Ministry area toolkit

Ministry Area Trustee Guide

This guide will help you understand your role as a Trustee of your Ministry Area (Ministry Area Council Representative). It clarifies the depth and breadth of this important role and its attendant legal responsibilities, as well as overviewing the purpose of a Ministry Area and the role of the Trustee Board (Ministry Area Council) in driving it.

We ask that you read this document thoroughly to protect both yourself and the Ministry Area.

However, it is also important to acknowledge the opportunities that this role provides to drive the purpose, mission and work of the specific Ministry Area in which you hold office. Without clarity around why you do what you do, being a trustee may seem to be an uninspiring list of tasks that need to be carried out.

You and your fellow Trustees on the Ministry Area Council (MAC) need to consider the beliefs that underpin the work of your Ministry Area, as well as how you want your Ministry Area to work together, with those who attend church and those who do not.

Some underpinning beliefs to think about to get you started may include:

  • We believe that what we do in our Ministry Area serves God
  • We believe that what we do in our Ministry Area provides a vital service to those who use our services and buildings
  • We believe a well-run charity provides a better service to the community it serves
  • We believe effective stewardship of our resources is a fundamental part of our faith

You may, of course, want to add more or adapt these to suit your specific context.

Our Diocesan Vision

With regard to what underpins your work as a Trustee and as a member of the MAC of your Ministry Area, you may find the three phrases adopted by the Standing Committee of the Diocesan Conference a useful starting point:

A Family rooted in Christ, committed to transforming lives by Gathering as God's people, Growing more like Jesus and Going out in the power of the Spirit.

If you can manage these three things, that will make a huge difference to the communities you serve.

We turn our focus now to consider more generally why Ministry Areas have developed, the roles and responsibilities of Trustees and the work of the Ministry Area Council (Trustee Board) in furthering the aims and objectives of the Ministry Area.

Note on terminology: From here on, the Trustee Board will be referred to as the Ministry Area Council (MAC), and Trustees will be referred to as MAC members.

The Ministry Area

What is a Ministry Area?

We begin by exploring the thinking behind the creation of Ministry Areas. At the heart of the Church in Wales Vision was a recommendation that it should move beyond our system of parishes and deaneries to create Ministry Areas.

It was once the case that people lived and worked and spent their lives in the same parish, and each parish often had its own clergy. Parishes had a close relationship to their local community—which is still valuable—and became used to being self-sufficient. People rarely looked beyond their parish boundaries.

Today our culture is very different and people travel freely and belong to different communities across a much wider area. Ministry Areas help reflect this new reality by helping connect churches in their wider community.

The Church has always looked to serve its community, but as these communities change, so must the way in which we engage with them. So a Ministry Area is a group of church communities working together to share the Good News of Jesus Christ with a particular locality, going out into the communities they serve rather than being inward looking.

By working together, these churches can share resources and leadership to fulfil our mission and calling as God's people.

What does a Ministry Area do?

The Constitution of the Church in Wales defines the role of the Ministry Area as:

"The promotion of the whole mission of the Church, pastoral, evangelistic, social and ecumenical"

  • Pastoral – looking after people - 'Gathering'
  • Evangelistic – telling people about Jesus and God - 'Growing'
  • Social – inviting people to be part of the church family, and serving the communities forming the Ministry Area - 'Growing' & 'Going'
  • Ecumenical – working with other faith organisations in serving our communities - 'Going'

Ministry areas will be working together on a common Mission Action Plan, looking at strengths and weaknesses, so that a common sense of purpose and direction can be developed particular to each Ministry Area context.

Checklist

  • I understand the aims of the Ministry Area
  • I am aware of the plans to help the Ministry Area achieve those aims

MAC Members (Trustees)

What does being a MAC member (trustee) mean?

If you are currently a PCC member, you are already a trustee and your responsibilities remain the same.

MAC Members (Trustees) have a Duty of Prudence:

  • To ensure that the Ministry Area is well run and will remain solvent
  • To use funds and assets reasonably—funds should only be used for the furtherance of Ministry Area's objectives
  • To avoid activities that might place Ministry Area's funds, assets or reputation at undue risk
  • To take special care when investing the funds of the Ministry Area (or borrowing funds for the Ministry Area to use)

Other important issues / requirements include:

  • MAC members must be 'disinterested' and are responsible for safeguarding the public benefit
  • Some of the functions of the MAC members may be delegated, subject to standing orders (rules and regulations), but overall responsibilities cannot be delegated
  • MAC (Trustee Board) members may find themselves personally liable for any debt arising under any contractual obligation that they have agreed to if the Ministry Area finances cannot cover that debt
  • Inept or imprudent MAC members can be personally liable for losses
  • There is no liability unless 'recklessly negligent'

The main duties of a MAC Member (Trustee):

1. Ensure your Ministry Area is carrying out its aims

You and your co-trustees must make sure that the Ministry Area is carrying out the purposes for which it is set up, and no other purpose. This means you should:

  • Ensure you understand the aims of the Ministry Area as set out in the Constitution
  • Plan what the Ministry Area will do, and what you want it to achieve
  • Be able to explain how all of the Ministry Area activities are intended to meet the aims of the Constitution

2. Comply with the Church in Wales Constitution and the law

You should take reasonable steps to find out about legal requirements, for example, by reading relevant guidance or taking appropriate advice when you need to, in order to:

  • Make sure that the Ministry Area complies with the Constitution
  • Ensure that the Ministry Area complies with Charity Law requirements and other laws that apply (for example, registered charities must keep their details on the register up to date and ensure they send the right financial and other information to the Charity Commission in their annual return)

3. Act in the Ministry Area's best interests

This includes making sure that:

  • You do what you and your co-MAC members (and no one else, not even the Church Committees) decide will best enable the Ministry Area to carry out its purposes
  • With your co-MAC members, you make balanced and adequately informed decisions, thinking about the long term as well as the short term
  • You avoid putting yourself in a position where your duty to the Ministry Area conflicts with your personal interests or loyalty to any other person or body
  • You do not receive any benefit from the Ministry Area unless it's properly authorised and is clearly in the Ministry Area's interests; this also includes anyone who is financially connected to you, such as a partner, dependent child or business partner

4. Manage your Ministry Area's resources responsibly

You and your co-MAC members should put appropriate procedures and safeguards in place and take reasonable steps to ensure that these are followed. Otherwise you risk making the Ministry Area vulnerable to fraud or theft, or other kinds of abuse, and being in breach of your duty.

You must act responsibly, reasonably and honestly. This is sometimes called the duty of prudence. Prudence is about exercising sound judgement. Practically, you and your co-MAC members must:

  • Make sure the Ministry Area's assets are only used to support or carry out its purposes
  • Not take inappropriate risks with the Ministry Area's assets or reputation
  • Not over-commit the Ministry Area
  • Take special care when investing or borrowing
  • Comply with any restrictions on spending funds

5. Act with reasonable care and skill

As someone responsible for governing a Ministry Area, you:

  • Must use reasonable care and skill, making use of your skills and experience and taking appropriate advice when necessary
  • Should give enough time, thought and energy to your role, for example by preparing for, attending and actively participating in all MAC meetings

6. Ensure your Ministry Area is accountable

You and your co-MAC members must comply with statutory accounting and reporting requirements. You should also:

  • Be able to demonstrate that your Ministry Area is complying with the law, well run and effective
  • Ensure appropriate accountability to members, if your Ministry Area has a membership separate from the MAC members
  • Ensure accountability within the Ministry Area, particularly where you delegate responsibility for particular tasks or decisions to staff or volunteers

Checklist

  • I have signed a MAC (Trustee) declaration that I am a fit and proper person and am not barred from being a Charity Trustee

Ready to continue?

Next: The Ministry Area Council (MAC) →

Diocese of Swansea and Brecon

Rooted in faith, shaped by community