Regulations

MOTHERS’ UNION. NORWICH DIOCESE

Registered Charity 249682

REGULATIONS – 2004

 

 

1              MEMBERSHIP

 

Membership may be through a Parochial or Benefice Branch or directly through the Diocese at the discretion of the new member.

 

A person wishing to become a subscribing member of the society shall be properly informed of the Aim, Purpose and Objects of the Society (Central Reg. 3a)

 

Branch Membership (Parish or Benefice) offers regular meetings, including a time of Prayer, fellowship, discussion and fund-raising activities

 

Diocesan Membership is possible for those who cannot or do not wish to join a Branch. Such members would be welcome to take part in Mothers’ Union activities within the Diocese and are eligible to stand for election.   Vice Presidents act as the Correspondent and contact for Diocesan members in their respective Archdeaconry

 

Indoor Membership is possible for housebound members. Contact is through the Branch Leader or Vice President for the Archdeaconry and the Trustee who has special responsibility for the Indoor Members Prayer Circle  (IMPC).

 

2              COUNCIL

The Diocesan Bishop’s wife and the Suffragan Bishops’ wives should be invited to attend Diocesan Council meetings as visitors.

One third of the members of council (see Constitution 10) shall form a quorum. Any member’ including Diocesan Members, may attend council meetings without power to vote but only members of the Council may speak unless invites by a vote of Council taken by a show of hands.

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

Council Members who fail to attend Council Meetings for one year, without good cause as decided bv the Diocesan President forfeit the right ot remain on Council.

 3              UNIT COMMITTEES

(General outline of responsibilities – some of which are an integral part of all Mothers’ Union work and require liaison across units.

Prayer and Spirituality Unit

This unit is normally responsible for prayer, retreats and Indoor Members Prayer Circle.

Unit consists of :-

Co-ordinator –                                       elected by Diocesan Council

Emergency prayer Link                     Trustee appointment

Retreats Organiser                             Trustee appointment

Indoor Members prayer

Cirele correspondent –                      Trustee appointment

Up to two members co-opted by the Committee and agreed by Trustees

 Action and Outreach Unit

This unit is normally responsible for Outreach and World Wide matters.

Unit consists of:

Co – ordinator –                                     elected by Diocesan Council

AFIA Leader                                           Trustee appointment

SCIP Leader                                           Trustee appointment

WorldWide Link                                   Trustee appointment

Archivist

Up to two members co-opted by the Committee and agreed by Trustees

 

Marketing Unit

This unit is normally responsible for promoting the Mothers’ Union, Diocesan Newsletter, Mothers’ union enterprise in the  Diocese and Training.

Unit consists of:

Co-ordinator –                                       elected by Diocesan Council

Training Officer                                    Trustee appointment

Editor of Diocesan

newsletter                                             Trustee appointment

MUe Rep                                                Trustee appointment

Up to two members co-opted by the committee and agreed by Trustees

Finance and Administration Unit

This Unit is responsible for secretarial services, administrative matters concerning

membership, finance and budgeting, constitutional matters and elections.

Unit consists of:

Finance OfEcer –                                  appointed by Diocesan Board of Trustees

Diocesan president

One Vice president                            appointed by Diocesan President

Diocesan Treasurer                            Trustee appointment

Diocesan Secretary                             Trustee appointment

Archivist

The Diocesan President and the Diocesan Secretary are ex-officio members of all Diocesan Unit Committees.

Office Holder Training

AII office holders and diocesan speakers shall attend. at least one training session in each

triennial. A record of all training sessions will be kept by the training officer.

 

4              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 should take a variety of forms including debate, training sessions and workshops. Trustees should take responsibility for agreeing, organising and presenting the Members Unit Days.

 5              TRIENNIAL  ELECTIONS (see Constitution rz)

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 to 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.

 

A Diocesan Vice President is elected by Deanery Leaders in each Archdeaconry.

(3 in total)  nomination and voting papers to be sent out by the Diocesan Secretary.

The Archdeacon’s approval of nominees is sought before the election is held.

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.

 

Deanery Leaders are elected in the deanery by branch leaders. Nomination and

voting papers to be sent out by the Diocesan Secretary who seeks the Rural Dean’s

approval for nominations before the election is held. Two nominations for each

candidate required.

 

Branch Leaders are, subject to the approval of the incumbent, 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.

6              APPOINTMENTS

The following appointments are made by the Diocesan Trustees:

A             Diocesan Secretary and Clerical Assistant (waged)

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

B             Diocesan Honorary Treasurer

(appointments are for three years, but re-appointment is possible at the discretion of the

Trustees without limit of time)

C             Finance Officer

(appointment is for three years, but re-appointment at the discretion of the Trustees up to the nine year limit)

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

By the Rural Dean               –                              Deanery Leaders

By the Incumbent               –                              Branch Leaders

8              DEANERY ORGANISATION

 Deanery Committee consists of:_

Deanery Leader

Deanery Secretary

Deanery Treasurer

Branch Leaders

Co-options as decided by the Committee

1)      The Deanery Leader co-ordinates the work of the Mothers’ Union in her deanery.

2)      To act as chairman and arrange meetings of the Deanery committee to discuss branch work and information received from the Diocesan Board of Trustees.

3)      To attend Diocesan Council and AGM .

4)      To encourage new membership of Mothers’ Union.

5)      To liaise with the vice president resident in her Archdeaconry.

6)      To liaise with the Rural Dean.

7)      To encourage and help the Branch Leaders and to visit each branch at least once in the triennial period.

8)      To pass on promptly to Branch Leaders any communications sent to her for distribution.

9)      If appropriate to establish a deanery fund for deanery expenses which must be independently examined annually.

10)   To ensure that the Deanery Financial Report Form is completed by the Deanery Treasurer and returned as directed.

11)   To make a report of the work in the Deanery on the form provided by the Diocese.

12)   To keep the Diocesan Secretary informed about the work in the Deanery.

13)   To arrange Deanery Services.

9              BRANCH  ORGANISATION

 The Branch Leader heads a Mothers’ Union Branch.  Her duties are:

1)      To ensure that the administrative and financial affairs of the Branch are conducted legally and according to good practice.

2)      To work closely with the Incumbent and ensure that the clergy are aware of the work of the Mothers’ Union.

3)      To work in harmony with the Deanery leader and attend Deanery meetings.

4)      To attend Diocesan Council meetings, or transfer her vote by due process to the elected representative.

5)      To form a branch committee elected by Branch members to help her in organising the work of the branch..

6)      To keep an official register of members, to collect the annual subscription from members and to have branch accounts independently examined each year.

7)      To encourage membership of the Mothers’ Union.

8)      To ensure that those wishing to become members (which may include those not able to attend meetings) shall be informed of the Aim, Purpose and Objects of the Mothers’Union.

9)      To provide each on admission with a card of membership (obtainable from the Mothers’ Union Office, Norwich).

10)   To arrange with the incumbent for:

the admission of new members in church

the due observance by branch members of Lady Day and the Wave of  Prayer.

11)   To arrange with the branch committee a programme of activities focussed on the Purpose, Aim and Objects of the Mothers’ Union. Maintaining a balance between service to the community and the spiritual nature of the Society.

12)   To circulate the Diocesan Newsletter to every member.

13)   To commend any members leaving the area to the Branch Leader of the Branch to which she is going, or to the diocesan Secretary who will liaise with the nearest branch.

14)   To keep a log book of services, meetings, speakers and other activities from which she can write her Annual Report.

15)   To ensure the completion of the Brnach Report Form which she will receive annually and return it with subscriptions and other monies, by the date specified.

16)   To ensure that the Branch Treasurer completes the financial report form and returns it as requested.

17)   Branches should support a Deanery Fund which will allow efficient functioning of the Deanery committee and support work initiated by it.

18)   To notify the Diocesan Secretary and the Deanery Leader should she resign her post and to hand over the Branch Handbook, account book and funds to the Deanery Leader or, with the latters permission, to the branch treasurer until there shall be a new Branch Leader.

 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 £50 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 on request, by the Diocesan Secretary.

11   BRANCH CLOSURE

 Branch closure should only take place after consultation with the Incumbent, Deanery Leader, Vice president for the Archdeaconry 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 must be sent to the Diocesan Secretary to be used for the work of the Mothers’ Union.

Branch financial paperwork should be forwarded to the Diocesan Treasurer.

Minute books and memorabilia may be deposited for safety within the parish or brought into the Diocesan office for disposal.  In which case key archive material will be lodged with the Public Records office in Norwich.  (It would not be possible to reclaim such material should the branch be re-opened).

 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.

The branch treasurer should be responsible for checking with the P.C.C. that the banner is fully insured.

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           CIAIMS FOR EXPENSES

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

Travelling expenses (up to a maximum of a 6o mile roundtrip) of Mothers’ Union commissioned speakers will be paid by the Diocesan Mothers’ Union.   Branches may invite a maximum of three such speakers per year.

The expenses of non Mothers’ Union commissioned speakers will be paid by the Branch.

 14           CHARITABLE  APPEALS

In accordance with the Charity Commission requirements and Central Regulation 13, a Mothers’ Union branch may support the needs of its own parish where those needs are in sympathy with the aim and obects 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 charitable appeals on behalf of other organisations (charitable or otherwise).  Nor shall money be allocated from any M.U. branch, deanery 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 with contributes to the life of the Church, nation and community. Funds need to be raised primarily for the work of the Mothers’ Union. Methods of fund-raising should be approved by the Diocesan president. And in the case of a Branch also by the Incumbent.

 16           DIOCESAN NEWSLETTER

 The Diocesan Newsletter is issued three times a year.

17           COMMUNICATIONS WITH THE MEDIA

No communication concerning policy of the Mothers’ Union shall be sent to the media in the name of the Mothers’ Union unless first submitted to the Diocesan President or in her absence the Vice President, nominated by the Diocesan President at that time.

The President is the.official spokesperson for the Diocesan Mothers’ Union, she may delegate that responsibility from time to time.

18           AMENDMENTS TO TTIE REGUI.ATIONS

Amendments to the Regulations may be made by Trustees after discussion in the Constitution working party at two consecutive trustee meetings. Council should be informed of any amendments at the next Council meeting.