Constitution of the Association
CONSTITUTION
of the ASSOCIATION OF
CHRISTIAN COMMUNITY CHURCHES
in VICTORIA
1. INTRODUCTION
1.1 The name shall be THE ASSOCIATION OF CHRISTIAN COMMUNITY CHURCHES IN VICTORIA (“the Association”)
1.2 Whilst any church in affiliation with the Association shall be at liberty to retain any name the church desires, it is recommended but in no way is it required that the letterhead or other official documentation and the church notice board make reference to membership of the Association.
1.3 Since the early part of the twentieth century, meetings have taken place from time to time initially of elders and of more recent time of all interested brethren who are associated with or are members of Christian Brethren Churches. The meetings have been variously styled as the United Oversight, the meeting of Elder Brethren and the time leading up to the inauguration of the Association the meeting has been styled The Christian Brethren Co-ordinating Committee.
1.4 It was considered to be an appropriate time for Christian Brethren Churches to adopt an unincorporated structure prior to the commencement of the Association which would enable them to play a vital role in the twenty-first century if the Lord delays His coming.
2. DEFINITIONS
2.1 Association Board means a Board whose members are elected by Conference or appointed by this Constitution to perform the functions as specified herein.
2.2 Auxiliary means a self-governing body approved by the Association.
2.3 Churches or Christian Community Churches means Assemblies, chapels, fellowships or such other name as is used by a group of Churches to describe their meeting together in a geographical setting for the purpose of conducting church services.
2.4 Committee means a body whose members are appointed by the Association Board.
2.5 Conference means the annual Conference of the Association.
2.6 Department means a body whose members are to perform the functions as specified in this Constitution and in the constitutional documents of the Department where this is appropriate.
2.7 Participating Churches means Churches that have written to the Association Secretary, nominating one or more delegates in accordance with clause 8 and that have paid the annual participation fee provided for under clause 9.
3. MISSION STATEMENT
3.1 Vision
3.1.1 To advance the Gospel of Jesus Christ.
3.1.2 To become a dynamic and relevant Christian movement.
3.1.3 To bring into existence and to encourage existing Churches that are:
a introducing people to the person of Jesus Christ
b growing numerically especially as a result of people committing their lives to Jesus
c growing qualitatively in that their members are becoming more committed to and living out the Gospel;
d influencing their communities for Christ;
e planting new Christian Community Churches; and
f sending out people in response to ministry initiatives.
3.2 Mission Strategy
To achieve the vision of advancing the Gospel of Jesus Christ and becoming a dynamic and relevant Christian movement, the Association needs, under the Lordship of Christ and the guidance and power of the Holy Spirit, to: -
3.2.1 focus on supporting and strengthening the leaders of Christian Community Churches in their roles;
3.2.2 encourage cooperation between Christian Community Churches to allow Churches to accomplish more than they could on their own;
3.2.3 seek ways to assist Christian Community Churches to be servants of their community, responding to human need;
3.2.4 seek ways to emphasise unity of belief at the same time as enjoying and encouraging diversity in the way in which local Churches express themselves;
3.2.5 shift away from being tradition bound and being program driven by relying on the Holy Spirit.
3.2.6 encourage Christian Community Churches to recognise as Christians all who accept Jesus as Lord and Saviour; and
3.2.7 to encourage Christian Community Churches to work for social justice, equality and the responsible care of the environment and of all of God’s creation.
3.3 Core Values
3.3.1 We are a body of Christians bound together by the cords of Christian love and a heritage of faithfulness to the principles of the Bible.
3.3.2 We voluntarily agree to work together for the spreading of the Gospel and for the building up of the Body of Christ.
3.3.3 By cooperative fellowship, we undertake a partnership of service in which the efforts of individual Christians are coordinated and united by the Holy Spirit.
3.3.4 Our distinctive ethos is that we: -
a affirm the centrality and utter reliability of the Scripture as our authority for Christian belief and practice.
b have a clear commitment to extending the kingdom of God and the making of disciples through sharing the Gospel.
c encourage active participation of those within our Christian Community Churches consistent with the concept of the priesthood of all Christians.
d conduct regular communion services which some of our Christian Community Churches describe as the Lord’s Supper or the Breaking of Bread.
e encourage all Christians within our Christian Community Churches to be baptised by immersion.
f are committed to the autonomy of our Christian Community Churches but encourage a commitment to other Churches of the Association.
g encourage an active and vital worship by those who attend our services.
h desire to promote the unity of all God’s people; and
i await the personal return of Jesus Christ.
4. MODE OF OPERATION
4.1 The Association will act through its Conference, Association Board, Departments, Committees and Auxiliaries.
4.2 Nothing in this Constitution is intended to impinge upon the autonomy of Churches and the decisions taken by Conference and the Association Board will at all times bear this in mind.
5. CONSTITUENTS
5.1 The Association shall comprise those Churches currently considering themselves Christian Community Churches and in particular those Churches named in the publication produced by Australian Missionary Tidings known as “Serving Together”.
5.2 Prior to the first Conference of the Association, Churches wishing to become Participating Churches will appoint delegates in the manner provided by clause 8 at least three weeks before the first Conference and such persons will be entitled to vote for the adoption of the Constitution. Such Churches sending delegates to the first Conference that vote for the adoption of the Constitution shall be deemed Participating Churches.
5.3 Churches that are not deemed Participating Churches are still considered part of the Association and are encouraged to become Participating Churches by nominating delegates in the manner provided by clause 8 for later Conferences of the Association and by paying the participating fee provided by clause 9 as required from time to time.
6. ADMISSION OF CHURCHES
6.1 It is not necessary for a Church that considers itself as Christian Brethren at the time of the adoption of this Constitution to be subsequently admitted to membership even if the Church has not been a Participating Church. If however a Church is subsequently formed after the adoption of the Constitution or a group of Christians howsoever called desire to be a Participating Church of the Association, application should be made in writing to the Association Secretary.
6.2 The Association Secretary shall then send the name of each new Church or group of Christians who wish to be a Participating Church of the Association to all Churches as soon as practicable.
6.3 If no objections are received from any Participating Church as provided in clause 7 below then the Association Board will approve the application and the Association Secretary will confirm admission of the Church to the Association.
7. OBJECTIONS TO CHURCHES
Objections to any application for membership may be made by any Participating Church. The objections must be clearly stated in writing and must address the issue of the good standing or otherwise of the new Church or group of Christians becoming connected with the Association. The Association Board shall only consider such objection as is received within five weeks of the date when notification is sent to Churches. The Board shall meet with representatives of the new Church or group of Christians applying for membership and the Participating Church that is objecting, and shall hear the evidence relating to such objections, and shall present a recommendation to the Conference.
8. REPRESENTATION
Churches who wish to become Participating Churches are required to write to the Association Secretary at least eight weeks before a Conference, save in respect of the first Conference, nominating delegates to be able to vote at Conference based on the following:-
8.1 Participating Churches with not more than 50 members are to nominate one (1) delegate.
8.2 Participating Churches with more than 50 members are entitled to nominate one (1) delegate for each 50 members or part thereof provided that no more than four (4) delegates may be appointed by any one Church.
8.3 Each delegate will be entitled to one (1) vote only save where a Participating Church has appointed delegates who are unable to attend, a delegate who attends the Conference may cast such additional votes of such delegates provided that the delegates have given to the voting delegate written authority to do so. The written authority must be provided by the delegate preferably prior to the Conference commencing by it being sent to the Association Secretary. However if this does not prove possible then the written authority must be provided to the Association Secretary as soon as practical at the Conference and in any event prior to any vote being exercised by the delegate. The Association Secretary shall have a discretion as to whether to allow such a delegate to exercise his additional or proxy vote.
8.4 The leadership of each Church however styled shall determine the number of members in their Church. It is appreciated that Churches vary as to whom is to be considered a member. However it is intended that regular participants in the life of a Church would be considered members. If a Church does not have a formal membership structure then the leadership of the Church is requested to make a reasonable assessment of those who regularly attend the Church when assessing the number of delegates. Unless there is good reason to the contrary, the Association Board will accept a letter from the leadership of a Church as to the number of members and that Church’s entitlement to nominate delegates.
8.5 All persons associated with Churches whether the Church is a Participating Church or not are encouraged to attend the Annual Conference, which is to be a time of encouragement and challenge to all.
8.6 Minutes will be kept of the formal part of the Conference by the Secretary of the Association Board. A quorum for the formal part of the Conference shall be 8 delegates. The Chair shall conduct the formal part of the Conference subject to anything in this document to the contrary and in accordance with the law as it applies to private meetings.
8.7 There will be a formal part of the Conference where decisions will have to be made, which decisions shall include the appointment of people to the Association Board. When it is necessary to make a decision at Conference, a formal vote will be taken and unless this Constitution provides to the contrary, a simple majority in favour of a proposal will be sufficient for the proposal to be passed by the Conference.
9. PARTICIPATION FEE
9.1 The Association Board will bring before the annual Conference a recommendation as to membership fees for the Association which must be approved by the annual Conference. Every Participating Church is expected to contribute to the annual expenses and the operation of the Association.
9.2 The Association Board will take into account in proposing the participation fee that the Association is aimed at including as large a number of Churches as possible and it is not intended that the payment of the participation fee will add a financial burden to the financial commitments of Participating Churches.
9.3 The Christian Brethren Trust will contribute to the annual expense and operation of the Association.
10. CONFERENCE
10.1 The Conference shall be held annually at such time and place as the Association Board shall determine provided that every effort will be made to hold the Conference at such a time and at such a venue as to enable the greatest possible number of persons associated with Participating Churches being able to be present.
10.2 A special Conference may also be called at the discretion of the Association Board. The Association Board is required to consider from time to time the need for clear and inclusive communication with Participating Churches and to program Conferences and special Conferences with this in mind.
10.3 At any Conference any member in good standing with a Participating Church may take part in the deliberations and any member in good standing with a Church is encouraged to be present but only duly appointed delegates of Participating Churches shall exercise the privilege of voting. Within the confines of the Conference program it is intended to provide reasonable opportunity for open and frank discussion concerning issues that appear on the agenda. Those taking part in the deliberations need to exhibit Christian grace both in the way they speak and in the content of their speech.
10.4 The purpose of the Conference is:
10.4.1 To be a time of inspiration and challenge to all who attend;
10.4.2 To assist Christian Community Churches to advance the Gospel in their communities.
10.4.3 To promote fellowship between Christian Community Churches.
10.4.4 To promote unity and growth of the Association and Christian Community Churches.
10.4.5 To carry out elections of officers required by this Constitution and to appoint Committees for such special tasks as occasion may arise.
10.4.6 To make whatever decisions may be necessary in the interests of the Association.
10.4.7 To receive and consider reports and where appropriate make decisions or recommendations arising therefrom.
10.4.8 To deal and decide any constitutional matter which may arise.
11. ELIGIBILITY FOR OFFICE
11.1 Any member in good standing and fellowship with any Participating Church with the endorsement of their Eldership/Leadership shall be eligible for election or appointment to any office of the Association.
11.2 All appointments shall be three (3) years save as hereinafter provided.
12. ASSOCIATION OFFICERS
12.1 The first Annual Conference shall be chaired by John Prescott, the present Chair of the Trustees of the Christian Brethren Trust, who shall in addition to any other requirement of this Constitution, chair the election of the positions of the Association Board that require election. These are a Chair, Deputy Chair, Secretary, Treasurer and the other elected positions provided by clause 13.1.9. The chair of the first Annual Conference is to conduct the formal part of the first Annual Conference but, subject to any other requirements in this Constitution, the chair of the first Annual Conference may be appointed to one of the elected positions on the Association Board.
12.2 Nominations for the elected positions of the Association Board are to be provided in writing and should be sent to those organising the first Annual Conference and must arrive not less than seven days before the Conference is due to commence. The nominations must be seconded also in writing and be signed by the person nominated.
12.3 The chair of the first Annual Conference is to co-ordinate the election of the elected positions of the Association Board. If there is only one nominee for that position then that person shall be appointed to that position without the necessity of a vote. If necessary, nominations may be called from the floor for elected positions.
12.4 The Chair of the Association appointed by the procedure referred to in sub-clauses 12.2 and 12.3 hereof shall commence his role at the end of the first Annual Conference and as soon as practicable after the first Annual Conference shall call together those who are to form the Departments of Community Care, Camping Facilities and of Cross-cultural Mission so as to complete membership of the Association Board.
12.5 Before the third anniversary of the annual Conference when the Chair of the Association was last appointed occurs, the Association Board shall elect a Chair of the Association for the following three years who shall be the Chair Elect. This procedure will be repeated with the intention that the Chair Elect is to be installed as the Chair of the Association at the succeeding Conference and shall serve for a further period of three years from that date.
12.6 The Chair of the Association and the Secretary of the Association shall be ex-officio members of all Departments, Committees and the governing body of each auxiliary and shall be issued with notices of meetings and copies of minutes as and when supplied to members provided that from the minutes of the Department of Cross-cultural Mission there shall be deleted any reference to matters which the Department considers ought to be kept confidential.
12.7 In the event of the office of any of the positions on the Association Board becoming vacant the remaining members of the Association Board shall meet to elect a replacement who shall hold office until the next Conference when the person shall be required to stand down but will be eligible subject to this Constitution to be elected to the position for the relevant period as provided below.
13. ASSOCIATION BOARD
13.1 The Association Board shall consist of:-
13.1.1 the Chair ;
13.1.2 the Deputy Chair;
13.1.3 the Chair of the Department of Community Care;
13.1.4 the Chair of the Trustees of the Christian Brethren Trust;
13.1.5 the Chair of the Department of Camping Facilities, or as provided hereunder;
13.1.6 the Chair of the Department of Cross-cultural Mission;
13.1.7 the Secretary;
13.1.8 the Treasurer;
13.1.9 and such other elected members without portfolio not exceeding four (4) in number provided that if the Department of Camping Facilities is represented by more than one person the elected numbers will be reduced accordingly so that the Association Board does not exceed twelve (12) in number save for the period until the second annual Conference.
13.2 13.2.1 The Deputy Chair shall hold office until the next Annual Conference following three years from the date of that person’s appointment.
13.2.2 The Secretary shall hold office until the end of the Annual Conference which occurs two years after the date of that person’s appointment.
13.2.3 The Treasurer shall hold office until the next Annual Conference after the date of that person’s appointment;
13.2.4 And of the other elected members provided for under clause 13.1.9 hereof:
a two shall be appointed until the next Annual Conference after the date of their appointment;
b the third person appointed shall hold office until two years after the date of that person’s appointment;
c and if a fourth person is elected, that person shall hold office until a period of three years after the date of that person’s appointment.
13.2.5 On the expiration of the terms of the various office holders’ and elected members, the next appointment to the respective position, which may include the incumbent, shall be for a period to expire three years after the date of their appointment.
13.2.6 The intention of this clause is to provide for one-third of the members of the Association Board to retire each year, and if for any reason the procedure does not lead to the retirement of one-third of the members of the Association Board each year, it shall be permissible, but not a requirement, for the Board to agree to other persons retiring even though their term has not strictly been completed.
13.3 Prior to the second and subsequent annual Conferences, the Association Board will call for nominations by notifying Participating Churches at least six (6) weeks before the proposed date for the Conference. Nominations will close twenty-one (21) days prior to the date of Conference and must be in writing and signed by at least two delegates and the nominee. The Association Board will then consider the nominations and make a recommendation to Conference. The Association Board may also nominate persons other than those who have been nominated by the above procedure. In the event of any vacancy remaining after the nomination procedure is exhausted the Chair of the Association may call for nominations from the floor at the Annual Conference.
13.4 The Chair of the annual Conference shall unless the Association Board decides otherwise be the Chair of the Association Board.
13.5 A quorum shall consist of eight (8) members. The Chair of the annual Conference shall be entitled to a deliberative as well as a casting vote but only when without such vote there would be equality of votes.
14. ROLE OF THE ASSOCIATION BOARD
14.1 The role of the Association Board is:-
14.1.1 to carry out all decisions arrived at by the annual Conference and to act on behalf of the Association between annual Conferences;
14.1.2 to arrange for the holding of the annual Conference;
14.1.3 to present policies and objectives for the approval of Conference;
14.1.4 to encourage Evangelism, Church Planting and Growth and if considered appropriate, to form a separate Department to facilitate the same;
14.1.5 to oversee the implementation of approved policies and objectives of the Association;
14.1.6 to ensure the maximisation of the use of resources and the best co ordination of activities of the Association;
14.1.7 to be responsible for a common approach to funding on behalf of the Association, ensuring sufficient resources are devoted to fund raising strategies, an allocation of resources across functional areas, and the containment of cost and administrative structures.
14.1.8 to arrange for and encourage speakers from interstate and overseas and to coordinate their speaking engagements and the funding of any travel and other associated expenses and for that purpose may delegate all or any of these tasks to a Visiting Speakers Committee or such other Committee as the Association Board deems appropriate from time to time;
14.1.9 to make appointments of persons to represent the Association from time to time as the Association Board considers appropriate and in particular to make appointments to the Council for Christian Education in Schools and to appoint from time to time a marriage celebrant’s co-ordinator who shall bring from time to time to the Association Board recommendations as to persons to conduct the role of marriage celebrants which appointments shall be made by the Association Board;
14.1.10 to report to Conference on the year’s activities of the Association and present annual Statements of Accounts for the previous period ending 31 December each year;
14.1.11 to invite nominations from Participating Churches for all positions becoming vacant at the Conference and forward a report to all Christian Community Churches at least two weeks before the Annual Conference;
14.1.12 the Association Board may also nominate persons for office;
14.1.13 to form and expand Committees and Auxiliaries as the Association Board deems necessary for the proper ongoing work of the Association and if necessary the Association Board may form and expand Committees and Auxiliaries between the annual Conference;
14.1.14 to appoint staff for functional areas, upon such terms and conditions as the Association Board shall determine. Such appointments to accord with guidelines established by the Association at its annual Conference from time to time for the appointment of staff.
14.2 The Association Board shall meet in such times as it feels are appropriate but not less than six (6) times a year.
14.3 At least three (3) times a year the Association Board shall convene a meeting at which Participating Churches are encouraged to send delegates to discuss substantial matters of interest. Any member in good standing with a Participating Church may attend and take part in the discussion but only the delegates shall exercise the privilege of voting, should the purpose of the meeting require the same.
14.4 Delegates shall be the same persons as those appointed as delegates for the purpose of the Conference provided however that a Participating Church may notify the Association Secretary at least seven days before the meeting in the event of it being thought desirable or necessary to appoint a different person to be a delegate and Participating Churches are at liberty to advise the Association Secretary from time to time as to the change of delegates.
14.5 The Association Board shall advise of proposed dates for those meetings and shall call for items for the Agenda and provided that in the opinion of the Association Board there are sufficient items to justify a meeting that have been received at least twenty-one (21) days prior to the proposed meeting date, the meeting shall proceed otherwise the Association Board shall be at liberty to notify Participating Churches that the meeting will not proceed.
14.6 The additional three meetings proposed by Clauses 14.3 and 14.4 are designed to provide an opportunity for Participating Churches to raise substantial matters of interest between annual Conferences without obliging the Association Board to hold such meetings.
15. DEPARTMENTS, COMMITTEES AND AUXILIARIES
The Departments, Committees and Auxiliaries will be as follows:-
15.1 Departments
15.1.1 Property Trust
This Department shall be the Trustees for the time being of the Christian Brethren Trust whose roles and responsibilities are set out in the Trust Deed executed by the then Trustees on 1 August 1921 and a Supplemental Trust Deed executed by the then Trustees on 5 February 1962. The Trust and Supplemental Trust are registered in Folium 181 of the Register of Successory Trusts under the Religious Successory and Charitable Trusts Act 1958 (Vic).
15.1.2 Pursuant to the Trust Deed dated 1 August 1921 the Trustees are given certain roles and responsibilities in relation to the holding of property for the purpose of worship. Christian Community Churches are encouraged to transfer to the Trust land and buildings used for worship and associated functions for the same to be held by the Trustees pursuant to the Trust Deed.
15.1.3 In addition to its role under 15.1.2 the Trustees are entrusted with:-
a the selection and purchase of sites suitable as places of worship for Christian Community Churches;
b the responsibility for erecting and building buildings for places of worship and associated purposes.
15.1.4 By the Supplemental Trust Deed of 5 February 1962 the Trustees are given the control and management of all other property both real and personal other than the properties being halls or buildings or local meeting places and are given the task of applying the same in and towards the establishment or conduct of such charitable purposes as the Trustees in their absolute discretion deem likely for the benefit of or the furtherance of the objects and purposes of the Christian Brethren or for other objects and purposes which are charitable in law and which are not inconsistent with the objects and purposes of the Christian Brethren.
15.1.5 Pursuant to its powers under the Supplemental Trust Deed the Trustees are the registered proprietors of and ensure the proper management of a number of activities including various camping facilities and aged care facilities.
15.1.6 The Trustees have agreed to work with the Association Board and Conference so as to advance the purposes of the Association.
15.1.7 Nothing in this Constitution shall impinge on the rights of Churches as set out in the Trust Deed dated 1 August 1921, nor is it intended that Christian Community Churches which are not Participating Churches should be disadvantaged in terms of existing or future loans or other financial arrangements.
15.1.8 Unless otherwise agreed by the Trustees, the Chair for the time being of the Trustees of the Christian Brethren Trust shall be the head or representative of the Christian Brethren only for the purposes of the Religious Successory and Charitable Trusts Act 1958 and for no other purpose. For all other purposes requiring an official representative of the Association the Association Chair or in the absence of the Chair, the Deputy Chair is entitled to represent the Association.
15.1.9 The Chair or the nominee of the Chair of the Christian Brethren Trust shall automatically be a member of the Association Board as provided under clause 13.1.4 hereof.
15.2 Department of Community Care
15.2.1 Christian Brethren Community Care Limited operates community care activities including:-
a temporary emergency foster care, a mate’s mentoring program and family support programs; and
b an aged care facility at 20 Fellows Street, Kew on property owned by the Trustees of the Christian Brethren Trust
15.2.2 The Chair, or the nominee of the Chair of Christian Brethren Community Care Limited shall be a member of the Association Board as provided in clause 13.1.3
15.3 Department of Camping Facilities
15.3.1 The Trustees are the registered proprietors of the camping and related facilities at:-
1. Church Street, Cowes, Phillip Island;
2. 1775 Phillip Island Road, Phillip Island known as the Phillip Island Adventure Resort;
3. Neerim East known as Forest Edge; and
4. Yarra Junction known as Adanac.
15.3.2 Christian Youth Camps Limited, a company limited by guarantee, manages the four campsites and conducts camping, conferencing and seminar activities for the benefit of the community and in accordance with the fundamental beliefs and doctrines of the Christian Brethren and for other purposes stated in its Constitution.
15.3.3 The members of CYC are appointed by the Trustees.
15.3.4 The Chair or the nominee of the Chair of Christian Youth Camps Limited shall be a member of the Association Board as provided in clause 13.1.5.
15.4 Department of Cross-Cultural Mission
15.4.1 At present the Victorian Missionary Advisory Council (VMAC) is an unincorporated association with its own Constitution. VMAC works in close cooperation with Churches; with Missionary Advisory Councils located in other States; and acts as an agent of AMT Australia, a company limited by guarantee and incorporated in the State of New South Wales. The objectives of VMAC are to promote and develop missionary interest among Churches and individuals in Victoria; and to arrange and conduct programs, seminars, and other activities which are considered appropriate to promote world or cross cultural mission.
15.4.2 VMAC will continue to operate as an unincorporated Association under its own constitution because of the sensitive nature of its assessment work and the need for confidentiality in respect of the same and under this constitution is the -Department of Cross-Cultural Mission.
15.4.3 The Department of Cross Cultural Mission shall be responsible to interview and consider the suitability of candidates who are proposed for commendation by a Church for a specific area of cross cultural missionary service nationally or internationally. It will make arrangements to receive and consider appropriate documents and will advise the Church of its decision in relation to commendation and if the candidate is endorsed shall advise AMT Australia. It will assist cross cultural missionaries so approved as it deems appropriate and this shall include arranging meetings, acting as a liasion and counselling body for cross cultural missionaries and debriefing them at appropriate times. It will also liaise with other missionary organisations as appropriate.
15.4.4 The Department of Cross Cultural Mission will consist of not less than seven (7) and not more than ten (10) members who shall be the people who are members of VMAC at the date of the adoption of this Constitution and who shall hold office for a period up to five (5) years after which a member will retire but will be eligible for reappointment. The Department of Cross Cultural Mission shall have power to coopt three persons with special expertise for such period as appropriate.
15.4.5 The Department of Cross-cultural Mission shall meet from time to time for the purpose of developing and fostering missionary consciousness within Churches and to provide regular recommendations to the Association Board in relation to matters of Cross-cultural missionary work.
15.4.6 The Department of Cross-cultural Mission will meet from time to time as considered appropriate by its members but not less than four (4) times a year. The Association Board shall be at liberty to fill any vacancy of the Department from time to time and to assist the Department of Cross-cultural Mission as is appropriate.
15.4.7 The Chair or the nominee of the Chair of the Department of Cross-Cultural Mission shall be a member of the Association Board as provided in clause 13.1.6.
15.5 Department of Evangelism, Church Planting and Growth
15.5.1 The Association may at any time form a further Department of Evangelism, Church Planting and Growth to assist and provide resources to Churches for evangelism, church planting and growth. Until such time as the annual Conference or the Association Board decides to form a separate Department, the Association Board will deal with issues of Evangelism, Church Planting and Growth.
15.5.2 At present there is a Committee of the Christian Brethren Coordinating Committee called the Country Work Extension Committee which has responsibility to oversee missioners and to provide assistance to country Churches which intends to cease functioning as at the formation of this Association at which time responsibility for its work will be assumed by the Association Board.
15.5.3 There are other ministries focused on local mission work including the GLO ministry and the work of Emmaus which are conducted by unincorporated Committees associated with organisations based in New South Wales and a ministry involving the Melbourne Show which includes an associated bible school work. Such works are encouraged to continue and to report to the Association Board on their activities from time to time as they feel necessary but at least once every six months.
Committee
15.6.1 For the better functioning of the Annual Conference the Association Board may appoint a Conference Management Committee which is a Committee of the Association Board and responsible to it.
15.6.2 The Conference Management Committee shall be responsible for the management and co-ordination of the annual Conference.
15.6.3 The Conference Management Committee shall consist of at least four (4) members of the Association Board appointed by the Board including the Secretary. The Committee shall meet and function in a manner determined by it but shall regularly report to the Association Board concerning its deliberations through the Secretary.
15.6.4 The Association Board may appoint such other functional committees as are deemed necessary.
15.7 Auxiliaries
15.7.1 Christian Women’s Fellowship
At present a self-perpetuating unincorporated committee organises an annual conference for women. This committee shall be known as the Christian Women’s Fellowship or such other name as the Committee deems appropriate and shall be an auxiliary and be self-governed but shall report to the Association Board and the annual Conference.
15.7.2 Christian Brethren Pastors Fellowship
a From time to time pastors of Christian Community Churches have been encouraged to attend conferences and other activities co-ordinated by the Country Work Extension Committee or other interested groups.
b The Association believes it is important for persons who are in a pastoral position within a Christian Community Church whether such positions are full-time, part-time, paid or unpaid and however the pastoral position is described whether it be as Elder, Deacon or Leader, to meet from time to time to discuss matters of mutual interest.
c The Association encourages the formation of a self-governing auxiliary for this purpose which shall be required to report to and make recommendations to the Association Board and the annual Conference.
d The name of the auxiliary will be the Christian Brethren Pastors Fellowship or such other name as the Fellowship deems appropriate.
15.7.3 Miscellaneous
a All Departments and Sub-Departments and Auxiliaries shall appoint their own Chair and other officers save as provided in their constituent documents or herein and shall be authorised to collect and disburse their own funds and shall submit to the Association Board and to Conference a financial statement duly audited. They shall be responsible to the Association and shall report their proceedings to the Association Board and to the annual Conference.
b Each Department shall fill any vacancy in its numbers which may occur between elections subject to the approval of the Association Board and further subject to the constituent documents of the Department (if any).
c Each Committee, prior to the annual Conference, shall submit a report to the Association Board for presentation by the Association Board in such manner as it deems fit.
16. VOTING
16.1 The voting, when required, for election of positions by this Constitution shall unless otherwise provided be by ballot, using the ordinary method of preferential voting.
16.2 Unless otherwise provided when a vote is required to be taken either at the Conference or by the Association Board, a simple majority vote in favour of a proposal will be sufficient.
17. NOTICE OF BUSINESS
17.1 Save in respect of the first Conference, four weeks notice in writing shall be given to the Association Board setting forth all proposed motions to be brought before the annual Conference, such to be signed by two delegates.
17.2 Save in respect of the first Conference, three weeks notice of such proposed motion shall be circulated by the Association Board to all Participating Churches.
17.3 It is preferable that the notice of proposed motions be given in the manner provided to enable those who attend the annual Conference to give due consideration to such motions prior to the annual Conference. However if at least two-thirds of delegates who attend the annual Conference permit, other motions may be put at the annual Conference itself, bearing in mind the desirability of delegates not to be unduly disadvantaged by late notice of a matter to be discussed.
18. ALTERATION OF CONSTITUTION
18.1 Amendments of and additions to this Constitution shall be considered only at the Annual Conference, and at least three weeks written notice of an intention to move such amendment or addition shall be given in writing to the Association Board.
18.2 Before an amendment or alteration to the Constitution is considered passed it is necessary that at least two-thirds of the delegates present and voting at the Conference support the amendment or addition.