Regulations

MOTHERS’ UNION. NORWICH DIOCESE

Registered Charity 249682

REGULATIONS – 2017

 

(These Regulations add operational detail to corresponding sections of the Constitution.

Each should be read in conjunction with the section of the Constitution to which it refers.)

 

1       MEMBERSHIP    (See Constitution, Section 5)

Subscribing members may be either affiliated to a Diocesan Branch (Branch member) or not (Diocesan member), as they may individually wish.

Anyone wishing to become a subscribing member of Norwich Diocese Mothers’ Union should be told of the Aim, Purpose and Objects of the Society, in line with MSH Regulation 3a.

  • Affiliation with a local Branch offers regular meetings, including a time of prayer, fellowship, discussion and fund-raising activities.
  • Non-affiliated members are welcome to take part in Mothers’ Union activities within the Diocese and are eligible to stand for election They will be kept in up-to-date contact with the Diocesan organisation by the Area Leader of the region where they live.
  • Indoor Membership is possible for housebound members.  Contact is through the Branch or Area Leader or the person appointed by the Trustees to be Indoor Members Contact.

2             COUNCIL   (See Constitution, Section 11)

The Diocesan and Suffragan Bishops and their spouses should be invited to attend Diocesan Council meetings as visitors.

One third of the members of council shall form a quorum. Any non-Council Member may attend council meetings, but without power to vote.

The council shall meet at least twice a year, 21 days notice being given.

 

3        UNIT COMMITTEES   (See Constitution, Section 7 and 12.   See also Regulation 6)

The listed responsibilities are an integral part of all Mothers’ Union work and may require inter-unit liaison.

 

Faith and Policy Unit

This unit has overall responsibility for prayer, retreats, Quiet days, Cathedral prayers, Diocesan worship and Indoor members, social policy and campaigning.

The Unit may consist of :-

  • The Co-ordinator – elected by Diocesan Council
  • Emergency prayer co-ordinator Trustee appointment
  • Indoor Members correspondent Trustee appointment
  • Social Policy leader Trustee appointment
  • Cathedral prayer organiser
  • Co-opted members as necessary

Action and Outreach Unit

This unit has overall responsibility for Outreach and World Wide matters.

The Unit may consist of :-
• Co – ordinator elected by Diocesan Council
• AFIA Leader Trustee appointment
• WorldWide Link Trustee appointment
• Project leaders ex-officio

 

Fund-raising and Communications Unit

This unit has overall responsibility for promoting the Mothers’ Union via exhibitions and  the Media in both printed and electronic form across the Diocese (the wider public as well as members).  It also has responsibility for Mothers’ Union Enterprises in the Diocese and for Training.

Unit may consist of:

  • Co-ordinator elected by Diocesan Council
  • Editor of
  • Diocesan newsletter Trustee appointment and e-News
  • Webmaster Trustee appointment
  • Social Media moderator Trustee appointment
  • MUe Representative Trustee appointment

Finance and Central Services Unit

This Unit has overall responsibility for secretarial services including IT, administrative matters concerning Membership and employees, finance and budgeting, insurance, elections, and advising the Trustees on constitutional matters and compliance with Law.

Unit consists of:

  • The Co-ordinator elected by Diocesan Council
  • Accounts Officer Trustee appointment
  • The Diocesan President
  • A representative of the Trustees Trustee appointment
  • Diocesan Accountant (Treasurer) Trustee appointment
  • Diocesan Administrator (Secretary) Trustee appointment

The Diocesan President is an ex-officio member of all Diocesan Unit Committees. The Diocesan Administrator attendsmeetings of the Finance and Central Services Unit and other Units by arrangement.

 

Office Holder Training

AII office holders are required to attend training programmes at National and Diocesan level as appropriate.

 

4       APPOINTMENTS BY BOARD OF TRUSTEES

The following paid appointments may be made by the Diocesan Trustees:

  • Diocesan Administrator
  • Diocesan Accountant

(These appointments are made subject to Employment Law and Good Practice)

The Diocesan Board of Trustees is also responsible for the following voluntary appointments

  • Finance Officer (Trustee status)
  • Archivist
  • Safe-guarding Officer
  • Health and Safety Officer
  • Training Officer

5       MEMBERS’  UNIT  DAYS

Open to all members, Members Unit Days will be held twice a year, with the purpose of keeping members informed about the work and mission of the Society.  Presentations will take a variety of forms including debate, training sessions and workshops. Trustees should take responsibility for agreeing, organising and presenting the Members Unit Days.

 

6               TRIENNIAL ELECTIONS (see Constitution, Section 13)

The Diocesan Council elects the Diocesan President by Postal Ballot before the

AGM occurring in the final year of the triennial, to take office the following 1st January. The appointment will be announced at the AGM of the final year of each triennium.

Ten nominations by Council Members for each candidate as Diocesan President are required. The name of each successful nominee will be submitted to the Bishop by the Chaplain and the possible appointment sanctioned by him before the election takes place.

Diocesan Area Leaders are elected by Branch Leaders in each Area.

Nomination and voting papers are sent out by the Diocesan Adminstrator.

Two nominations for each candidate required.

Trustees are elected by Diocesan Council to take office the following 1st January.

Two nominations for each candidate are required.

Branch Leaders are, subject to the approval of the incumbent, are elected by secret ballot by branch members at the final meeting of the triennium to take up office the following 1st January.   Two nominations are required for each candidate.

 

7       COMMISSIONING

The following are commissioned: –

            By the Bishop               The Diocesan president

The Honorary Chaplain

Members of the Trustee Board

            By the Chaplain –           Mid-triennial trustee appointments

Unit Team Leaders and Officers

Speakers

Area Leaders

            By the Incumbent  –      Branch Leaders

 

8       AREA  ORGANISATION

The Area Leader co-ordinates the work of the Mothers’ Union in the Area:

  • Serving as a link between the Branches and the Trustees
  • Liasing with their Rural Deans and Archdeacons
  • Promoting the Mothers’ Union in the wider community
  • Keeping in regular touch with non-affiliated (Diocesan) members within their area, passing on relevant correspondence.
  • Co-ordinating Mothers’ Union Church Services within the Area.
  • Reporting on Area activities as appropriate.

9      BRANCH  ORGANISATION

  • A Branch is organised and led by a Branch Leader (or otherwise, as approved by the Diocesan President), whose election must be agreed with the Parish or Benefice Incumbent.
  • All meetings of the Mothers’ Union shall include a time of prayer.
  • Branch programmes should be arranged so as generally to further the Aim, Purpose and Objects of the Mothers’ Union. The annual programme should be sent to the Diocesan Office and Area Leader at the beginning of each year.
  • All income and expenditure should pass through the records of the branch and figures be returned to the diocese, as requested, for consolidation, as each Branch is part of the Diocesan Registered Charity. Bank mandates should require at least two signatures for withdrawals.
  • Donations made from Branch funds must not be to another registered charity. Payments may be made to the Parochial Church Council for hire of a meeting room, but donations to the PCC must be for purposes in line with the Aim and Object of the Mothers’ Union.
  • Branches should adhere to the Diocesan and Parish Health and Safety and Safe-guarding Policies and Procedures as well as any requirements of the Society’s Insurers.

Further details will be found in the Branch Good-practice Guide.

 

10     OPENING OR RE-OPENING A BRANCH

A branch may be opened only with the consent of the incumbent and Diocesan President and must be carried on in accordance with his/her wishes and within the framework of the Constitution.

A request to open or re-open a Branch must be made in writing to the Diocesan office.

At the discretion of the President, a sum of money not exceeding that set by the Trustees, may be given by the Diocesan Office to assist in setting up a new branch.

Current relevant paperwork, including a copy of the Constitution and Mothers’ Union Diocesan Directory will be supplied by the Diocesan Secretary.

11     BRANCH CLOSURE

Branch closure should only take place after consultation with the Incumbent and the Area Leader, who will liaise with the Diocesan President.

Six months notice of the intention to close may be given in writing to the Mothers’ Union Diocesan Secretary, during which time the Branch will be in Abeyance.

When a Branch closes, all funds standing to its credit, and its Minutes must be sent to the Diocesan Office, together with a final financial statement.

12     BANNERS

Branch banners are the property of the Mothers’ Union branch, and may be kept in their Parish church at the discretion of the incumbent and the P.C.C.

New banners should have a design approved by the Mothers’ Union Diocesan President and the Incumbent of the parish. The design must include the name of the Branch and the Mothers’ Union monogram or the words “Mothers’ Union”.

If a Branch closes the Branch Leader must inform the Diocesan Secretary where the banner will be housed.

13     CLAIMS FOR EXPENSES

The Trustees shall determine and publish regulations regarding expenses, which are congruent with the requirements of the Charity Commission.

Travelling expenses of Mothers’ Union official speakers (as listed annually) will be paid by the Diocesan Mothers’ Union.   Branches may invite a maximum of three such speakers per year.   The expenses of non-official speakers may be paid by the Branch.

14      CHARITABLE APPEALS

In accordance with the Charity Commission requirements and Central Regulation 12, a Mothers’ Union branch may support the needs of its own parish where those needs are in sympathy with the aim and objects of the Mothers’ Union, and agreed by Trustees.   However, Branches and any other body of the Mothers’ Union may not be used as a channel for appeals on behalf of other organisations (charitable or otherwise).  Nor shall money be allocated from any M.U. branch, or diocesan funds, without the sanction of the Diocesan President, who shall take advice on the legality of the proposed allocation.   No part of the charitable funds shall be donated for a purpose that is not charitable in law.

15     FUND RAISING

The Mothers’ Union is an active organisation which contributes to the life of the

Church, Nation and Community. Funds need to be raised for the work of the

Mothers’ Union.   Methods of fund-raising should be approved by the Diocesan President. In the case of a Branch, the Incumbent should be kept informed of fund-raising activities.

16     DIOCESAN NEWS

Diocesan News will be published by newsletters, e-news, Diocesan web-site and social media (monitored by the Fund-raising and Communications Unit).

17     COMMUNICATIONS WITH THE MEDIA

The President is the official spokesperson for the Diocesan Mothers’ Union; she may delegate that responsibility at any time.

No communication concerning policy of the Mothers’ Union shall be sent to the press, radio or television in the name of the Mothers’ Union unless first submitted to the Diocesan President and the Diocesan Fund-raising and Communications Co-ordinator.

The President shall nominate a team of moderators to monitor communications with the social media (e.g. Facebook, Twitter …..)

 18      DATA PROTECTION

All data concerning individual membership should be held securely on password protected data-bases.

19     AMENDMENTS TO THE REGULATIONS

Amendments to the Regulations, as necessary, may be made only by Trustees, after discussion in a Constitution working party. Council should be informed of any amendments at the next Council meeting.

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