Constitution
of the American New Church Sunday School Association
amended July 9, 1994
Article I. Name
The name of this organization shall be American New
Church Sunday School Association.
Article II. Purpose
The purpose of this Association shall be to encourage and assist
Sunday schools of the General Convention of the New Jerusalem
in the United States of American, Inc. in maintaining effective
programs of religious education based on the Word interpreted
in the light of the doctrines given for the New Jerusalem
by the Lord through Emanuel Swedenborg.
Article III. Membership
The members of this Association shall be:
A. The elected officers and chairpersons of this Association, and
the officers, superintendents and teachers of General Convention
Sunday schools;
B. Ministers listed as such on the Roll of Ministers of the General Convention;
C. Authorized
Candidates and students approved as candidates for ordination
by the Committee on Admission to the Ministry of the Council
of Ministers;
D. Authorized Lay Leaders, listed as such on the Roll of Lay Leaders
of the General Convention;
E. Other individuals who may from time to time, on their written application,
be elected by the Annual Meeting. The written application shall certify that the applicant
is a member of the General Convention, and that the applicant
subscribes to Article II of this Constitution.
Article IV. Officers
Section 1. The officers of this Association shall be a President, a Vice President,
a Secretary, and a Treasurer.
Section 2. The officers shall be elected at each Annual Meeting of the Association. They shall take office immediately after the meeting at which they are elected, and shall serve until their successors are elected and take office.
Section 3. No officer shall serve for more than three (3) consecutive terms
except the Treasurer, who shall not serve for more than nine
(9) consecutive terms.
Article V. Annual Meeting
Section 1. The Annual Meeting of the Association shall
be held during the sessions of the General Convention, on
the earliest day that sufficient time can be obtained.
Section 2. In the event that insufficient time is made available on the Convention
program, the Executive Board shall make suitable arrangements
for the conduct of the Association’s business meeting and
program.
Section 3. The details of the hour and place of the Annual Meeting shall be
decided by the President in consultation with the General
Convention committee in charge of arrangements; and in the
event that advance notice has not been given in the Convention
program, the President shall provide that a notice be posted
in the General Convention’s registration area.
Article VI. Amendments
This constitution may be amended at any Annual Meeting
of the Association by a two-thirds vote of the members present
and voting, provided that notice of the proposed amendment
has been given at the previous Annual Meeting, that it has
been considered by the Executive Board, and that notice of
the substance thereof has been published in The Messenger in March previous to the meeting at which it is to be voted upon.
By-Laws
of the American New Church Sunday School Association
as amended July 9, 1994
Article I. Duties of Officers
Section 1. Duties of the President:
1.1 The President shall preside at all meetings of the Association
and of its Executive Board, and shall perform such other duties
as may be assigned to him/her in the Constitution, By-Laws,
Standing Resolutions, and Standing Recommendations of this
Association.
1.2 He/she shall make a written report to the Annual Meeting
of the work of the Association during the year just ending,
and of such general Sunday school matters as he/she feels
are relevant to the work of the Association.
1.3 In November and March he/she shall make a written Progress
Report to the Executive Board, which shall include an updated
list of officers and committee members with a status report
on their work, including a copy of the most recent Statement
of Balances received from the Treasurer.
1.4 In the absence of the Secretary at an announced meeting
of the Association or of the Executive Board, the President
shall appoint a Secretary pro
tempore, and shall insure that the Minutes will be
written up forthwith following the meeting in accordance with
the directions given in Section 3 of this Article; and that
such Minutes shall be conveyed to the Secretary of record
or to the President as soon as possible following the meeting,
and if this is not possible, the President shall meet with
the Secretary pro
tempore to list matters that should be brought before
the Executive Board.
1.5 In the event that the elected Secretary appears likely
to be incapacitated for a period of time that would seriously
impede the work of the Association, the President shall refer
the matter of continuing incapacity of the elected Secretary
to the Executive Board for appropriate action.
1.6 The President shall have and make use of the privilege
of participating, ex officio, without vote, in the work of all Standing and Special
Committees described in Article VI, Sections 2 and 3 of these
By-Laws; shall advise each committee of areas in which duplication
of effort may occur and/or benefit might be derived from collaboration
between committees; and shall advise the Executive Board of
any problems arising which in his/her opinion require the
attention of the Board.
Section 2. Duties of the Vice President
2.1 The Vice President shall assume the duties of the President in
his/her absence from an announced meeting of the Association
or of its Executive Board.
2.2 In the event that the President becomes unable to carry
out the duties of his/her office in the interim between Annual
Meetings, the Vice President shall insure that the duties
of the President’s office are carried out.
2.3 He/she shall perform such other duties as are assigned
to the Vice President in these By-Laws.
Section 3. Duties of the Secretary
3.1 The Secretary shall take accurate and complete Minutes of all
meetings of the Association and of it s Executive Board. The Minutes of the Annual Meeting shall be
labeled with the serial number of that meeting. The Minutes of the Executive Board shall list the names of Executive Board members present at the meeting. All Minutes shall bear the date, place, and time of the meeting,
shall be numbered for easy reference, shall contain the formal
wording of all seconded motions, and shall be signed by the
Secretary or Secretary pro tempore who took the Minutes.
3.2 He/she shall insure that the Constitution and the By-Laws have
appended to them their adoption, amending and revision history. Each Standing Resolution and Standing Recommendation shall have appended to it the date of its adoption and the
number of the Minutes in which its adoption is recorded. A revised Standing Resolution or Standing Recommendation
shall be treated as a new entry, and the previous Resolution
or Recommendation shall be recorded as discontinued.
3.3 Following the Annual Meeting the Secretary shall provide
to the incoming chairperson of the Nominating Committee a
list of the officer just elected, giving the number of consecutive
years each has currently served in that office; and shall
also provide the names of the members of the Nominating Committee
with the years in which their terms will expire.
3.4 The Secretary shall take charge of all official reports submitted
to the Association and to the Executive Board, shall insure
that they have been signed and dated, and that the signed
originals of all Minutes and Reports are kept on file.
3.5 He/she shall maintain a file of all Standing Resolutions and
Standing Recommendations by date, marking with an appropriate
symbol all Standing Resolutions and Standing Recommendations
that have been discontinued. A listing of Standing Resolutions and Standing Recommendations
currently in effect shall be published whenever the Constitution
and By-Laws are published, and shall be included when responding
to requests for copies of the Constitution and By-Laws.
3.6 Between Annual Meetings the Secretary shall have charge of the books
containing the Record of Attendance at the Annual Meetings
of the Association, and shall insure that the current book
is available at the Annual Meeting, set up as provided in
Article II, Section 1 of these By-Laws. The Record shall be secured in a book or binder
which shall be large enough to present all headings readily
to view. Its pages shall be secured and numbered to prevent loss or disorder. A copy of Articles II and III of the Constitution and of Article II, Sections 1-3 and Article III, Section 7 of the By-Laws, shall be affixed to the inside cover of the Record.
3.7 In the event that the current Record is not available at the
Annual Meeting, the President shall instruct the Committee
on Membership to set up sheets with the required columns;
and at the conclusion of the Annual Meeting shall convey these
sheets to the Secretary for insertion into the appropriate
Record book in a secure manner. Such inserted pages shall be appropriately numbered.
3.8 The Secretary shall maintain a List of Elected Members as defined
in Article III of the Constitution; shall, following the Annual
Meeting, add to the list any newly elected members who have
signed the Record of Attendance; and shall insure that the
Elected Members are included, as long as a current mailing
address is on file, in all mailings to the general membership
of the Association.
3.9 He/she shall maintain files of all documents required in Section
3 of this Article as active files for a period of ten (10)
years. In September of each year all records dating
back more than ten years shall be transferred to the Archives
of the Swedenborg School of Religion or, if this facility
is not available, to another facility deemed by the Executive
Board to be suitable for storage. For this purpose, the Association year shall
end with the Reports and Minutes of the Annual Meeting.
3.10 In transferring records for storage, copies of all minutes
and of any new version of the Constitution and By-Laws shall
be substituted for the original documents, and the originals
shall be retained by the Secretary.
3.11 Official copies of the Constitution and By-Laws, of the Minutes
of the Annual Meetings, and of the Minutes of meetings of
the Executive Board shall be secured in order in binders so
labeled, and all binders covering the most recent 20-year
period shall be available for reference at the Annual Meeting
and at meetings of the Executive Board.
3.12 Destruction of official records shall not be undertaken without the
consent of the Annual Meeting. The Secretary shall take reasonable measures to protect
all records in his/her care against loss or damage and to
insure, when his/her term of office ends, that they are transferred
to the incoming Secretary.
3.13 He/she shall issue the call for the Annual Meeting of the Association
by means of notice in the May issue of The Messenger or by such other means
as may be approved by the Executive Board; and shall notify
all members of the Executive Board of the dates and times
of the pre-Annual Meeting and post-Annual Meeting sessions
of the Board, and of any special meetings of the Board called
by the President.
3.14 He/she shall, not later than the first of April, call for the reports
of Officers and Committees, with the request that all reports
be signed, dated, and in the mail not later than May 15th to allow time for duplication prior to the Annual Meeting. The call for reports shall include the notation that
updated written reports, signed and dated, may be presented
at the Annual Meeting, if desired, which will then be substituted
for the earlier Reports in submitting material for the Journal of the Association, except that no substitution shall
be made for the report of the Treasurer as reviewed by the
Examiner.
3.15 He/she shall maintain a list of General Convention Sunday schools
with the names and addresses of their superintendents and
the number of their scholars and teachers. The call for this statistical information shall be
issued annually on or about January 15th, with
the request that data be compiled as of January of the current
year. The data received shall be tabulated, and the resulting
Table shall be attached to the Report of the Secretary for
inclusion in the Journal of the Association.
Section 4. Duties of the Treasurer
4.1 The Treasurer shall hold all moneys belonging to the Association;
shall acknowledge receipt of all grant funds and donations;
shall make all authorized expenditures; shall maintain books
of account in either book or computerized form, following
professional accounting and banking procedures, for the fiscal
year as established in Article VIII of these By-Laws; shall
make a signed and audited report to the Annual Meeting; and
shall perform such other duties as may be assigned to him/her
in these By-Laws.
4.2 He/she shall notify the President immediately of any urgency
or concern that in his/her opinion requires the attention
of the Executive Board.
4.3 In October and in February he/she shall provide to the President
a statement of the balances in each Account, and shall make
such interim reports as the Executive Board may direct.
4.4 He/she shall maintain files of supporting documents, by fiscal
year, for a period of ten (10) years. In September of each year, files dating back more than
ten years shall be transferred to the Archives of the Swedenborg
School or Religion or, if this facility is not available,
to another facility deemed by the Executive Board to be suitable
for storage.
4.5 Destruction of official records shall not be undertaking without
the consent of the Annual Meeting. The Treasurer shall take reasonable measures to protect
all records in his/her care against loss and damage, and to
insure that when his/her term of office ends, these records
are transferred to the incoming Treasurer.
Article II. Enrollment
Section 1. Committee on Membership
1.1 A Committee on Membership consisting of three (3) persons shall
be appointed by the President to complete the Record of Attendance
at the Annual Meeting. This
Record shall consist of the names of all members present at
the meeting, entered according to the categories listed in
Article III of the Constitution of the Association and the
format prescribed in Article I, Section 3 of these By-Laws,
with the Sunday schools they represent if that is their basis
for membership. The Record shall also provide for registration
of visitors. The signatures
of all registrants shall be required to be entered in the
Record before their attendance may be counted.
1.2 The Committee shall issue Voting Cards to all voting members
so listed in the Record, and shall upon request display the
copy of Articles II and III of the Constitution and of Article
II, Sections 1-3 and Article III, Section 7 of these By-Laws
affixed to the Record of Attendance.
1.3 Applications
for individual membership, as provided in Article III E of
the Constitution, shall be made in writing on forms approved
by the Executive Board which shall provide space for the mailing
address of the applicant and for any required certifications. Each application shall be signed and dated by the applicant
and shall be delivered by the Committee on Membership to the
Secretary at the time of its First Report to the Annual Meeting,
as part of its report. Voting upon these applications shall take place
forthwith, or at such other time as the Annual Meeting may
direct.
1.4 Upon election to membership the number Member(s) shall sign the
Record of Attendance before Voting Cards are issued to him/her,
and the Committee on Membership shall then issue Voting Cards
and make the appropriate changes in the columns and totals
in the Record prior to presenting its Final Report to the
Annual Meeting.
1.5 It shall be the responsibility of the Elected Member to advise
the Secretary of any change in mailing address.
1.6 Material published
in official Convention organs such as The
Messenger and the Convention Journal shall be considered as conveyed
to all members of the Association, whether or not they receive
personal copies of these publications; and the cost, if any,
of individual copies of such organs shall be borne by the
Member.
1.7 The Committee on Membership shall add to and correct he Record
of Attendance during the Annual Meeting, and shall be prepared
to report the total Voting Members and total Visitors enrolled,
at the times indicated in Article III, Section 1 of these
By-Laws.
1.8 Upon its discharge following presentation of its final report,
it shall return the Record to the Secretary, or in his/her
absence, to the President or Vice President of the Association.
Section 2. Only Members as provided in Article III of the Constitution shall be entitled to vote, make or second motions, or place names in nomination.
Section 3. Persons present at the meeting who are not members of the Association may participate in its discussions. This privilege may be suspended by vote of the Annual Meeting when time for debate is limited, or for cause deemed sufficient by the Annual Meeting.
Article III. Order of Business and Business Procedure
Section 1. The Order of Business shall be as follows:
a. Opening Devotional Service
b. Call to Order
c. Welcome by Presiding Officer
d. Reading of Article III of the Constitution, and of Article III,
Sections 2 and 3 of the By-Laws.
e. Reading of Minutes of the Previous Annual Meeting
f. Report of Executive Board
g. Reports of Officers
h. Reports of Standing Committees
i. Reports of Special Committees, if any.
j. First Report of Committee on Membership
k. Voting on Applications for Membership
l. Report of Nominating Committee
m. Nominations from the Floor
n. Unfinished Business
o. New Business
p. Final Report of Committee on Memberships and Closing of the Record
q. Elections
r. Adjournment
s. Closing Devotional Service
Section 2. The above Order of Business shall be reviewed by the Executive Board at its pre-Annual Meeting Section, and approved with such details as the Board may deem appropriate, including scheduling items of business and Committees expected to present reports. The Board shall also establish time at which Nominations may become the Order of the Day, and a time at which Elections may become the Order of the Day.
Section 3. The President shall make all arrangements for the two Devotional Services listed in Section 1 of this Article. The Opening Devotional Service shall include a brief reading from the Word appropriate to the work of the Association and the Lord’s Prayer. The Opening Service shall not exceed ten (10) minutes in time unless approval for an extended service has been given by the Executive Board. The Closing Devotional Service shall consist of a closing prayer and a benediction, unless approval for an extended service has been given by the Executive Board.
Section 4. Reports
4.1 When any report called for is not ready, its presentation shall
be postponed until all other reports have been presented in
their order.
4.2 In the event that a scheduled report has not been put into written
form but is given orally, the Secretary shall insure that
the essential content is recorded in the Minutes, and shall
request the presenter to submit a written report as soon as
possible.
4.3 No debate shall be allowed on any report until all reports have
been presented; but a motion to refer or to adopt a recommendation
without debate shall be in order.
Section 5. The Order of Business as established in its final form by the Executive Board may be suspended at any time by a two-thirds vote of the Annual Meeting.
Section 6. Election shall be by ballot for all contested positions, and by acclamation for all uncontested positions.
Section 7. Voting Cards shall be issued by the Committee on Membership, at the time of registration, to all voting members of the Association who have signed the Record of Attendance. These cards shall be required for distribution of ballots; when voting on the Constitution or By-Laws, or on Standing Resolutions or Standing Recommendations; when a voice vote is so close that a formal count is required; and for such other votes as the Annual Meeting may direct.
Section 8. The President shall appoint Tellers who shall distribute and count any ballots required, and make any required count of votes made by Voting Cards. At least two Tellers shall be in attendance during the counting of any ballot.
Section 9. Parliamentary procedure, as required by Article XI of these By-Laws, shall govern the proceedings of the Annual Meeting. In the event of procedural problems, the President may at his/her discretion appoint a Parliamentary Advisor.
Article IV. Executive Board
Section 1. The Executive Board shall consist of the Officers of the Association, the Chairpersons of its four Standing Committees, and the Chairperson of the Nominating Committee. The Executive Board may at its discretion invite a member of a component body of the General Convention or of one of its associated bodies to attend its meetings or to participate in its work without vote, when it feels that mutual interests might best be served in this way. Such invitations shall not carry any commitment to funding unless so directed by vote of the Annual Meeting.
Section 2. Meetings
2.1 The Executive Board shall meet immediately before and after each
Annual Meeting and at such other times as the President may
designate. Funding
for travel and other expenses to attend special meetings shall
not be provided by the Association unless so directed by vote
of the Annual Meeting.
2.2 Minutes shall be taken at all Board meetings as provided in Article
I, Section 3 of these By-Laws. In the absence of both the President and the Secretary,
and provided that the President has not done so, the Board
members present shall select one of its members to chair the
meeting and another to take Minutes. Minutes shall be taken according to the format
required in Article I, Section 3 of these By-Laws, and shall
be transmitted to the elected Secretary or to the President
promptly following the meeting of the Board.
2.3 At its pre-Annual Meeting session the Executive Board shall prepare
its Report to the Annual Meeting, which shall summarize its
work during the year, and shall include such recommendations
to the Annual Meeting as the Board desires to make. This Report shall take the place of a detailed reading
of the Minutes of the Board.
2.4In the event that there is no pre-Annual Meeting session of the
Executive Board, and that no Report has been prepared by the
Board, the senior officer or Board member present at the Annual
Meeting shall make a written report, contained such information
as he/she may think proper, and the post-Annual Meeting session
of the Board shall take steps to provide a formal report for
inclusion in the Journal of the Association.
2.5 In the absence of both the President and the Secretary from the
post-Annual Meeting session, the Board shall take steps to
insure that the deadline for inclusion of Association material
in the Convention Journal or approved alternative publisher is met.
2.6 In the event that there is no post-Annual Meeting session of
the Board, the President shall insure that the work of the
Association is carried on in accordance with the wishes of
the Annual Meeting, and that the signed originals of all Minutes
and Reports are transferred directly to the incoming Secretary
and not given out for any reason, including printing in the
Convention Journal, for which purposes copies shall be made.
2.7 At its post-Annual Meeting session, the Executive Board shall
take any necessary steps to insure that all individuals elected
at the Annual Meeting, who are not present at that meeting,
are notified promptly of their election.
Section 3. The Executive Board shall transact all business of the Association in the interim between Annual Meetings, and shall fill all vacancies in elective offices and chairs until the next Annual Meeting. The Board shall appoint such representatives of the Association as may be required to serve on any component or associated bodies of the General Convention, in each such case to serve until the next Annual Meeting of the Association, with the understanding that neither the Association nor its representative shall be obligated to supply funds for travel, meals, or accommodation in connection with attendance at meetings called by the body to which the representative is appointed. Each representative of the Association so appointed shall keep the Board informed of any matters of concern to the Association arising from his/her participation in the work of the body to which he/she has been appointed, and shall submit a written report to the pre-Annual Meeting session of the Board.
Section 4. Budget
4.1 Immediately following the Annual Meeting the Executive Board shall
prepare a Budget for the coming year, which shall include
items for the routine expenses of each office and committee,
for each specific item approved by the Annual Meeting, and
for other uses for which the Executive Board may foresee a
need. It shall take
any steps necessary to provide a smooth transition from old
to new officers and chairpersons.
4.2 The Executive Board
may at its discretion, and within the limits of available
funds, revise the Budget during the year to accommodate increased
or decreased costs or special needs.
Section 5. Manuscripts
5.1 The Executive Board shall review all manuscripts for books and booklets
submitted for publication by any of the Association’s committees,
or by individuals, with particular attention to doctrinal
content, literary merit, and relevance to the work of the
Association.
5.2 It shall also review
the desirability of reprinting or revising publications on
advice that current stocks are low, as well as the desirability
of continuing the publication of periodicals and/or initiating
new periodicals.
5.3 It shall prepare recommendations
regarding publication for presentation to the Annual Meeting,
including priority ratings if relative cost may be a factor.
5.4 Following approval by the Annual Meeting of funding for publication,
the Executive Board shall work with the applicant, whether
committee or individual, and with the Publications Committee,
until a format that is satisfactory as to both quality and
cost has been agreed upon and a printer has been selected.
5.5 It shall appoint a competent proofreader for each approved submission
to act as the Board’s agent for receiving galley or page proof,
and shall notify the Publications Committee of this appointment,
giving the name and address to which proof is to be sent. The Board may intervene at any stage if it appears
that problems have arisen which requires the attention of
the Board.
5.6 In the case of authorized
periodicals, the Board shall exercise such control over content
and cost as it deems necessary and appropriate to insure the
quality of the periodicals issued by the Association.
5.7 The Board may require,
at its discretion, that forms other than printed matter, such
as computer disks, audio and video tapes, be submitted for
review prior to release, and shall exercise such control as
it deems necessary.
Article V. Expenditures and Expense Claims
Section 1
1.1 Expenses of the routine work of the Association, its officers and
committees shall be paid by the Treasurer up to the limit
set by the Budget approved by the Executive Board as provided
in Article IV, Section 4 of these By-Laws. All Expense Claims shall be confirmed in writing upon
a Claim Form approved by the Executive Board, and all Claims
shall be supported by appropriate receipts, or by a detailed
written explanation of the expenditures covered in the Claim.
1.2 Requests for a cash advance shall be supported by a cost estimate. Following the expenditure for which the advance was
requested, a Claim Form shall be submitted to the Treasurer
documenting the actual expenditure and either indicating the
additional amount due, if any, or enclosing the amount in
advance in excess of actual expenses, if any.
1.3 Amounts requested in excess of the Budget limit for the item or
items covered by a Claim or by a request for a cash advance
shall not be paid by the Treasurer without prior approval
of the Executive Board. Appropriations for other purposes shall be
approved by the Executive Board and voted upon at an Annual
Meeting.
1.4 Upon approval by the Annual Meeting of funding for specific
purposes, the Executive Board shall direct the Treasurer with
regard to any specific Accounts it feels should be set up
in the books of account, and shall insure that a clear distinction
is made between restricted and unrestricted funds.
1.5 The Executive Bard shall provide guidelines with reference
to the use of income from the sale of books and other materials,
bearing in mind the costs of reprinting or otherwise reissuing
such materials when stocks become low. In the case of publications for which major expenditure
is anticipated, the Board shall recommend to the Annual Meeting
a Standing Resolution or Recommendation to provide direction
to the Treasurer.
Section 2.
2.1 A special Travel Account shall be kept by the Treasurer, to be
made up from donations for that purpose and from such funds
ad the Executive Board may vote to add to this fund from the
General Fund or from other unrestricted Accounts, to enable
the officers of the Association to attend the Annual Meeting.
2.2 The following order of priority is to be observed in allocating
available travel Account funds for the travel of Association
officers to attend the Annual Meeting: 1. Secretary, 2. President,
or Vice President if the President is unable to attend, 3.
Treasurer, 4. Vice President. Written application noting anticipated travel
costs must be made to the Treasurer, and a Travel Claim Form
must be submitted to the Treasurer immediately following the
trip.
2.3 Funding for travel, other than by the officers to attend the
Annual Meeting, shall be subject to the prior approval of
the Executive Board and may not exceed the amount available
in the Travel Account after the travel applications of the
officers for their travel to attend the Annual Meeting have
been met.
2.4 The Executive Board shall set limits to be paid for air fare,
ground transport, automobile mileage rates, and per diem food and lodging
expenses, in accordance with standard economy costs for such
items.
Article VI. Committees
Section 1. There shall be four (4) Standing Committees,
whose chairpersons shall be members of the Executive Board. At least two (2) additional members of each
Standing Committee shall be appointed by the President in
consultation with the chairperson of the Committee. The Standing Committees shall be:
a. A
Teaching Aids Committee, which
shall oversee the drafting and design of such audio, visual,
and other teaching aids as it deems practical and appropriate
for use with lesson materials approved by the Association.
a.1 It shall, in addition to its annual report and in advance of
each Annual Meeting, prepare for the Executive Board a written
report on the status of any projects assigned to it by a previous
Annual Meeting, together with recommendations for ongoing
support of these projects and/or for new projects it desires
to undertake, including cost estimates for the coming year
or years.
a.2 On approval of funding by the Annual Meeting, the Committee shall
work with the Executive Board and with the Publications Committee
to insure adequate quality and cost control, and shall approve
the final format for its printing projects prior to publication.
a.3 The annual report of the Committee shall include a list of all
teaching aids currently available from the Association to
insure that this list will be published in the Journal of the Association.
a.4 The chairperson of this Committee shall be a member, ex officio without vote, of the Teacher Training Committee.
a.5 The chairperson of the Publications Committee shall be a member
of this Committee, ex officio without vote, to provide the necessary information
on publication costs and procedures, and to facilitate the
publication of approved materials.
b. A
Teacher Training Committee, which shall encourage the
training of Sunday school teachers by organizing regional
workshops and workshops during General Convention sessions
and at summer camps when satisfactory arrangements can be
made, and by serving as a resource for Sunday school superintendents
and teachers in matters relating to both lesson preparation
and program design.
b.1 It shall prepare and update lists of books and other materials
suitable for inclusion in church and Sunday school libraries,
including Bible atlases and sets of maps, Bible dictionaries
and other reference works, and such books on child and adult
education as it deems might be useful, giving he name of the
publisher and approximate cost for each item on the list,
together with a brief indication of its value as a teaching
tool.
b.2 It shall, in addition to its annual report and in advance of
each Annual Meeting, prepare for the Executive Board a detailed
written estimate of the expenses it anticipates for the coming
year.
b.3 It shall include in its annual report a statement of workshops
it has promoted during the year just ending, and a list of
reference books it has added to its list, to insure their
inclusion in the Journal of the Association.
b.4 The chairpersons of this Committee shall be a member, ex officio without vote, of the Publications Committee.
b.5 The chairperson of the Teaching Aids Committee shall be a member
of this committee, ex officio without vote, to insure
that up-to-date information on teaching aids is obtained,
and to promote cooperation with Teaching Aids personnel in
developing and staffing workshops.
c. A
Publications Committee, which
shall attend to the business end of the printing, storage,
and distribution of books and other matter, including audiovisual
aids, approved by the Association.
c.1 It shall provide the Teaching Aids Committee with cost estimates
and other pertinent data as requested.
c.2 It shall submit galley or page proofs to the agent of the
Executive Board appointed for this purpose for all new or
revised matter authorized for publication, and shall work
with the Board through its agent to solve any publishing problems
that may arise.
c.3 The Committee shall maintain a current inventory of all Association
publications, including location of stock. It shall notify the Executive Board, in writing and
in advance of each Annual Meeting, of any publication for
which funds for reprinting may be required during the coming
year, or for which fund-raising should be of present concern,
together with cost estimates and any suggestions it may have
for revision of either content or format.
c.4 It shall recommend to the Executive Board one or more suitable
distribution outlets for the publications of the Association. On approval of an outlet by the Executive Board,
it shall negotiate an agreement with respect to commissions
and list prices within the guidelines set by the Executive
Board. In negotiating agreements it shall encourage
distributors to make monthly remittances to the Treasurer
of the Association with any receipts from sales due to the
Association, with a breakdown by title, and shall in particular
call the attention of each distributor to the April 30 closing
date of the Association’s fiscal year, with the request that
all funds due to the Association that are on hand as of March
31 be remitted in time for inclusion in the Annual Report
of the Treasurer, with a breakdown by title.
c.5 The chairperson of this Committee shall be a member, ex officio without vote, of the Teaching Aids Committee.
c.6 The chairperson of the Teacher Training Committee shall be a
member, ex officio without vote, of this Committee, to facilitate the
use of the Association’s publications at workshops and their
use by Sunday schools in local training programs.
c.7 The chairperson of the Outreach Committee shall be a member, ex officio without vote, of this Committee, to facilitate the use of
the Association’s publications in outreach work among the
isolated and in general advertising ventures.
d. An
Outreach Committee which shall serve as the advertising and promotional arm of the
Association. It shall
assist local Sunday schools in providing services to their
isolated families, shall promote the establishment and maintenance
of cradle rolls, and shall encourage programs of parent/Sunday
school cooperation.
d.1 It shall advertise the publications and work of the Association
both within the General Convention and through such media
as it deems appropriate, within established guidelines worked
out with the Executive Board or set by the Annual Meeting,
with particular attention to a mailing to each General Convention
Sunday school during the year at such intervals as the Executive
Bard may direct.
d.2 It shall extend its services to Convention families and individuals
without a church home, and to foreign church groups associated
with the General Convention when it feels able to do so.
d.3 It shall advise both the Executive Board and Association Committees
of any practices and policies it feels will advance the work
of the Association, as well as of those it feels would be
counterproductive.
d.4 It shall, in addition to its annual report and in advance
of each Annual Meeting, prepare for the Executive Board a
written evaluation of its work during the year just ending,
and an estimate of expenses for any plans it may have for
the coming year.
d.5 It shall work with the Executive Board to establish its financial
guidelines, which shall be subject to annual review.
d.6 Its chairperson shall be a member, ex officio without vote,
of the Publications Committee to facilitate the advertising
and promotion of the Association’s publications.
Section 2.
2.1 There shall be a Nominating Committee whose chairperson shall
be a member of the Executive Board. It shall consist of three (3) members, one (1) member
to be elected annually for a term of three (3) years, the
retiring member to be ineligible for immediate re-election. Each year the member whose term is next to expire shall
act as chairperson of the Committee.
2.2 The duty of the Committee shall be to present to the Annual Meeting
a list of nominees for the Offices as specified in Article
IV, Section 1 of the Constitution, for the chairpersons of
the Standing Committees as specified in Section 1 of this
Article, and for one (1) member of the Nominating Committee
for a three-year term as specified above in this Section.
2.3 Any person approached for nomination shall be advised of the
duties, as described in these By-Laws, of the position for
which he/she is being asked to stand, and his/her consent
shall be obtained before his/her name is added to the slate
of nominees.
2.4 The chairperson of this Committee shall announce its slate of
nominees in the May issue of The Messenger, or by direct mailing,
not later than May 31st, to all members of this
Association as defined in Article III of the Constitution.
2.5 In the event that the slate of nominees is not complete in time
for inclusion in the May issue of The Messenger or in time to meet the
May 31st mailing deadline, the chairperson of this
Committee shall submit the incomplete slate, and may, at his/her
discretion, advertise for volunteers for the unfilled positions,
referring applicants to these By-Laws and requesting that
the applications include a statement of their Sunday school
experience in addition to any other qualifications they may
wish to present.
Section 3. Special Committees shall be appointed by the President unless otherwise directed by the Association or its Executive Board, or otherwise provided for in these By-Laws.
Section 4.
4.1 The incoming President and Secretary shall constitute a Committee
to plan the program of the next Annual Meeting, which may
include workshops or special presentations prior to and/or
following the business session.
4.2 This Committee shall also make all necessary arrangements for
space and facilities for the program and business meeting
as well as for exhibits approved by the Executive Board.
4.3 The Committee shall also insure that an adequate supply of forms
for application for individual membership as provided in Article
II, Section 7 of the By-Laws is provided to the Committee
on Membership at the time that the book containing the Record
of Attendance is given into its charge.
Section 5.
5.1 The incoming President and Secretary shall constitute a Committee
to publish the Journal of the Association, which shall
include the Minutes of the Annual Meeting just concluded,
and the Report of the Executive Board to the Annual Meeting.The Journal shall also include the annual Statistical Report, the
reports of the Officer, the reports of the Standing Committees,
and the reports of such Special Committees as may be deemed
of value.
5.2 The Journal shall also include the Constitution
and/or By-Laws whenever revisions have been made, together
with current lists of Standing Resolutions and Standing Recommendations
if any. If this material cannot be accommodated in the
Convention Journal, a notice shall be included in their place, advertising
their availability and giving the address through which copies
may be obtained, this notice to be included in any year in
which the Constitution and By-Laws are not printed in the
Convention Journal.
5.3 Immediately following the Annual Meeting, the Committee
shall confirm the deadline for submission of the Journal of the Association
for publication in the Convention Journal, and take all steps necessary
to meet that deadline. In
the event that the Committee is unable for any reason to fulfill
its task, the Executive Board shall take whatever action it
deems appropriate.
Article VII. Solicitation of Funds
In the absence of directives voted by the Annual Meeting,
or supplementary to such directives, the Executive Board shall
have the authority to establish Association policy for its
fund-raising activities, and shall work with the Outreach
Committee to implement any authorized solicitation of funds.
Article VIII. Fiscal Year
8.1 The fiscal year of this Association shall be from May 1 through
April 30 for purposes of closing and auditing the books of
account.
8.2 The Treasurer shall prepare an update for the pre-Annual Meeting
session of the Executive Board, giving the balances in each
account as of that date and the total amount of unrestricted
funds available. This information shall remain unofficial, and
shall not be attached to the audited report for the fiscal
year.
Article IX. Review of Books of Account
9.1 An Examiner shall be appointed annually by the Executive Board,
who shall insure that this appointment is made not later than
the end of the fiscal year, and shall confirm the appointment
in writing to the approved Examiner and to the Treasurer.
9.2 The President shall insure that this appointment is made not
later than the end of the fiscal year, and shall confirm the
appointment in writing to the approved Examiner and to the
Treasurer.
Article X. Quorum
Twenty (20) members shall constitute a quorum for the
transaction of business at the Annual Meeting. Three (3) members shall constitute a quorum at meetings
of the Executive Board.
Article XI. Parliamentary Authority
The rules contained in Robert’s Rules of Order (Revised) shall govern the Association
in all cases where they are applicable and where they are
not inconsistent with the Constitution and By-Laws of this
Association.
Article XII. Amendments
These By-Laws may be amended by a two-thirds vote of
the members present and voting at any Annual Meeting, provided
that the proposed amendment(s) shall have been considered
by the Executive Board.
List of Standing Resolutions
Adopted by Annual Meetings of the
American New Church Sunday School Association
SR #1, 1994. That no moneys may be borrowed by the Association
from any source unless the Executive Board has been authorized
to do so by vote of the Annual Meeting.
[Adopted July 9, 1994, Minute 20]
SR#2, 1994. That the periodical Five Smooth Stones be funded
in full for five issues per year.
[Adopted July 9, 1994, Minute 20]
SR#3, 1994. That the Executive Board be authorized
to approve funding for publication of material, on approval
by the Board of manuscripts submitted to it, provided that
the amount approved shall not exceed moneys on hand in unrestricted
accounts or in accounts restricted for funding publications.
[Adopted July 9, 1994, Minute 20]
SR #4, 1994. That the Executive Board be authorized
to apply at its discretion to the General Convention and/or
its component or affiliated bodies for grants toward the publication
of materials approved by the Board.
[Adopted July 9, 1994, Minute 20]
SR #5, 1994. That the Executive Board be authorized
to apply at its discretion to the General Convention and/or
its component or affiliated bodies for grants to support the
outreach program of the Association
[Adopted July 9, 1994, Minute 20]
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