Policy

Purpose

The purpose of this policy is to provide a clear, transparent and accountable process for applying for and approving items and activities of the church. It seeks to ensure that all items and activities are aligned with the church’s strategic plan, and that, as stewards of the finances of the church, all expenditures and activities are aligned with the churches stated goals.

For the applicant, it is hoped that this policy will provide a straightforward process that is not onerous, but will ensure that all aspects are considered and covered in the application.

For Council, it is hoped that this policy will provide a simplified and consistent approval process, and provide appropriate paperwork that will address governance issues. 

Scope

This policy, and associated application form should be used for all items purchased and activities of the church. This does not mean that every time toilet paper is required a form must be completed, but rather that all items and activities are covered by this policy.

To elaborate, unique items of purchase and activities need to be approved by Council via the completed form. Ongoing activities of the church require a single, once-off form that will cover the activity or item on an ongoing basis.

As an example, the purchase of an extra video camera for recording church services would require the completion of an approval form, with all aspects of the form considered and completed.

As a different example, the Kidsplay dance parties are part of the already approved Kidsplay@Revesby group that meets weekly at the church. The dance parties require a budget to operate. One single form should be completed by the organisers that will cover multiple dance parties and the purchase of multiple items (sausages, bread, sauce, tea, coffee etc). In such cases, a notional estimate of the cost per event should be entered, along with a reasonable timeframe for the form (eg the form could cover twelve months of dance parties, and potentially movie nights).

Groups that have independent income streams and are not dependent upon church finances are still required to complete a form and submit it for Council approval. Ultimately, Council is the responsible body for all church matters. Groups having the approval of Council for their purchases and activities provides appropriate governance and insurance needs for them, giving them peace of mind.

This policy and associated form are appropriate for activities organised by the church, and not for external hirers. External groups requesting to hire the church facilities, either as a community group, or commercially, would need to complete an external hire form and show appropriate public indemnity insurance.

Necessity

This policy and the associated form are a necessity for Council and the church for a number of important reasons.

Accountability- Financial accountability is critical for a volunteer organisation, and clear financial accountability is crucial

Insurance- By having appropriate paperwork and a clear approval process, Council can be assured that all participants at an activity or equipment purchased will be covered by the church’s insurance.

Governance- Having a clear and documented process for the approval of all church purchases and activities provides appropriate governance for the church.

Transparency- Having documented, approved activities provides transparency for Council, the congregation, and external bodies (Presbytery, Synod, external auditors, insurance agencies etc).