Ministry area toolkit

Sub-Committees of the MAC

Understanding the structure and responsibilities of the various sub-committees that support the work of the Ministry Area Council.

Ministry Area Representation

Representation from each MAC will be invited to be members of the following bodies:

  • The Governing Body of the Church in Wales
  • The Diocesan Conference
  • The Diocesan Standing Committee
  • The Diocesan Board of Finance (Full Board)

Their responsibility at these meetings will be to offer their Ministry Areas' opinion and experience on matters of discussion; to direct the vision, mission and strategy of the Diocese; and to feedback the respective bodies' work to the MAC.

The Ministry Area Executive (MAE)

Accountability

The Ministry Area Executive is a sub-committee of the MAC, and its Terms of Reference are determined by the MAC. This may include a delegated budget.

Membership

Ex-officio members of the MAC will be:

  • Ministry Area Leader (MAL)
  • MA Churchwardens
  • MA Administrator
  • MA Treasurer
  • Full-time stipendiary (or salaried) lay workers
  • MA Secretary
  • MAT Chair

Additional members may be appointed by the MAC, either from within its membership or wider Ministry Area.

The Chair of the Ministry Area Executive

The Ministry Area Executive will appoint a chair from the members, usually the Chair of the MAC.

Frequency of Meetings

The Ministry Area Executive meets as and when necessary to deal with matters arising.

Reporting

The business of the Ministry Area Executive outside the routine setting of the MAC meeting agenda shall be circulated to all MAC members, usually via the MA Administrator.

What does the Ministry Area Executive do?

  • Sets the agenda for the MAC meetings
  • Makes day to day decisions for the smooth running of the Ministry Area, within its terms of reference

The Property Sub-committee

Accountability

The Property Sub-committee is a sub-committee of the MAC, and its Terms of Reference are determined by the MAC.

Responsibility

The Property Sub-committee shall be responsible for the care of all buildings within the Ministry Area, including (but not limited to) the making of applications for Faculties in accordance with the Constitution, always taking into consideration the pastoral and financial implications of the care and repair of all buildings and property in and for the Ministry Area as a whole.

The committee will be responsible for reviewing Quinquennial reports and recommending maintenance and strategic building plans to the MAC for authorisation. In conjunction with localised church committees, it will ensure that all legislative duties are completed, including health and safety works.

Remit

  • To support and advise individually and/or collectively all the church committees in the Ministry Area relating to buildings and properties
  • To receive pre faculty proposals for consideration and comment
  • To put in place delegated spending limits for building work
  • To ensure appropriate oversight arrangements are in place for building projects
  • To receive annually on behalf of the Ministry Area copies of:
    • Buildings Survey
    • Most recent Quinquennial Inspection Report "Recommended Repairs"
    • Most recent insurers risk assessment
    • Health and Safety Policy
    • Equality Act Audit
    • Churchyard/grounds maintenance policy
    • Hiring Policy
  • Liaise with the Diocesan Office regarding information relating to current and available funds and grants
  • Report to MAC on a regular basis

Officers

The Property Sub-committee shall appoint its own Minutes Secretary and be chaired by a Chair appointed from its members.

Membership

Membership of the Property Sub-committee will be determined by the MAC, although each Church Committee will be invited to provide representation. The main criteria for being on the Property Sub-committee should be the ability to discuss proposed works to properties.

The Chair of the Property Sub-committee will be a member of the MAC and report on the work of the Property Sub-committee to the MAC. They may chair the meetings of the Property Sub-committee or may delegate this to another member.

A quorum for meetings shall be decided by the MAC.

Reporting

Minutes of all meetings of the sub-committee shall be circulated to all sub-committee and MAC members.

For more information: See the MA Property Toolkit for detailed guidance on how the Property Sub-Committee carries out its work.

The Finance Sub-committee

Accountability

The Finance Sub-committee has delegated powers to have oversight of all financial matters of the Ministry Area and to make recommendations on those matters to the MAC.

Responsibilities

They do this by:

  • Ensuring up to date financial information using Finance Coordinator/MyFundAccounting reports are available for each MAC meeting
  • Ensuring that where a church is unable to appoint a treasurer, that financial management in that church is being done by some other means (e.g. by one treasurer looking after more than one church, or the use of a data-inputter)
  • Working together to prepare a fair and reasonable church by church contribution to the Ministry Share
  • Receiving from each Church Committee a budget projection, together with reports on their finances
  • Receiving from each Church Committee timely end of year accounts in accordance with current provisions of the Charities Act and the Church in Wales constitution
  • Giving consideration to any other relevant financial matter requiring the attention of the MAC
  • Assisting churches in claiming their Gift Aid and GASDS through a central Government Gateway and the role of the Ministry Area Gift Aid Secretary (MAGAS)
  • Providing annual accounts which have been Independently Examined, for the consideration of the MA Easter Vestry and for submission to the Charity Commission by 31st October

Officers

The Finance Sub-committee shall appoint its own Minutes Secretary and be chaired by either the Ministry Area Treasurer or a Chair appointed by the Ministry Area Treasurer.

Membership

Membership of the Finance Sub-committee will be Church Treasurers plus the Ministry Area Treasurer if not a Church Treasurer. Other MAC members with appropriate financial skills may also be appointed to the sub-committee by the MAC.

The Ministry Area Treasurer will be a member of both the MAC and the Finance Sub-committee. They are responsible for reporting back to the MAC on matters of finance.

The Ministry Area Treasurer may chair the meetings of the Finance Sub-committee or may delegate this to another member.

A quorum for meetings shall be decided by the MAC.

Frequency of Meetings

The Sub-committee shall meet at least four times a year between MAC meetings.

Reporting

Minutes of all meetings of the sub-committee shall be circulated to all sub-committee and MAC members.

For more information: More details about how Ministry Area finance is managed can be found in the Ministry Area Finance Toolkit.

The Ministry Area Team (MAT)

Accountability

The Ministry Area Team (MAT) is a sub-committee of the MAC with delegated powers of developing and delivering the ministry strategy for the MA. It should be noted that licenced members of the MAT are licenced by and responsible to, The Bishop for their respective ministries.

Responsibility

The Ministry Area Team shall be responsible for overseeing and delivering all aspects of ministry in the furtherance of spiritual, numerical and missional growth across the MA.

Remit

  • Putting prayer (and especially prayer for growth) at the heart of the work of the Ministry Area
  • Providing a diverse offering of worship styles
  • Ensuring that the timing of worship is strategic and accessible
  • Encouraging new forms of worship
  • Encouraging growth in both established and new forms of worship
  • Encouraging and empowering lay ministry in its various forms
  • Seeking out new opportunities to reach the unchurched and the dechurched
  • Reporting to the MAC on a regular basis

Important: It is a DUTY of the Ministry Area Team (MAT) and MAC to consult together and co-operate in all matters of concern and importance to the Ministry Area.

Officers

The Ministry Team (MAT) shall appoint its own Minutes Secretary and be chaired by the Ministry Area Leader.

Membership

The MAT is a fully collaborative team, drawing on the skills and abilities of both lay and ordained. Membership is ex-officio only and cannot be directed by the MAC. It will include all those with a ministerial role. These may be:

  • All licenced clergy (stipendiary and non-stipendiary)
  • Children, Youth & Family Workers
  • Licenced Lay Readers
  • Licenced Lay Pastoral Visitors
  • Licenced Lay Worship Leaders
  • Members of Chaplaincy Teams (e.g. Anna Chaplains)

It should be noted, that licenced members of the MAT are licenced by and responsible to, The Bishop for their respective ministries.

The Chair of the Ministry Area Team

The Ministry Area Leader will chair the MAT although they may delegate this to another member if they wish. The Ministry Area Leader will report back to the MAC.

A quorum for meetings shall be decided by the MAT.

Frequency of Meetings

The MAT shall meet at least four times a year between MAC meetings.

Reporting

Minutes of all meetings of the MAT shall be circulated to all MAC members.

The Church Sub-committees

There may be a Church Committee for each church in the Ministry Area, or one committee to cover several churches if that serves the local context better. This is a matter for discussion between the MAC and the local congregations. The MAC members should be always mindful that their responsibility is to the smooth and effective running of the Ministry Area.

Accountability

The Church Committees are sub-committees of the MAC, and their Terms of Reference are determined by the MAC.

Officers

The Church Committee shall appoint its own Church Treasurer and Secretary.

Membership

Membership of the Church Committee will be determined by the church congregation, in collaboration with the MAC.

The Chair of the Church Sub-committee

The Church Committee will appoint a chair from their members.

Frequency of Meetings

The Church Committees shall meet at least four times a year between MAC meetings, unless otherwise decided by the MAC.

Reporting

Copies of any written reports from each Church Committee meeting shall be delivered to the Ministry Area Leader within seven days after each meeting. The MAC member from that church will provide verbal report as required to the MAC.

What do the church sub-committees do?

  • The congregation of each church to be responsible for the day to day running of their church, and other church buildings within their former parish. They may do this by forming a Church Committee
  • Each congregation is delegated the powers to appoint up to 2 sub-wardens, or provide other adequate supervision to deal with local matters and report back to the MAC
  • Each congregation is to appoint a Treasurer
  • The Church Committees (as sub-committees of the MAC) or others appointed by the congregation, have delegated powers to deal with local matters, to insure all their buildings and to pay the required premiums
  • The Church Committees (as sub-committees of the MAC) or others appointed by the congregation, have delegated powers for the repair, maintenance and the payment of all utility bills for churches, halls etc. within their boundary, providing that a church does not spend more than £5,000 on a single invoice, without referring the matter to the MAC (or the Property Sub-committee according to Ministry Area rules and regulations)
  • Each Church is to prepare an annual budget
  • Each church is invited to nominate one lay member of their congregation for membership of the MAC. This member will be a Trustee of the MAC and an ex officio member of the Church Committee

Final Checklist

  • I understand that being a member of the MAC (Trustee Board) is a legal responsibility and that I am responsible for the assets and liabilities of the Ministry Area
  • I understand how the MAC (Trustee Board) fits in with the overall operation of the Ministry Area
  • I understand how the MAC (Trustee Board) will organise its meetings
  • I understand that some members of the MAC (Trustee Board) will have additional roles to undertake
  • I accept that whilst the MAC (Trustee Board) can delegate powers, it cannot delegate responsibility
  • I have read the policies and procedures that have been adopted to underpin the work of the MAC (Trustee Board)

Acknowledgement: With grateful thanks to the Diocese of St Asaph, whose Toolkit documents assisted in producing this guide.