NORTHERN PRESBYTERY PROPERTY AND FINANCE WORK GROUP PROPERTY WORKSHOPS NOV 2018 14 Nov. Forrest Hill CHURCH 15 Nov St Johns Papatoetoe

MATTERS TO BE COVERED 1 RESPONSIBILITIES : 1.1 Trustees ; Presbytery ; Congregation and Church Council (See handout Chapter 16 of Book of Order) 1.2 Governance and Management in the context of a parish (see handout) 2 MAINTENANCE OF PROPERTY AND REPORTING: 2.1 Reviews and Inspections (See 16.3 (5) and 16.5 (3)(d) of BOO. ARE THEY HAPPENING ?

3 MAKING CHANGES : (Buy, Lease, Sell, Build, Borrow) 3.1 See BOO 16.3(4) and Church Property Handbook and Supplementary Provisions handout. 3.2 Guidelines - steps for major development (See handout from Presbytery P&F and CARG ) 4 TRANSITIONAL ARRANGEMENTS: RECONFIGURATIONS : PRESBYTERY POLICY 4.1 Presbytery’s role 4.2 Use of Capital Funds held by PIF   5 PARISH REVIEWS : Documents Required (Dashboard)

RESPONSIBILITIES PRESBYTERY (See 16.4 and 16.5 Book of Order) PRESBYTERIAN CHURCH PROPERTY TRUSTEES (Presbyterian Church Property Act 1885; Trustees Act 1956; Charitable Trusts Act 1957) PRESBYTERY (See 16.4 and 16.5 Book of Order) PRESBYTERY PROPERTY COMMITTEE - Can make decisions under delegated authority. ( See 16.5 of BOO) CONGREGATION (See 16.3 of BOO) CHURCH COUNCIL (See 16.3 of BOO) P & F COMMITTEE OR BOARD OF MANAGERS OR DEACONS COURT (See chapter 7 Book of Order, Section 7.4)

1.2 GOVERNANCE AND MANAGEMENT IN THE CONTEXT OF A PARISH Note: There are common elements with the Public and Private Sectors Governance : The Church Council (and Congregation) – Deciding Setting the direction – planning – The Mission Establishing the budget Employing staff Monitoring and adjusting Ensuring compliance (legal, ethical and H & S ) Maintaining relations with other organisations Communicating with stakeholders

Management : Committees, Staff and Volunteers Implementing : Getting on with ‘doing’ in accordance with the established policies from the Church Council, PCANZ and Presbytery Reporting to Church Council Making recommendations and suggestions to Church Council where desirable changes are seen to be required Note : Sometimes the makers of decisions are also involved in implementing  Important Principle : There should be Collective Responsibility for Decisions Taken  See Handout for fuller version of Governance and Management and also The Church Management Support Guide (Updated June 2018)

2.1 MAINTENANCE OF PROPERTY CHURCH COUNCIL REVIEWS : Section 16.3(5) of the BOO requires that the church council must regularly at intervals of not more than a year review the following matters in respect of each property that for which it is responsible : (a) state of repair (b) adequacy of the insurance cover (c) arrangements for public risk and personal accident insurance for voluntary workers (d) values and liabilities of each property and must implement any requirements imposed by Presbytery or the Supplementary Provisions

PRESBYTERY INSPECTIONS: Section16 PRESBYTERY INSPECTIONS: Section16.5 (3)(d) of the BOO specifies that at intervals of not more than 6 years the Property Committee of Presbytery shall inspect or arrange for the inspection of all properties for which the presbytery and church councils . . . are responsible. ARE THESE REVIEWS AND INSPECTIONS HAPPENING ?

3. MAKING CHANGES (Buy, Lease, Sell, Build, Borrow) The BOO 16.3(4) makes it clear that before making any decision to buy, lease, develop or sell property the church council must : (a) take account of the life, worship and mission of the congregation (b) determine whether the proposal enables the congregation to fulfil its life worship and mission (c) comply with the Supplementary Provisions and secure the necessary approvals from the Trustees.

SUPPLEMENTARY PROVISIONS Note: The Supplementary provisions to the BOO specify that : 3.3 Proposals for new buildings or additions , alterations or renovations which involve expenditure > $50,000 require Presbytery approval 3.4 Building proposals which involve expenditure of > $100,000 also require inspection by an appropriately qualified person 3.5 Building proposals which involve expenditure in excess of $200,000 also require submission of plans to the Church Architectural Reference Group (CARG)

MAJOR DEVELOPMENTS Guidelines containing recommended steps to be taken by a parish wishing to proceed with a major development are available in the handout.

4. TRANSITIONAL PROCESS : RECONFIGURATIONS Recognition that there will be more parishes transitioning into other forms Northern Presbytery Policy is to work with parishes to explore options and get an understanding of what the outcomes will be if certain decisions are taken by a parish

USE OF CAPITAL FUNDS HELD IN PIF Capital Funds (from sales) held in the PIF may be uplifted by a congregation only with the approval of CPT Section 7 of the Property Handbook sets out the purposes that capital funds can be used for. In summary : Buying or Building Property; Buying Land; Major Renovations; Repaying Mortgages; Mission Projects. A current proposal is to simplify applications to withdraw less than $15k by changing from the full application to a letter with Presbytery’s input being a single line.

BORROWING: A congregation contracting a debt of >$50k requires CPT approval (See Property Handbook) LOTTERIES &/OR COMMUNITY TRUST GRANTS : Where these are funded from gaming CPT approval is required (see Property Handbook)

5. PARISH REVIEWS : As a part of the Parish reviews which are now underway (Dashboard) the Presbytery Executive Officer will be seeking the following Documents : Annual Report Health and Safety Policy Charities Commission report Building Warrant of Fitness Earthquake Assessment and Plans to bring up to standard Insurance Cover Most Recent Report from Board of Managers/Property Committee to Church Council on State of Parish Properties