Griffith Community Chaplaincy Inc. Constitution
The organisation herewith founded is constituted under the following provisions and represents the philosophy under which this organisation exists. The organisation will be known as the Griffith Community Chaplaincy Inc. Griffith Community Chaplaincy will be an incorporated association in terms of the Associations Incorporation Act 1984.
2. The Executive Committee of the
2. Membership Scope: In so far as possible, the chaplaincy will represent a range of
3. Volunteer organisation: Chaplains are not employees of the Griffith Community Chaplaincy, but are volunteers seconded by their own respective home congregations to this task. Griffith Community Chaplaincy is an Incorporated Association, not for gain. However, if at a later date, the chaplaincy wishes to employ chaplains or administrators, it will have the right to do so.
4. Accrediting Body: Applications for accreditation to serve as chaplains of all ranks will be made to the regional Chaplain on behalf of the Griffith Community Chaplaincy. Membership of the association will be conferred only on persons meeting with the requirements of the constitution of Griffith Community Chaplaincy.
It is required that all Chaplains who serve with the Griffith Community Chaplaincy be accredited to ensure that all members are properly qualified experienced professionals, supported by their religious bodies that will provide an effective service.
It is envisaged that a Chaplaincy Centre will operate for the Griffith Community Chaplaincy and will supply Chaplaincy services to any healthcare, emergency service, policing organisation or any other body that needs the service, free of charge. The Centre's objective is to provide complementary support to the victims/patients/clients serviced by the abovementioned organisations and staff of the various organisations.
The Chaplaincy will operate in accordance with the following principles:
- Provision of professional, accountable, holistic pastoral care of victims, patients, staff and emergency care workers, sensitive to the context of the Griffith and surrounding area in which the Centre operates;
- Will conduct themselves in a worthy manner with respect and tolerance, between persons and groups belonging to a particular faith or no faith at all;
- Inclusiveness in order to promote and enhance the unity and cohesion of the Griffith Community Chaplaincy and surrounding area community irrespective of nationality, ethnicity, colour, gender, creed, racial, religious or political background;
- Compliance with relevant local and state laws and policies such as equity and diversity and occupational health and safety in order to provide a safe environment free of discrimination and harassment.
7. Remuneration of Chaplains:
Individual church or religious bodies may decide to remunerate their nominee chaplains in any way they consider appropriate such as by an honorarium or notional allowance to defray incidental costs. Should the Chaplaincy be funded from any source at any later date, it will have the right to reimburse Chaplains for out of pocket expenses and will then have recognised accounting procedures put in place. The chaplaincy may at some point employ full-time or part time staff, should the need arise.
(a) The chaplains are ultimately accountable to the Regional Chaplain of the Griffith Community Chaplaincy and to their own respective denominational structures.
(b) Inasmuch as they have been nominated and/or recommended by a religious body chaplains are also accountable to their nominating body and the Chaplaincy Board, where appropriate.
9. Role of Chaplains
(a) The services that chaplains will perform may include but are not restricted to the following:
• provision of spiritual leadership and caring support to the
• caring for and nurturing the community of emergency and affiliated personnel, in meeting the challenges of their professions and individual lives;
• acting as agents of cohesion and reconciliation, promoting understanding and harmony between the many groups that constitute the community GRIFFITH
• complementing other services provided by the GRIFFITH COMBINED CHRISTIAN CHURCHES COMMUNITY
(b) There will be times when chaplains will undertake activities representative of their own specific faith while on other occasions they may be involved in activities and services on a non-denominational basis.
10. Qualifications and Personal Attributes of Chaplains
(a) Ideally chaplains are to be reflective of both the wider Australian community from which they come and the specific community which they are called to serve. As such they would reflect the diversity and richness of the community in terms of disciplines, experience, cultures, gender, age, life orientation and religious thought.
(b) It is expected that chaplains would:
• be recognised by their own religious community and leadership as members who are in good standing;
• after training and mentorship, to have relevant experience, competence and ability to fulfil the role of chaplain;
• have the ability to relate their faith to the
• exercise personal initiative in relating to individuals and groups within the
• be willing to serve and operate as a member of the chaplaincy team at an ecumenical level;
• demonstrate the ability to integrate faith and intellect, devotion and critical thinking;
• be able to relate back to their church or religious organisation and the Griffith Community Chaplaincy administration on matters related to
The Regional Chaplain is also the public officer of the association. The Regional Chaplain will be nominated and voted in by the Griffith Community Chaplaincy. This appointment will be for a period of two years, after which the position will need to be renewed or replaced. The Regional Chaplain can be removed from office at the voting of such a motion of 75% of the members of the incorporation in good standing, at a special meeting called for such a purpose. The members of the association are the accredited chaplains in service at the time.
The Regional Chaplain will be responsible for the administrative control of the chaplains within the Griffith Community Chaplaincy, and will create the infrastructure required to efficiently manage the service. The Regional Chaplain will draw up rosters, schedule training and maintain a supervisory role of Chaplains and Affiliates under the Griffith Community Chaplaincy jurisdiction. The Regional Chaplain will be expected to attend regular training and meetings with Chaplaincy Australia.
12. Appointment of other Chaplains
(a) Accreditation is to be managed by the executive of the Griffith Community Chaplaincy, under the recognised conditions of chaplaincy organisations in NSW. Provision is made for two levels of Chaplaincy, for which the criteria are as follows:-
Chaplain:
- Holder of Ordained, Probationary or Specialised Ministerial Certificate, Commission, or equivalent and.
- Evidence of a calling to the ministry of Chaplaincy and
- Five years ministerial experience or completion of, or undertaking to complete, accredited courses as deemed necessary for this ministry, such as:
o Clinical Pastoral Education (CPE) or
o Psychology degree or
o Basic counselling techniques or
o Understanding of grief/loss, CISD, etc. or
- Must be accountable to an appointed Regional Chaplain.
- Must be committed and accountable to own local Church and leadership.
- Must submit to Police Check.
Affiliate Chaplain:
- May be holder of OMC, PMC, SMC or equivalent credential, or employed by a recognised Chaplaincy body as a chaplain.
· Evidence of a calling to the ministry of Chaplaincy, but who has a limited level of experience which is satisfactory for their specific stream.
· Completion of, or undertaking to complete, accredited courses as deemed necessary for this ministry, such as:
o Clinical Pastoral Education (CPE) or
o Psychology degree or
o Basic counselling techniques or
o Understanding of grief/loss, CISD, etc.or
· Some theological study completed or being undertaken.
· To be accountable to an appointed Regional Chaplain.
· Must be committed and accountable to own local Church and leadership.
- Must submit to Police Check.
(b) Nomination for Membership
Chaplains are normally nominated by their denomination or religious institution. The nominating body must be a member of the NSW Council of Churches. In cases where the nominator is not a recognised entity, at the recommendation of the Regional Chaplain in collaboration with the members of the incorporation may, nevertheless consider the nomination.
(c) Cessation of Membership:
Membership of the chaplaincy will cease if the person dies or resigns or is expelled as a result of disciplinary action taken in terms of section 17. A right, privilege or obligation which a person has by reason of being a chaplain is not capable of being transferred or transmitted to another person and terminates on cessation of the person’s membership.
(d) Resignation
A chaplain may resign from the Griffith Community Chaplaincy at any time and this resignation will be conveyed to Chaplaincy Australia. They at their discretion may elect to keep the chaplain’s accreditation current. Resignation of a Chaplain does not mean or imply automatic replacement by that person’s successor in
13. Disciplinary and Grievance Procedure
a) Disciplinary Action: Should the Chaplain of any rank be accused of a moral or criminal act, or of breaking the code of conduct, he/she will be issued with a notice to appear before the disciplinary committee of the Griffith Community Chaplaincy to explain his/her actions. This notice will be issued fourteen (14) days prior to such a meeting taking place. The committee will consist of the Regional Chaplain and two members of the executive committee. This tribunal will hear the evidence given at such a hearing and will either dismiss the complaint, or find the person guilty of the misconduct and will confer the appropriate corrective action. This may include demotion in rank and responsibility, limitation of services rendered or expulsion from the Chaplaincy. A copy of the findings will be sent to the denominational office of the offender to be investigated. The person in question may appeal against the finding of the hearing within seven (7) days to a nominated arbitrator in a Chaplaincy capacity, and his/her decision will be binding. Where the Chaplaincy code of conduct is breached, the executive committee may revoke the accreditation of the chaplain involved and notify the relevant nominating religious body of such revocation.
b) Grievances
(i) Where complaints or grievances arise between users, patients and chaplains, the matter is to be raised directly between the parties involved at the level where the complaint or the grievance occurs and the Regional Chaplain must be informed.
(ii) Where the complaint is not adequately addressed or resolved to the satisfaction of the parties, the matter can be referred to the Regional Chaplain. If the matter is still unresolved, the matter can be referred to a nominated arbitrator in a chaplaincy capacity. Griffith Community Chaplaincy will not be held liable in any way for misconduct of Chaplains or Affiliate Chaplains, they will be liable in their own right.
(iii) Extreme cases may be referred to the Community Justice Centre for mediation in terms of the Community Justice Centres Act 1983.
14. The Chaplaincy operations
Through the serving chaplains, the Chaplaincy’s commitments to users are:
- to be courteous and professional at all times;
- to be fair and impartial, respecting the individual's right to their convictions and beliefs, avoiding at all times proselytising activities;
- to treat all visitors and users as individuals and to respect their privacy;
- to treat complaints seriously and to learn from them.
The Chaplaincy expectations from all users are:
- to abide by the code at all times;
- to respect other persons' (including the chaplains) convictions and beliefs;
- to be courteous and behave in a mature manner;
- to respect the rights of others in terms of access to the Centre's facilities and services;
- to abide by and promote the objectives of the general policy of the GRIFFITH COMMUNITY CHAPLAINCY in respect of religious activities.
15. Chaplains’ Code of Conduct
(a) Chaplains are at all times expected to behave as persons occupying and exercising a position of trust. This code of conduct enunciates guidelines to which all CHAPLAINCY members must adhere:
- Chaplains must respect trust, privacy and confidentiality;
- There will be occasions when chaplains need to confer with their colleagues in the chaplaincy team. In such cases, chaplains must alert the individuals who confide in them, of the limits of confidentiality especially where the safety, security and wellbeing of third parties are concerned;
- In their service and ministry, chaplains must observe the overriding principle of neither trying to take nor actually taking advantage of those they serve for personal, sexual, financial, institutional or political purposes;
- Chaplains should be aware that those to whom they provide spiritual advice may also require care offered by other faiths or persuasions or healthcare professionals. Where a situation arises in which the Chaplain is aware that their religion/expertise permits them to take only one view of such affairs, or where the person being counselled requires medical or psychological help, the Chaplain should make individuals aware that such other services are available and actually refer them to such appropriate services;
- Chaplains will respect and where possible encourage the independence, autonomy and self-determination of those entrusted to their care;
- Chaplains will behave collegially with other chaplains in the team;
- Chaplains are required to:
- Be a committed Christian who holds to the Apostles Creed and the doctrines held by their relevant denomination.
- Maintain the highest ethical standards in their own personal life.
- Be trained, qualified, accredited and approved by a participating Church Authority for a professional appointment in the pastoral, spiritual and religious care of clients.
- Be personally accountable for their professional conduct to their Employing Authority and/or Church Authority.
- Respect and observe the rules and regulations of their Employing Authority and/or Church Authority.
- Maintain the highest standards of professional competence and integrity in the pastoral, spiritual and religious care of clients.
- Exercise the greatest sensitivity and discretion in matters of confidentiality, privacy and respect for clients.
- Be prepared to undertake such training and educational opportunities as may continue to improve their professional development and skills in the care of clients.
- Cooperate fully with industry professionals, chaplaincy colleagues and representatives of the Church in the care of clients.
- Respect at all times the religious faith, practice and belief systems of clients.
- Provide for the appropriate pastoral, spiritual and religious services required by clients.
- Ensure that no personal action or omission, within their own area of responsibility, is contrary to the highest standards of care or to the welfare of clients.
The committee may, by instrument in writing, delegate to one or more sub-committees consisting of members which the committee may deem fit, the exercise of such of the functions of the committee as are specified in that instrument other than this power of delegation or a function or duty imposed on the committee by law or Act. Despite delegation, this committee may continue to exercise any function delegated. Any delegations given to any sub-committee may be subject to limitations as to authority, time or circumstance as may be specified in the instrument of delegation.
Any act or thing done or suffered by a sub-committee acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.
Any instrument of delegation from the committee may be revoked in whole or in part through another instrument under this rule.
A sub-committee may meet and adjourn as it sees fit.
17. Insignia
The Griffith Community Chaplaincy will have its own uniform with standard insignia to be worn whilst on duty to ensure a standard that is professional and non-denominational. Research has shown that the wearing of a uniform gives the wearer an advantage of trust and credibility and also allows for the emergency services and police, etc to identify the wearer and the function of the wearer. Accountability on the part of the wearer is higher and the level of competency is visible to the users of the service. The uniform will consist of the following:-
Purple epaulettes and shoulder patches
A cloth shield on the front of uniform
White shirt/blouse with identification epaulettes
Navy trousers/slacks
A reflective jacket bearing the insignia of the chaplaincy
A name tag
A blue jumper with epaulettes for winter
18. The appearance and significance of insignia/badge
(a) The Shield
§ Has the cross of Christ at the centre, the focus of our ministry and mission
§ The traditional chaplain Maltese-style cross surrounds the cross, bearing the Alpha and Omega sign, the Chi-rho sign (early Christian significance), the peacock signifying new life and the interlinked triquetra signifying the Holy Trinity.
§ The dove in the centre and top of the shield represents the peace of God, our reason for ministry.
§ The name of our organisation appears on the shield in order for the bearer to be identified.
§ The background of the shield will be purple, in the tradition of the uniformed chaplains, with gold writing.
(b) The epaulettes
§ These are purple with the rank insignia embossed. The Chi-rho with the alpha-omega symbol in the eternal circle make up the basis of the rank insignia. There are at present three ranks indicated in order for the users of the service to be able to identify level of ability conferred by the chaplaincy. The three ranks are, Regional Chaplain (three circles), Chaplain Accredited (two circles) and team members (one circle). The regional chaplain is appointed from all the ranks of Chaplains by majority vote.
(c) The name tag
§ This will bear the name of the Chaplain and the Chaplaincy badge
(d) The shoulder patch
§ This is a cloth rendition of the shield embroidered on a purple background in gold writing. The shoulder patches are worn threaded from the shirt flaps bearing the epaulettes.
19. General Meetings
Notices and minutes may be circulated by mail or electronically. A usual quorum of five members will constitute a legal meeting of the Association. If a meeting is held as detailed in section 22(c), a quorum will require 50% of the membership of the association.
a) Annual General Meeting
The Association shall meet once a year on the anniversary of it’s incorporation or as soon as possible after, but within 6 months of such date. For such purposes, the incorporation date will be seen as 15 July. All members in good standing will be notified in writing of such a meeting at least four weeks prior to such a meeting. The first annual general meeting will be held no later than December 2007. Thereafter, the AGM will be held no later than 15th February each year, with a financial year ending 31 December.
The financial year of the association will run from January to December every year.
The business of the Annual General Meeting will be
(i) to confirm minutes of the previous annual general meeting and/or previous general meeting held since the annual general meeting.
(ii) To receive committee reports on activities of the association during the previous financial year
(iii) To elect office bearers ( subject to clause 1)
(iv) To receive and consider statement which is required to be submitted to members under section 26(6) of the Act
(v) The notice of such Annual General Meeting will specify it as such.
b) Special General Meetings
The Committee may whenever it deems fit, call a special general meeting
The Committee must, on the requisition in writing of at least 10 percent of it’s total members, convene a special general meeting. This requisition must clearly state the purpose/s of the meeting and must be signed personally by all the members making the requisition. It must be lodged with the secretary. A failure to convene such a meeting within 30 days after such requisition will entitle the members to convene a meeting on their own. Should a special resolution of members be needed at such meeting, the resolution is to be circulated 21 days prior to the meeting to all members.
c) Monthly meetings
Griffith Community Chaplaincy will hold meetings on a monthly basis to discuss ongoing operational issues. Minutes of such meetings will be kept by the secretary. These meetings may coincide with the meeting of affiliated associations. A quorum of 50% of members will be required at such meetings to make any binding decisions.
d) Voting at meetings
Under normal circumstances, members will vote by show of hands or by secret ballot if the circumstances require it. Members are entitled to vote by proxy, ballots recorded in writing and presented in original form, at any such meeting by a member of the committee. No person may hold more than 5 proxies. Notice of proxy must be lodged with the secretary at least 24 hours before the meeting. A motion will be passed if 51% of persons present vote in favour of such a motion. In the case of committee appointments, two thirds of votes are required to appoint an office bearer. A simple indication of the motion being passed will suffice without the necessity for recording actual numbers of votes for or against. Special resolutions will require a 75% vote in order to be carried.
Votes may also be obtained telephonically by the committee in exceptional and or urgent circumstances, provided that details of the person called, date and time, issue discussed and comments made are recorded by the person making the calls.
Every member has only one vote and the chairman has a casting vote in addition to his/her normal vote.
Any member wishing to vote must be up to date in terms of subscription, account, and in good standing.
20. Insurance
In terms of the Act, Incorporated Associations are not required to take out insurance. Every chaplain is appointed on the understanding that they have been nominated by their respective churches/parishes/denominations and that their functioning as a chaplain falls within the scope of their ministry and or church objectives. This means that the individual chaplain will fall under their own church insurances in terms of public liability or other losses. The Griffith Community Chaplaincy will not be forced to take out insurance. Every chaplain therefore has no claim on the Chaplaincy for any losses incurred in the course of their duties.
21. Funding
The Griffith Community Chaplaincy has the right to raise funds through subscription, donation, legacy or gift as well as through grants and any other legal means of fund-raising. Recognised accounting practice will be employed to account for such monies. A bank account in the name of Griffith Community Chaplaincy will be opened and two signatures of office bearers will be required to make any disbursements or payments. Payments or expenses will only be made in the furtherance with the objectives of the association. Quarterly and annual financial statements will be prepared for perusal by all members at a general meeting or by writing instrument.
22. Alteration of objectives and rules
The statement of objects and these rules may be altered, rescinded or added to only by a special resolution of the association.
23. The common seal and books of record
This will be kept in safe custody by the Regional Chaplain. The seal may only be used for purposes endorsed by the committee. The affixing of the seal upon any instrument shall be accompanied by the signature of one of the committee. The books of record of the association will be kept in safe custody by the public officer. The inspection of these books is open to any member of the association at any reasonable hour.
24. Service of Notice
Notice may be served on any person by either giving it to them in person, or delivering it to their usual address of such a person, or by posting it to the usual address of the person or by sending notice through an electronic means to the usual electronic address or fax number of such a person. Date of delivery will be deemed date of service.
