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Appendix E-30: Constitution of the Association of Presbyterian Women of Aotearoa New Zealand
- Parish Level
- Presbyterial Level
- National Level
- National Business Meeting
- Mid-Term Business Meeting
- Location of National Executive
- National Departments
(Revised 1997, amended 2000)
Name
The name of the organisation is the Association of Presbyterian Women of the Presbyterian Church of Aotearoa New Zealand hereinafter called the Association of Presbyterian Women (APW).
Status
The Association of Presbyterian Women is an autonomous body under the umbrella of the Presbyterian Church of Aotearoa New Zealand (PCANZ) and as such is recognised as a Charity.
NOTE: The Association of Presbyterian Women and its branches are exempt Income Tax under Section 61(25) of the Income Tax Act 1976 and from Resident Withholding Tax on any interest received. Copies of a certificate of exemption are held by the National Executive and are available on request.
Proposed Mission Statement
To unite New Zealand women of Presbyterian and Co-operating ventures in working for God.
Aim
‘To unite all in prayer, study, fellowship and service, enabling them to make a Christian witness in home and church and community. To support, at home and abroad, the work of the parent churches. To encourage an informed interest in worldwide mission and evangelism.’
Property and Trust Funds
The Association of Presbyterian Women of Aotearoa New Zealand is the recognised successor to the Association of Presbyterian Women, the Presbyterian Women’s Missionary Union, the Auxiliary to the Presbyterian Women’s Missionary Union and the Presbyterian Women’s Fellowship. The aim of the Association of Presbyterian Women includes the aim of the above organisations and in carrying them out the Association of Presbyterian Women will be carrying on the aims of its predecessors.
Parish Level
Membership
1) Open to all women of the church including those from Union and Co-operating Parishes who accept the responsibility of the Aim of the Association.
Officers
2) The person responsible for administering the Word and Sacrament shall be the Honorary President.
3) Officers are elected at an Annual meeting.
4) The preferable term of office is not more than three years. After a stand down for one year a member is eligible for re-election.
5) The Parish Branch is free to choose the number and designation of officers.
Correspondence
6) Official correspondence to the following people may be made only through the National Executive: the Moderator; the Assembly Executive Secretary and the General Treasurer of the PCANZ.
Vacancies
7) Should a vacancy occur in any committee of the organisation from the Parish Branch to the National Executive it may be filled by the committee affected.
Meetings
8) The Parish Branch is free to choose when and where its meetings shall be held.
9) Where a Parish Branch has more than one women’s group the groups shall be invited to send a representative to a liaison committee to facilitate discussions and decisions common to all.
10) The liaison committee may meet regularly or where required. Some duties may be:
- To appoint the voting representatives to Presbyterial;
- To receive material sent out by the Presbyterial and to provide the information required by it;
- To arrange for the payment of fees to the Presbyterial;
- To encourage membership.
11) The Annual Meeting must be held by 30 June and audited statements for the year ending 31 May presented for adoption.
12) Annual Report forms must be forwarded to the Presbyterial Secretary by 15 July.
Voting Rights
13) All members of a Parish Branch may vote on Branch matters.
14) The Branch President has a casting vote.
Fees and Finance
15) The Parish Branch shall pay the following monies annually to the Treasurer of Presbyterial.
a) Fees set by the Triennial Business Meeting on the recommendation of the National Executive. Union and Co-operating Parishes shall pay fees either divided equally between the parent bodies or proportionally as determined between the parent bodies.
b) Turakina Bursary Fund – an annual amount set by the Triennial Business Meeting.
c) Emergency Aid Fund – an annual amount set by the Triennial Business Meeting. Branches are encouraged to make additional voluntary contributions to the Emergency Aid Fund.
The fees shall be collected at the beginning of the Financial Year and paid over to the Presbyterial Treasurer.
Keeping of Records
16) All minutes and correspondence relating to matters of policy and trust funds must be kept. Receipts must be kept for 10 years. Other material as well as the above must be forwarded at appropriate intervals to the official PCANZ Archivist.
Presbyterial Level
Membership
17) Open to all members of Parish Branches within the bounds of the Presbytery.
18) Where the number of Parish Branches or geographical conditions warrant, a Presbyterial may be sub-divided subject to approval of the National Executive.
NOTE: Voting rights of Members see Clauses 36-38.
Officers
19) The Moderator of Presbytery is Honorary President.
20) Presbyterial Executive Officers are elected at the Annual General Meeting with the preferable term of office not more than three years.
21) The Presbyterial is free to choose the number and designation of officers.
22) Executive officers should be active members of a Parish Branch and should preferably be communicant members.
Voting Rights of Officers
23) All members of the Executive are entitled to vote and the President has a casting vote.
Advisory
24) The National Executive should be approached on matters of business of the organisation and they will communicate officially with Assembly Committees, etc.
Correspondence
25) Refer to Clause 6.
Vacancies
26) Refer to Clause 7.
Absence
27) During the unavoidable absence of any committee member for more than one month the Presbyterial Executive may appoint a temporary member.
Meetings
23) The main function of the Presbyterial Executive is to liaise between National Executive and Parish Branches while carrying out the aim of the organisation.
24) The Presbyterial Executive shall preferably meet monthly.
25) Presbyterial shall meet at the discretion of their Executive.
26) The Annual Meeting must be held before 15 September when Reports and audited Financial Statements for the financial year ending 31 July are presented for adoption.
27) The Presbyterial should not meet while the National Business Meeting is in progress.
28) Recommendations and amendments to the Constitution from Parishes or the Presbyterial Executive shall be voted on by the full Presbyterial. If approved, they should be forwarded to the National Executive by the notified due date prior to the National Business Meeting.
Annual Report Forms
29) Annual Report Forms are to be collected from Parish Branches by 15 July and distributed to Conveners. A summary report shall be sent to National Executive by 15 September.
Conferences
30) Presbyterials may offer to host a Conference by notifying the National Executive.
Voting Rights of Members
36) On matters of business of the organisation each Parish Branch of the Presbyterial is entitled to four voting representatives appointed annually.
37) On matters of local business all members present at the meeting can vote.
38) The President has a casting vote.
National Business Meeting
39) The Presbyterial Secretary shall forward to the National Executive a list of voting representatives and the Parish Branches they represent not later than 14 days before the National Business Meeting.
Fees and Finances
40) The expenses of the Presbyterial shall be met by fees from the Parish Branches within its bounds.
41) Two-fifths of the total amount of the fees shall be retained for the expenses of the Presbyterial. Three-fifths shall be forwarded to the National Executive during the month of October.
42) The Financial Year ends on 31 July.
43) Bursary Fund. The contributions received from the Branches for Turakina Bursary Fund or an amount equal to each per Branch contribution shall be paid to the National Treasurer at the same time as the three-fifths fees.
44) Emergency Aid Fund. The contributions received from the Branches shall be paid to the National Treasurer at the same time as the three-fifths fees.
Keeping Records
45) Refer to Clause 16.
National Level
Officers
46) The Moderator of the General Assembly is Honorary President.
47) Officers of the National Executive shall be as follows:
President; two Vice-Presidents; Secretary; Minute Secretary and Treasurer. These Officers, who must be communicant members of the church and active members of the Association, will be nominated by their Presbyterial and elected at the National Business Meeting to serve for a three year term. The Immediate Past President shall be an adviser for one year.
48) The new National Executive shall take office immediately upon the formal conclusion of the National Business Meeting.
49) The outgoing National Executive shall complete the National Business Meeting and hand over records and accounts within one month.
50) Conveners for National Departments of Mission, Programme, Prayer and Study, and Parish and Community, to serve for a three year term shall be selected by the incoming National Executive and confirmed at the National Business Meeting.
51) A Liaison Officer chosen by the Officers of the incoming National Executive will also be confirmed at the National Business Meeting.
52) A representative from the Magazine Department or Harvest Field Committee will be appointed by the Magazine to sit on the National Executive. This appointment can take place at a time suitable to both the Magazine and the National Executive.
53) The National Executive may appoint a non-voting Chaplain as an associate member of the Executive.
54) The Assembly Executive Secretary may be a Consultant with the National Executive of the Association of Presbyterian Women. The National Executive may consult with Conveners of relevant Assembly Committees as required.
Vacancies
55) Refer to Clause 7.
56) During the unavoidable absence of any Committee member for more than one month the National Executive may appoint a temporary member.
Voting Rights
57) All members of the National Executive are entitled to vote on matters of policy. For ordinary business six shall form a quorum.
58) The President has a casting vote.
Meetings and Reports
59) The National Executive shall meet at least 10 times a year to carry out the aim of the organisation, to implement the decisions of the National Business Meeting and to deal with matters arising during its term of office.
60) Annual Reports and audited accounts shall be published to be ready for distribution in February of each year. These shall include a summary Report from each Presbyterial.
61) A Report of the work of the organisation along with recommendations and an outline of future work shall be sent to the Assembly Executive Secretary for inclusion in the White Book and it shall be presented to Assembly by the National President.
62) A Triennial Business Meeting shall be held in the month of March or April.
63) Between the Triennial Conferences, and at the request of either the National Executive or at least six Presbyterials, all Presbyterial Presidents (or their representatives) may meet to discuss business, and they shall have the power to move on urgent matters.
64) Decision making will be by consensus but if necessary a vote may be taken.
65) The National Executive may hold a postal vote of members of the organisation or a vote in Parish Branches. The vote will be decided on a simple majority of the returned votes.
66) Study Conferences co-ordinated by the National Executive shall be called the Association of Presbyterian Women’s Study Conference.
67) A National President’s Report shall be presented at Study Conferences.
68) Where possible a National Conference shall be held in conjunction with the National Business Meeting.
69) The National Executive shall arrange for representation of the organisation at conferences overseas which are relevant to the work of the Association, and subject to finance being available.
Fees and Finances
70) The amount of Fees may be varied from time to time by the National Business Meeting.
71) National Executive shall receive annually three-fifths of the total fees received by each Presbyterial for administration and Department purposes.
72) Travelling and accommodation expenses shall be paid for the President or her proxy when she officially represents the Association of Presbyterian Women within or beyond New Zealand.
73) Travelling expenses of Department Conveners to National Executive Meetings shall be paid at the discretion of the National Executive.
74) An amount to be determined by the Triennial National Business Meeting shall be allocated annually for expenses incurred by the National Executive.
75) Before being presented to an Annual Meeting all financial statements must be examined and passed by a reputable and approved auditor.
76) The Financial Year shall end on 30 September.
77) Any surplus funds from Conferences should be divided equally between the host Presbyterial/s and the National Executive. The National Executive may use these to help fund an outside speaker and future Conferences.
78) Turakina Maori Girls College Bursary: This will be paid annually to the College in September and shall be known as the Association of Presbyterian Women’s Bursary. The recipient/s will be chosen by the College.
79) Emergency Aid Fund: The contributions received shall be held in trust by the National Executive who shall administer this Fund for the purposes of emergency relief.
Keeping of Records
80) Refer to Clause 16.
National Business Meeting
81) The National Business Meeting shall consist of one voting representative appointed by each Parish Branch or a proxy who may be from another Branch provided such a voter does not hold any other vote. Parish Branches must notify the Presbyterial Secretary one month before the National Business Meeting who their voting representative will be.
82) All the members of the National Executive are entitled to vote.
83) The President has a casting vote.
84) Amendments to the Constitution and also recommendations shall be in the hands of the National Executive by 31 October and shall be forwarded to Presbyterials no later than 31 January to enable consideration by Presbyterials and Parish Branches before the Triennial Business Meeting.
85) Amendments to the Constitution presented at the National Business Meeting must be carried by not less than two-thirds of the voting members present.
86) The National Business Meeting shall appoint two Procedural Advisers and two Scrutineers.
87) Observers are welcome.
88) Decisions will be by consensus but if this is not possible then a vote may be taken by voting members raising a card or, if requested, a vote may be taken by secret ballot in which case a two-thirds majority will be required.
89) The National Business Meeting shall confirm members appointed by the National Executive to represent the organisation on other bodies.
Mid-Term Business Meeting
90) Between the Triennial Conferences, and at the request of either the National Executive or at least six Presbyterials, all Presbyterial Presidents (or their representatives) may meet to discuss business. Voting Representatives will be the President of each Presbyterial or a duly appointed substitute and the members of the National Executive.
91) Recommendations but not Constitutional amendments may be brought to the Mid-Term Business Meeting by Presbyterials with notification to the National Executive four months prior to the meeting to allow time for discussion by Presbyterials and Parish Branches. The voting representatives shall have the power to move on urgent matters.
Conference Fees
92) Fees for Study Conferences and National Conferences should be set in consultation with the organising Presbyterial Conference committee.
93) Travelling and accommodation expenses for Study Conferences shall be paid for the National President or her deputy and for two other members of the National Executive.
94) Travelling and accommodation expenses for National Business Meetings and National Conference shall be paid for all National Executive members and for the incoming National Executive and for a Chaplain from each.
Location of National Executive
95) Nominations by Presbyterials for the location of the next National Executive should be in the hands of the National Executive not later than 31 January of the year preceding that in which they will take office.
96) Should there be more than one nomination for the location of the National Executive provision will be made for voting.
97) The Presbyterial in which the National Executive is to be located shall nominate the Officers of the new National Executive for election at the National Business Meeting.
98) Selection of National Executive Officers:
a) The Presbyterial concerned shall ask for nominations in writing (and with the consent of the nominee) from all Parish Branches within its bounds.
b) A person may be nominated for more than one office.
c) After a list of nominees and their qualifications has been sent to Parish Branches for their consideration the selection of six officers, if necessary by secret ballot, shall take place at a Presbyterial Meeting conducted by the Moderator of Presbytery.
d) These nominations shall be forwarded to the National Executive for election at the National Business Meeting.
National Departments
99) National Conveners are expected to attend as members all meetings of National Executive and give a report.
100) Each Department Convener will work with a committee of six to eight members and may network also with up to six corresponding members widely located.
101) Conveners must seek approval from a full National Executive Meeting for any new business involving change of policy.
Winding Up
102) Should the Association of Presbyterian Women of Aotearoa New Zealand be wound up, all properties and funds held by or on behalf of the organisation will be transferred to the Presbyterian Church of Aotearoa New Zealand to be held in trust for future women’s organisations of the church.
National Departments
Mission Department
Objective
To encourage and assist women as they engage in mission and ministry within Aotearoa New Zealand and with church mission partners in New Zealand and overseas.
National Level
Area of Responsibility
- To liaise with Methodist Women’s Fellowship (MWF) and Council for Mission and Ecumenical Co-operation (COMEC) in matters relating to ecumenical concern, international affairs and overseas partner relationship in mission.
- To support the work of Mission Resource Team, Te Aka Puaho and other relevant Assembly Committees involved in mission and ministry within the cultural diversity of New Zealand and also in other special ministries such as chaplaincies, youth ministries and others.
- To liaise with MWF and COMEC in promotion and oversight of Mission Associate Scheme, to encourage contacts with New Zealanders working in mission overseas.
- To raise funds annually through distribution of Mission Birthday Gift thank offering envelopes, sales of stamps and Collectables (tea coupons, cereal cards, phone cards etc).
- To consult with COMEC and recommend to the National Executive the allocation of money raised annually.
- To write Convener’s Report which is published in the APW Annual Report and to report to the Triennial National Business Meeting.
- To write Department Report and attend COMEC Co-ordinating Committee Meetings in August.
Membership
Six – eight members including the Convener, who is also a member of National Executive, Secretary, Treasurer, Junior Mission Co-ordinator, Mission Birthday Gift Co-ordinator, Stamp Co-ordinator and Collectables Co-ordinator, Mission Associate Scheme Conveners.
Financial
Administration expenses to be met by the National Executive. To administer the Junior Mission’s working account.
Meetings
Monthly as required.
Publications
To contribute material to the National Executive bi-monthly reports in Harvest Field and other articles on mission news as they come to hand.
Presbyterial Level
Area of Responsibility
- To disseminate mission news to local branches and to encourage mission activities and speakers at Presbyterial meetings.
- To distribute material from the National Mission Department, Mission Associate Scheme and COMEC to Presbyterials.
- To read Branch Annual Reports and prepare a report to present at Presbyterial Annual Meeting.
- To forward a copy of this report to the National Convener by 15 September.
Parish Level
Area of Responsibility
- To encourage and inform local branches of mission news and information from the Mission Department, Mission Associate Scheme and COMEC.
- To encourage and assist ongoing parish involvement and interest in the area of mission.
- To encourage the parish to participate in the following: Mission Associate Scheme, Joint APW/MWF Special projects, Mission Birthday Gift giving, collecting used stamps, coupons, etc, mission and ministry within Aotearoa New Zealand.
Parish and Community Department
Objectives
- To raise the awareness of the women in parishes of the community and social issues of the day.
- To be an effective voice for Presbyterian women.
National Level
Area of Responsibility
- To promote all areas of service within the parish and community, including NCW where we have national affiliation.
- To supply material for Harvest Field.
- To liaise with the National Executive and the Public Questions Committee of the General Assembly.
- To write the Convener’s Report which is published in the APW Annual Report each year, and to report to the Triennial National Business Meeting.
Number of Members
The Convener and up to eight members. Three corresponding members from three different areas of New Zealand may be appointed.
Financial
An amount of money shall be approved and allocated annually by the National Executive as a departmental budget.
Meetings
At least four shall be held annually.
Newsletters
Newsletters and material for Harvest Field shall be produced as required.
Presbyterial Level
Area of Responsibility
- To distribute material from the National Department to parish Conveners and arrange NCW representation.
- To gather together local area issues.
- To use resources available from national level.
- To compile an annual report and present it at the Presbyterial Annual Meeting.
- To forward a copy of this report to the National Convener by 15 September.
Parish Level
Area of Responsibility
- To use the material from the National Department to meet demands of local issues.
- To oversee parish commitments in the community.
- To keep parish aware of requests and news from Presbyterials.
Programme, Prayer and Study Department
Objective
Recognising that prayer is of prime importance in our lives as Christians the Aim of this Department is: ‘to stimulate a recognition of the privilege and importance of prayer, and an awareness that God is calling us to pray both privately and in groups, thus to share in the fulfilment of his purpose; to promote study of the Scriptures; to increase knowledge and widen interest in all areas of Christian concern; and to assist leaders with ideas and examples for meetings in devotional, community and recreational topics’.
National Level
Area of Responsibility
- To prepare the Prayer Calendar for Harvest Field four times per year.
- To prepare devotions for meetings for APW leaders and members to use or adapt as required.
- To prepare and distribute new study and other material for groups or individuals.
- To distribute material already available from APW sources.
- To collect and recommend good material available from other sources, eg, Methodist Women’s Fellowship, Resource Centres PCANZ.
- To produce book reviews and book lists suitable for Presbyterial bookstalls or parish use.
- To encourage Presbyterial Conveners through newsletters and visits.
- To write Convener’s Report which is published in the APW Annual Report each year and to report to the Triennial National Business Meeting.
Membership
The committee shall be comprised of Convener, Secretary, Distribution Agent, Treasurer and at least three other members.
Financial
Administration and publication expenses to be met by sale of material produced.
Meetings
Shall be held monthly.
Newsletters
Shall be produced as required.
Presbyterial Level
Area of Responsibility
- To promote and sell at Presbyterial meetings the programmes available from the National Department.
- To review books and organise occasional bookstalls.
- To ensure that good prayer and programme ideas are shared from parish to parish and are sent on to the National Department.
- To compile an annual report and present it at the Presbyterial Annual meeting.
- To forward a copy of the report to the National Convener by 15 September.
Parish Level
Area of Responsibility
- To encourage the use of study material published or recommended by the National Department.
- To give book reviews.
- To encourage the formation of prayer and study groups at parish level.
- To pass on to the Presbyterial Convener details of good programmes or studies held at parish level.
Magazine Department (Harvest Field)
Objective
To provide means of distributing information from departments and from church workers at home and overseas, of keeping women aware of the activities of Christian women in this and other lands, and of matters of special concern to women.
The Editor is chosen by the National Executive after consultation with the Magazine Convener and Committee.
National Level
Area of Responsibility
- To prepare and publish ‘Harvest Field’.
- To distribute ‘Harvest Field’ to parish agents.
- To write Convener’s report which is published in the APW Annual Report each year, and to report to the National Triennial Business Meeting.
Membership
The committee shall be comprised of Convener who shall have an understanding of and commitment to APW, Business Manager, Editor, Desktop Publisher, and other members up to a total of eight, of whom the majority shall be members of PCANZ.
Financial
Administration and publication expenses to be met by sale of ‘Harvest Field’.
The committee shall recommend to the National Executive any change in subscription. These will be approved by the National Executive, or wherever possible, by a National Business Meeting.
A financial statement for the year ending 30 June will be published in the APW Annual Report each year.
At the Triennial National Business Meeting, the National Treasurer will present the ‘Harvest Field’ financial statement on behalf of the committee.
The remuneration for the Editor, Business Manager, Editor and Desktop Publisher shall be set by the National Executive after discussion with the Magazine Committee.
Presbyterial Level
Area of Responsibility
The Presbyterial shall promote ‘Harvest Field’ and bring before the Presbyterial articles and devotions from the magazine.
Branch Level
Area of Responsibility
The parish branch shall appoint a Parish Agent whose responsibility is to distribute ‘Harvest Field’ to subscribers, encourage further subscribers and collect the subscriptions for forwarding to the national Business Manager.