GUIDELINES FOR ASSEMBLY ELECTIONS – KEY CONCEPTS AND PROCESSES

What is the purpose of Elections? To elect the Members of the Board, which is the key decision-making body of CWM. The Members of the Board are elected from the pool of delegates to the Assembly.

The Board of Directors: Provides oversight for programme implementation Ensures that CWM achieves its mission and makes best management decisions; Exercises governance in compliance with laws and regulations Performs regulatory and statutory functions

The Board of Directors: is made up of 12 Members, at least two representing each Region of CWM. comprises a Moderator, a Treasurer and 10 Ordinary Board Members.

The Board Configuration:  Moderator  Treasurer  10 ordinary Members 2 seats are guaranteed for youth 8 composition ensures balance women and men on the Board. each from a different Region two from each Region

What is the Council? The Council is made up of 31/32 Authorised Representatives of Member Churches and exercises specific governance powers.

PRINCIPLES FOR ELECTING THE BOARD OF DIRECTORS

What is the Process for Elections? The Board is elected at the Assembly by a process that includes: Election By Ballot Election by Nominations (Slate)

Who conducts the election?  The elections and nomination process are operated by the Nominations Committee. The Nominations committee is appointed by the Council prior to the Assembly.  The Nominations Committee comprises representatives of CWM’s six Regions as appointed by the Council/Board prior to the Assembly.

Who can vote? The 129 delegates to the Assembly representing the 32 member Churches of CWM. Who can be nominated as Director? Only Assembly delegates can be considered for appointment as Board of Directors.

THE ELECTION PROCESS The Assembly allocates a time where all Delegates gather to elect the Board of Directors for CWM Ltd and the Council for World Mission (UK).

STEP 1 : ELECTING THE MODERATOR The candidate(s) are named and nominated by member Churches and submitted to the General Secretary. The candidate must receive at least 50%+1 votes to be elected.

STEP 2 : ELECTING THE TREASURER The Treasurer is elected after the Moderator and must be from a region different from that of the Moderator. The same time limit for nominating the Moderator applies to the Treasurer. The candidate must also receive at least 50%+1 votes to be elected.

NOMINATING THE YOUTH DIRECTORS STEP 3: NOMINATING THE YOUTH DIRECTORS Nominations Committee receives four (4) nominees from Youth Delegates - two (2) males and two (2) females. Nominations Committee chooses two (2) Youth Nominees (1 male and 1 female) to add to the slate of ten (10) ordinary Board Members for election.

STEP 4ELECTING THE 10 ORDINARY BOARD MEMBERS STEP 4 : ELECTING THE 10 ORDINARY BOARD MEMBERS Nominations Committee shall present a slate of ten (10) ordinary Board Members for election. The 10 (ten) consists of: 2 youth representatives 8 other members (taking into consideration gender balance, age, expertise and continuity)

STEP 5 : APPOINTMENT OF COUNCIL MEMBERS STEP 5 : APPOINTMENT OF COUNCIL MEMBERS There shall be 31 Representatives, one (1) for each Member Church. Member Churches are encouraged to observe the following: Balance of women and men, Continuity in the membership of the Council, Experience, and Fair representation of lay, ordained and young people.

The authorised representatives of Member Churches shall be required to attend the annual Members’ Meeting and any other Meetings of CWM

Nominations Committee (NC) Screens nominees Receives Youth Reps Prepares slates of nominees (8 Ordinary; 2 Youth) Presents nominees to Assembly Election of Moderator GS receives nominees, forwards to NC Assembly elects Moderator (50%+1) Regional Representation applies Election of Treasurer NC presents to nominees to Assembly Assembly elects Treasurer Regional Representation applies Reception of Youth Nominees NC screens the four nominees of Youth NC selects two (1 male; 1 female) and includes in the slate of 10 Election of 10 Nominees and 6 UK Trustees NC presents the slate of 10 nominees Assembly elects the slate NC presents the UK Trustees and Assembly elects ELECTION PROCESS IN A GLANCE

CONSIDERATIONS DURING ELECTIONS

EQUAL REGIONAL REPRESENTATION The Treasurer must be from a different region to that of the Moderator The youth nominees must be from a region different from the region of the Moderator and Treasurer.

YOUTH REPRESENTATION The Youth shall name their nominees for directorship.

TERM LIMITS Directors can only serve two successive terms The person elected to the office of the Treasurer should only serve for one full- term (i.e. four years).

AVOIDANCE OF CONFLICT OF INTEREST No member of the staff shall be appointed as Council Member or as Member of the Board of Directors. No one who has served as staff member of CWM shall be eligible for appointment to the Council or election to the Board of Directors unless a period of at least 1 year has elapsed since leaving employment from CWM.

AGE AND STATUTORY RESTRICTIONS All persons serving as Director or Trustee must be at least 18 years of age at the time of the Assembly

ELECTING THE COUNCIL FOR WORLD MISSION (UK) TRUSTEES

WHAT IS THE UK TRUSTEES BODY? A subsidiary charitable company of CWM based in Singapore and has six (6) Trustees, one from each Region; being four (4) ordinary Board Members of CWM Ltd and two (2) others who are not CWM Directors. All six are elected by the Assembly following the election of the Board of Directors

Council for World Mission (UK) Four Seats (4) are from the Parent Company CWM Ltd based in Singapore; Chair must come from CWM Ltd CWM LTD Independent Seats (Two Seats) Four Seats by CWM Ltd

ELECTIONS OF CWM (UK) TRUSTEES After the elections for the Board of Directors (CWM Ltd)  The Nominations Committee will prepare a slate of six names for election as Trustees of CWM (UK), ensuring regional representation and gender balance.  One of the six (from the 10 ordinary members of the Board of Directors of CWM Ltd) will also be nominated as Chairperson of the UK Trustee Body.

ELECTIONS OF COUNCIL FOR WORLD MISSION (UK) TRUSTEES  Four of the names will be drawn from those who have been elected as ordinary Directors of CWM Ltd and two of the names will come from the list of Member representatives attending the Assembly not elected to serve as Directors of CWM Ltd.  The Assembly delegates then vote en bloc for the six UK Trustees (including the Chairperson).

GENERAL KEY ROLES OF OFFICE BEARERS DIRECTORS ROLES AND RESPONSIBILITIES

DIRECTOR(S) Key Role Board Members or the Directors are elected by the Assembly. The Directors are responsible for monitoring, reviewing, evaluating and taking decisions as appropriate.

DIRECTOR(S) Decisions are taken on:  CWM’s strategy  Principal programmes and Regional reports  Major member support decisions  Constitution  Budget  Risks;  Appointment of General Secretary;  Recommendations to the Assembly

MODERATOR Key Role To lead the Council and the Board of Directors, ensuring they exercise good governance of CWM. To provide support and advice and work in close co-operation with the General Secretary

TREASURER Key Role To lead the Council and the Board in all financial matters. To provide support and advice and work in close co-operation with the General Secretary and the Deputy General Secretary for Finance & Administration (DGSFA). The Treasurer is also a member of the Staffing, Audit and Investment Committees.

UK TRUSTEE BODY CHAIRPERSON ROLES AND RESPONSIBILITIES Key Role To chair the meetings of the UK Trustee Body. To provide support and advice and work in close co- operation with the General Secretary on matters relating to the roles of the UK Trustee Body.

THE UK TRUSTEE ROLES AND RESPONSIBILITIES:  Protect the name of CWM and its predecessor bodies - the London Missionary Society (LMS) and the Commonwealth Missionary Society;  Receive legacies and bequests in the UK; and  Administer any funds and assets held in the UK in line with CWM’s policies on their use.