Assembly Business Work Group

Terms of Reference

Review and develop policy on:

To see that the documents of Assembly are presented to Assembly in a proper and appropriate form.

To arrange the order of business so that all working documents are adequately considered, reports of Assembly Committees, Policy Groups, Workgroups, Reference Groups and Task Groups having priority.

To receive and consider all reports, requests for special presentations of people and/or information.

To approve any leaflets, circulars, pamphlets or other papers, except those published by an Assembly Committee, Policy Group, Workgroup, Reference Group and Task Group before the same are made available or distributed to Commissioners of the Assembly; to refer any request for such approval to the General Assembly if the Workgroup considers such a course to be appropriate.

To inform Commissioners, Committees, Policy Groups, Workgroups, Reference Groups and Task Groups of procedures and processes of the Assembly, and make the necessary arrangements.

To prepare, prior to the Assembly, in consultation with the Book of Order and Judicial Reference Group, the Standing Orders of the Assembly.

To determine associate membership of the Assembly.

The Assembly Business Workgroup operates under the following policy:

The Assembly Business Workgroup is a servant of the Church meeting in General Assembly and as such is to operate in, and order the business of the Assembly, in a fair, independent and transparent manner. The Assembly Business Workgroup will make every effort to ensure that all voices are heard, and all matters presented to the Assembly in the appropriate manner, are dealt with.

In order to implement this policy, the Assembly Business Workgroup will work through the Administration and Finance Policy Group on all matters of policy. However, it will stand outside the Council of Assembly and the Administration and Finance Policy Group in all matters that relate to the operation of the General Assembly.

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<typohead type="2">Synopsis

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Review of the 2002 General Assembly

Standing Orders

2004 General Assembly

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<typohead type="2">Report

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<typohead type="3">1. 2002 General Assembly </typohead>

1.1 The 2002 meeting of the General Assembly held in Wellington was a very successful meeting, building on the experience of the 2000 General Assembly in Dunedin, which was the first Assembly where all parishes had the opportunity to be represented.

1.2 The success of the 2002 Assembly was helped by the efforts of the Local Arrangements Committee and their efficient organisation of the logistical arrangements to meet the needs of the Assembly and those attending. In preparation for the Assembly, an overall Assembly Co-ordinator was appointed to co-ordinate the activities of the groups and people responsible for organising the various aspects of the Assembly. The work done by Pamela Tankersley in this role certainly ensured the efficient running of the Assembly. As a result Hamish Galloway has been appointed Assembly Co-ordinator for the 2004 General Assembly.

1.3 Building on the success of the introduction of 'enhancement activities' into the 2000 Assembly, these activities were developed further at the 2002 Assembly. The response to these activities indicates that they are appreciated and an important part of the meeting of the Assembly. The Assembly Business Workgroup is trying to ensure that more time within the Assembly programme can be given to this aspect of the Assembly.

1.4 From a business point or view, the 2002 General Assembly ran efficiently. However, in response to feedback, the Assembly Business Workgroup will ensure that more time is given to Dialogue Groups to handle the material referred to them. Feedback also indicated that commissioners felt that too much time was allowed for the presentation of reports to the Assembly and as a result the Assembly Business Workgroup will be allowing less time for the presentation of reports at the 2004 Assembly. This will mean that commissioners will need to ensure that they take time to read and come to terms with the material to be presented to the Assembly, prior to arrival.

1.5 Prior to the meeting of the Assembly, the Assembly Business Workgroup works to facilitate the flow of business and to ensure that all those presenting material to the Assembly know when this is to be presented and the time they have available for their presentation. The Workgroup also contacts all those bringing matters to the Assembly on the same subject, to encourage discussion between the parties and to find common ground that might facilitate the Assembly´s better handling of the matters.

1.6 The conclusion of the 2002 General Assembly saw the retirement of Pamela Tankersley as co-convener of the Assembly Business Workgroup. We would like to acknowledge the significant contribution Pamela has made to the development of the operation of the Assembly and in the running of four meetings of the General Assembly during her time as co-convener. Our thanks also to those other members of the Assembly Business Workgroup who concluded their term on the Workgroup at the 2002 Assembly.

<typohead type="3">2. Standing Orders </typohead>

2.1 The Assembly Business Workgroup continually reviews Standing Orders and the operation of the Assembly with a view to enabling more involvement in the Assembly from commissioners, more discussion before decisions are made and a more efficient processing of business.

2.2 In 1996 the Assembly Business Workgroup introduced a number of changes to the decision making process of the General Assembly including the introduction of Dialogue Groups as part of the decision making process and four modes of decision making: study, discussion, debate and decision. Over subsequent Assemblies the Assembly Business Workgroup has amended Standing Orders to develop the decision making processes of the Assembly to enable greater participation of commissioners and an effective ordering of business, resulting in the completion of the Assembly's agenda at the last two General Assemblies.

2.3 Following a review of the 2002 General Assembly the Assembly Business Workgroup is not recommending any further changes to Standing Orders at this time.

<typohead type="3">3. 2004 General Assembly </typohead>

3.1 We encourage all those attending the General Assembly to take advantage of the opportunities which this Assembly offers. In preparation for the General Assembly it is important that all commissioners take time to carefully read and become familiar with Standing Orders and how the Assembly operates.

3.2 Some trends of past meetings will be picked up to bring about a more focussed and interesting Assembly. Less time will be given to business and more to enhancement. Dialogue Groups will be given more time to deal in depth with fewer but more significant matters of policy and direction. Many more of the recommendations will be grouped into comprehensive motions. It is planned to set aside time on the final morning of the Assembly to summarise the week's work, and to send commissioners out equipped with new vision and energy.

3.3 Finally we reiterate that we are concerned at the high costs (for parishes and for the national church) of running an Assembly with 500 commissioners and support personnel, and wonder if this greater representation indeed meets the goal of greater ownership of the Presbyterian Church of Aotearoa New Zealand.

David Brown
Don Hall
Co-Conveners