Ministry area toolkit

The Ministry Area Council (MAC)

Understanding the structure, responsibilities and operation of the MAC—the governing body of your Ministry Area.

What is the MAC?

As we have seen, individual MAC members (Trustees) are the people who lead the Ministry Area and decide how it is run, and they do this primarily through their work on the Ministry Area Council (Trustee Board).

The primary focus for the MAC (Trustee Board) is the overall management of the Ministry Area, which is the Charity. The members of the MAC are therefore the Charity Trustees. This is because the property within the Ministry Area, together with the money and other assets, are held by the MAC (Trustee Board) ON TRUST for the Ministry Area.

Important Distinction

Whilst members of the MAC are mainly drawn from the churches within the Ministry Area, their role is not to represent that church but to manage the Ministry Area for the benefit of all who worship and live in the communities within the Ministry Area.

Being eligible to join the MAC

You must be 18 years or over to be on the MAC (Trustee Board) and you will have been asked to make a declaration confirming your eligibility to serve as a charity trustee.

What are the main areas of focus for the work of the MAC?

The following is a list of the main areas of focus for the MAC. The MAC can delegate powers to sub-committees to work on these different areas, but the ultimate responsibility always remains with the MAC and its members.

  • Managing and raising Ministry Area finance (usually delegated powers to the Finance Sub-committee)
  • Property and buildings (usually delegated powers to the Property Sub-committee)
  • Strategic planning for church growth, worship and pastoral care in the Ministry Area (usually delegated to the Ministry Area Team)
  • Personnel (usually remains with the MAC)
  • Consideration and discussion of matters concerning the Church in Wales or otherwise of religious or public interest (usually remains with the MAC)
  • Production of necessary annual reports and accounts for the Charity Commission (usually remains with the MAC)

Delegated Responsibilities

These may be delegated to:

  • A Standing Committee of the MAC
  • Other committees
  • Individual officers
  • Church Committees

Any delegation to a sub-committee should be clearly documented.

Composition of the MAC

Ex-officio members

As set out in Church in Wales Constitution:

  • Clergy (unless otherwise agreed between the MAC and the potential ex-officio members)
  • Any full-time stipendiary (or salaried) lay workers
  • Ministry Area Churchwardens

Elected members

  • Elected via the Annual Vestry Meeting
  • The number of elected members must not exceed twenty-five lay persons
  • The number of elected members is to be fixed at the Annual Vestry meeting every year
  • Representation must be invited from all churches within the Ministry Area although it is recognized that not all churches will provide representation

Co-opted members

  • The MA Secretary and MA Treasurer (if not already either ex-officio or elected lay members)
  • Up to 7 lay persons or clerics, as determined by the MAC (including the above)
  • Licensed readers as determined by the MAC

When co-opting additional trustees

The Church In Wales Constitution defines a Ministry Area as: "The promotion of the whole mission of the Church, pastoral, evangelistic, social and ecumenical". When co-opting, consideration should be given to:

  • The number of Trustees already present (a smaller body would benefit from strengthening its members)
  • The skillset/knowledge of current members (there may be gaps that other church members can be identified to fill)
  • Larger churches will have a larger pool of active and enthusiastic members who will add value to the MAC
  • The proportion of clerical to lay representation. As a shared leadership, lay representation should be equal to or greater than clerical membership
  • The inclusion of representatives to provincial or diocesan bodies (e.g. governing body member, diocesan conference member etc.)
  • Representation from significantly active sub-committees (e.g. a property sub-committee that has several ongoing initiatives)
  • Representation from significant MA initiatives (e.g. a MA-wide pilgrimage project)

The reason for co-option and the voting result should be documented in the MAC minutes.

Eligibility

  • Retired clerics are not eligible to be elected or co-opted
  • The number of clerical members must not be more than the number of the lay members
  • Every lay member of the MAC must be on the Electoral Roll of the Ministry Area and over 18 years of age. This age restriction is required by Charity Law, however, other persons may be invited to attend and to speak at meetings
  • All members must be eligible to act as Trustees and sign the Charities Commission declaration

Specific Roles on the MAC

Chair of the MAC

  • A Chair of the MAC should be elected from the members of the Board (and is anticipated to be a lay member)
  • The Chair shall preside over MAC meetings
  • The Chair has a casting vote in the event of an equality of votes
  • The Chair of the MAC may be an ex-officio member of sub-committees of the MAC

Ministry Area Leader

The MAL will lead and support the MA in a fully collaborative way by drawing on the skills and abilities of MA colleagues. He or she will be a 'first among equals' and lead the ministry team in a manner that reflects mutual respect and where all members are encouraged to develop and flourish.

The MAL will:

  • Have a servant approach to leadership and be a focus of unity for the whole MA
  • Lead by example in their commitment to MAL training and ministerial development
  • Be an enabler and encourage the MA team in their ministry through a culture of lifelong learning and professional development
  • Oversee the Ministerial Development Review of clerical colleagues
  • Ensure effective administration in partnership with funded MA administrative support
  • Arrange and chair MA team meetings
  • Make an important contribution towards the appointment to new posts in the MA, including the appointment of Chair of the MAC
  • Ensure that stipendiary clergy are aware of and comply with the rules in relation to clergy incapacity and provide pastoral support to the MA team as appropriate, accessing diocesan support where necessary
  • Manage any problems which arise and if required, consult with the Archdeacon
  • Meet with fellow MALs for informal discussion and mutual support

The MAL will also oversee vacancies in the MA and will be required to:

  • Manage affairs of the church(es)
  • Consult and make arrangements for church services during the vacancy
  • Work alongside and support church sub-wardens in what can be an anxious time
  • Assist the Bishop's Staff as necessary in the process of making a new appointment

Ministry Area Churchwarden

To be foremost in representing the laity in the Ministry Area and in consulting and co-operating with the MAC through the following:

  • Leadership: Working with the Ministry Area Leader and MAC (of which MA Wardens are ex officio members) to ensure that Ministry Area strategy is appropriately implemented
  • Support: Exercising a particular role of support to and care for the Ministry Area Leader
  • Bishop's Officer: Being in attendance when the Bishop is present in the Ministry Area and in the case of any difficulty which cannot be resolved by the MAC dealing directly with the Archdeacon or Bishop
  • Administrative: With support from the MA Administrator, ensuring that the Annual Returns are completed on request and by the due date each year
  • Enabling and Encouraging: Enabling and encouraging the Churchwardens in each local community in their task and, in the case of sickness or vacancy, making sure that duties are carried out
  • Vacancy: Cooperating and collaborating with the MAC and the Archdeacon during a vacancy for the Ministry Area Leader
  • Worship: If exceptional circumstances require, it is customary for a Warden to lead worship in a church, using either the Ministry of the Word from the Holy Eucharist or Morning or Evening Prayer with the Readings for the Day

MA Secretary

With support from the MA Administrator, the Secretary will:

  • Bring any correspondence relating to MAC business to the MAC meeting for discussion and/or action
  • Send names and addresses of Ministry Area Wardens and individual Churchwardens to the Diocesan Office
  • Circulate the agreed agenda prior to MAC meetings and the Annual Vestry Meeting of the Ministry Area
  • Take minutes of the meeting and circulate them following the meeting, to an agreed timeframe
  • Ensure that copies of the minutes are agreed and signed at the following MAC meeting
  • Complete and return requests for information from other bodies such as the Diocesan Office or the Charity Commission

The MAC Secretary may be assisted in the role with the appointment of a deputy secretary.

Ministry Area Administrator

The Ministry Area Administrator (MAA) provides administrative support to the MA as required. This may range from communications, data management, maintaining service rotas, diary management etc.

  • Sharing of good practices, policies, resources and processes through the administrators network to support the MAC in its operation and statutory compliance
  • Some Ministry Areas have the MAA take minutes of the MAC meetings, along with the Finance Sub-committee and Property Sub-committee as well. This ensures the smooth flow of information between the MAC and its sub-committees

The MAA is a paid employee of the Diocesan Board of Finance and is therefore not eligible to be an officer or trustee of the Ministry Area. They should participate in the MAC meetings but have no vote.

MA Treasurer

  • The MAC shall annually appoint a treasurer (and a deputy treasurer) to administer the Ministry Area finances
  • The Ministry Area Treasurer may act as the chair of the Finance Sub-committee or may appoint another member. It is encouraged that the other members of the Finance Sub-committee should be the treasurers appointed by the individual church committees
  • The Ministry Area Treasurer may act as the representative to the Diocesan Ministry Share Working Group, or the MAC may appoint another member of the Finance Sub-Committee
  • The Ministry Area Treasurer will ensure, with the MAC, that MA Annual Accounts are produced, audited and supplied to the Charities Commission and Church in Wales in a timely manner. They may be supported in this by the Ministry Area Administrator
  • The Ministry Area Treasurer will provide a copy of the accounts of the churches to the MAC to allow the MAC to display them near the principal door of the churches and every other building in the Ministry Area used for public worship

A full description of the role and duties can be found in the Ministry Area Finance Toolkit.

Ministry Area Gift Aid Secretary (MAGAS)

This may be combined with the MA Treasurer role.

The Ministry Area Gift Aid Secretary receives the Gift Aid and GASDS schedules from the Church Gift Aid Secretaries and submits the claims, via the Government Gateway, to HMRC. The claim is then repaid to the church.

Ministry Area Safeguarding Co-Ordinator

  • Point of contact to advise on safeguarding matters relating to children and adults at risk
  • Ensure advice is sought and proper referrals are made where necessary
  • Maintain regular contact with the Provincial Safeguarding Officer (PSO) regarding safeguarding
  • Promote safe practices and compliance with safer recruitment e.g. facilitating DBS checks and signposting to, and monitoring compliance with, Safeguarding Training
  • The MA Safeguarding Coordinator is the link between the Diocesan Office and the Ministry Area in relation to Safeguarding
  • Signpost to the Safeguarding policy and procedures when required

Ministry Area Electoral Roll Officer

The MA Electoral Roll Officer collates the information given by each church in the Ministry Area into the Electoral Roll. They also provide information about documentation and timescales.