Professional Documents
Culture Documents
PBC Constitution 2018
PBC Constitution 2018
PBC Constitution 2018
CONTENTS
GENERAL Name; type of organisation; registered Clauses
information 1-7
office; objectives and purposes; powers;
organisational structure
CHURCH MEMBERS Qualifications for membership; rights and Clauses
responsibilities of membership; church 8 - 25
discipline; confidentiality; Members’ liability;
register of Members; withdrawal from
membership
DECISION-MAKING Members’ Meetings; power to request Members’ Clauses
BY CHURCH Meeting; notice; procedure at Members’ 26 - 48
MEMBERS Meetings; voting at Members’ Meetings; minutes
Diaconate Eligibility; election/retiral/re-election; number; Clauses
(CHARITY TRUSTEES) definition and responsibilities of Charity 49 - 82
Trustees; conflict of interest; office bearers;
appointment procedures; register of Members of
the Diaconate; powers, general duties, code of
conduct; termination of office; personal or
medical difficulties; Diaconate liability.
DECISION-MAKING Notice of and procedure at Deacons’ Meetings; Clauses
BY Diaconate minutes 83 – 97
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GENERAL INFORMATION
Name
1 The name of the organisation shall be “Peebles Baptist Church”
(hereinafter referred to as “the Church”). The Church’s registered address and
principal office will be in Scotland.
Type of organisation
2 The Church will, upon registration, be a Scottish Charitable Incorporated
Organisation (SCIO).
Powers
4 In furtherance of the above objectives (but not otherwise), the Church may:
4.1 employ such staff as are considered appropriate for the proper
conduct of the Church activities, and to make reasonable provision for
the payment of pension and/or other benefits for Members of staff, ex-
Members of staff and their dependants;
4.5 improve, manage, develop, or otherwise deal with, all or any part of
the property and rights of the Church;
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4.6 sell, let, hire out, license, or otherwise dispose of, all or any part of the
property and rights of the Church;
4.8 form any charitable company with a similar purpose to that of the
Church, and if considered appropriate, to transfer to any such
company (without any payment being required from the company)
the whole or any part of the Church's assets and undertaking;
4.9 support any other charitable body, and to make donations for any
charitable purpose falling within its purpose;
4.12 arrange and provide for or join in arranging and providing for the
holding of exhibitions, meetings, lectures, classes, seminars and
training courses;
4.16 invest the monies of the Church not immediately required for the said
objectives in or upon such investments, securities or property as may
be thought fit, subject nevertheless to such conditions (if any) as may
for the time being be imposed or required by law; and to dispose of,
and vary, such investments;
4.17 effect insurance of any relevant kind (which may include Trustees'
liability insurance);
4.18 do all other lawful things as may be incidental or conducive for the
attainment of the objectives of the Church.
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Organisational Structure
5 The Church is congregational in its form of Church government and is in
Membership with the Baptist Union of Scotland, which is Registered Scottish
Charity Number SC004960 ("the Union") to whose Declaration of Principle
(the text of which appears in Appendix 1 to this Constitution) the Church
subscribes.
6 Ultimate authority in all decision-making will rest with the Members of the
Church congregation.
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MEMBERS
8 The Members of the Church shall be such as profess faith in Jesus Christ as
Saviour and Lord and have been baptised as believers in the Name of God the
Father, the Son and the Holy Spirit. The mode of baptism practised by the
Church shall be that of immersion on the understanding that in special
circumstances the Church Members’ Meeting may agree to make an
exception. All applicants for Membership shall be accepted only upon
satisfying the Church as to their faith in Christ.
9 Children, under the age of sixteen, following baptism, shall be eligible for full
Membership; but not eligible to cast votes at Church Members’ Meetings, or
to become Deacons.
10 Members will have the right to attend Members' Meetings (including any
Annual General Meeting) and will have important powers under the
constitution; in particular, the power to appoint people to serve on the
Diaconate and take decisions on changes to the constitution itself.
12 Associate Members may attend Church Members’ Meetings but are not
eligible to vote and may not be appointed as office-bearers. They shall,
however, be subject to the discipline of the Church as if they were in full
Membership.
16 By joining the Church, Members shall come under the following obligations:
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16.3 to contribute systematically to the Church's finances as the Lord has
prospered them;
16.4 to use their gifts in the service of Christ and His Church;
17 Should Members fail to fulfil their obligations over an extended period, the
Church Leadership shall arrange for such Members to be visited by
appropriate representatives of the Church with a view to reviewing their
membership. Should the situation remain unchanged the Diaconate may
recommend to the Church Members Meeting the removal of such persons
from the Church’s Membership.
20 The Members of the Church have no liability to pay any sums to help to meet
the debts (or other liabilities) of the Church if it is wound up; accordingly, if
the Church is unable to meet its debts, the Members will not be held
responsible.
21 The Trustees of the Church have certain legal duties under the Charities and
Trustee Investment (Scotland) Act 2005 (as amended), and clause 20 (above)
does not apply to any personal liabilities they might incur if they are in
breach of those duties.
Register of Members
22 The Diaconate will keep a register of Members:
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22.1.2 the date on which he/she was registered as a Member of the
Church;
22.2 and setting out for each former Member - for at least six years from
the date on he/she ceased to be a Member -
23 The Diaconate will ensure that the register of Members is updated within 28
days of any change which is notified to the Church.
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DECISION-MAKING BY THE CHURCH MEMBERS
General Meetings
26 The Church must hold a General Members’ Meeting within twelve months of
the date of the adoption of this Constitution.
28 The Church accounts and the accounts of all the organisations of the Church,
including details of salaries or other remuneration and allowances paid to the
Church's staff, and of expenses reimbursed to such staff and/or to other
Members of the Church, shall be presented annually to the Church.
Accounts will be examined and/or audited by suitably qualified persons in
accordance with the requirements of current legislation. Such action will be
confirmed at the next possible Church Members’ Meeting.
30.3 reports on the pastoral care of the Members, and business remitted
from the Diaconate.
31 Should the need arise, a Special Church Members’ Meeting may be called at
any time by the Diaconate, or by ten Members, but only after notification has
been given, so far as it has been reasonably practical to do so, to all Members
either by letter, telephone, email or personal call.
33 Every Member present at a Church Members’ Meeting shall have one vote. If
there is an equal number of votes for and against any resolution it will be
normal practice to defer the matter for further reflection and decision-
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making at a future date. In exceptional circumstances, however, the Chair of
the Meeting shall be entitled to a casting vote.
36 The notice must specify the date, time and place of the Meeting and the
general nature of the business to be transacted. If the Meeting is to be an
Annual General Meeting, the notice must say so.
40 The Diaconate must reconvene the Meeting and must give at least seven
clear days' notice of the reconvened Meeting, stating the date, time and place
of the Meeting.
Chair
42 As indicated in clause 29 of this constitution, Church Members’ Meeting’s
shall be chaired by a Member of the Church appointed by the Diaconate.
43 If the Chair is not present within fifteen minutes after the time appointed for
holding the Meeting, the Members present and entitled to vote must choose
one of their number to chair the Meeting.
45 All decisions at Members' Meetings will be made by majority vote - with the
exception of the types of resolution listed in clauses 46 and 114.1.
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46 The following resolutions will be valid only if passed by not less than two-
thirds of those voting on the resolution at a Members’ Meeting:
46.3 a resolution to the effect that all of the Church’s property, rights and
liabilities should be transferred to another SCIO (or agreeing to the
transfer from another SCIO of all of its property, rights and liabilities);
Minutes
47 The Diaconate must ensure that proper minutes are kept in relation to all
Members' Meetings.
48 Minutes of Members' Meetings must include the names of those present; and
(so far as possible) should be signed by the Chairperson of the Meeting.
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Diaconate (CHARITY TRUSTEES)
49 The Diaconate shall consist of the Pastor(s) and a number of others as
determined by the Church Members’ Meeting. For the avoidance of doubt,
the term “Diaconate” in this constitution shall be taken to include those
elected as Deacons, as well as the Pastor(s) and any others appointed under
the terms of clause 51 and 52.
50 Those appointed to the Diaconate shall be full Members of the Church who
have been in Membership for not less than two years. They shall be subject
to periodic re-election.
51 The limitations in section 50 above shall not apply to the Pastor(s), or other
staff whom the Church Members’ Meeting decides should be ex-officio
Members of the Diaconate.
54 The maximum number of Deacons will be agreed from time to time by the
Church Members’ Meeting.
Charity Trustees
55 The Trustees of the Church (“Trustees”, also known as “Charity Trustees”) are
those persons having general control and management of the administration
of the Church, and shall be the Members of the Diaconate.
56 Each, in consequence, has a duty to act in the interests of the Church; and, in
particular, will:
56.1 seek, in good faith, to ensure that the Church acts in a manner which
is in accordance with its purposes;
56.2 act with the care and diligence which it is reasonable to expect of a
person who is managing the affairs of another person;
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56.3 in circumstances giving rise to the possibility of a conflict of interest
between the Church and any other party:
56.3.1 put the interests of the Church before that of the other party;
56.3.2 where any other duty prevents him or her from doing so,
disclose the conflicting interest to the Church and refrain
from participating in any deliberation or decision of the other
Members of the Diaconate with regard to the matter in
question;
57 In addition to the duties outlined in clause 56, all Members of the Diaconate
must also take such steps as are reasonably practicable for the purpose of
ensuring:
57.1 that any breach of any of those duties is corrected by the person
concerned and not repeated; and
57.2 that any person who has been in serious and persistent breach of those
duties is removed from Membership of the Diaconate.
58 Provided he or she has declared his or her interest - and has not voted on the
question of whether or not the Church should enter into the arrangement –
no Member of the Diaconate will be debarred from entering into an
arrangement with an organisation in which he or she has a personal interest;
and (subject to clause 81 and to the provisions relating to remuneration for
services contained in the Charities and Trustee Investment (Scotland) Act
2005), he or she may retain any personal benefit which arises from that
arrangement.
60 Members of the Diaconate may be paid all travelling and other expenses
reasonably incurred by them in connection with carrying out their duties;
this may include expenses relating to their attendance at Meetings.
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Office Bearers
61 The Office-Bearers of the Church shall be the Pastor(s), Secretary and
Treasurer, the latter two of whom shall be appointed by and from within the
Diaconate, but subject to ratification by the Church Members’ Meeting.
62 All office-bearers other than the Pastor will retire from office at each AGM,
but may be re-appointed in the course of the same Meeting, within the terms
of clause 61: i.e. upon the recommendation of the Diaconate and the
subsequent ratification of the Meeting.
64 A person elected to any office will automatically cease to hold that office:
66 In the event of the Pastor being unable to fulfil his/her responsibilities, the
Diaconate shall be responsible for the arrangement of the Church services
and for the spiritual welfare of the Church.
67 If more than one pastor has been appointed by the Church, sections 65 and
66 above shall be understood to apply to the position of Senior Pastor. The
procedure for appointment of further pastoral or other staff will normally be
similar to that above, but may be modified by the Church Members’ Meeting.
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number of candidates receiving at least this majority exceeds the number of
vacancies, those candidates with the highest number of votes will be elected.
Termination of office
70 A Member of the Diaconate will automatically cease to hold office if he or
she:
70.1 becomes disqualified from being a charity trustee under the Charities
and Trustee Investment (Scotland) Act 2005, unless the Scottish
Charity Regulator (OSCR) has received a specific application and
granted a waiver;
70.3 becomes an employee of the Church, save for the provisions in section
51 and 59 above;
70.5 is absent (without good reason, in the opinion of the Diaconate) from
more than three consecutive Meetings of the Diaconate - but only if
the Diaconate resolves to remove him or her from office;
71 A resolution under clause 70.6, 70.7 or 70.8 shall be valid only if:
71.1 the person who is the subject of the resolution is given reasonable
prior written notice of the grounds upon which the resolution for his
or her removal is to be proposed;
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71.2 the person concerned is given the opportunity to address the Meeting
at which the resolution is proposed, prior to the resolution being put
to the vote; and
71.3 (in the case of a resolution under clause 70.6 or 70.7) the remaining
Members of the Diaconate agree unanimously to approve or reject the
resolution. If there is not unanimity, the issue must be brought for
decision by simple majority to a Church Members’ Meeting.
73.2 for each former Member - for at least 6 years from the date on which
he/she ceased to be a charity trustee -
74 The Diaconate will ensure that the register of its Members is updated within
28 days of any change:
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74.2 which is notified to the Church.
75 If any person requests a copy of the register of Members of the Diaconate, the
Diaconate will ensure that a copy is supplied to him or her within 28 days,
providing the request is reasonable; if the request is made by a person who is
not a Member of the Diaconate, the Diaconate may provide a copy which has
the addresses blanked out, if satisfied that including that information is likely
to jeopardise the safety or security of any person or premises.
Remuneration
81 Any remuneration paid to a Member of the Diaconate must satisfy the
criteria laid down in Section 67 of the Charities and Trustee Investment
(Scotland) Act 2005.
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and Trustee Investment (Scotland) Act 2005; and clause 21 does not exclude
(or limit) any personal liabilities they might incur if they are in breach of
those duties or in breach of other legal obligations or duties that apply to
them personally.
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DECISION-MAKING BY THE Diaconate
84 At least 7 days' notice must be given of each Meeting of the Diaconate, unless
(in the opinion of the person calling the Meeting) there is a degree of urgency
which makes that inappropriate.
86 If at any time the number of Members of the Diaconate in office falls below
the number stated as the quorum in clause 85, the remaining Members of the
Diaconate will have power to co-opt up to three Members of the Church,
subject to subsequent ratification at the next Church Members’ Meeting - but
will not be able to take any other valid decisions until the team is quorate.
87 The Members of the Diaconate present at any Meeting of the Diaconate will
elect (from among themselves) the person who will act as Chair of that
Meeting.
89 In matters put to the vote, each Member of the Diaconate will have one vote,
which must be given personally.
90 If there is an equal number of votes for and against any resolution, the Chair
of the Meeting will be entitled to a second (casting) vote.
91 The Diaconate may, at its discretion, allow any person to attend and speak at
a Meeting of the Diaconate - notwithstanding that such a person is not a
Member of the Diaconate - on the basis that he or she must not participate in
decision-making.
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92 No Member of the Diaconate may vote at a Diaconate Meeting (or at a
Meeting of a sub-committee) on any resolution which relates to a matter in
which he or she has a personal interest or duty which conflicts (or may
conflict) with the interests of the Church; he or she must withdraw from the
Meeting while an item of that nature is being dealt with.
Minutes
94 The Diaconate will ensure that proper minutes are kept in relation to all
Meetings of the Diaconate and Meetings of its sub-committees.
95 The minutes to be kept under clause 94 will include the names of those
present; and (so far as possible) should be signed by the Chair of the Meeting.
96 The Diaconate shall (subject to clause 97) make available copies of the
minutes referred to in clause 94 to any Member of the public requesting
them.
97 The Diaconate may exclude from any copy minutes, made available to a
member of the public under clause 96, any material which the Diaconate
considers ought properly to be kept confidential - on the grounds that
allowing access to such material could cause significant prejudice to the
interests of the Church or on the basis that the material contains reference to
employee or other matters which it would be inappropriate to divulge.
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ADMINISTRATION
Delegation to sub-committees
98 The Diaconate may delegate any of their powers to sub-committees; a sub-
committee must include at least one Member of the Diaconate, but other
Members of a sub-committee need not be Members of the Diaconate.
99 When delegating powers under clause 98, the Diaconate must set out
appropriate conditions (which must include an obligation to report regularly
to the Diaconate).
100 Any delegation of powers under clause 98 may be revoked or altered by the
Diaconate at any time.
101 The rules of procedure for each sub-committee, and the provisions relating to
Membership of each sub-committee, shall be set by the Diaconate.
103 No part of the income or property of the Church may be paid or transferred
(directly or indirectly) to the Members - either in the course of the Church’s
existence or on dissolution - except where this is done in direct furtherance
of the Church’s charitable purposes.
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Accounting Records and Annual Accounts
105 The Diaconate shall ensure that proper accounting records are maintained in
accordance with all applicable statutory requirements.
106 The Diaconate shall prepare annual accounts, complying with all relevant
statutory requirements. If an audit is required under any statutory provisions
or if they otherwise think fit, they shall ensure that an audit of such accounts
is carried out by a qualified auditor.
Financial Year
107 The Church's financial year shall end on 31st March, or on such other date as
shall be decided by the Members.
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MISCELLANEOUS
Dissolution
108 If ten [10] or more Members of the Church are of the opinion that it is
necessary or advisable to dissolve the Church, they shall call a Meeting of all
the Members of the Church of which not less than 21 days' notice (stating the
terms of the resolution to be proposed) shall be given.
109 In the event of the Church being dissolved or otherwise ceasing to exist the
Trustees will remain in office as Church Trustees and be responsible for
winding up the affairs of the Church in accordance with this clause.
110 The Diaconate must collect in all the assets of the Church and must make
provision for all the liabilities of the Church.
111 The Diaconate must apply the assets of the Church for charitable purposes
which are the same as – or which resemble closely – the purposes of the
organisation as set out in this constitution.
112 In the absence of any contrary decision by a majority vote of two-thirds of the
Members present and voting at a properly constituted Church Members’
Meeting, the assets of the Church shall become the property of the Baptist
Union of Scotland (or should this Union not then exist, the association of
Baptist Churches which may then be engaged in promoting objectives similar
to those of the Union [“the Association"]), to be applied in accordance with
the charitable purposes of the Union or the Association (if applicable).
113 If the Church is to be dissolved, the winding-up process will be carried out in
accordance with the procedures set out under the Charities and Trustee
Investment (Scotland) Act 2005.
114.1 a resolution is passed by not less than two thirds of those present and
voting at a Church Members’ Meeting called for the purpose by special
intimation from the pulpit on two preceding Sundays;
114.2 no amendment may be made that would have the effect of making the
Church cease to be a Church at law;
114.4 the Diaconate of the Church keep a copy of any such amendment with
this Constitution; and
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114.5 consent to the amendment is obtained from the Scottish Charity
Regulator (OSCR) if required.
Status of Appendices
115 For the avoidance of doubt, the Appendices to this constitution shall not
form part of the constitution for the purposes of regulation, and will not take
precedence over the constitution. They are not subject to the same
limitations for amendment detailed in clause 114 above, and may be modified
by a Church Members' Meeting as per clause 45.
Interpretation
116 References in this constitution to the Charities and Trustee Investment
(Scotland) Act 2005 (as amended) should be taken to include:
116.1 any statutory provision which adds to, modifies or replaces that Act;
and
Member of the Diaconate and Charity Trustee have the same meaning
within this constitution.
Communication
118 Where Church Members have given an email address to the Church
Secretary, this shall be a valid method of communication with them unless
they have stated otherwise.
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APPENDIX 1: DECLARATION OF PRINCIPLE OF THE
BAPTIST UNION OF SCOTLAND
• That the Lord Jesus Christ our God and Saviour is the sole and absolute
Authority in all matters pertaining to faith and practice, as revealed in the
Holy Scriptures, and that each Church has liberty, under the guidance of
the Holy Spirit, to interpret and administer His laws.
• That Christian Baptism is the immersion in water into the name of the
Father, the Son and the Holy Spirit, of those who have professed repentance
towards God and faith in the Lord Jesus Christ, who died for our sins
according to the Scriptures; was buried and rose again the third day.
• That it is the duty of every disciple to bear witness to the Gospel of Jesus
Christ, and to take part in the evangelisation of the world.
The ordinance of the Lord's Supper, to which all believers in the Lord Jesus Christ
shall be invited, shall be observed normally at the Morning Service on the first and
third Sundays of the month, or as often as the Diaconate should decide.
Church discipline will be exercised according to the principles and patterns found
in:
• Philippians 2: 3-4
• 2 Thessalonians 3: 6-15
• Titus 3: 10-11
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APPENDIX 4: Procedure for elections to the
Diaconate
• At least one week later, nomination papers will be made available. Each
nomination must be by two Members of the Church, ideally with the
agreement of the nominee concerned. Nominations will remain open for at
least one week.
• Those nominated shall be visited by the Pastor (or, during pastoral vacancy,
by a representative of the Diaconate). Following this, ballot papers will be
distributed to all members.
• Once voting has closed, the ballot papers will be counted by two Members
of the Church, at least one of whom must not be on the Diaconate.
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