions of the Synod; 2

3 c) encouraging a shared understanding of the missional and strategic directions within the Synod d) ensuring the Synod Standing Committee, Synod based ministries and Synod operations maintain an understanding of the current and emerging missional and ministry needs and activities of the Synod; e) ensuring missional and ministry considerations are taken into account in all aspects of the work of Synod based ministries and Synod operations; f) exercising the responsibilities granted to it through these Terms of Reference; g) fulfilling and reporting on the exercise of the delegations that it receives from the Standing Committee; and h) providing advice and policy guidance to the Standing Committee on matters relevant to its Terms of Reference and such other matters as requested by the Standing Committee. 4 RESPONSIBILITIES AND FUNCTIONS The Committee shall, on behalf of the Standing Committee 4.1 have ecclesial, compliance and governance responsibilities, as defined through these Terms of Reference, and the Schedule of Delegations from the Standing Committee, for: (a) understanding and implementing missional activities in line with the missional and strategic objectives of the Synod; and (b) ensuring all activities of the Synod based ministries and Synod operations are undertaken with a focus on the missional and strategic objectives of the Synod. 4.2 fulfil the Standing committee s responsibilities with respect to the: (a) encouragement, resourcing and promotion of the Synod s Vision and Mission Principles throughout the Synod; (b) support and nurture of faith formation and discipleship across the Synod; (c) further development of the Covenantal relationship with the two Regional Committees of the Uniting Aboriginal and Islander Christian Congress that operate within the bounds of the Synod; (d) social justice and international mission activities of the Synod; 3

4 (e) establishment of the Ministerial Education Board accountable to the Assembly s Education for Ministry Working Group; (f) staffing and resources required for the delivery of theological and vocational education, for the Specified Ministries of the Church; (g) Pilgrim Theological College (h) appointment, review and termination of academic staff to the Faculty of the Theological College, except the Head of College for which a recommendation for appointment or termination will be made to the Standing Committee; (i) Synod Selection Committee; (j) responsibility for and provision of education and formation for ordained ministry; (k) Period of Discernment and continuing education, in collaboration with Presbyteries; (l) Resourcing for lay specified ministries, in collaboration with Presbyteries; (m) Synod appointments to the Placements Committee; (n) Admission of Ministers from other denominations; (o) University of Divinity; (p) Reporting Institutions with which the Synod has a relationship, except those which in their Constitutions relate directly to the Standing Committee; (q) ecumenical and Interfaith bodies to which the Synod relates; (r) i. other churches, government, non-government Reporting Institutions; and ii. other bodies with which it will seek opportunities to co-operate in order to better facilitate the mission of the Synod; (s) Dalton McCaughey Library; (t) CEM Building Fund [See Appendix to the Terms of Reference]; and (u) Committees / Reference Groups / Task Groups that the Committee establishes, or for which the Standing Committee gives it responsibility, including but not limited to the UC Camping Committees and the Synod Uniting Church Adult Fellowship Committee. 4

5 4.3 ensure the development of policies, processes, reporting frameworks and systems (including financial oversight and risk management) relevant to the effective fulfilment of its responsibilities; 4.4 provide policy and other advice on matters relevant to its Terms of Reference, or as requested, to the Standing Committee in support of the Standing Committee s role as the ultimate governance body within the Synod, between meetings of the Synod; 4.5 (a) participate in the formation of the Synod based ministries and Synod operations annual budget and three year plan (or other such financial forecasts); (b) within the context of these Terms of Reference, provide comment to the Standing Committee regarding the suitability of the budget to meet the missional, ministry and strategic objectives of the Synod; and (c) oversee performance to the budget across its areas of responsibility and with respect to the missional, ministry and strategic objectives of the Synod; 4.6 be responsible for establishing processes for the allocation of funds and grants to individuals, groups, presbyteries, parishes, congregations and faith communities in line with the Standing Committee approved budget and strategic priorities, or the terms of bequests and Trust funds, and for monitoring compliance with any conditions that are attached to the funds or grants; 4.7 (a) facilitate periodic mission and ministry gatherings with presbyteries and strategic partners (including but not limited to Reporting Institutions) in support of developing a relevant and timely understanding of the context and opportunities for the church s mission; and (b) identify, in consultation with the presbyteries and Reporting Institutions of the Synod, new missional opportunities; and with Standing Committee approval, oversee implementation; 4.8 in fulfilment of its responsibilities (a) appoint such Committees and Task Groups, and establish their Terms of Reference, as it determines; (b) establish processes of reporting and oversight for its Committees and Task Groups that ensures that the Committee exercises appropriate oversight of the exercise of their responsibilities, and delegations; and 5

6 (c) where such a group is established in order to fulfill the requirements of the Regulations, it shall have its Terms of Reference confirmed by the Standing Committee and they shall be included as an Appendix to the Committee s Terms of Reference; 4.9 consult with the Property and Operations Committee to establish agreed ways of working that achieve the following outcomes: (a) An agreed schedule for the two committees to meet jointly at least twice per year, to consider matters of mutual interest and/or responsibility (b) A shared understanding of the mission and ministry priorities of the church that impacts on policies and procedures regarding asset utilization. (c) Where the Property and Operations Committee establishes a process that is expected to lead to recommendations in relation to the acquisition, sale, lease or change of use of a property; the Ministry and Mission Committee may appoint one or more persons to participate in that process. (d) Agreement between the two Committees on the threshold at which it is appropriate for the Ministry & Mission Committee to be involved in the process described in 4.9(c). (e) Consistent policies, within each Committee s areas of responsibility, with respect to the distribution of grants, and alignment in other areas where their governance responsibilities overlap. (f) A process where it is possible to work together in identifying the level of resourcing that is available to support and develop the ministries and mission activities of the Synod, as part of the budget development process. (g) Participation by both groups in periodic mission and ministry gatherings with presbyteries and strategic partners. (h) Alignment of principles where both Committees have some responsibility for an activity of the Church; 4.10 with the approval of the General Secretary obtain external professional advice, as considered necessary to meet its responsibilities, at the Synod s expense; 6

7 4.11 receive reports annually on the fulfilment of the terms of reference of any task groups/committees established by the Ministry & Mission Committee; and 4.12 report to the Standing Committee on the fulfilment of its terms of reference; and its performance against the vision, strategic plan, and budget. 5 MEMBERSHIP 5.1 The membership of the Committee shall consist of: (a) four members of the Standing Committee, appointed by the Standing Committee; (b) six persons, appointed by the Standing Committee on the recommendation of the Nominations Committee; and (c) the General Secretary as an ex-officio member. 5.2 Synod based ministries staff, Synod operations staff, and Synod based staff (lay or ministerial), with the exception of persons who are required by these Terms of Reference to be members, may not be appointed to membership of the Ministry and Mission Committee. 5.3 Participants Members of other boards and committees, Executive and other staff may attend as participants from time to time at the invitation of the Committee. 5.4 Chairperson The Chairperson shall be appointed by the Standing Committee, normally for a term of three years, from amongst the members of the Committee The Chairperson shall attend meetings of the Standing Committee as a participant Clause will apply unless the Chairperson of the Committee is a member of the Standing Committee, in which case, another member of the Committee shall attend meetings of the Standing Committee, as a participant. 6 CASUAL VACANCIES 6.1 When a member ceases to be eligible for membership by reason of i. resignation; or ii. death; or 7

8 iii. moving outside the bounds of the Synod; iv. becoming staff of Synod based ministries, or Synod operations; or v. ceasing to be a member of the Standing Committee; or vi. for such other reasons as the Standing Committee determines then a casual vacancy shall arise. 6.2 The casual vacancy shall be filled by appointment by the Standing Committee. 6.3 Persons appointed to fill casual vacancies shall hold office for the duration of the term of the person who they replace. 7 LENGTH OF SERVICE 7.1 Members shall be appointed for terms of three years except that half the members initially appointed under paragraph 5.1(a) and (b) shall be appointed for 18 months. 7.2 Members appointed under paragraph 5.1(a) and 5.1(b) shall only be eligible for appointment for a maximum of three consecutive terms. 7.3 Persons appointed to fill a casual vacancy, or being appointed for the period of 18 months [Paragraph 7.1], shall have their initial term included in their maximum of three consecutive terms. 7.4 A member who reaches the maximum length of service shall be eligible for appointment to the Committee again after a period of 18 months has elapsed. 8 MEETINGS 8.1 The Committee shall meet at least nine times a year at a time and place determined by the Committee. 8.2 A quorum shall be six members, at least two of whom should be Standing Committee members. 8.3 Confirmed minutes of proceedings detailing all resolutions passed at each meeting shall be kept and made available to the members of the Committee and the members of the Standing Committee. 8.4 Meetings may be held in person or through the use of technology. 8.5 Meetings, and other processes of the Committee, shall be undertaken in compliance with the requirements of any policies and procedures for Committees that are established by the Standing Committee, as shall any sub Committees established by the Committee. 9 INDEMNITY 8

9 Any person acting as a member of the Committee and its committees shall be entitled to be indemnified in accordance with Regulation END 9

10 APPENDIX TO THE TERMS OF REFERENCE FOR THE MINISTRY AND MISSION COMMITTEE CEM BUILDING FUND 1. There shall be a public fund known as the CEM Building Fund (the Fund), established for the purposes of the Centre for Theology and Ministry (CTM). 2. The purpose of the Fund shall be solely for providing money for the acquisition, construction or maintenance of buildings to be used primarily for the instruction or training of students in theology and related subjects by the CTM, and for ancillary administrative and fundraising costs. 3. The income of the fund shall consist only of gifts for the purpose of the Fund, or income generated by the Fund and receipts must be issued in the Fund s name. 4. A set of accounts for the Fund shall be maintained, separate from all other accounts of the CTM and complying with all applicable laws and accounting principles and practices generally accepted in Australia. 5. The administration of the Fund shall be the responsibility of the Ministry and Mission Committee, which shall ensure that the Fund maintains Deductible Gift Recipient status under the law. 6. If the Fund is wound up, or if the endorsement of the Fund as a Deductible Gift Recipient is revoked, any surplus assets of the Fund remaining after the satisfaction of all debts and liabilities attributable to it shall be transferred to a fund, authority or institution to which income tax deductible gifts can be made and which has a similar purpose to that for which the Fund was established. END 10