Statement of Purpose
1) Definitions
2) The Mission and Evangelism Fund
3) Percentage of Funds Available
4) Allocations
5) Amendments to the Regulations
1) Applications Through Presbyteries
2) Closing Date for Applications
3) Availability of Application Forms
4) Allocation of the Income
5) Certificate of Expenditure
6) Length of Time the Allocation is Available
7) Types of Expenditure
8) Application Form
9) Guiding Principles
10) Payment of Funds
11) Amendment of the Procedures
12) Guidelines for Recommendations on Allocating Funds
1) The Decision to Apply
2) Filling in the Application Form
3) Uplifting the Allocation of Income
(Approved by Synod in 1990)
Whereas in the early years of the establishment of the Provincial District of Otago, the primary need was for the erection of church and manse facilities and the establishment and development of educational institutions, today when the church is well established in terms of buildings and facilities, there is seen to be an urgent need for the provision of life enhancing experiences for people isolated from the pastoral support of the church; in particular those who are disadvantaged or alienated from society.
The income from the Mission and Evangelism Fund part of the Ecclesiastical Fund available to Synod belongs to the beneficiaries of the Fund, and is allocated to those beneficiaries applying for allocations of income in accordance with the Regulations of the Synod of Otago and Southland.
A congregation is a number of families, together with associated individuals, united in a particular locality for Christian worship, instruction, fellowship and work. (see also Book of Order Regulation 17)
A parish is a congregation or a number of congregations united in a particular area for Christian worship, instruction, fellowship and work and recognised as such by a Presbytery.
Mission and Evangelism is as outlined in the four faces of mission, i.e. loving service, nurture and teaching, proclaiming the kingdom of God, transforming society.
A proportion of the funds from the Ecclesiastical Fund will be allocated to the Mission and Evangelism Fund. This latter fund will be allocated for the employment of people at Synod, Presbytery and Parish level in the field of Christian education, youth work, evangelism and outreach particularly but not exclusively to the unchurched and the underprivileged. Presbyterian Church of Aotearoa New Zealand, Synod of Otago and Southland, the Provincial District of Otago are all defined within the Otago Foundation Trust Board Act 1992.
The Presbyterian Church of Aotearoa New Zealand’s Book of Order sets out the constitution of a Presbytery in Regulations 112 to 130.
The Book of Order Regulations 51 to 63 and 82 to 102 set out the constitution, the functions and duties of the Session or Parish Council.
Those outside the fellowship or the pastoral care of any church.
The underprivileged are those who are not enjoying the normal living standards or rights and privileges of society, including the educationally and socially handicapped.
Allocations shall be paid direct by the Otago Foundation Fund Board to the relevant beneficiaries i.e. Presbyteries, parishes or Synod. Income shall be allocated for the employment of people to assist in mission and evangelism particularly, but not exclusively, to the unchurched and the underprivileged.
Up to 25% of the available income of the Ecclesiastical Fund may be used by the Mission and Evangelism Fund in any one year.
Allocations are subject to the availability of funds. Allocations are subject to automatic cancellation if it appears to the Board and the Synod that the relevant project has not commenced within one year of the date of the approval by Synod.
These regulations may be amended by the Synod only after the form of the amendments has been sent down to the Presbyteries, Sessions and Parish Councils under the Barrier Act.
(Approved by Synod in 1990)
1) Presbyteries and parishes make an application through Presbyteries for an allocation of income from the Mission and Evangelism Fund to help to meet expenditure for projects. Synod, through the appropriate committee, makes an application directly to the Synod. An individual person cannot make an application.
2) These applications shall be in the hands of the Presbytery Clerk by 15 July or 15 November each year. They shall be accompanied by a budget for the project and the annual report and financial accounts of the applicant for the past two years, where applicable. The applications are checked and forwarded to the Clerk of the Synod, with a recommendation from the Presbytery, by 15 August or 15 December each year. Late applications may be received in cases of extreme urgency.
3) Applications are made on the form available from the Clerks of Presbyteries or of Synod.
4) The Synod allocates the income of the Fund equitably throughout the Synod. Recommendations are made to the Synod annual meeting or a Commission of Synod. The money is available for payment within the following month.
5) Payment of the allocation is made after receipt of a certificate of expenditure, together with necessary documentation submitted by the application, to the Clerk of Synod.
The certificate and proof of expenditure are checked by the Clerk of Synod and forwarded to the Otago Foundation Trust Board. Payment is normally made by the 20th of the following month.
6) Allocations are available as long as the project has been started within one year from the date of approval by the Synod. The total amount of the allocation may be covered by more than one certificate when the project is an on-going one.
If one year has elapsed since the Synod approved of the project and no funds have been paid out, the Otago Foundation Trust Board may, after checking with the Synod whether the project has commenced, advise the cancellation of the allocation. The applicant may apply for a further allocation.
The percentage of the cost of a project that may be met is up to 50% for the first year and then on a decreasing scale in subsequent years.
Priority for an allocation will be given to projects which assist the Synod, Presbytery or parish with mission and evangelism through the employment of people in the fields of Christian education, youth work, evangelism and outreach particularly to the unchurched and the underprivileged.
A standard form is available from the Clerk of Synod or the Clerk of the Presbytery. The applicant is advised to take a photocopy for the records.
As a general rule, priority will be given to the payment of salaries, personal services and materials and not for the payment of interest, debt reduction or capital expenditure or equipment.
Allocations for projects will be equitably distributed over the whole Synod area. Priority will be given to new projects. Allocations should not be granted for projects which are normally funded by the Presbyterian Church of Aotearoa New Zealand.
As a general principle, allocations will be for a maximum of three years. Synod may decide to allow the whole allocation in one year but funds will be allocated to the applicant over the term of the project on an equitable and regular basis. After the first year, Synod will receive a certificate concerning the on-going nature of the project and will then reaffirm the balance of the allocation.
The Synod or a Commission of Synod will have the right to withdraw or suspend the allocation of funds should there be evidence that the organization has not continued with the project.
The successful applicant will report at least annually and on the uplifting of funds to the Otago Foundation Trust Board through the Synod. This report will include a statement of expenditure.
While the Regulations can only be amended under the ‘Barrier Act’ the Procedures may be amended by the Synod by simple resolution. The Procedures and the amendments must always be interpreted within the limits of the Regulations and of the governing Act: the Otago Foundation Trust Board Act 1992.
In recommending allocations to the Synod, the Committee on the Mission and Evangelism Fund will consider the following questions:
a) Would the project proceed without Synod money?
b) Is the project enabling the Church to try something new?
c) Is the project likely to strengthen a local congregation and the Church?
d) Is money available from other resources?
e) Which aspect of the Mission and Evangelical Fund does the project come under: Christian Education, youth work, evangelism or outreach?
The answers to these questions will enable the committee to decide on priorities if there is not enough money to finance all projects and ensure that the purposes of the fund are adhered to.
1) The decision to apply for funds from the Fund Parishes, Presbyteries and Synod are obliged to follow certain procedures. The following is a guide to these procedures and it should be treated as a guide.
a) A project is initiated by a:
i) Parish;
ii) Presbytery; or
iii) Synod.
b)
i) The Session/Parish Council makes a formal decision to proceed with a project, the decision being clearly recorded in the appropriate minute book.
ii) The Presbytery makes a formal decision to proceed with a project, the decision being clearly recorded in the minutes of a duly constituted meeting of the Presbytery.
iii) The Synod makes a formal decision to proceed with a project, the decision being clearly recorded in the minutes of a duly constituted meeting of the Synod or an authorised committee of the Synod.
c) The organisation completes the required application form and forwards it to the Clerk of the Presbytery by 15 July and 15 November in any year. The application must be accompanied with a full budget for the project and the annual report/financial accounts for the past two years of the applicant, where applicable. In the case of the Synod, the forms will be referred directly to the Committee on the Mission and Evangelism fund through the Clerk of Synod.
The application must be for new work within the parish, Presbytery or Synod and for work that will not be funded as part of the normal projects of the Presbyterian Church of Aotearoa New Zealand. Some examples of projects that are likely to be funded:
d) The Presbytery makes a recommendation and forwards the application and other material to the Clerk of Synod by 15 August or 15 December, as is appropriate.
e) Application for funds are considered by the Synod committee and referred to the annual meeting of the Synod or a Commission of Synod for a decision. In the latter case, the consent of Synod would be obtained for the appropriate decisions to be made.
f) The applicant will be informed of the decision as soon as possible after the meeting of Synod.
The form should be completed in full and forwarded to the Clerk of Presbytery by 15 July or 15 November. A photocopy should be made for the organisation’s records.
Successful applicants will be notified in writing by the Clerk of Synod as soon as possible after the meeting of the Commission of Synod (usually in late September/early October) or after the annual meeting of Synod (usually held in late March/early April).
A ‘Certificate of Expenditure’ will be enclosed and should be completed and returned to the Clerk of Synod along with the necessary documentation. The form will be checked for accuracy and forwarded to the Factor, Otago Foundation Trust Board for payment. In most cases, the money will be forwarded to the applicant around the 20th of the month, provided the Certificate of Expenditure is in the hands of the Synod Clerk by the 29th of the previous month.
Whereas a building related project has a Clerk of Works to ensure that the work is carried out as planned, and that accounts are approved for payment, a Mission and Evangelism project requires the Presbytery to appoint a ‘Clerk of Works’. It is recommended that the Presbytery appointee to the Synod Committee on the Mission and Evangelism Fund be the ‘Clerk of Works’ and that that person be responsible for reporting to Synod and to Presbytery as and when required.
The main role of Synod and Presbytery is one of encouragement and helpfulness. However there is a requirement of accountability on behalf of the applicant parish/organisation. Presbytery is responsible to Synod in making certain that this accountability takes place. The following checklist may be helpful to Presbytery when dealing with an applicant for funds.
a) Is the applicant bona fide in terms of Synod’s Regulations?
b) Check that the application is accurate in detail.
c) Place the application before the appropriate committee of the Presbytery or direct to Presbytery as is required.
d) Forward the approved application along with any other relevant material to the Clerk of Synod before 15 August or 15 December as is appropriate.
e) Advise the applicant of the progress to date.
Once the application has been approved by the Synod or a commission of Synod, the applicant will be notified by the Clerk of Synod. It is the responsibility of the applicant to forward the ‘Certificate of Expenditure’ direct to the Clerk of Synod at P O Box 1131, Dunedin.
As and when required either by Presbytery or Synod, the ‘Clerk of Works’ should visit the project to encourage and assist, wherever possible and to check that the funds are being spent and accounted for in a proper manner. The ‘Clerk of Works’ will be supplied with an appropriate form which must be used in reporting back to Synod and Presbytery.
A standard form of Certificate of Accountability will be issued to all recipients by the Clerk of Synod.
A standard report form will be issued to Presbyteries by the Clerk of Synod.