Local Ministry (Local Centre)
Structure
Unsurprisingly, there is no easy answer to this question.
There is a basic structure, but in various situations and localities this is
amended, very successfully, to suit particular circumstances. Our only
insistence is that any structure is in accordance with the Charity Commission or
Scottish Office regulations and remains representative of the churches locally.
At its simplest level, a Local Ministry is structured as
follows:
The Trustees
The trustees of the Local Ministry, are people who are
able to bring specific skills and formulate plans and policy and then put it
into action with the staff.
For the ministry to thrive there needs to be a strong
group of trustees in place. This has a number of benefits. For example, it
allows for the mobilisation of a group of people, allowing the ministry to be
bigger than the personality of a full time worker, and providing for continuity
between staff appointments. In order for the Local Ministry to function
effectively there should be quality time spent together, relating and building a
sense of team. It is hoped that each becomes aware of the other’s strengths and
weaknesses and are then able to support each other, creating a solid base of
trust and understanding.
The nature of the responsibility is such that the trustees
need to meet on a regular basis, probably once a month. They should be a body of
people committed to the work of YFC locally and sympathetic to the work
nationally, who feel called by God to the work. The trustees need to be
responsible and efficient in organisation and administration if the vision is to
be effective to the glory of God.
Below are some areas of responsibility within a Local
Ministry. Those marked * are responsibilities which must be covered and
positions which need to be filled in order fulfil charity law.
Director
This person directs the work and holds a responsibility
for vision and direction. The remainder of the Local Ministry needs to be
involved in the planning of such vision and the Director’s role is one of
servant leadership not dictator. Leaders create not partners in the common
enterprise, not followers. This role is often a full time position but not
exclusively. The Director, if an employee of the Local Ministry is not able to
vote at Trustee meetings.
Chair *
This person is the chair of the Local Ministry and the
trustee body. They chair all trustee meetings and are responsible for liaising
with the Director or full-time worker and the Council of Reference. This person
should be someone with experience of leadership and moving meetings along to a
point of sensible, practical conclusion on subjects, avoiding ‘steam rolling’
individuals’ input. They will be someone with leadership experience, gifted in
chairing meetings with clarity and efficiency.
Secretary *
Responsible for taking minutes at all meetings and sending
copies to YFC’s Local Ministry Department and other appropriate people. Also,
other responsibilities are in dealing with all correspondence and requisite
administration
Treasurer *
This position holds overall financial responsibility for
the work of the Local Centre: maintaining adequate records of all income and
expenditure; preparing costings and budgets as required. The Treasurer will
ensure that adequate financial controls are in place and that all staff and
creditors are paid promptly.
Prayer Secretary
Responsible for preparing and distributing information for
prayer, organising prayer meetings and retreats with young people as well as
adults. The Prayer Secretary will encourage the use of YFC resources. Overall
gifts of encouragement for the creative prayer life of the Local Ministry are
required.
Counselling & Follow-up organiser
This person needs to be an experienced Counsellor, as the
post requires the ability to acquire, assimilate and present good counselling
and follow-up material. Recruitment and training of volunteers to counsel is
also required. The person will ensures appropriate follow-up takes place,
establishing nurture groups, youth cells, youth congregations where appropriate.
Publicity Organiser
Responsible for design and production of publicity for
events etc. Preparation of
prayer\newsletter with Prayer Secretary. Organisation of mailings to leaders,
youth groups and liaision with the media as appropriate.
Church Liaison
Responsible for buildings and maintaining relationships
with local churches and church leaders, ensuring good communication lines are
established and developed.
Practical Organiser
Handles all practical details mainly for events i.e.,
booking halls, lighting, heating, music, amplification, seating, stewards etc.
Music/Drama
Possibly two separate roles. Good awareness required of
local musical talent with access to an events organizer, good scripts and
requisite props. This person develops local music and drama groups and seeks
opportunities to use this talent wherever there is a creative need or
opportunity.
Catering/Accommodation
This role requires responsibilities for all aspects of
catering and for arranging accommodation for visitors.
Schools Liaison
Essential role in building and maintaining relationships
with local schools, creating ministry opportunities for volunteers or itinerant
ministries.
Child Protection organiser
This will include monitoring ongoing work with young
people, keeping records of contact with young people and the responsibility to
keep up to date in matters of Child Protection policy, as well as the
organization of staff training as needed.
This list is not exhaustive. The emphasis is very much on
working as a team. It may not be necessary to have one person for each area of
responsibility; it may be possible for one person to have two 'jobs'. However,
everyone needs to know what their area of responsibility is and how this relates
back to the Director or Trustees.
As it becomes clear which roles need to be filled, it is
useful to create a job description. In this way everyone is clear about what is
expected from whoever takes on the position. The job description forms the basis
of the work undertaken. Job descriptions will of course need reviewing and
amending from time to time, as circumstances change.
In a Local Centre with full time staff or volunteers it may be necessary to have
a small group responsible for the pastoral care of these workers. These groups
would meet with the staff for discussion and prayer and be available to talk
through any problems arising as well as providing practical assistance where
needed. Because of the nature of this work, those on this group would have to be
hand-picked in conjunction with the staff themselves.
As responsibilities are allocated within a group of trustees, or as new members
are recruited at a later stage, it is important that talents and abilities are
recognised and used. It is equally important that the person is appointed to fit
the role and not the role adapted to suit the person, which could almost
certainly reduce efficiency. It can be helpful to have younger members on the
Exec who are being groomed for the future. A mentoring arrangement can benefit
the young person and the ministry, bringing a youthful freshness to the
organisation.
Trustees must be committed to:
* Subscribe to the YFC Statement of Faith
* Be actively involved in a local body of believers.
* Share the vision and be committed to the ministry of YFC
* Desire to be associated with the National and
International work of YFC
* Be committed, as an trustee body, to praying for the
work. This
is the basis upon which the whole ministry is built. Without such
prayer base,
the work will never grow or be fully effective however well
organised
and efficient it may appear.