The Sanford District Mission Team of the North Carolina
Conference United Methodist Women shall function in accordance with the
constitution and by-laws prepared by the Women's Division Board of Global
Ministries and the
I. Nominations, Elections and Appointive Procedures
A. Elections and Voting Procedures
1. The Committee on Nominations shall present for the ensuing term, nominees for all elected leaders, the Chairperson and Members of the Committee on Nominations. The nominations shall be inclusive as to age, race, marital status, employment and geographical location.
a. The nominees shall be presented to the Executive Committee at least one month prior to Annual Meeting.
b. The slate of nominees will be published in the September edition of The SUN newsletter so that all UMW members may be informed.
c. Nominees for office shall be reimbursed for travel expenses to be at Annual Meeting for election and installation of officers. The Chairperson of the Committee for Nominations shall inform the nominees of this procedure and supply nominees with a voucher when first asked to serve.
d. Nominees shall be invited to the fall Executive/Planning Meeting/Retreat.
2. Elections shall take place at the Annual Meeting.
a. The voting body shall be those present at Annual Meeting who are members of their local units within the Sanford District.
i. In the absence of a local unit, women who are members of the District Unit are eligible to be part of the voting body.
b. There shall be an opportunity for nominations from the floor.
c. Elections may be by acclamation or ballot.
d. A majority vote is sufficient for election.
3. Officers shall be elected for a two year term with the option to serve an additional two year term.
4. The following officers shall be elected in odd years:
a. President
b. Secretary
c.
d.
e. Secretary of Program Resources.
f. Chairperson of the Committee on Nominations
5. The following officers shall be elected in even years:
a. Vice President
b. Treasurer
c.
d.
e. Communications Coordinator.
6. Those elected shall assume their duties January 1. Files, records, materials and equipment shall be turned over to incoming officers as soon as possible after election at Annual Meeting and completed by January 1.
7. Elected leaders are expected to attend all meetings required by their elective position. If an elected leader misses more than two meetings required by the elective positions, without prior notification to the president, the Administrative Committee shall declare the position vacant.
8. Vacancies occurring in the elected leadership of the District Mission Team shall be filled by the Executive Committee upon nomination of the Committee on Nominations. When an individual is elected to an unexpired term, she will finish out the time of the unexpired term and then be asked by the Committee on Nominations to serve a regular term. Six months or more of time shall count toward tenure.
9. Tenure on the Sanford District Mission Team is eight (8) years except in the case of the President who may have served eight years in other positions and then may be elected and serve a four year term as president.
10. All newly elected, first time Mission Team officers are required to attend NCCUMW DO IT Day (District Officer In Training Day). The Committee on Nominations will convey this information to each nominee.
a. All Officers returning to their office are encouraged to attend DO IT Day to receive updated training and resources. It is not mandatory for returning officers to attend DO IT Day.
B. Appointive Procedures
1. The following leadership shall be appointed by the President:
a. Chairperson and Members of the following committees:
i. Standing Rules
ii. Archives and History
iii. Legislative
iv. District 39 and Under Coordinator
b. All Appointed Persons are expected to attend all meetings required by their appointive positions. If an Appointed Person misses two meetings required by their appointed position, without prior notification to the president, the Administrative Committee shall declare the position vacant.
2. No one may serve more than two (2) two year terms in the same appointive position.
a. Tenure in appointed positions does not count toward tenure of elected positions.
3. A District Mission Team member will be appointed to each Local Unit annually. She shall serve as interpreter, liaison and resource.
II. Committees
A. Executive Committee
1. The Executive Committee shall meet at least twice per year and upon the call of the President.
2. Voting members shall be the 11 elected District officers, the Sub District Leaders, and the Appointed Officers.
3. The Chairperson of Committee of Nominations is the only voting member from that committee. Other members of the Committee of Nominations may attend meetings as non-voting members.
4. Those present shall constitute a quorum.
5. In the absence of the President and the Vice President, the Secretary shall preside.
B. Administrative Committee
1. Administrative Committee members shall be the President, Vice President, Secretary, Treasurer and the Chairperson of the Committee on Nominations.
2. The Committee shall meet upon the call of the President to transact only emergency business between meetings of the Executive Committee. It shall not change declared policy or the budget or incur indebtedness.
C. Finance Committee
1. The Treasurer is the Chairperson
2. The Mission Coordinator for Education and Interpretation is a member of the committee.
3. The Committee shall meet upon the call of the Chairperson.
a. The purpose of the meeting shall be to study the needs of the district and to prepare the District Budget prior to the Conference Finance Committee meeting held upon the call of the Conference Treasurer.
4. During the month of January, District and Local Treasurers shall be audited according to Women's Division guidelines by a volunteer CPA or qualified member of the church.
a. A qualified member of the church will have completed a four year degree in accounting.
b. The results of the audit of the previous year's District books shall be presented to the Executive Committee during the July meeting and filed.
5. The President shall appoint other committee members as needed.
D. Committee On Nominations
1. The Committee on Nominations is charged with the nominations of all elected leaders of the Sanford District. The Committee on Nominations decides which officers should be asked to continue in the same office. No one is automatically assumed to continue beyond the term for which she has served
a. The Vice President does not automatically become the next President.
2. The Committee on Nominations shall have a rotating membership of six members, including the Chairperson, divided in to three classes. Each member shall be elected for a three year term.
3. Membership of the Committee should be representative from the counties within the Sanford District.
4. Members of the new class shall be elected annually to replace the class which is rotating off. At least two persons shall be elected each year.
5. The Chairperson of the Committee on Nominations will be nominated by the committee members the same as the other elected officers.
6. The Chairperson of the Committee on Nominations shall serve a term of two years without the option of re-election.
7. The Chairperson of the Committee on Nominations shall keep an accurate record of terms of office and tenure of all elected and appointed officers.
8. The Chairperson of the Committee on Nominations will give each nominee a job description of the position for which they have been nominated and a list of meetings that will be required for attendance to fulfill the role.
9. No member within this Committee may hold an office in the organization beyond the local unit.
E. Committee on Program
1. There shall be a Committee on Program chaired by the Vice President who shall meet with the sub-district leaders and representatives of local units hosting sub-district events to plan and coordinate the programs for the sub-districts.
F. Standing Committees
1. The President shall appoint chairpersons and members of Standing Committees. Committees shall meet on the call of the Chairperson. The Chairperson shall attend the Executive Committee meetings when requested by the President.
2. The President shall be an ex-officio member of all committees except the Committee on Nominations.
a. Committee on Standing Rules
i. It shall be composed of two members and the Chairperson, all who have served on the Executive Team at some time.
ii. It shall receive and recommend necessary changes in the Standing rules to the Executive Committee prior to District Annual Meeting.
iii. In the event there are no changes recommended by the Conference Committee, the District Committee will review the Standing Rules every four years at a minimum.
b. Archives and History Committee
i. It shall be composed of two members and the Chairperson.
ii. It shall keep a current file of appropriate papers and clippings and keep the historical account up to date.
1. Annual Directory
2. Audited Financial Reports
3. Executive Committee Minutes
4. All issues of newsletter, The Sun
5. District Annual meeting Book
6. Candle burning book
7. Day Apart Program
8. Other Special Events or meetings programs as available
iii. It shall identify an area to be used for storage.
c.
i. The Committee shall be the President, Secretary and Treasurer.
ii. It shall determine the persons to receive recognition at the District Annual Meeting
iii. The Chairperson shall notify the District Treasurer by August 31 of the recognitions to be given at Annual Meeting.
iv. The recommendations for Special Mission Recognition is as follows:
d. 39 and Under Committee
i. The Committee shall be composed of the District 39 and Under Coordinator (as chairperson), the District President, the Vice President, one other member of the Executive Committee (preferably who is under 39) and two local UMW members in the district who attended the Conference 39 and Under event.
ii. The Committee shall plan and implement a District 39 and Under event each year.
III. Meetings
A. Annual Meeting
1. District Annual Meeting shall be in October following the Conference Annual Meeting.
2.
The meeting place shall be at a local
3. The United Methodist Women at the local church shall be the hostesses.
4. The Vice President shall determine the agenda.
5. The President will preside at the meeting.
6. The Committee on Program shall design the program.
7. Any business that has not been considered by the District Executive Committee shall be presented to the District Secretary in writing 24 hours prior to the Annual Meeting before it can be presented to the voting body.
8. Only approved UMW projects shall have displays.
B. Sub-district Meetings
1. The Sub-District meetings shall be held at Local United Methodist Churches in the sub-district.
2. The Sub-District Leader will arrange the meeting place.
3. The Executive Committee will determine the agenda.
4. The Sub-District Leader will preside.
5. The Committee on Program shall design the program.
C. Other Meetings
1. The District Executive Committee will plan and present other meetings as appropriate
a. District Day Apart
i. The Committee on Program shall design the program/agenda.
ii. The Mission Coordinator for Spiritual Growth shall preside.
b.
District
i. At least one district-wide mission study shall be held annually.
ii. During the day event, all three of the topics studied at the Conference School of Christian Mission shall be offered.
iii. The mission study day shall be planned and implemented by the Mission Coordinator of Education and Interpretation.
c.
District
i. The District Event shall be planned and implemented by the Mission Coordinator for Social Action with the assistance of the other Mission Coordinators.
ii. This event is to provide an opportunity for hands-on mission.
d. District 39 and Under Event
i. The District Event shall be planned and implemented by the District 39 and Under Coordinator.
ii. The Conference 39 and Under Coordinator is to be invited to the event.
e. LOTS (Local Officer Training event)
i. There shall be training for all local units each year.
ii. The present officers and incoming officers shall work together to provide effective training sessions.
f. Others as applicable.
D. Robert's Rules of Order
1.
Robert's Rules of Order Newly Revised is the parliamentary
authority of the
E. Supervision of Minors
1. Child care shall be provided at all District sponsored events. At least two of the child care providers must be adults.
2. Childcare procedures are to be in accordance with the Safe Sanctuary policies. Refer to NC Conference website for policies.
IV. Equipment
A. An inventory of equipment and possessions owned by the District shall be maintained by the Secretary. The inventory shall include name of the item, where it is located and the person responsible.
B. The President and Treasurer shall be provided with a copy of the above inventory.
V. Minutes, Publications, and Correspondence
A. Minutes
1. Minutes will be distributed to all members of the District Mission Team within three weeks after the meeting.
2. The official minutes will be kept for five years by the secretary after which they will then be given to the Committee on Archives and History.
B. Directory
1. A Directory will be prepared by the District Secretary which shall include the names, addresses, phone numbers and email addresses of all the District Mission Team members and the local unit officers.
2. The Directory will be distributed to the local units at the January District Mission Study event.
3. Copies of the District Directory will be given to the 24 elected and appointed NC Conference UMW officers and to the Sanford District Superintendent.
4. A copy of the directory is to be filed by the Committee on Archives and History.
C. Membership Lists
1. The Sanford District United Methodist Women will not furnish lists of their elected leaders or members to individuals or agencies outside the Organization unless authorized by the District Mission Team.
D. Newsletter
1. The Sanford District UMW newsletter, The Sun, will be published quarterly.
2. The Sun publication shall be the responsibility of the District Communications Coordinator.
3. Every effort should be made to send The Sun via email to avoid postal charges.
a. If a recipient should not have email capabilities, the Communications Coordinator should endeavor to locate a local church that will assist with use of a nonprofit postal rate rather than mail the newsletter using First Class rates.
E. Correspondence
1. All correspondence will go to all members of the Executive Committee and to the corresponding officer at the Conference Level, as appropriate.
VI. Funds
A. The District Administration and Membership Development Funds (A & MD) shall be used for promotion of the Purpose within the District.
1. The District Treasurer shall submit quarterly reports to the Executive Committee and the Conference Treasurer on the use of the A &MD Funds and the Cash Receipts and the Disbursement Reports.
2. Funds allocated for A & MD are kept in separate line items from the local unit funds and district special offerings on the Treasurer's report
3. Funds appropriated by the Conference UMW for District Budget shall be disbursed quarterly to the District Treasurer by the Conference Treasurer based on the total annual amount approved for the district budget.
a. The District Treasurer or the District Finance Committee may request of the Conference Treasurer a higher percentage disbursement of their total during a given quarter.
4. Funds remaining in the District Treasury at the end of the calendar year in excess of the amount required to avoid service charges (minimum not to exceed $200.00) shall be deducted from the first quarter disbursement of the A & MD funds to the district for the next year.
5. The district is strongly encouraged to use banks who provide free checking accounts.
B. Honorariums/Love Gifts
1. District Annual Meeting
a. If speaker is traveling from out of district, travel reimbursement will be offered at the conference designated rate.
b. The Executive Committee shall determine this honorarium annually at the Annual Budget meeting.
2.
District
a. If speaker is traveling from out of district, travel reimbursement will be offered at the conference designated rate.
b. The Executive Committee shall determine this honorarium annually at the Annual Budget meeting
3. District Day Apart
a. If speaker is traveling from out of district, travel reimbursement will be offered at the conference designated rate.
b. The Executive Committee shall determine the honorarium annually at the Annual Budget meeting.
4. Social Justice Workshop
a. If speaker is traveling from out of district, travel reimbursement will be offered at the conference designated rate.
b. The Executive Committee shall determine the honorarium annually at the Annual Budget meeting.
5. Love Gifts shall not exceed $25.
6. Any special honorarium or love gift over and above the amount budgeted shall come out of special offerings account.
C. In Remembrance or Thanksgiving
1. When a current District Mission Team member dies, the candle shall be burned for one (1) minute through a gift to the Candle Burning program.
2.
When a baby is born to a District Mission Team member, a $10 Gift
to
3. Any special remembrance or thanksgiving gift over and above the amount budgeted shall come out of special offerings account.
D.
1. Special Recognition Recommendations:
|
Position |
Tenure |
Recommendation |
|
|
Less than 2 years |
$10 Gift to |
|
|
1 Term |
$25 Gift to |
|
|
2 Terms |
$40 Gift to |
|
Nominating Committee Members |
2 years |
$10 Gift to |
|
|
4 years |
$20 Gift to |
2.
A Mission Team Member who is eligible to receive a pin may choose
to have the value of the pin given in Gift to
3.
The Mission Recognition Committee will determine other Gifts to
4. Recognition may also be given in the Candle Burning Service.
5. Any special Mission Recognition over and above the amount budgeted shall come out of special offerings account.
E. District Leadership Development Funds (Formerly Offerings)
1. An offering at Sub-District, Day Apart and Annual Meetings shall be used as decided by the Executive Committee to fulfill the Purpose.
2. Offerings may be kept in a special savings account within the district to be used to send delegates to Assembly, Southeastern Jurisdictional and other Quadrennial Meetings
a. This is the only savings account that the district may have.
3. The District Mission Team can decide to use some of the offerings to provide scholarship for non-Executive Committee UMW members to attend special quadrennial meetings.
4. Any special Mission Recognition, Honorarium, Love Offering or Gift in Remembrance or Thanksgiving over and above the amount budgeted shall come out of District Leadership Development account.
F. Checks
1. The names of the current District Treasurer and the current District President shall be on all bank accounts.
2. The District Treasurer or President can write checks. The District President shall sign checks only in an emergency situation.
G. Expenses
1. To Implement Office
a. Any expense required to conduct business by the office held including mileage and supplies, shall be turned in to the District Treasurer as they occur or at least quarterly.
i. Expense accounts shall be signed by the President and/or the Secretary before being paid by the Treasurer.
ii. All expenses incurred shall be paid within the fiscal year. NO LATE EXPENSE ACCOUNTS WILL BE HONORED UNLESS APPROVED BY THE PRESIDENT AND CONFERENCE TREASURER.
b. Advance funds, if needed for a meeting, must be requested to the President for approval.
i. Receipts for expenditures must be submitted to the District Treasurer and reconciled with the amount of the advanced funds.
c. Long distance phone calls are to be made with discretion. The preferred mode of communication is email or US Postal mail. If a long distance phone call is to be made and cannot be made using cell phone "free minutes" then the phone charges can be expensed with proof of charges.
d. Travel policies
i. A mileage allowance per mile for trips connected with implementation of an office shall be applied uniformly to all cars.
1. Carpooling is encouraged for all trips.
2. The set mileage amount is determined by the Conference Committee on Finance annually at its fall meeting
3. Should a participant choose to drive independently and not carpool if a carpool opportunity is available, the mileage reimbursement shall be for only one way and not round trip.
ii. When it is necessary for a District Officer to stay in a hotel, the room charge can be expensed to the district.
1. If the participant chooses to room alone rather than share with another participant, if there is opportunity to share, only half the charges of the room expenses will be reimbursed.
iii. Meal allowances are as follows:
1. Breakfast – $5.00
2. Lunch- $7.00
3. Dinner - $11.00
4. If the participant has the opportunity to have meals provided by the hotel or the meeting, then the meal allowance can be combined for a total per diem of $23.00.
5. Meal receipts are required.
6. Any excess of this amount will be considered to be at the participant's personal expense.
2. Material Resources
a. The members of the Executive Committee shall receive current editions of the handbook published quadrennially by Women's Division.
b. The District shall provide copies of the Response magazine to the eleven elected district officers and the 39 and Under Coordinator.
c.
The District will provide the annual
i.
The Treasurer is to send the names and addresses to the
3. Dependent Care
a. The district may pay $20 per day for child or custodial care to allow a district officer to attend an event. If there is a second child or custodial need for the same event, the district will pay an additional $20 fee for a maximum of $40 per day per event per officer.
4. Meeting Expense
a. Eleven elected district officers and 39 and Under Coordinator are expected to attend the following District meetings at District Expense
i. District Committee on Nominations (committee members only)
ii. District Annual Meeting
iii. District LOTS (Local Officer Training Day)
iv. District Executive Committee
v. District Finance Committee
vi. District Program Planning
vii. District Retreats/Workshops
viii. District Sub-Districts other than your own Sub-District Meeting
ix. District or Conference Legislative Event
b. Conference Meetings that will incur District expense will include:
i. Church Annual Conference – District President, who is a voting delegate.
1. Mileage is allowed per the established rate
2. Meals covered at the established rate.
3. Housing is reimbursed up to the amount of the dorm rooms and parking permit provided to the NCCUMC delegates.
4. Receipts are required.
ii. Annual Meeting – Eleven elected district officers and 39 and Under Coordinator. Sub-district leaders can serve as substitutes.
iii. DO IT Day - Eleven elected district officers, Members of the Committee on Nominations and 39 and Under Coordinator.
iv.
v. Spiritual Enrichment Retreat - Eleven elected district officers and 39 and Under Coordinator
vi. 39 and Under Event – 39 and Under Coordinator and one other representative
vii.
Legislative Event – District President and
c. No district officer shall attend any meeting at district expense other than those listed unless authorized by the District President.
d. District Officers may attend local unit meetings other than their own at district expense per district policy.
i. Expenses are covered when a district officer is providing a program or acting as a resource to the local unit.
e. Districts shall pay from the Districts A & MD funds the expenses for the Conference Representative to attend the District Executive Team Meeting and the Annual Meeting.
f. District President shall attend at least one District Pastor's meeting annually at District Expense.
g. If an officer cannot attend a meeting at District expense, a member of the Committee on Nominations or an appointed position may attend as an alternate.
5. Conference Expense
a. Charter for Racial Justice Workshop
i. President, Mission Coordinator for Social Action and others according to the pattern of attendance as directed by NCCUMW President.
b. Financial Analysis
i. On Odd years beginning 2007 only the District Treasurer
ii. On Even years beginning 2008, District Treasurer and Mission Coordinator for Education and Interpretation.
c.
Finance Committee – District Treasurer and
d. Each District is allowed to have one Conference Officer (other than the assigned Conference Representative) attend a meeting at Conference Expense.
6. Jurisdiction and Assembly Meetings
a. Districts are allowed to keep district and sub-district offerings for the sole purpose of sending delegates to Jurisdiction and Assembly meetings.
b. The amount of support for District Officers will not exceed the amount allotted to Conference Officers.
c. Conference Officers within a district may not receive additional support from the district.
7. If a person is sent as a delegate or representative to a meeting or an event, she shall attend all sessions and share her knowledge with the Executive Committee upon her return.
H. Solicitation for Funds for Projects
1. Solicitation for funds for projects in keeping with the Purpose of United Methodist Women must be approved by the District Mission Team and include consultation with the Conference Committee on Finance.
PROVISIONS
No amendment, suspension or decision may be made except by the members of the District Mission Team (Executive Committee) or by voting members at District Annual Meeting.
2009
OBJECTIVES AND GOALS
SANFORD
DISTRICT
In 2009 the Sanford District of the North Carolina Conference United Methodist Women will seek to fulfill their PURPOSE in the following ways:
I. To know God and to experience freedom as whole persons through Jesus Christ:
A. Increase participation in the following events by 10%:
1. District Day Apart Retreat
2. Conference Spiritual Enrichment Retreat
3. Conference 39 and Under Event
4. District 39 and Under Event
5. Conference Annual Meeting
6. District Annual Meeting
7.
8.
District
B. Continue to promote the following Spiritual Growth Experiences:
1. Call to Prayer and Self Denial
2.
Spiritual Growth and
3. Reading Program
C. Covenant together as a District Executive Team to use the Prayer Calendar.
D. Covenant together as a District Executive Team to pray for one another and pray for our Local Unit Counterparts and new and reorganized local units.
E. Covenant together as a District Executive Team to increase the number of pastors
in attendance at district events.
F. Support one another through a network of Silent Prayer Partners, praying for each
other daily and remembering one another on special occasions.
II. To develop a creative supportive fellowship:
A. Encourage the District Executive Committee to develop strategies, which further implement the Charter for Racial Justice in all Local and District Units.
B. Publicize and promote “Campaign for Children,” and the Children’s Sabbath.
C. Encourage local units to implement the Membership Campaign.
1. Organize a group of teens, college and university women, women under 40, newly retired women, and other women not currently involved in United Methodist Women.
2. Encourage Hispanic, Korean and other ethnic minority women to participate in
United Methodist Women on all levels.
3. To assist at least one college/university to organize a United Methodist Women ‘s
Unit.
D. Explore options for the District Executive Team to implement the Visitation workbook Program, giving special attention to churches without units.
E. Be inclusive at all District events and meetings by:
1. Attempting to schedule times and dates in order to accommodate an optimum number of women.
2. Providing childcare.
3. Utilizing all available channels of communication to promote events and providing maps for locations of every event.
F. Continue to stress to District and Local Officers the importance of regular and
timely communications.
G. Train Vice Presidents at LOTs (Local Officer Training) about Church Women United and the World Federation of Methodist and Uniting Church Women.
III. To expand concepts of
A. Encourage district officers to develop a plan for implementation of a mission education event at an approved United Methodist Women Project and to submit that plan to the Conference President for approval and passed on to the treasurer for distribution of funds.
B. Encourage the District President or her designee to speak at at least one district
pastor’s meeting per year.
C. Continue to promote the Seven Avenues of Mission Giving and to increase the number of Seven Star Units.
1.
Pledge to
2. Special Mission Recognition (pin and certificate)
3.
Gifts to
4. World Thank Offering
5. Gift in Memory
6. Candle Burning
7. A Penny and a Prayer
D. Encourage members to be Seven Star Members by participating in the same seven avenues listed in C.
E. Increase our stewardship of finances by intentionally conserving resources.
F. Encourage participation and support of all the North Carolina Conference Projects.
G. Select at least one legislative issue to address through letter writing, petitions, telephoning, and/or voting.
H. Respect and restore God’s creation by focusing on environmental issues within our control, including the following:
1. Provide containers for recycling at all district United Methodist Women’s events.
2. Reduce the volume of paper used when copying by using both sides.
IV. Encourage and empower all local units to become “Mission Today” units.