HANDBOOK OF PROCEDURES CONTENTS: CHAPTER 1 : MINISTRY AND PASTORAL MATTERS. CHAPTER 2 : HOW DOES THE LOCAL CHURCH FUNCTION ? CHAPTER 3 : HOW IS CESA GOVERNED ? CHAPTER 4 : FINANCE CHAPTER 5 : LICENSING, TRAINING AND APPOINTMENT OF LAY READERS AND PREACHERS, LAY MINISTERS AND CLERGY. CHAPTER6 : PROCEDURES FOR OPENING NEW WORKS, SITE SELECTION, DESIGN OF CHURCH BUILDINGS, PROVISION OF ORNAMENTS AND CHURCH REGISTERS. CHAPTER 7 : MINISTERIAL APPOINTMENTS, CONTRACTS, ETC. More detailed contents are available at the beginning of each chapter. CHAPTER 1 : MINISTRY AND PASTORAL MATTERS 1.1 Our Motto "Thy word above all things" 1.2 Translations of the Holy Bible 1.3 Services 1.4 Attire 1.5 Baptism 1.6 Confirmation 1.7 Admission to Holy Communion 1.8 Membership, Membership Registers, Transfer of Membership 1.9 Sundays and Seasons of Particular Importance 1.10 Marriage - General requirements 1.11 Marriage - Re-marriage of divorces persons 1.12 Funerals and Cremations 1.13 Old Age Homes 1.15 Issuing of Public Statements 1.16 The Church and Missions = Guidelines for sending out missionaries. Presentation to the wider CESA body CHAPTER 1 - MINISTRY AND PASTORAL MATTERS 1.1 OUR MOTTO "THY WORD ABOVE ALL THINGS" The Church of England in South Africa rejects any teaching which places either the word of man or experience of man in a position where it over-rides, adds to, or takes away from the Word of God. Synod has ruled that persons taking this position are not eligible to hold office in the Church of England in South Africa. 1.2 TRANSLATIONS OF THE HOLY BIBLE The Authorised Version, the Revised Standard Version, the New International Version of the Holy Bible and the New King James version are authorised by Synod for reading in public worship. 1.3 SERVICES 1.3.1 Any service on the Lord's Day must include these five elements: a. Confession of sin b. Praise and Thanksgiving c. Petition d. Reading of Scripture from the Old and New Testaments e. Exposition of Holy Scriptures. (See Canon 12) 1.3.2 At least one service on the Lord's Day will be taken from the 1662 Book of Common Prayer, or the 1992 Prayer Book. (See Canon 12 and Synod 1993) 1.3.3 For the safeguarding of teaching, the services for Baptism, Confimation, Communion, Marriage, Ordination and burials must be taken from the Prayer Book. (see Canon 13) 1.3.4 The decision to introduce a service in any other format must be subject to Canons 12 + 13, and have the support of more than a two thirds majority at the next Vestry Meeting of local church. (See Article 15) 1.4. ATTIRE (Canon 16) The appropriate wear for an ordained Minister of the Church of England in South Africa taking part in the service of our Church is the clerical collar, plain white surplice, black scarf and hood, where applicable. For licensed readers, it is the surplice and hood where applicable. A minister and the Church Council may decide (by a two-thirds majority of Church Council members being present and voting), that an occasion for such attire is not appropriate. On such occasions the Council shall specify a suitable dress code. (Synod 1993) 1.5 BAPTISM 1.5.1 The minister is responsible for the administration of baptism within his congregation in accordance with the order of the Church. 1.5.2 The arrangements for baptism need to be made with the minister well in advance. Serious promises and undertakings are taken by parents and godparents on behalf of the child to be baptised. The Baptism service requires that parents and godparents be adequately instructed and it is expected that they are church-attending Christians. The practice in accordance with the formularies in the Rubric of the Prayer Book of 1662 of appointing godparents is to be encouraged. 1.5.3 Wherever possible, baptism should be administered at a public service on a Sunday. 1.5.4 Re-baptism is not permitted in accordance with the doctrine of the Church, unless there is some doubt that the person concerned has been baptised into the name of the Holy Trinity. 1.5.5 If a minister feels conscientiously unable to conduct a baptism, he should advise those concerned that they may refer to the Bishop. 1.5.6 Baptismal certificates must be issued to the parents of children baptised or to the adults who have been baptised. The names of those baptised have to be entered in the Register of Baptisms of each church. Baptismal certificates and registers are obtainable from he Church Central Office. 1.6. CONFIRMATION a) Confirmation is, mainly, but of course not solely, for persons who have been baptised as children and, having come to years of discretion, are ready, after instruction, to confess and confirm their faith before the local congregation. The Bishop, as chief pastor, lays hands on them with prayer for the continuing grace and strength of the Holy Spirit for their life, service and witness. b) The minimum age for Confirmation candidates in the Church of England in South Africa is generally sixteen years. Such confirmed persons are then permitted to attend Holy Communion. c) It is the duty of the minister to present the candidates to the Bishop and to ensure that they are adequately prepared. It is normal for an annual service to be held in each church. d) The names of those confirmed have to be entered in the Confirmation Register of the local church. Confirmation certificates and registers are available from the Church Central Office. The certificates are prepared by the minister and signed by the Bishop after which they are handed to the confirmees. 1.7. ADMISSION TO HOLY COMMUNION (Canon 13 + 14) a) Serious attention needs to be given to the second rubric, which immediately precedes the "Order for the Administration of the Lord's Supper" on page 236 of the Book of Common Prayer 1662, and the exhortation on pages 249-259. Here are solemn scriptural warnings against misuse of the Lord's Supper, which should from time to time be drawn to the attention of the congregation. b) Visiting communicant members of other Christian denominations in good standing are welcome to the Lord's Table. With this end in view churches are encouraged to announce this fact or to display prominently on the wall near all doors by which the congregation enters the church: THE OPEN TABLE IN ACCORDANCE WITH THE HISTORIC PRACTICE OF THE CHURCH OF ENGLAND IN SOUTH AFRICA WE WELCOME COMMUNICANT MEMBERS OF OTHER CHURCHES TO JOIN US AT THE LORD'S TABLE. For assistance at Holy Communion see Chapter 5.2 1.8. MEMBERSHIP (See Article 6) The requirements of full membership of the Church of England in South Africa, are set out in Appendix A. In addition, it is important that members know the history of the Church of England in South Africa and in particular, its doctrinal position. New members have to be approved by the Church Councils concerned. (A possible membership Application form given as Appendix G) 1.8.1 MEMBERSHIP REGISTERS a) All members' names, addresses, dates of membership and their signatures have to be entered in four columns in a membership register consisting of a bound hard cover book. b) A copy of the Constitution of the Church of England in South Africa has to be affixed inside the front cover of the register. 1.8.2. TRANSFER OF MEMBERSHIP a) Should a member move, the minister of the local church, to which he/she is going, has to be advised using the proforma letter set out in Appendix H. b) Should a member move to an area where there is no work of the Church of England in South Africa, his/her name and his/her address should be sent to the Church Central Office to be registered as a country member. In the register the member's name and address is filed by geographical area so that he/she can be contacted as soon as an extension to that area is contemplated. 1.9. SUNDAYS AND SEASONS OF PARTICULAR IMPORTANCE (Synod 1991) The dates of Missions Sunday, Bible Sunday and Reformation Sunday are published in the official Year Book of the Church of England in South Africa. They should be observed as such. The season of Lent is an opportunity to remember particularly the atonement of Christ, on which our salvation depends. For this reason it should not be ignored. 1.10. MARRIAGE - GENERAL REQUIREMENTS a) No minister may conduct a marriage unless he has first been appointed a marriage officer by the Minister of Home Affairs. b) A minister wishing to be appointed must apply to the General Secretary of the Church of England in South Africa. The General Secretary will then make the required application. c) If the application is accepted, the authority concerned will send a copy of the South African Marriage Act to the minister who will be tested orally on it and all procedure relating to it, by the local magistrate. d) When he has passed the test he will be sent a supply of forms and marriage certificates, and his registration number as a marriage officer. e) It is essential that departmental regulations be strictly adhered to or the marriage may be invalidated. f) Ministers should take pre-marriage counselling very seriously. g) Marriage in other churches: If a couple desire a minister to take their marriage service in the church of another minister, that minister's permission has to be obtained first and all cause of offence avoided. h) Marriage by other ministers: If a couple desire a minister from another church to take part in their marriage service, due regard should be taken of their wishes. 1.11. MARRIAGE: RE-MARRIAGE OF DIVORCED PERSONS In practice, decisions as to re-marriage depend on the pastoral assessment of the minister and/or church council involved. Ministers are encouraged to exercise great sensitivity and to consult with the Bishop when considered necessary and advise the two persons concerned that they may refer to him if they so wish. 1.12. FUNERALS AND CREMATIONS (Canon 13) The ministry to the bereaved and the conduct of funerals demands special courtesy and sensitivity on the part of ministers. Due regard should therefore always be paid to the wishes and circumstances of the family of the deceased. Most ministers would rightly prefer to conduct the funeral from their own church, but there could be circumstances where it may be preferable not to do so. Ministers may sometimes be requested by the undertakers or others to officiate at funerals of complete strangers. Such requests present an unequalled opportunity to present the Gospel in a tactful manner to the mourners who are possibly complete strangers to it. There is no biblical objection to the practice of cremation. 1.13 OLD AGE HOMES All ministers and other church members who can do so are encouraged to minister to the elderly by taking services, leading meetings for prayer and Bible study, and by personal visitation. There may be no more needy place to which to bring the Gospel, than to an old age home. 1.14 USE OF CHURCH PROPERTIES. (Article 7) 1.14.1 Synod has decided that: No political meetings, gambling, dancing or intoxicating liquor be allowed on church premises. 1.14.2 Church property may not be leased, or made available for private or public use, other than on a strictly temporary basis, unless a legal agreement is completed between the user the church council and the Central Trustees. 1.15. ISSUING OF PUBLIC STATEMENTS. Any public statements or letters to the press, concerning sensitive or contemporary issues, ought to be sent to the Bishop's office first. Churches should also refrain from public disclaimers regarding membership of the W.C.C., S.A.C.C. and C.P.S.A.. Many public statements have been made by the Registrar, and various working Committees, and these will be available in booklet form at a later date. (Exe2/91.9/93.9/94) 1.16 THE CHURCH AND MISSIONS (Mission guidelines Annexure XXX) The second Sunday in Trinity is observed as "Missions Sunday" throughout the Church of England in South Africa. It should be used as a special opportunity to pray for the Church of England in South Africa outreach and to give generously to this and to the worldwide needs of the Church. The responsibility of the local church is to send people out to have an effect across ethnic, cultural, religious, geographic and linguistic barriers. Each church ought to aim at reaching unevengelised peoples, proclaiming the Gospel of Jesus, making disciples and establishing other mission sending local churches. As part of the strategy of reaching such groups, we ought to consider adopting one of the least evangelised people groups. (Synod 1995) 1.16.1 Guidelines for sending out new missionaries from local churches. (Synod 1996) THE LOCAL CHURCH a) The CESA recognises that world evangelism is the task of the local church and that mission organisations exist to facilitate this task. b) Those CESA members seeking recognition of a call to work with interdenominational bodies, inside or outside South Africa, should apply to those bodies in consultation with the church where they are members. c) The church and candidate are encouraged to liaise with the regional mission committee. d) The local church should recognise that the standards are the same for all those who are going to have some kind of "full time" ministry. Candidates should prove themselves within the local church. If a person is not considered suitable for ministry in the local church such a person should be counselled against going into "full time" ministry and should not be recommended to a missions board. e) Churches who are sending out one of their congregation are responsible for providing financial support and should do everything that they can to fund such persons from the resources of their church. PRESENTATION TO THE WIDER CESA BODY a) It is recognised that many churches are unable to fully support "full time" workers on their own and that the work of such people will be enhanced by having a wider support base. Candidates may be made known to the wider CESA family who can then share in the responsibility and joy of being involved in a world wide ministry. b) The candidate should be accepted by the church where they have membership and, where applicable, a mission board. c) The minister of the sending church should prepare a written resume of the candidate's credentials, the extent of the home church's support and what is still needed to get the candidate out into the field. d) This should be presented to the area council with the candidate and the recommendation that churches represented prayerfully consider supporting the person. e) If a church wishes to present a candidate to Synod the information required above should be made available beforehand with the church's annual report to Synod. This will enable all our churches to prayerfully consider the support of such candidates prior to Synod. Delegates can then come to Synod knowing how their church can support candidates. f) The candidate will be given an opportunity to be interviewed by their own minister and the synod will pray for the person and their future ministry. CHAPTER 2 : HOW DOES THE LOCAL CHURCH FUNCTION ? 2.1 National Pastoral Ministry 2.2 Local Church Boundaries (or Parishes) 2.3 Local Pastoral Ministry 2.4 What are Constituent Churches 2.5 Constitutions: Annual Vestry Meeting, Annual Accounts, Appointment of Church Officers 2.6 The function of Church Councils 2.7 The Duties and Responsibilities of Churchwardens CHAPTER 2 - THE LOCAL CHURCH ORGANISATION (See Article 2) 2.1. NATIONAL PASTORAL MINISTRY The Presiding Bishop is the "Chief Pastor" of the Church of England in South Africa. He has the overall responsibility of ministry to all the members and adherents of the Church, and licenses ministers in all the various areas, cities and towns. 2.2. LOCAL CHURCH BOUNDARIES (OR PARISHES) Ideally the whole country would be divided into parishes each with clearly defined boundaries, a parish church, and one or more clergymen. But, at the present stage of development, the Church has only constituent churches with one or more daughter churches at various stages of development. All these churches are generally so far apart that defined boundaries would be meaningless. 2.3. LOCAL PASTORAL MINISTRY (Canons 12, 13, 14 + 16) Constituent churches have the right to appoint their minister, in consultation with and subject to the approval of, the Presiding Bishop and the Executive Committee. (See Chapter 7 Para 1) In consultation with the Church Council the minister is responsible for preaching the Word of God, for leading the services, for administering the sacraments and caring for the people with all that that implies, and for extending the work, as the Lord guides and enables. 2.4 WHAT ARE CONSTITUENT CHURCHES (See Article 3.2.3 and Canon 10) 2.4.1 Constituent Churches are accepted by Synod as such on the recommendation of the Executive Committee. Detailed requirements are set out in the Constitution of the Church of England in South Africa. In considering applications the Executive shall consider the following: a) Whether the congregation has been holding services and for how long. b) The number of members c) Whether sufficient members would qualify for positions of office in the church. d) financial support from members e) Availability of a minister f) Whether they can afford the minimum stipend. g) Whether a building is available, or plans for building are underway. h) The potential of the area. (Synod 1994) 2.4.2 Two or more congregations may jointly obtain the status of a Constituent Church. 2.4.3 A group of churches may be constituted by Synod as a Reigonal or National Church. (See Article 5) 2.4.4 The Executive may recommend to Synod that a Constiuent church's status is withdrawn, should they fail to pay any part of their levies in terms of Canon 4 and Canon 10. (Synod 1994) 2.5. CONSTITUTIONS Each Constituent or Daughter Church is governed by its own written constitution. This may not seem important when the church functions well, but it provides a standard to which all members must adhere, and allows greater understanding on procedural matters. A copy must be given to the office of the General Secretary. Any ammendments shall only take effect after the Executive Committee's approval via the Chancellor. (Article 14.8.b) 2.5.1 The main constitution of CESA requires certain clauses to be incorporated in the constitution of every local church. These are found as an APPENDIX to the C.E.S.A. CONSTITUTION. (Appendix A of the handbook gives these clauses in bold print, along with a suggested constitution you may wish to use as a foundation for your local church) 2.5.2 The Annual Vestry Meeting Each constituent and daughter church is required to have a joint Annual Vestry Meeting on a week day as soon after Easter as is convenient. In addition, daughter churches shall have a meeting of the members to appoint a committee for the daughter church, which is subject to the council of the mother church. The quorum for the Annual Vestry Meeting and its responsibilities are set out in the Constitution of a constituent or daughter church , by which all such churches are bound. 2.5.3 Annual Accounts Submission of the annual accounts which have to have been duly audited by the Church auditors, is an essential part of an Annual Vestry Meeting. This is the point at which the congregation checks to see that all is in order from a financial point of view. If the Church Treasurer is unable to present audited accounts the Honorary Treasurer of the Church of England in South Africa must be informed immediately by the Church wardens. A copy of the audited accounts of each constituent/daughter church has to be sent to the Honorary Treasurer as soon as the Vestry meeting has approved them. 2.5.4 Appointment of Church Officers 2.5.4.1 Different congregations have different procedures for the nomination of Council members. Some allow nominations to be made from the floor at the Vestry Meeting whilst others require written nominations. In the latter case, it is suggested that the nomination form follow the specimen form in Appendix I The congregation's constitution must provide for the appointment of church officers at the Annual Vestry Meeting.  (For a specimen nomination form see Appendix I.) Synod representatives and auditors are also elected at the Annual Vestry Meeting. Immediately after election all church officers have to sign the Declaration of Loyalty as set out in Appendix J. 2.6. THE FUNCTION OF CHURCH COUNCILS 2.6.1 The minister is usually the chairman of the Church Council ex officio but the constitution may provide otherwise. 2.6.2 The Church wardens and the Church Council decide on the remuneration of the minister(s) and other paid church workers. A recommended remuneration scale is reviewed annually by the Honorary Treasurer and the Central Trustees and circulated to churches (See Appendix O). The minimum stipend is determined from time to time by the Executive Committee. A church which is unable or unwilling to pay such minimum stipend is required to advise the Executive Committee immediately. 2.7. THE DUTIES AND RESPONSIBILITIES OF CHURCH WARDENS 2.7.1 The election, responsibilities and duties of Churchwardens are set out in detail in the Constitution of constituent and daughter churches, see Appendix A. 2.7.2 In consultation with the Church Council, the Churchwardens will be responsible for: a) The maintenance of the grounds and buildings in good order, expenditure on which must have the prior approval of the council; b) Ensuring that proper arrangements are made for the safe custody of cash and securities. c) The maintenance, replacement of, and additions to the movable property to the scale necessary, expenditure on which must have the prior approval of the church council; d) Requiring that all services and sacraments be administered in accordance with Canons XI to XVII to the Constitution of the Church of England in South Africa; e) Preventing the introduction of any ceremony, vestment fitting, or ornament which is not authorised in the Book of Common Prayer 1662 or by the Synod of the Church of England in South Africa. f) Arranging and promoting the sustentation fund; g) Arranging the roster of sidesmen; h) Providing for a benefice during an interregnum and ensuring that no one preaches who is not duly licensed to do so; i) Reporting to the Registrar the names, addresses, postal codes, telephone codes and numbers of all persons elected to be churchwardens, secretary,  treasurer, Sunday School superintendent, and leader of the Womens' Auxiliary, and also similar information regarding all lay preachers, lay readers and Holy Communion assistants whose licenses are still valid immediately after the Annual Vestry Meeting. 2.7.3 In particular the Rector's Warden is the confidant and supporter of the Rector/Minister in charge especially in prayer, and in matters pertaining to his general well-being. 2.7.4 In particular the Peoples' Warden should keep specially close to the congregation, and draw the attention of the Rector/Minister in charge to any special need or complaint which a member of the congregation may feel unable to make directly to the Rector/Minister in charge. CHAPTER 3 : HOW IS CESA GOVERNED ? 3.1 General Synod 3.2 Synod Lay Delegates 3.3. The Executive Committee of Synod 3.4 Job Descriptions of National Office Bearers ; The Presiding Bishop, Bishops, Assistant Bishops, Chancellor, Registrar, Treasurer, General Secretary 3.5 Area Councils; Constitutions, Functions, Duties, Reporting Procedures 3.6 The Central Trustees 3.7 Central Funds CHAPTER 3 - THE SINGLE DIOCESE ORGANISATION GENERAL SYNOD (See Article 8) (Synod 1995) The Church of England in South Africa is governed by its Constitution which provides for a General Synod to meet annually in the second half of the year. Any proposal that has been raised at Area Council level may be put forward to the General Synod. Voting is done by all delegates from the churches nationwide. 3.1.1 Synod is made up of the following members: i) Bishops ii) Presbyters iii) Chancellor iv) Registrar v) Treasurer vi) Central Trustees vii) Delegates from constituent churches. viii) Delegates from daughter, Regional or National churches as Synod may from time to time decide. 3.1.2 The name, doctrines and principles as set out in the preamble and Declaration of the CESA may not be changed. The Articles or Canons in the constitution may be changed by Synod, provided that three months' notice is given in writing, and is passed by three-quarters of the members of Synod. Ammendments to ARTICLES need to be carried by a similar vote at the next Synod. (See Article 1.2 and 1.3 and 1.4) 3.1.3 In the event of electing a new Bishop, he shall be selected by Synod from licensed Presbyters. Written notice must be handed to the Registrar at least three months before the sitting of synod. He shall be appointed by Synod to have oversight over certain churches or areas. (See Article 9) 3.1.4 Only a member of the Church of England in South Africa shall be allowed to attend and vote at Synod. (See Article 6.3). Proxies may be appointed. (See Article 8.5) Any Presbyter holding an active appointment in the church has a full vote at Synod, However unless a delegate for his church, no retired Clergyman has such a vote. (Exe9/92) 3.2. SYNOD LAY DELEGATES The appointment of lay delegates to Synod is as follows. Before Synod (See Canon 3.1) 3.2.1 Each area Council appoints annually, and at least three months before Synod, two Scrutineers, who are responsible to the Scrutineers appointed by Synod. 3.2.2 The Area Scrutineers have to examine the registers of all the churches in their area and issue them with a membership certificate. This the Churchwardens have to lodge with the Church Central Office at least one month before the Synod. 3.2.3 During this month the Church Central Office will check that the number of lay delegates appointed corresponds with the number on the certificate issued by the Area Scrutineers. Each constituent church has to nominate delegates according to the number allowed by the certificate. The names of those nominated have to be forwarded to the Church Central Office not later than one month before Synod. Synod representation of daughter churches is fixed at one delegate per hundred members, provided they are not also represented through the mother church. (Synod 1991) At Synod See Article 8.2 3.2.4 At Synod, delegates have to register and sign the Declaration of Loyalty as soon as possible after arrival, so that the roll of delegates is complete before business commences. Any proxies held by the delegates must also be registered by them. 3.2.5 On registration, the delegates will be issued with numbered voting cards. If they hold proxies they will receive a voting card for each proxy held. 3.2.6 If a vote is taken at Synod, voting papers will be issued only to those delegates holding voting cards - whether for themselves or in respect of proxies. The loss of a voting card or cards must be reported as soon as possible to the Synod Scrutineers who may, after a satisfactory explanation, issue a replacement card/s. 3.3. THE EXECUTIVE COMMITTEE OF SYNOD (Article 10) The duties of the Executive Committee are defined in Article X of the Constitution. Its chief function is to carry on the business of and promote the interests of the Church while Synod is not in session. The Executive Committee is appointed each year by Synod and shall comprise of one layman and one clergyman from each of the following 3 areas: Cape, Kwazulu-Natal, and Gauteng, and no more than three additional members elected by the outgiong Executive Committee in accordance with Canon 3.4 (Synod 1996) 3.3.1. Their functions and duties are: a) to establish new congregations and assist exisiting churches. b) to co-ordinate and combine the work of churches for their general welfare c) to confer and co-operat with other Christian churhces and communities. d) to defend the principles and doctrines of the C.E.S.A. e) to provide for the training and recruitment of ministers. f) to promote unity and love in the churches and to mediate in disputes. g) to give advise concerning the appointments and dismissal of ministers h) to determine minimum stipends payable to clergy. i) to appoint a General Secretary j) to carry on the business of and promote the interests of the Church k) to take necessary steps to protect the property of the church l) to take action or steps necessary for the continued operation of church affairs. (Synod 1995) 3.3.2 The Presiding Bishop is the Chairman of the Executive Committee. Assistant Bishops are members ex officio, so are the Chancellor, Registrar and Treasurer, who are elected for three year periods by the Synod. The remaining members of the Committee are elected by Area Councils or the outgoing Executive Committee in terms of Canon III. 3.4. JOB DESCRIPTIONS OF NATIONAL OFFICE BEARERS, VIZ. THE PRESIDING BISHOP, BISHOPS, ASSISTANT BISHOPS, CHANCELLOR, REGISTRAR, TREASURER, GENERAL SECRETARY. (SYNOD 1987/1988) The main functions of Bishops are as follows: 3.4.1 The Presiding Bishop (SYNOD 1988) (Canon 2) : The Presiding Bishop is appointed by Synod, has the spiritual oversight and leadership of the Church as a whole and is its Chief Pastor, with a ministry to the whole community. He is responsible for: a) The consecration of Bishops duly elected by Synod. b) The ordination of Presbyters and Deacons. c) The confirmation of Baptised Persons. d) The consecration and dedication of Churches. e) Involvement in the appointment of Ministers, their licensing, of Curates. Further, it is his duty: (Canon 17) f) to be the Pastor of Pastors, and as such to encourage, advise and minister to the Bishops, the Assistant Bishops and Ministers and, where necessary, to exercise discipline in terms of the Constitution. g) to provide vision and inspiration and to lead the expansion and growth of the Church so that its effectiveness is continually encouraged among the people, races and languages in South Africa and adjoining countries. h) to ensure that doctrinal standards are maintained, that services are adequately conducted, and that men are properly selected and trained for the ministry of the Church, including post-ordination training. i) to have oversight of the Theological College. j) to be Chairman of Synod and the Executive k) to advise and guide Church Councils in the calling of Clergy. 3.4.2 Bishops (SYNOD 1988) appointed by Synod, shall have the spiritual oversight and leadership of such Churches as are from time to time allotted to their care by Synod. A Bishop having the spiritual oversight of a group of Churches, is responsible for: a) assisting the Presiding Bishop as may be required in the exercise of his duties, and with particular reference to those Churches allotted to his care. b) Such a Bishop, in the Churches for which he is responsible, c) will normally conduct services for the confirmation of Baptised Persons and the consecration and dedication of Churches; d) and will act on behalf of the Presiding Bishop when requested so to do, with regard to the Ordination of Presbyters and Deacons, and the institution and induction of Ministers. Further, it is his duty f) to be the Pastor of Pastors in the Churches allotted to his care, and as such to encourage, advise and minister to the Ministers and, where necessary, in consultation with the Presiding Bishop, to exercise discipline. g) to provide vision and inspiration and to lead the expansion and growth of the Church in any area for which he is responsible. h) to ensure that doctrinal standards are maintained and adequate services conducted in the Churches allotted to his care and to encourage men to volunteer for selection and training for the ministry of the Church, and to foster post-ordination training. i) to consult with the Presiding Bishop in the advice and guidance he gives to Church Councils in the calling of Clergy. 3.4.3 An Assistant Bishop (SYNOD 1988) shall carry out such duties as are allocated to him by the Bishop to whom he is ordinarily responsible. 3.4.4 Chancellor (SYNOD 1987) (Canon 6) The Chancellor is to be an Honorary Office Bearer sufficiently qualified in law, and shall be elected by Synod. a) He is responsible that all legal requirements with regard to the Church's Constitution, its activities and the various decisions of Synod and other relevant Committees are met. b) He is to convene and preside over Commissions of Enquiry, including Disciplinary Tribunals. c) He is to guide and advise the Church in all legal matters including the formation and administration of Trusts and the guidance of individuals seeking to endow the church financially. 3.4.5 Registrar (SYNOD 1987) (Canon 6) The Registrar is to be an Honorary Office Bearer with suitable experience in business and general affairs and shall be elected by Synod. a) He is responsible for all facets of the Registry. b) He has a watching brief on all matters pertaining to inter-church relations, trends and developments in the world and in the world-wide Church and including Church-State relationships. c) He works in close liaison with the Presiding Bishop and other Bishops, providing counsel and advice. d) He is the Public Officer of the Church and is the only one authorised to issue policy statements on behalf of the Church. e) He is responsible for convening meetings of Synod in accordance with Canon III(1). 3.4.6 Treasurer (SYNOD 1987) (Canon 7) The Treasurer of the Church is to be an Honorary Office Bearer, suitably experienced in the handling of substantial funds, elected by Synod and is to take overall responsibility for all the financial affairs of the denomination. a) He is to ensure that proper books of account are kept, and financial statements prepared as and when required. b) He is to ensure that an audited annual financial statement of the Church's accounts is prepared in good time for presentation to the Trustees and to the annual Synod of the Church. c) He is to arrange for a budget to be prepared for the forthcoming year and to submit it to the Trustees for their amendment and approval. d) He is to ensure that the conditions related to the various Trust Funds are carried out by the church. e) He is to take a lead in guiding the Trustees in investing the funds belonging to the Church, and in particular in its various Trust Funds. f) He is responsible for seeing that all revenue due to the Church is collected and that all expenditure is duly authorised and ratified. g) He is to ensure that Regional, Constituent, Mission, and Daughter Churches and any other Church Department established by Synod, prepare and submit Annual Audited Statements to the Central Office of the Church. 3.4.7 General Secretary (SYNOD 1987/1988) (Canon 8) Responsibility The General Secretary is appointed by the Executive Committee in agreement with the Central Trustees and the appointment ratified by the succeeding Synod, and will function as a full time Officer on the headquarters staff of the Church of England in South Africa and will be accountable to Synod and the Executive Committee. He will work in close liaison with the Presiding Bishop, Trustees and Executive. Main Functions a) He is to act as the General Secretary of Synod and of the Executive Committee and be responsible to prepare agenda, minutes and submissions, and carry out the decisions of Synod and the Executive Committee. b) He is to serve all sub-committees of the Executive, or where appropriate, to delegate such duties to responsible officers in consultation with the Executive Committee. c) He is responsible for the functioning of the Headquarters Administration of the Church of England in South Africa. All officers shall serve terms of three years duration, and then may be re-elected to the same or different offices. (Canon 3, Synod 94) 3.5. AREA COUNCILS (Canon 9) Area councils are established by Synod and are answerable to Synod. Their Constitution Functions and Duties are defined below (SYNOD 1988). The intention is to handle on an Area basis all matters that can be reasonably delegated by Synod. To assist them, Area Councils are empowered and encouraged to appoint an Area Executive Committee. AREA COUNCILS shall be constituted as follows and have the following functions and duties: 3.5.1 CONSTITUTION a) Representation on each Area Council shall be as for the most recent Synod of persons resident and Churches situate in that Area. b) All other Trustees and Members of the Executive shall be entitled to attend meetings when in the Area concerned with voice but no vote. c) The Chairman shall be the Bishop with the over-sight of the Churches in the Area concerned or in his absence or inability to act, shall be elected by the meeting. d) A Quorum shall consist of half the total membership appointed in terms of paragraph 3.5.1 a). 3.5.2 FUNCTIONS a) Generally to advise, but not instruct, the General Secretary, Central Trustees and Executive of the Church about matters concerning the Church, primarily in the area for which they are responsible. b) To assist the Executive and Constituent Churches in the establishment of new congregations in the Area for which they are responsible. c) To advise, liaise with, co-ordinate united efforts, and promote unity and brotherly love amongst all our Churches in the Area for which they are responsible, to organise Seminars and united Evangelistic endeavours. d) To confer and co-operate as occasion may require, with other Christian Churches and Communities in the Area for which they are responsible. e) To arrange regular inspections with report back procedure of all Church Properties in the Area for which they are responsible. f) To receive, consider and act upon Annual Reports from Constituent Churches. (Including Annexure "R") g) To submit an Annual Report to Synod. h) To seek to interest suitable candidates to offer for the ministry and to refer such candidates to the Executive and to recruit workers for the Mission field. i) To advise the Trustees or Executive on any matter referred by them and to take such action as may be requested. j) To prepare, consider and put forward Motions for the General Synod. 3.5.3 DUTIES a) To meet not less frequently than twice every year. b) To appoint a secretary to the Council and through him to advise all Trustees, all local Members of the Executive and all Members of the Council concerned at least two weeks in advance of the date, place and Agenda of the next meeting. c) To arrange for proper Minutes of all meetings to be kept and copies circulated promptly to all Trustees, all members of the Executive and all members of the Area Council concerned. d) To appoint, if desired, an Area Executive Committee, and/or such other sub-committees as may be required to conduct the affairs of the Council between meetings. e) To elect its Area representatives on the Executive Committee. 3.5.4 REPORTING PROCEDURES It is recommended that Area Councils adopt a form of reporting from Churches in their area along the lines of that shown in Appendix R. 3.6. THE CENTRAL TRUSTEES (Canon 4) Synod appoints between 4 and 8 Central Trustees in accordance with the Trust Deed annexed to the Constitution. Trustees hold office for five years. All immovable property must be held on behalf of individual churches by the Central Trustees and registered in their name. No property so registered shall be sold, exchanged, mortgaged, donated to another party, leased or alienated in any manner unless the same has been duly authorised, in the case of a property of the Church of England in South Africa by a resolution passed by not less than 75% per cent of the members of the Executive Committee or, in the case of a property of a Constituent church, by a resolution passed by not less than 75% of the members of the Constituent Church concerned present and voting at a Vestry Meeting of such Constituent Church, and confirmed in both cases by a resolution passed by not less than 75% of the Central Trustees or Special Trustees as may be applicable. 3.7. CENTRAL FUNDS The main income of the Church is derived from the annual levy payable by individual churches in terms of Synod resolutions. It may be adjusted from time to time. Existing and particularly new congregations may apply to the Central Trustees for financial assistance which will be determined by the funds at their disposal. An application form has to be completed which is available from the Hon. Treasurer at the Central Office. Daughter churches have to apply through their mother church. Because of the shortage of funds the Trustees prefer loans to outright grants. Building finance is not normally available from them and should be sought from building societies and financial institutions. CHAPTER 4 : FINANCE 4.1 Collections 4.2 Sustentation Fund 4.3 Petty Cash Floats 4.4 Accounting Procedure 4.5 Churchwarden's or Treasurer's Monthly Financial Report and Levy Payments 4.6 Annual Balance Sheets 4.7 Audit 4.8 Special Conditions of Larger Churches 4.9 Insurance 4.1. COLLECTIONS 4.1.1 It is very desirable that every church should have a fixed safe, as churches are by no means immune to theft and insurance policies only cover limited amounts of money outside a safe. 4.1.2 After services the collection should preferably be counted by at least two persons, one of whom should preferably be the Treasurer. Sustentation envelopes, placed in the collection, should be opened and the amounts found in them written on the outside of the envelopes and entered in the Sustentation Fund Register. The total amount of the collection has to be entered in the church Record of Services Register. 4.1.3 The same procedure should be followed for other collections, such as from the Sunday School, the Women's Ministry, Youth Group 4.1.4 A form similar to that set out in Appendix C should be entered up for each collection, including sustentation, Sunday School and every other department which takes in money. As soon as possible, the Church Treasurer should check the total cash received against the totals in the right hand column of Appendix C and make out a bank deposit slip from Appendix C. Please note that the church monies should always be banked as soon as possible. 4.1.5 The totals from the form in Appendix C can either be entered in the form in Appendix D or directly into the ledger. 4.2. SUSTENTATION FUND The tithes of the congregation are paid into the Sustentation Fund and it normally works as follows: 4.2.1 Each member of the fund is given a number which is confidential to the member and the sustentation secretary. 4.2.2 Each member is given a set of 12 envelopes all marked with his/her number into which he/she puts the monthly contribution. 4.2.3 It is recommended that each month the sustentation secretary publishes a list, showing the amounts received in the month from each sustentation number, either in the monthly church newsletter or on the church notice board. This confirms to the member that the sustentation money was received. 4.3. PETTY CASH FLOATS The minister and any other church officer duly authorised by the Church Council, may be provided with a petty cash float for minor expenses. All are responsible for accounting for their own floats in a petty cash book, which has to be available for annual audit. Petty cash floats are replenished solely by checque drawn on the church current account. 4.4. ACCOUNTING PROCEDURE 4.4.1 If a computerised accounting package is not in use, a cashbook and ledger are necessary for the church accounts. The following columns at least are required: 1. Date 2. Folio Number (Appendix C) 3. Receipts into current account 4. Receipts into savings account 5. Receipts into investments 6. Receipts into General Fund 7. Receipts into Provision for Levy (Analysis and further columns 8. Receipts into Building Fund (as needed OR kept on Appendix C/D 9. Date 10. Item Description 11. Cheque Number 12. Payments from current account 13. Withdrawals from savings account 14. Withdrawals from investments (Analysis and further columns 15. Payments from General Fund (as needed 16. Payments from Levy Provision 17 .Payments from Building Fund 4.4.2 Entries into columns 1,2,3 or 4 and columns 6,7, and 8 have to be posted directly from Appendix C. The total in Appendix C, the entry in column 3 or 4, and the total on the bank deposit slip must all be the same. The folio number is the number given to Appendix C by the Treasurer. 4.4.3 Appendix D has to be entered from Appendix C in order to assist the Treasurer to make his monthly report to the Church Council. Appendix C has to be filed in date order for audit purpose. 4.4.4 It is important that all payments without exception are made by cheque drawn on the current account and columns 9 to 12 and column 15,16 or 17 posted accordingly. Cheques having been processed by the bank become the vouchers for all payments. 4.4.5 It is important that all withdrawals from the savings account, or from other investments are without exception paid into the current account and entered in column 3 as well as in either column 13 or 14. 4.4.6 One of the duties of the Treasurer is to keep himself informed as to interest rates. Money invested on 32 day call may earn more than in a saving account. 4.4.7 At the end of each month all columns in the cash and analysis book have to be totalled, cross checked and balances struck for carrying forward to the next month. 4.4.8 At the end of each month the balances in the savings account and current account should be reconciled against the balance in the savings book and the bank statement. Balance as per Bank statement R c Less unpresented cheques R c Nos ............... ............... ............... _________ Add bank charges not yet entered in the ledger __________ 4.5. CHURCHWARDEN'S OR TREASURER'S MONTHLY FINANCIAL REPORT 4.5.1 The Treasurer should report each month on the state of the Church's finances. A sample form for this is set out in Appendix E. 4.5.2 In Appendix E specimen side headings are set out. The Sustentation Fund contributions, the Church collections and general donations have to be sub-totalled to establish the 10% monthly levy. 4.5.3 Levy to Central Funds In terms of a resolution of Synod 1987, it was agreed that Churhces pay levies MONTHLY. The 10% LEVY is payable on all "normal income" of the Church and failure to pay the levy can result in a member Church losing its voting rights in Synod. "Normal Income" was defined as: "Normal income is defined as the collections, sustentation and general donations, including investment and rental income, but excluding specific donations for particular projects of a capital nature, eg. Rectory Building und and Bequests. In the event of uncertainty Church Treasurers should consult with the Central Trustee." 4.5.4 It is advisable to keep all Church funds including those of the Sunday School, etc. In a single account. 4.6. ANNUAL BALANCE SHEETS 4.6.1 The financial year for all churches ideally should run from March to February each year. This gives time to have audited accounts ready for the Annual Vestry eeting, to be held as soon as convenient after Easter. There is, however, no objection if the financial year runs for example from the beginning of the calendar year. 4.6.2 An Income and Expenditure statement and Balance Sheet for the year has to be drawn up. A simple balance sheet is set out in Appendix F. 4.6.3 Once audited and passed by the Annual Vestry Meeting, a copy of the audited accouts must be sent to the Honorary Treasurer of the Church of England in South Africa. 4.7. AUDIT 4.7.1 Accounts must be audited annually by a qualified Accountant appointed by the Annual Vestry meeting. 4.7.2 The following documents are normally presented to the Auditor: a) Previous year's audited Income and Expenditure Statement and Balance Sheet b) Current year's Income and Expenditure Statement and Balance Sheet c) Cash and Analysis Ledger d) All copies of bank paying in slips e) All copies of Analysis of Cash Receipts Appendix C f) Records of Services Register g) All processed cheques for the year as payment vouchers h) Closing Bank Statement for the year and month (or other interim) statements i) Evidence of investments - savings books, certificates, etc. j) Petty cash books to be checked against balances of floats and receipt vouchers where available. 4.8. SPECIAL CONDITIONS OF LARGER CHURCHES While there are considerable advantages in having a uniform system of cash control and financial accounting throughout the denomination in that the ministers and lay people transferred from one congregation to another will not then have to familiarise themselves with a different procedure, it is recognised that the system as outlined has to be changed to suit the needs of the larger churches. It is though, however that the cash control system set out in this handbook can, with advantage, be standardised for all churches,. While the accounting method may be altered to suit the conditions of the larger churches. Those churches which have computerised their accounting should do so, so that reports giving similar information are made available to the monthly Council meetings. 4.9. INSURANCE As the immovable assets of the Church are registered in the name of the Central Trustees, they have to be insured in their name. The Central Trustees have, therefore, set up a recommended comprehensive group insurance scheme, which falls due for renewal annually on 1st April, at which point all values have to be reviewed by Churchwardens/Treasurers. Rates are averaged out for the benefit of all. Claims have to be advised to the brokers who will attend to them. Any new buildings or extensions should be notified to them before work is started. CHAPTER 5 : LICENSING, TRAINING AND APPOINTMENT OF LAY READERS AND PREACHERS, LAY MINISTERS AND CLERGY. 5.1 Licences 5.2 Lay Readers and Lay Preachers and Assistants at Communion and Policy regarding laymen at Holy Communion 5.3 Procedure for appointment as Lay reader, etc. 5.4 Appointment of full (part) time "lay ministers" (not ordained) 5.5 Ordained Ministers 5.6 Selection Conference 5.7 Training of Ministers 5.8 Appointment to Supplementary Ministry 5.9 Pastoral Trainees : Principle - Plan - Renumeration 5.10 Application Procedure 5.11 Ordination Procedure LICENSING, TRAINING AND APPOINTMENT OF LAY READERS, PREACHERS, LAY MINISTERS AND CLERGY. 5.1. LICENCES Except in case of emergency, no person shall be appointed to officiate in any church unless he has been duly licensed to do so by the Presiding Bishop. 5.2. LAY READERS AND LAY PREACHERS AND ASSISTANTS AT COMMUNION 5.2.1 The Presiding Bishop may license a lay reader to lead at morning or evening prayer, or to assist at communion services. 5.2.2 He may also license him to preach and he will then be known as a lay preacher. 5.2.3 The ministry exercised by lay readers and lay preachers is one of great importance and significance. Candidates for it need to demonstrate a godly, humble and Christ-like life, have a good grasp of biblical theology, have clear gifts of communication, speech, and spiritual ministry to people. 5.2.4 Normally every lay preacher should have completed a course of study such as the Preliminary Theological Course of Moore Theological College or such equivalent as is acceptable to the Presiding Bishop. In addition he should have a good understanding of the principles, practices and doctrine of the Church of England in South Africa, the rubrics and of the Church's history. Thorough training in the practice of preaching is essential before a preaching licence can be issued. 5.2.5 Men who are needed in larger churches to assist at Holy communion need not necessarily have the qualifications required of a lay reader or lay preacher, but need still to be licensed by the Presiding Bishop before being invited to assist at Communion services. 5.2.6 Policy regarding Laymen Presiding at Holy Communion (Synod 1988) Where a Bishop is satisfied, after careful enquiry, that no Presbyter is available to administer the Lord's Supper, he may appoint a Deacon or licensed Lay Reader to do so, provided that: a) Such an appointment is restricted to a specific occasion or day, and does not become a regular occurrence. b) the congregation is notified at the start of the Service that it is a temporary measure authorised only to ensure that the Lord's people are not deprived of the Sacrament. 5.3. PROCEDURE FOR APPOINTMENT AS LAY READER, ETC. 5.3.1 The application form provided in Appendix K should be completed in duplicate. .3.2 It has then to be considered by the Church Council of the Church where the applicant is a member and habitually worships. 5.3.3 If approved by the Church Council, a churchwarden will sign to this effect and return both copies to the rector, who countersigns, retains the copy for his records, and sends the original to the Presiding Bishop, for his approval. 5.3.4 If the Presiding Bishop approves, he will authorise the issue of a licence, which is countersigned by the Registrar. If possible, the licence will be handed over by the Bishop at one of the main Sunday services, at the church concerned. An Order of Service for this is available from the Central Church Office. 5.3.5 A lay reader's or lay preacher's ministry is subject to his Rector and church council. His licence may be revoked on moral, disciplinary, or doctrinal grounds by the Presiding Bishop with the approval of the Executive Committee. 5.3.6 The authorised dress of lay preachers and readers is as set out (Ch 1.4) 5.3.7 When submitting the annual return for the official Year Book of the Church of England in South Africa, the secretary of each constituent church has to verify that the list of lay readers and preachers and Communion assistants is correct and to advise of any changes. 5.4. APPOINTMENT OF FULL (PART) TIME "LAY MINISTERS" (NOT ORDAINED) 5.4.1 Those who are to follow a vocation of full/part-time ministry within the framework of the Church of England in South Africa need to be trained Biblically and Theologically and also equipped with ministry skills. At least two years (or equivalent) full time study at an approved institution, but preferably three years is necessary. This training should also include an adequate component relating to Church of England history, doctrine, practices and literature. It is recognised there are unique circumstances, such as a mature age person, that may require this situation to be dealt with according to the individuals circumstances. 5.4.2 This is to ensure that the person exercises a ministry of the Word and lives a life rooted in the Word. Such a ministry therefore must arise out of a good grasp of Biblical Theology. Otherwise ministries and much activity emerge which are not biblical in character. 5.4.3 Even though a person does not seek to be a Rector, but deliberately conceives his ministry to be as a member of a team ministry, the points 1 and 2 still hold. 5.4.4 Such full/part-time "Lay ministers" need to be fully endorsed by the Bishops and Executive Committee and acknowledged by the local congregation. In the first instance appointments are negotiated by each Rector and local church council, but in full liaison with the Bishop. 5.4.5 Each person is to undertake such "lay ministry" within the framework of our Church Constitution, i.e. a) the general ethos of the Church of England and give assent to the 39 Articles, b) be thoroughly instructed in the Doctrines of the 39 Articles as these also find expression in the book of common Prayer and the Homilies, c) Conform to the patterns and principles of Prayer Book worship and the general Church of England structures. Anyone who cannot in conscience subscribe to these Articles of Faith should not be admitted to minister the Word on a regular basis in Churches of the denomination. (Synod 1989) 5.4.6 A lay minister will at all times work in close liaison with and under the full direction and authority of the Rector. 5.4.7 A lay minister is to be authorised with the Bishop's lay readers licence and be suitably commissioned by the Bishop in the church where he will minister. 5.5. ORDAINED MINISTERS 5.5.1 The call of God to the ministry is one which has to be recognised not only by the man himself, but also by the congregation among whom he habitually worships. 5.5.2 This call, both in his interest and of his dependants, as well as of the Church, must be sympathetically tested by his Rector, Church Council and other mature Christians to make sure as far as possible, that it is genuine. He must prove himself worthy of such a call by being drawn from the pool of proven laymen in a congregation. 5.5.3 Before a candidate is accepted for training, he must first obtain the approval of his Rector, then his Church Council and thirdly the Area Executive and Trustees. (Synod 1988) 5.5.4 Each person is to undertake such ministry within the framework of our Church Constitution, i.e. a) the general ethos of the Church of England and give assent to the 39 Articles, b) be thoroughly instructed in the Doctrines of the 39 Articles as these also find expression in the book of common Prayer and the Homilies, c) Conform to the patterns and principles of Prayer Book worship and the general Church of England structures. Anyone who cannot in conscience subscribe to these Articles of Faith should not be admitted to minister the Word on a regular basis in Churches of the denomination. (Synod 1989) 5.6. SELECTION CONFERENCE A Clergy Selection Conference is held at least annually, of which the Presiding Bishop is Chairman. Candidates for ordination are invited to attend the Conference for examination as to their suitability and if accepted will be advised as to what further training is necessary for them. 5.7. TRAINING OF MINISTERS Those who are to enter the ministry of the Church of England in South Africa need to be trained biblically, theologically and pastorally. The training will normally last three years and will take place at the George Whitfield College, Theological College of the Church of England in South Africa. (The full constitution of GWC is available from GWC, P O Box 120, Kalk Bay, 7990) 5.7.1 Each application for ordination including those from applicants not trained at G.W.C., such as T.A.P. must be made to and approved by the Selection Committee. (Synod 1995) 5.7.2 Each applicant MUST BE a member of a local church. 5.7.3 Acceptance into G.W.C. for training does not guarantee acceptance into the ministry. 5.8 APPOINTMENT TO THE SUPPLEMENTARY MINISTRY (SYNOD 1988) 5.8.1 The Selection criteria for men to function, either full time or part time in the ministry should be maintained at a uniform standard. A man will be considered if: i) He is over 40 years of age. ii) He has very good reasons for doing so iii) He is totally committed to the C.E.S.A. iv) He has an outstanding track record v) He has undergone theological training. (Exe2/95) 5.8.2 Adequate provision must be made for the practical training of the part time minister. 5.8.3 A part time minister should not normally qualify to be appointed as the Rector of a congregation, except with the consent of the Presiding Bishop. 5.9. PASTORAL TRAINEES 5.9.1 Principle It is crucial that during theological training each student be committed to regular ministry assignments in our churches. Learning and practising the ministry must o hand in hand. Unless "learning issues in ministry" to people, we make a dangerous divorce. 5.9.2 Plan a) Each student currently in training should be appointed as a Pastoral Trainee to one of the churches in the Cape. All students without exception are to be committed to such an appointment. b) To facilitate this process of appointment, the Presiding Bishop (or his appointee) will furnish each rector with a list of all students, ages and stages in training and if necessary be in liaison with each rector to assist in the placement process. c) The length of the appointment would be a minimum of one year and a maximum of two years. Students are to be committed to this pattern for the whole length of their training. d) The scope of duties envisages would be for the whole of Sunday (i.e. morning and evening) as a minimum and a maximum of Sunday plus one night per week (or its equivalent). The student is to be ready not only to assist when called upon (where appropriate) in preaching, leading services, but also to serve in very simple tasks in the church and in visiting. e) The rector would ensure that each student is designated to spheres of ministry to people in the life of the church and be under his direction and supervision. f) Each rector should endeavour to have time regularly with each Pastoral Trainee with a view to building a training and developing relationship by which the Pastoral trainee is encouraged, evaluated and directed - all with a view to developing "good ministers of Jesus Christ". g) Each rector will be invited to complete a report form annually for submission to the Presiding Bishop and Examining Board. This will be forwarded to the rector towards the end of each year. (Appendix L) 5.9.3 Remuneration Each church will be obligated to pay the "Pastoral Trainee" a small stipend (as set by the the Central Office) and cover travelling expenses. 5.9.4 Designation Each person will carry the designation of "Pastoral Trainee" (men and women alike) quite deliberately so that each congregation may recognise their ministry-in-training situation and suitably pray for and encourage them. 5.10. APPLICATION FOR ORDINATION 5.10.1 Deacons a) An application, together with a doctor's health report, a certificate of baptism, a testimonial from the institution where the candidate had studied, and testimonials from two licensed ministers of at least three years standing, must be sent to the Presiding Bishop. b) All students on completion of their recognised training will serve a probationary period of at least two years before they will be considered for ordination. (Exe3/94) 5.10.2 Presbyters a) The Rector and Church Council under whom the deacon has served will, normally after 12 months, recommend that he be ordained Presbyter, using the requisite form obtainable from the Central Church Office. b) This recommendation must be accompanied by testimonials from two other ministers of at least three years standing and be sent to the Presiding Bishop. c) Except under unique circumstances, no clergyman may embark on formal studies within the first four years of his ordination. (Exe2/95) 5.11. ORDINATION PROCEDURE 5.11.1 The notice of Ordination, which is called the "Si Quis", has to be read out at all services on two Sunday in the church where the candidate is to be ordained two weeks before the date of ordination. It has to be signed by the officiating minister and both the churchwardens. 5.11.2 Before ordination, the candidate has to ensure that he is a member of a local church, and a) subscribe to an Oath of Canonical Obedience, b) Assent to the Thirty Nine Articles of Religion, as well as c) the Declaration of Loyalty. (Copies of these can be requested from the Candidate by the Central Church Office.) 5.11.3 The Ordination Service is in accordance with the Ordinal of the Prayer Book of 1662, or the 1992 Prayer Book. (Synod 1993) CHAPTER 6 : PROCEDURES FOR OPENING NEW WORKS, SITE SELECTION, DESIGN OF CHURCH BUILDINGS, PROVISION OF ORNAMENTS AND CHURCH REGISTERS. 6.1 Starting Daughter Churches 6.2 Naming Churches 6.3 Choosing the Site 6.4 Church first of Hall first? 6.5 Design of Churches 6.6 Architectural Panel of the Executive Committee 6.7 Ornaments of the Church 6.8 Registers and Records 6.9 Rectory Requirements 6.10 Dedication of Churches CHAPTER 6 - PROCEDURE FOR STARTING NEW WORK, SITE SELECTION, DESIGN OF CHURCH BUILDINGS, PROVISION OF ORNAMENTS AND CHURCH REGISTERS. 6.1. STARTING DAUGHTER CHURCHES. 6.1.1 Constituent churches should encourage mid-week meetings for prayer, Bible study, Christian fellowship or other meetings in homes to gauge the response for developing a daughter church in new areas in new areas. When there is any thought of any of these developing into daughter churches, there should first be consultation with the Presiding Bishop or Area Bishop, because such a development will sooner or later make a call on funds and ministerial manpower, which may well be more urgently needed elsewhere. 6.1.2 The next step will be to begin services or a Sunday School in a home or other suitable building which should be led by a licensed lay preacher usually under the supervision of the minister of the mother constituent church, or otherwise as decided by the Presiding Bishop and Executive Committee. 6.1.3 Members and adherents of the developing work may at this stage pay sustentation and give their offerings for the new work. This money is either kept by a Treasurer locally appointed or in a separate fund in the accounts of the mother constituent church. Out of such money will be paid travelling expenses of visiting ministers or preachers and other incidental expenses. Excess income should be transferred into a building fund. It is obviously very important that strict accounting is adhered to. A "Service Register" should be kept. 6.1.4 If the Lord has set His seal on the new work it will be evidenced by increased numbers, but, more especially, by spiritual growth and provision of financial needs. At this stage consideration may be given to development to daughter church status which requires consultation by those concerned with the Presiding Bishop or Area Bishop. 6.1.5 Usually the Minister in charge of the daughter church is the Rector of the constituent church, under whose auspices it has come into being and the council of that constituent church is responsible for the oversight of the daughter church. Where there is no constituent church involved the responsibility is allocated by the Presiding Bishop and/or Area Bishop together with Executive Committee. 6.1.6 A Christian fellowship or Preaching Station, in an area where there is no constituent C.E.S.A. church, may apply to the local constituent church for spiritual oversight. In time the constituent church may apply to the Executive Council to recommend the congregation to Synod as a Daughter Church. 6.2. NAMING CHURCHES New churches will be named after Almighty God, that is to say "Holy Trinity Church" or after the Lord Jesus Christ, that is to say "Christ Church" or "Emmanuel Church" or after one or more of the Apostles, that is to say "St Paul's Church". 6.3. CHOOSING THE SITE 6.3.1 The minimum area for a church site is laid down by the local authority and is usually 400 metres square in extent. The authorities may require that car parking be provided on the site for a number of cars in ratio to the seats provided in the church. 6.3.2 In developing suburbs, sites are set aside for religious purposes by the Town Planner, and the procedure is to purchase the most suitable of these available at the time. 6.3.3 In most instances it is necessary to buy a residential site and obtain formal consent for use for Church purposes from the Municipal council. Factors to bear in mind in choosing a site are: a) It should not be on a main road if this makes it noisy and dangerous for children. b) It should not be hidden away in a side street where no one can see it. c) It should be on a road frequently used by local people to go to schools, shopping centre, sports clubs, etc. d) It should preferably be on high ground where the building can be seen from a distance and the church bell heard. e) It should be central to the homes of members and adherents. f) The site or stand must be registered in the Deeds Office in the name of the Central Trustees of the Church of England in South Africa. The approval of the Trustees must be obtained well before this stage is reached. 6.4. CHURCH FIRST OR HALL FIRST? A building which can be used as a multi-purpose hall and Sunday School as well as a church is recommended in the first instance. 6.5. DESIGN OF CHURCHES 6.5.1 It is very important that the design of church buildings is in accordance with the doctrines of the Church of England in South Africa. 6.5.2 In designing the church much prayer for guidance is absolutely essential. The following factors are important: 6.5.3 The lectern with the Bible should be as central as possible because the Bible is the sole infallibly inspired basis of the Christian faith. 6.5.4 The Lord's Table should be wholly of wood and movable so positioned that it prevents anyone from thinking that it is anything other than a table. 6.5.5 The pulpit should be placed on one or other side of the Chancel as is most convenient to symbolise that the word from the pulpit does not have the same authority as the Word on the lectern centrally placed. 6.5.6 Similarly the ministers' prayer desks should be placed towards the sides, so that the lectern and the Lord's Table are in no ways obscured. 6.5.7 The Communion Rail is erected at a convenient distance in front of the Lord's Table, but its two ends may usefully be inclined backwards towards the table. 6.5.8 Baptism symbolises entry into the Church and the font should therefore be placed near an entrance to the building. 6.5.9 The church needs to be well lit. Windows ought to be so placed that the congregation do not have to face them. They should preferably be horizontally pivot hung to reduce draughts. 6.5.10 Care must be taken over acoustics. 6.5.11 The customary posture of the church at prayer is to kneel. Therefore, adequate kneeling facilities are important. 6.5.12 If the Lord has truly guided the design of the building, it will impress the visitor with a sense of warmth, love and reverence and simple sanctity as befits true worship. 6.5.13 For reasons of financial stringency, it is acceptable, in the case of multi-purpose halls, for the chancel to be curtained off so that the building can also be used as a meeting hall. 6.6 ARCHITECTURAL PANEL OF THE EXECUTIVE COMMITTEE - See Appendix B 6.6.1 The Executive Committee has appointed an Architectural Panel to advise on plans and specifications for new churches, church halls and rectories, as well as for fixed furnishing and for alterations to existing buildings and fittings. 6.6.2 It is desirable that in the first instance the church council should prepare preliminary plans of what is required, together with a site plan showing the position of existing and proposed buildings or alterations. Thereafter, the Architectural Panel should be consulted by it, and it can then be decided if an architect is to be engaged. If so, and bearing in mind building costs, he should be commissioned by the Church Council to draw up sketch plans for its approval. 6.6.3 Thereafter the architect should be requested to prepare working drawings and specifications for the approval of the council and the Architectural Panel. It is often advisable to obtain a cost estimate from a quantity surveyor. 6.6.4 Tenders may then be obtained or a contract negotiated with a reputable builder. The approval of the local authority has to be obtained before work can begin. 6.7. ORNAMENTS OF THE CHURCH The term "ornaments of the church" include furniture and furnishings. The following are proper and legal "ornaments" in the Church of England in South Africa. a) The Bible on a lectern. b) The Lord's Table which must be of wood, easily movable and of the same height as an ordinary diningroom table. It must be covered by a clean linen cloth at Communion Service. It may not be hidden by trappings extending to the floor. c) Silver or silver-plate, paten or plate(s) and cup(s) with a clean linen cloth to cover the elements. d) Pulpit. e) One or more reading desks. f) Font. g) Collection plates, bags or boxes. h) Ten Commandments on the wall above the Lord's Table or where they can most easily be read by the congregation. i) Organ and other musical instruments and choir placed unobtrusively so as to avoid any suggestion of entertainment. i) Ordinary furniture and light fittings for the church and vestry, pews and kneelers. j) Bibles, Prayer Books, Psalters and Hymn Books. The following are also permitted: a) Chosen sentences from Holy Scripture, or the Apostles Creed elsewhere on the walls. b) Clock. c) Church Bell. d) Flowers and flower vases, but not on the Lord's Table. e) Stained glass windows. f) Memorial Plaques. g) Hassocks, cushions and mats. h) Decorations for special services, such as Harvest Festivals and Christmas. The following items are not permitted in the Church of England in South Africa. a) Any altar. b) Images or Statues. c) Crosses within the Church. d) Candles on the Lord's Table or above or near it, or on each side of the reader of the lesson. e) Perpetual lights. 6.8. REGISTERS AND RECORDS The minister has to keep the following registers and records. For security they should be in a safe provided by the church council: 1. Record of Service Register 2. Register of Baptisms. 3. Register of Confirmations. 4. Membership Registers. The Record of Services Register has to be completed and signed by the officiating minister and preacher after each service under the supervision of the churchwardens and kept in the vestry for perusal by the Bishop, or other authorised official. In terms of the Marriage Act, the Marriage Officer has to keep a register of those whom he has married and if he is moved to another church, the register goes with him. In order that churches may have a record of who has been married in them, they may keep their own register as well. 6.9. RECTORY REQUIREMENTS In considering the purchase or construction of a rectory the following factors should be helpful: a) The Rectory may be built on the same site as the church, but preferably a few hundred metres from it, in order to give the Rector and his family some respite from the continual demands of his office. b) Provision should be made for the requirements of a family, even if the present minister is without children. c) The lounge should be large enough for meetings, opening up into a dining area of adequate size, if no separate diningroom is provided. d) There should be a private family room, possibly opening out from the kitchen. e) The minister should have a study area of at least 11 square metres with plenty of wall space for books. f) There should be a guest toilet/cloakroom. g) Burglar proofing on all windows and security gates on all doors are essential to secure advantageous insurance premiums. h) Floor coverings must be provided in kitchen, bathroom, toilets, study and large lounge as well as window blinds where necessary. 6.10. DEDICATION OF CHURCHES 6.10.1 On completion of a new church a petition signed by the minister and church council is sent to the Presiding Bishop requesting him to arrange for the dedication of the new building. 6.10.2 Forms of service are available from the Central Church Office. CHAPTER 7 : MINISTERIAL APPOINTMENTS, CONTRACTS, ETC. 7.1 Procedures on a Vacancy occurring 7.2 Curates 7.3 Leave of Absence and Travel overseas 7.4 Contracts Sabbatical Leave 7.5 Institution of New Minister 7.6 South African Defence Force and Police Chaplains 7.7 Retirement CHAPTER 7 : MINISTERIAL APPOINTMENTS, CONTRACTS ETC. (Canon 5) 7.1. PROCEDURE ON A VACANCY OCCURRING 7.1.1 a) A contract is entered into between the constituent church and the minister. Each constituent church may appoint or dismiss its minister provided they are submitted to the Bishop for his approval. The church has the right to appeal to Synod if the Bishop withholds his approval. b) The appointment may not be for a period of more than five years, then renewed at 3 year periods. c) In an emergency, the Presiding Bishop and Executive Committee may appoint an acting or assistant Minister in consultation with the constituent church concerned. 7.1.2 In order to implement the above in an orderly manner, Church Councils should prior to approaching any Minister concerned, consult the Presiding Bishop and the Area Bishop, if one has been appointed. 7.1.3 In the case of a vacancy, the Bishops will be able to advise: a) the names of those ministers of the Church of England in South Africa whom the Presiding Bishop believes to be available and/or willing to accept an appointment. b) the Bishop's recommendations as to the suitability of each such minster for the appointment concerned. 7.1.4 In the case of a proposed termination of an appointment, the Bishops, apart from their Constitutional position, are set aside specifically to offer pastoral care and advice. 7.1.5 Conditions of employment, including salary, should be agreed to at the same time in the light of appointments in other constituent churches. The General Secretary is able to supply draft letters of appointment and the latest salary scales. A copy of the actual letter of appointment should be sent to his office for record purposes. Attention is drawn to the fact that in terms of Canon V(2), the appointment shall not be for a period of more than five years in the first instance, and it may be renewed for further periods of three years by the constituent Church after consultation with the Bishop and the Executive Committee with the right of appeal to Synod. 7.1.6 It is further to be noted that no clergyman may be a member of any political party (Ex2/91) 7.2 CURATES The term "Curate" is used of Trainee Ministers who have just completed their College training for the Ministry. The training of Ministers is provided for by the Executive (see Article X(3)(e)), Curates are allocated by the Presiding Bishop in consultation with he Executive Committee to Churches able and willing to employ them. Wherever possible it is preferred that curates should not have to run a church by themselves. (Exe3/94) 7.3 LEAVE OF ABSENCE AND TRAVEL OVERSEAS If a minister wishes to absent himself from his charge for any reason, other than his normal annual leave or sick leave, he has to obtain leave of absence from the Church Council and should consult the Presiding Bishop or the Assistant Bishop concerned and seek his pastoral guidance and direction. A minister wishing to study overseas should also consult the Presiding Bishop as to the best courses and instructions and seek his guidance. 7.4 CONTRACTS 7.4.1 Each constituent church is responsible for drawing up its own contract with the minister it appoints in close liaison with the Registrar before concluding this agreement with the new minister. (Synod 1949) 7.4.2 In drawing up this contract the following points need to be observed: a) Salary and family allowance should be in line with the guide lines set annually by the Executive Committee - see Appendix "O". b) Both the church and the minister have to contribute to the Pension and Life Assurance Funds. It is strongly recommended that they are members of the Medical Contingency Fund. The rules of these funds are reproduced in Appendices M and N of this handbook. This fund is also open to ordained clergymen working for para-church organizations. The position of full time missionaries is also being investigated. c) All full time C.E.S.A. clergy must apply for the medical insurance plan (which is also open to other full time employees). All contributions remain the responsibility of the parties responsible for the employees contract or terms of employment. Any clergyman not wishing to join this scheme, (provided he belongs to another suitable scheme) will be required (together with his Council) to sign an indemnity absolving the denomination and trustees from any costs resulting from not belonging to this scheme. (Synod 1996) d) Clarity as to who will be responsible for telephone, water and electricity bills. It is normal for the constituent church to pay for water and telephone (other than private trunk calls) and for the Minister to pay for electricity and personal trunk calls. e) The length of the contract(see Canon V(2) of the Constitution) and what notice is required either way for its discontinuance (usually three months). f) Entitlement for annual leave (usually three Sundays absence from his pulpit plus the weekdays before and after). g) The church to pay removal expenses of the incoming minster together with insurance of his furniture and effects whilst in transit. h) The use of the church car. 7.4.3 Sabbatical Leave (Synod 1995) All ordained Ministers in C.E.S.A. be granted at least three months sabbatical leave each seventh year of service. (The new seven year period to start at the beginning of the year following that in which the sabbatical leave is taken) a) normal annual leave be non-cumulative. b) the normal annual leave in each seventh year be included as part of the three month sabbatical leave period. c) ministers be paid in full salary together with additional financial support during the three month sabbatical leave period. 7.5 INSTITUTION OF NEW MINISTER 7.5.1 Each time a church has a new minister, his membership must be transferred to the local church 7.5.2 A minister who has accepted an appointment to a constituent or daughter church must consult with the Presiding Bishop about a date for his institution. 7.5.3 The service of Induction or Institution should be held before the first Sunday on which the minister commences his duties. A public Induction Service is held for a new Rector and an Institution for any other ministerial appointment (such as Minister in Charge). 7.5.4 The appropriate order of service is available from the Church Central Office. 7.6 SOUTH AFRICAN DEFENCE FORCE AND POLICE CHAPLAINS 7.6.1 Application for full time service as a chaplain in the Defence Force or Police should be submitted to the Presiding Bishop . 7.6.2 For part time service, an approach is usually made by the Officer commanding the local Citizen Force or Commando Unit, to a local minister to become its chaplain. Ministers should obtain the agreement of their Church Council, and inform the Presiding Bishop of such an appointment. 7.6.3 Opportunities also exist for theological students doing National Service, to serve as Pastoral Trainees under a chaplain in the Defence Force. Application to do so should be submitted to the Presiding Bishop. 7.7. RETIREMENT, A general retirement age of 68 is applicable for all Church officers. Appointments may be extended from year to year; as regards Clergy, on the recommendation of the local Church Council with the approval of the Executive Committee. (Synod 1987.) Trustees shall retire at the Synod after which they shall have attained the age of 68; and in the case of Synodical appointments of more than one year, those appointed shall retire at the Synod after which they shall have attained the age of 68. (Synod 1990) The official retirement age in terms of the Clergy Pension Fund is currently 68 years.