BYLAWS
New York Mennonite Conference
Contents:
Article I: Name, Scope, and Office
Section 1. Name.
The name of this organization is New York Mennonite Conference, Incorporated.
Section 2. Scope.
This organization is established with particular reference to the Mennonite congregations in New York State, excluding New York City, and is known as a conference within the Mennonite Church USA. A conference is defined in the Bylaws of the Mennonite Church USA, Article IV, Section 1, which Bylaws were adopted by the Mennonite Church USA General Assembly in Nashville, Tennessee, July 2001
Section 3. Office.
The principal office and place of business shall be P.O. Box 91, 8 William St., Hammondsport, NY 14840, or at such place to be determined by the Delegate Assembly.
The New York Mennonite Conference is formed for the following purposes:
The congregation or local fellowship is the basic unit of the New York Mennonite Conference organization. For the purposes of this document any congregation in New York state, excluding New York City, qualifies to be a member of the New York Mennonite Conference if it fulfills the following two criteria:
Section 1. Role and Function.
The congregation is God's people meeting for reconciliation, witness, worship, service, discernment, mutual fellowship, admonition, and discipline. The congregation finds broader meaning as it becomes a part of the larger brotherhood beyond itself, but this larger relationship must not inhibit or deny the congregation's centrality in the life and witness of the New York Mennonite Conference. Any agency or program beyond that of the congregation, undertaken in our state, is intended only to assist and facilitate the congregation in fulfilling its function.
Section 2. Relationship.
The congregations meeting the requirements set forth in Article III may seek membership in the New York Mennonite Conference. Membership is sought voluntarily on the part of the congregation and may be terminated by the congregation or the Conference at any time based on guidelines noted in Appendix F. Congregations may seek the status of observers in the New York Mennonite Conference, which status will avail them of all privileges afforded to members except voting rights in the Delegate Assembly.
Section 3. Districts.
Congregations shall belong to a clustering of congregations referred to as a "district.". The clustering for dual affiliated congregations shall take into account relational ties to other congregations and conferences.
1. Each district whall have a district overseer appointed by the Leadership Commission after approval by district congregations. (See also Article VI, Section 1, Item 5).
2. The duties of a the overseer are outlined in Appendix A.
Section 1. Role and Function.
A Delegate Assembly shall be constituted as a conference body representative of the constituency through congregational or fellowship delegates. The assembly shall function in the following ways:
1. Provide opportunity for representatives of the church to speak their voice in the establishment of general policies and the development of programs to carry out those policies.
2. Provide opportunity for representatives of the church to assemble for worship, fellowship, acquaintance and understanding, and to deepen Christian commitment.
3. Receive reports from the Coordinating Council, its commissions and committees, and any additional program boards. Reports shall be presented in writing and shall include financial accounting.
4. Act on annual budgets and programs as recommended by the Coordinating Council.
5. Elect members of the Coordinating Council.
6. Elect a layperson to the Leadership Commission and affirm members to other commissions as noted in Appendix E.
7. Approve appointments made by the Coordinating Council to fill unexpired terms of any members retiring from the offices listed under 5 and 6 above.
Section 2. Representation.
Each member congregation is eligible to send delegates to the Delegate Assembly as follows:
1. Each congregation shall appoint two congregational delegates.
If the congregation's membership is greater than 100, one additional
delegate for each 100 members or fraction thereof shall be appointed.
2. a. The pastor of a member congregation, as outlined in Article III,
shall be a pastoral delegate of this Delegate Assembly. Congregations
having no designated pastor may still choose a pastoral delegate to
fill that role at
Delegate Assemblies / meetings. Those having a pastoral team shall
designate only one individual as the pastoral delegate. (Note: others
may fill the role
of congregational delegates at the discretion of the congregation).
b. Pastors of observing congregations who are carrying a
specific leadership
charge from the conference shall be considered voting delegates.
3. Each delegate to the Delegate Assembly should be a member of his
congregation, who ideally is well informed of all congregational needs
within his church. The congregations are encouraged to appoint or elect
delegates who are interested in the church's work at the conference
level and who have the time and energy necessary to involve themselves
in the life of the church at this level. However,
each congregation shall itself determine who may be its delegates and
by
what method its delegates shall be selected. Each delegate shall be
willing
to attend the Assembly meetings and should have the leadership skills
to
represent the congregation to the Delegate Assembly and to represent
the Delegate
Assembly to the congregation.
4. Each congregation, as noted in items 1 and 2 above, shall then be represented by no less than three (3) delegates: a pastoral delegate and two designated congregational delegates. Congregations with pastoral teams must determine how their congregations will be represented, but may not exceed the number of total delegates as outlined above. Only one individual will be recognized as the pastoral delegate, particularly for voting purposes.
Section 3. Officers and Duties.
The Delegate Assembly shall elect members to the Coordinating Council, as outlined in Article VI, section 2. This committee shall be the official representative of the Delegate Assembly, taking the initiative in providing leadership to promote the interests and welfare of the Delegate Assembly. Listed below are specific duties:
1. The moderator of the Coordinating Council shall preside as chair at all delegate sessions. Additional duties of the moderator are listed in Appendix B.
2. The assisting moderator shall, at the request of the moderator or in the momderator's absence or disability, exercise the responsibilities of the moderator. Additional duties of the assisting moderator are listed in Appendix C.
3. The secretary shall be responsible for serving at all Delegate Assembly meetings and shall record the minutes, maintain records, and conduct official correspondence on behalf of the Delegate Assembly.
4. The treasurer shall be responsible for maintaining records of the Delegate Assembly's finances.
Section 4. Meetings.
1. The Delegate Assembly shall meet at least twice each year in regular session. Meeting notice will be sent to pastoral delegates 6 weeks prior to the meeting date. Pastoral delegates are responsible to notify congregational delegates
2. Special sessions of the Delegate Assembly may be called by:
a. the Coordinating Council..
b. the written request of the delegates from 30% of the
congregations in the New York Mennonite Conference.
c. providing 3 weeks notice of such sessions (as noted in a. and b.
above).
Section 5. Consensus.
1. Consensus, as a model for decision-making, provides opportunity for all voices to be heard. It is a sign of affirmation by the gathered body to proceed in a particular direction or to settle on a particular resolution. While it demonstrates the willingness of all those gathered to remain "at the table" together, it may not be a sign of unanimity of voice.
Section 6. Voting Procedures.
Decisions at the Delegate Assembly will generally be made on the basis of a consensus of the delegates at the Assembly meeting. However, the following provisions will be honored:
1. Each Assembly delegate, except observers, shall be eligible to cast one vote. There is no provision for proxy voting or absentee ballots..
2. A quorum for conducting official business of the Assembly shall be the delegates present.
3. When a vote is desired, the majority of votes cast shall determine the matter unless otherwise agreed upon by those delegates present.
4. Floor privileges may be extended to any persons in attendance
as recognized by the chair of the Delegate Assembly.
5. Non-delegate attendees, including members of the Coordinating
Council or staff persons, are not eligible to vote.
Article VI: Coordinating Council
Section 1. Role and Function.
Coordinating Council shall be organized to serve the Delegate Assembly as follows:
1. To serve as the Board of Directors of the New York Mennonite Conference, Incorporated, as chartered under section 402 of the Not-for-Profit Corporation Law in New York State, and exercise full legal responsibility for the corporation.
2. Carry out the policies and programs established by the Delegate Assembly.
3. Review the work and plans of the commissions and committees, and prepare recommendations to the Delegate Assembly in regard to program priorities, annual budgets, fund raising procedures, and major innovations and modifications of church programs.
4. Appoint and/or recommend members to commissions to fill vacancies resulting from expired terms as provided in the bylaws and vacancies resulting from members retiring prior to an expired term. Appoint and/or approve appointments to standing committees and ad hoc committees as needed and as provided in the bylaws.
5. Employ and evaluate a Conference Minister and other staff as appropriate for program execution as outlined in the selection process noted in Appendix D..
6. Exercise final responsibility to the Delegate Assembly for
implementation of budget priorities, askings, and fund raising.
7. Fulfill other duties as outlined in the Appendix E section on
Coordinating Council Responsibilities.
Section 2. Coordinating Council Members.
1. The Delegate Assembly shall elect a moderator, assisting moderator, treasurer, secretary, and commission chairs as outlined in Appendix E to serve on the Coordinating Council. Additional members include the chair of the Leadership Commission and the Conference Minister.
2. The term of officefor members shall be four years. Election will be held at Delegate Assembly every two years or as warranted by vacancies to positions. Voting should be staggered in such a manner as to prevent a complete turnover in leadership resulting from a single delegate session.
3. All Coordinating Council members shall be members in good standing of a congregation recognized as a member of the New York Mennonite Conference.
Section 3: Officers and Duties
1. The moderator will serve as chair of the Coordinating Council for a term of four years and will preside at all meetings of the Coordinating Council (as well as the Delegate Assembly).
2. The Secretary of the Coordinating Council, in addition to the duties specified under Article V, Section 3.3, shall record the minutes of all Coordinating Council meetings, and shallbe its official correspondent.
3. The chief administrative officer shall be the cmoderator of the Coordinating Council. His duties shall be to conduct the administrative affairs of the Coordinating Council, serve as its executive officer, and supervise any employees of the Coordinating Council.
4. For legal purposes the Chair (moderator) and the Secretary shall act as President and Secretary of the Corporation and shall be authorized to sign documents requiring such official signatures.
5. The Coordinating Council shall be responsible to appoint
other staff as appropriate for program execution.
6. Each member of the Council who is elected by Delegates shall
serve a four year term. The Conference Minister, as a staff
representative, will only vote on such issues as the Moderator deems
appropriate.
Section 4. Meetings.
1. Regular meetings of the Coordinating Council shall be held at least four times annually with intervals not exceeding four months at such time and place as determined by its membership.
2. Special meetings of the Council may be called by the Modertor on five days notice to each member, either personally or by mail, telephone or e-mail. Special meetings shall be called by the Moderator or Secretary in like manner and on like notice on the written request of a majority of the membership of the committee.
3. A majority of the members of the Council shall be necessary to constitute a quorum for the transaction of business.
4. A simple majority vote of the members present shall be required to transact official business.
5. Any action which may be taken at a meeting of the Council may be taken without a meeting if a consent or consents, in writing, setting forth the action so taken, shall be signed by all the members and shall be filed with the Secretary of the Council.
Section 5. Appointments.
The Coordinating Council is responsible for the following appointments:
1. Appointments as detailed in other portions of these bylaws.
2. The New York Mennonite Conference's representatives to the Regional and the General Assembly of the Mennonite Church USA.
3. Any New York Mennonite Conference's representatives on any regional or general church agency seeking such representation.
The Coordinating Council shall assume the responsibility of providing general services for the Delegate Assembly, the various Commissions, committees, and its staff. These services shall include such things as business and facilities management, communication, budget, finances and accounting, and personnel services.
Section 1. Employment and Evaluation. The Coordinating Council will oversee the hiring and evaluation of conference staff.
Section 2. Positions. The following positions will provide minimal staffing for the conference.
1. Conference Minister. Selection process, qualifications, term of office and job description are recorded in Appendix D.Section 3. Salary. The commensurate salary and benefits for each shall be determined by the Coordinating Council and approved by Delegates as part of the annual budget approval process.
2. Staff Secretary. Postion to be filled by the joint work of Coordinating Council and Conference Minister, both of whom will also work to provide a job description.
3. Overseers. Selection process, qualifications, term of office and job description are recorded in Appendix A.
The fiscal year for the Delegate Assembly, the Executive Committee, and its various program boards shall be September 1 to August 31.
The fiscal year for the Delegate Assembly, the Executive Committee, and its various program boards shall be October 1 to September 30.
Section 1. Inter-Mennonite.
New York Mennonite Conference is considered a Conference within Region 5 of the Mennonite Church and will, therefore, seek to work cooperatively with other Mennonite groups and agencies through various organizations such as General Assembly, etc.
Section 2. Interdenominational.
1. Relationships with other Christian groups, denominations, and agencies may be developed for purposes of counsel, coordination, and cooperation.
2. When interdenominational or interagency relationships need to be implemented formally, the Executive Committee is responsible for such decisions subject to approval of the Delegate Assembly.
Section 1. Inter-Mennonite.
New York Mennonite Conference is considered a member conference of Mennonite Church USA and will, therefore, seek to work cooperatively with other area conferences and program agencies within MC USA and will participate in the planning and decision making of the denomination through representatives to the MC USA Delegate Assembly and Constituency Leaders Council.
Section 2. Interdenominational.
1. Relationships with other Christian groups, denominations, and agencies may be developed for purposes of counsel, coordination, and cooperation.
2. When interdenominational or interagency relationships need to
be
implemented formally, the Coordinating Council is responsible for such
decisions
subject to approval of the Delegate Assembly.
These bylaws may be amended by the Delegate Assembly which shall seek to proceed by consensus. Formal adoption, however, requires a two-thirds majority vote which may be taken at any regular or special session of the Delegate Assembly, provided a notice setting forth the substance of such amendment has been given in writing to all the delegates three months in advance. The bylaws may be amended at any regular session without prior notice by unanimous vote of delegates present providing they constitute a majority of the delegates.
Adopted at regular Delegate Assembly meeting December 14, 1974.
Amendments:
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Last modified: January 17, 2006