Hong Kong Regulations

CHURCH OF ENGLAND TRUST (CHURCH COUNCILS) REGULATIONS - APPENDIX

APPENDIX

[regulations 6 & 8]

RULES OF PROCEDURE FOR CHURCH COUNCILS

1. Meetings of church council

Every church council shall hold not less than four meetings in each year.
Meetings shall be convened by the chairman and if not more than four meetings
are held they shall be at quarterly intervals as far as possible.

2. Power to call meetings

The chairman may at any time convene a meeting of the church council. If he
refuses or neglects to do so within seven days after a requisition for that
purpose signed by not less than one-third of the members of the church council
has been presented to him those members may forthwith convene a meeting.

3. Notice of meeting

Except as provided in rule 7, at least ten clear days before any meeting of a
church council notice thereof specifying the time and place of the intended
meeting, and signed by or on behalf of the chairman of the church council or
the persons convening the meeting, shall be posted at or near the principal
door of the church.

4. Notice of motion

Notices of motion may be sent in writing to the secretary by any member of the
church council at any time. Not less than seven days before the meeting a
notice thereof specifying the time and place of the meeting signed by or on
behalf of the secretary shall be sent to every member of the church council.
Such notice shall contain the agenda of the meeting including any motion of
which notice has been received by the secretary.

5. Quorum and agenda

No business shall be transacted at any meeting of a church council unless at
least one-third of the full number of members are present thereat, and no
business which is not specified in the agenda shall be transacted at any
meeting except by the consent of three-quarters of the members present at the
meeting.

6. Order of business

The business of a meeting of a church council shall be transacted in the order
set forth in the agenda unless the church council by resolution otherwise
determines.

7. Short notice for emergency meetings

In case of sudden emergency and other special circumstances requiring
immediate action by a church council a meeting may be convened by the chairman
at not less than three days' notice in writing to the members of the church
council concerned, but the quorum for the transaction of any business at such
meeting shall be a majority of the then existing members of the church council
concerned and no business shall be transacted at such meeting except such as
is specified in the notice convening the meeting.

8. Place of meeting

The meetings of a church council shall be held at such place as the church
council may direct or in the absence of such direction as the chairman may
direct.

9. Vote of majority to decide

Subject to the foregoing rules any motion proposed by any member of a church
council present at a meeting shall be submitted to the meeting and shall be
decided by a majority of votes of the members present and voting thereon.

10. Casting vote

In case of an equal division of votes the chairman of the meeting shall have a
second or casting vote.

11. Minutes

The names of the members present at any meeting of a church council shall be
recorded in the minutes, and the names of those voting on each question on
which a division is taken if the members composing either the majority or the
minority so require shall be recorded so as to show how the vote of each
member was given: Provided nevertheless that the vote on any question shall be
by ballot if the meeting so decides.

12. Adjournments

Any meeting of a church council may adjourn its proceedings to such time as
may be determined at such meeting and to any place authorized under rule 8.

13. Secretary of council

A church council may appoint one of its number to act as secretary of the
church council without remuneration. If no member is appointed so to act the
church council shall appoint some other fit person with such remuneration (if
any) as it may think fit. The secretary shall have charge of the electoral
roll and of all documents relating to current business of the church council.
He shall be responsible for keeping the minutes and shall record all
resolutions passed by the church council and shall keep the secretary of the
Diocesan Conference informed as to his address.

14. Treasurer of council

A church council shall appoint one or more of its number to act as treasurer
solely or jointly without remuneration.

15. Power to appoint committees

A church council may appoint committees for the purposes of the various
branches of church work in the district and may include therein persons who
are not members of the church council. The incumbent shall be a member of all
committees ex officio.

16. Interpretation

Any question arising on the interpretation of these rules shall be referred to
the Bishop and any decision given by him or by any person appointed by him on
his behalf shall be final.