Terms of Reference for Office Bearers
 

Objective

The purpose of this Policy Document is to provide the parameters, objectives, role and call to that of office bearer in the leadership of the Emergency Services Chaplaincy (Southern Africa) and to determine the Accountability, Responsibility and Management of the Emergency Services Chaplaincy (Southern Africa)

For the purpose of this document ESC (SA) shall mean the Emergency Services Chaplaincy (SA)

This document must be read in conjunction with the Articles of Association and all the policy documents of ESC (SA).

Call to Office

ESC (SA) was founded on the Christian Principles and Values of being called to the high and holy calling of ministry as per our Vision and Objectives.

When we are called to leadership it is a call to renew your own commitment to the Lord and Savior Jesus Christ.

Should there be things in our life that require you to be ashamed of at the time of His return, then we should confess that to Him now. To be an effective leader we need to be fully committed to our Lord, Jesus Christ. So that as leaders in Gods work we are able to be as Paul the Apostle in 1 Corinthians 11:1

ESC (SA) needs to be led by people who are called to leadership. People who are raised up and has leadership qualities that show on the surface. This call to leadership should be tested so that it is the call of the Lord, as we find in John 15:16. This call is to be affirmed by prayer and confirmation. This confirmation will be tested by the need of scriptural confirmation.

This person’s wife/Husband and family should also know God has called them to support him/her in their call to office as found in John 17:23.

As an office bearer in leadership or of service to ESC (SA) the person will;

  • Need to be able to meet the standards of leadership as set out in 1 Timothy 3.
  • As written in 1 Samuel 12:24 being faithful to fulfilling the role they have been called to.
  • Having accepted the role as an office bearer in leadership of ESC (SA) is aware that they will be accountable and need to be submissive to Gods chain of authority as set out in Luke 16:2 as well as the leadership of ESC (SA). Hebrews 13:17 and 1 Thessalonians 5:12

As an office bearer of ESC (SA) the person needs to be aware of and apply the principle of sound priorities in their lives.

  • The Lord
  • Their Family
  • Their Employment/Work
  • Their Church
  • ESC (SA)

Positions of Office

ESC (SA) is structured in such a way that management of the Chaplaincy is maintained in all parts of the area of ministry namely Southern Africa. This is achieved by the formation of the regional associations. The structure there fore in terms of the Articles of Association is as set out here in after.

Board of Directors

  • President of the Board of Directors
  • Deputy President to the Board of Directors
  • Managing Director - Chairperson of the working committee
  • Director Emeritus

Working Committee

  • Managing Director –Board of Directors member.
  • Chief Executive Officer – Should this be so desired by the board of directors
  • Operations Coordinator
  • Secretarial Coordinator
  • Treasury Coordinator
  • Training Coordinator
  • Prayer Coordinator
  • Regional Coordinators

Regional Associations

  • Regional Coordinators – Working Committee Member
  • Deputy Regional Coordinators (0ptional)
  • Regional Secretary
  • Regional Treasurer
  • District Coordinators
  • Coordinating Chaplains
  • District Secretary
  • District Treasurer
  • Ordained Chaplains
  • Chaplains

Terms of Office

All office bearers of ESC (SA) will be Board of Director appointments from nominations received from, and by the paid up members of ESC (SA)

The office of Director to the board of Directors shall be an appointment for life, unless such position is vacated by means of death, resignation, or removal due to disqualification or otherwise. Such vacancy shall be filled by the Board of Directors by a unanimous vote from a list of nominees.

The duration of time for any other office in ESC (SA) is a period of three (3) years.

ESC (SA) members can only serve in a position of office on the Working Committee after having being a fully paid up member of ESC (SA) for a period of at least two (2) years.

For an ESC (SA) member to serve in office on the working committee, such member should have previously served as a Regional Coordinator of a regional association, to be considered for the office.

An ESC (SA) member can stand for office in a Regional Association after having being a paid up member for a period of at least one (1) year.

For an ESC (SA) member to take office as a Regional Coordinator such member should have previously served in a leadership role in their district, in order to be considered for office.

ESC (SA) members may in addition to the membership position of Chaplain, hold a maximum of two portfolios of office at any one time with in the structures of ESC (SA).

All members of Office of ESC (SA) are to uphold the articles of Association, Code of Conduct, and Policies/Bylaws of ESC (SA).

Duties and Responsibilities of Office

Board of Directors

1. Determine the organization’s mission and purpose. It is the board’s responsibility to create a statement of mission and purpose, and to review the workings of ESC (SA) periodically for accuracy and validity. This statement should set out the organization’s goals, means, and primary constituents served. Each board member should fully understand and support it.

2. Appoint a Chief Executive Officer (should they require the position to be filled), review, and (if necessary) dismiss/remove the incumbent from office. The board must also ensure that the Chief Executive officer, who has responsibility for the administration and general operation of ESC (SA), receives the moral and professional support he or she needs to further the goals of ESA (SA).

3. They will appoint all members of the Working Committee, review, and (if necessary) dismiss/remove from office the incumbent.

4. Only the board of Directors of ESC(SA) will have the right to employ, and negotiate employment contracts.

5. Ensure effective organization planning. As steward of the organization, the board must actively participate with the staff in an overall planning process, and assist in implementing the plan’s goals. The board should help management to develop business plans, policy objectives, business strategies, and priorities.

6. One of the board's foremost responsibilities is to provide adequate resources for the organization to fulfill its mission. The board should work in partnership with the Chief Executive Officer/ Managing Director and development staff to raise funds from the community and/or institutions.

7. Manage resources effectively. The board, in order to remain accountable to its donors and the public, and to safeguard its tax-exempt status, is acquired and must assist in developing the annual budget and ensuring that proper financial controls are in place.

8. Determine, monitor, and strengthen the organization's programs and services. The board's role in this area is to determine which programs are the most consistent within the mission, of ESC (SA) and to monitor its effectiveness. By constantly reviewing the organization’s work, the board ensures ESC (SA)’s capacity to carry out its programs.

9. The Board of Directors has the right to change/amend the Articles of Association.

10. Enhance the organization’s public standing. The board is ESC (SA)’s primary link to the community. Clearly articulating the organization’s mission, accomplishments, and goals to the public, as well as garnering support from members of the community, are important elements of a comprehensive public relations strategy.

11. Ensure legal and ethical integrity and maintain accountability. The board is ultimately responsible for ensuring adherence to legal standards and ethical norms. The board must establish pertinent policies and procedures (e.g., personnel policies, grievance procedures), and adhere to provisions of the organization's bylaws/policies and articles of incorporation.

12. Recruit and orient new board members, and assess board performance. The board must select new board members, where needed, and orient them to their responsibilities, and the organization's history, needs, and challenges. By evaluating its performance, the board can recognize its achievements and determine which areas need to be improved. As the organization grows and improves, the governing board must also evolve to meet changing needs and circumstances. Thus, the board of Directors have the right to add members to its board, as the need arise. This will be done by the Board of Directors, after nominations have been received from, and by the paid up member of the ESC (SA), and board members.

Individual Members of the Board of Directors

Within the larger framework of the board’s responsibilities, the individual board members that are in office must each fulfill certain obligations to the organization. Those obligations include:

1. Attend all board and committee meetings and functions, and be prepared to participate accordingly.

2. Stay informed about board and committee matters; review and comment on minutes and reports.

3. Stay informed about the organization's mission, services, policies, and programs.

4. Keep up-to-date on developments in the organization's field.

5. Follow developments in the community, economy, government, etc. that may affect the organization.

6. Serve on committees and offer to take on special assignments.

7. Participate in organizational fundraising.

8. Inform others about the organization.

9. Get to know other members; build working relationships that contribute to consensus.

10. Propose nominees to the board who can make significant contributions to the work of the board and the organization.

11. Follow conflict of interest and confidentiality policies.

12. Assist the board in carrying out its fiduciary responsibilities such as reviewing the organization's annual financial statements.

13. Participate actively in the board’s annual evaluation and planning efforts.

Keep in mind that:

1. Board members have no individual authority separate of the board.

2. Board members are expected to support decisions of the board, regardless of personal desires and/or opinions.

Working Committee:

It is expected that Working Committee members will:

1. Attend all Working Committee meetings and stay until the end of the meeting. Working Committee members unable to attend should notify the Managing Director or Operations Co-Coordinator as soon as possible.

2. Serve as leaders in handling the finances, thereby set an example for other members of ESC (SA), and for external constituencies.

3. Recognize and uphold all fiduciary responsibility vested in the Working committee.

4. Provide a written report at each meeting outlining the activities and/or issues of each Working Committee member’s area of responsibility. Copies of the report should be made available in sufficient quantities for all Working Committee members and guests at each meeting, with copies for the Board of Directors.

5. Adhere to the policies and procedures adopted by the ESC(SA) and provide suggestions for change when appropriate to the Board of Directors.

6. Be an active participant in the decision making process of the Working Committee on behalf of the members. Additionally, They will uphold the Articles of Association, bylaws, mission vision and objectives of ESC (SA), and rulings of the board of directors.

7. All members of the working committee shall pass on to their successors all pertinent records and reports at the end of their term office.

8. In the event of an officer’s or committee chairperson’s resignation or removal from office, all of his or her records must be submitted to his or her successor or to the Secretary, as appropriate, within 30 days.

9. Committee coordinators, liaisons and guests may attend meetings of the Board with prior approval from the MD, enter into discussions if recognized by the Managing Director and Operations Coordinator, and make presentations, but shall not have voting privileges.

10. The 3 striped georgettes will be the insignia for members of the working committee only, and will be insignia to the office. When the position is vacated in any way, or means, the insignia may no longer be used, as it represents the office occupied/held by such person.

Positions of Office

President of the Board of Directors

1. Serves as the chief of the organization.

2. The President needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

3. Is a partner with the working committee, via the managing director, in achieving the organization's mission.

4. The President of the Board will be an Executive Director, with executive powers, and an ordained Chaplain of the ESC(SA).

5. Provides leadership to the board.

6. Is chairperson for all meetings and functions of the board after developing the agenda in cooperation with the Managing Director/CEO.

7. Encourages the board's role in strategic planning.

8. Appoints committee chairpersons, in consultation with other board members.

9. Serves ex officio as a member of committees, and attends their meetings when invited.

10. Liaises with the Managing Director/CEO on issues of concern to the board or the organization.

11. Helps guide and mediate board actions with respect to organizational priorities and governance.

12. Monitors financial planning and financial reports.

13. Plays a leading role in fundraising activities.

14. Formally evaluates the performance of the working committee; informally evaluates the effectiveness of the board members.

15. Evaluates annually the performance of the organization in achieving its mission.

16. Is a member of the Ordination Committee and Ordination Process.

17. The President will be responsible for an effective chaplaincy service as per the Vision, Mission and Objectives as set out in the articles of association of ESC (SA).

18. The President is to be an active and operating paid up member of ESC (SA)

19. The President is responsible to convene a minimum of four (4) Board meetings per year.

20. The President is to convene and be the chairperson of the Annual General Meeting each year, as per the procedure set out in the articles of association and any special general meetings that the working committee in conjunction with the Board of Directors may deem to call.

21. The President has the casting vote on any matters where there is a stalemate during the voting process at Directors meetings, annual general meetings, or any other meetings in which he is the Chairperson,.

22. The President is responsible for the ordination process of members for ordainment by the ordination committee as part of the Membership Board as appointed by the Board of Directors,

23. All appointments and dismissals of ordained chaplains, and chaplains will be made by the President, in consultation with the board of Directors. The Presidents ruling on any appointment or dismissal is final, and no reason for such will be open for debate.

Deputy President of the Board of Directors

1. Is responsible to the President.

2. Is a successor to the President, should the President vacate the position for any reason.

3. The Vice President will be the secondant to the president and should thus be willing to represent the President of ESC (SA),

4. Works closely with the President and Managing Director/CEO and other staff.

5. Takes the responsibility to intervene and evaluate all aspects of complaints against members, and supervising disciplinary procedures.

6. Participates closely with the Vice President to develop and implement officer transition plans.

7. Is a member of the Ordination Committee

8. The President is to be an active and operating paid up member of ESC (SA)

9. The Vise President needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

Managing Director (MD)

1. The MD is to be an active and operating paid up member of ESC (SA).

2. Is responsible to the President and the Board of Directors.

3. Is an Executive Director, with Executive Powers.

4. Is Chairperson of all meetings of the Working Committee

5. Sets the tone for the committee work.

6. Ensures that committee members have the information they need to do their jobs.

7. Oversees the logistics of committee operations.

8. Reports to the full board of Directors on committee decisions/recommendations.

9. Assigns work to the committee members, is responsible for the minutes and distribution for implementation of working committee and board of directors meetings.

10. Initiates and leads the working committee's annual evaluation.

11. The MD needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

12. The MD is responsible for the general business of and is the Public Officer of ESC (SA)

13. The MD is the support officer to the presidential office when needed

14. The MD is to maintain adherence of the articles of association, code of conduct and policies of ESC (SA) membership and any other requirements as may be determined from time to time by the Board of Directors.

15. The MD is also a member of the Disciplinary committee in terms of the Disciplinary Policy.

16. The MD is the Media officer for ESC (SA) and is to liaise with all the media organizations when needed.

17. The MD is responsible for all legal matters appertaining to ESC (SA), with special reference to governmental matters regarding revenue services, Dept of Social Services and any other governmental requirements, as may be needed from time to time.

18. The MD is responsible for the maintenance of the registration of ESC (SA) as a Non Profit Organization, Public Benefit Organization and all copy rights of Chaplaincy Insignia, Badges, books and Training Manuals.

19. The MD is responsible for the record and administration of all the statistics of ESC (SA).

20. The MD is responsible for the handling of applications for all office bearers of ESC(SA) structures for presentation to the Board of Directors, as well as the management of all service awards in consultation with the secretariat and any other awards that the Executive Committee may wish to bestow on members from time to time.

21. The MD is responsible for an effective promotions program to promote the work of the ESC(SA)

22. The MD with the President of the Board of Directors in cooperation with the Training Coordinator will review and monitor all training, and training materials and training officers to maintain the standards required in upholding the mission statement, and vision of ESC(SA)

Chief Executive Officer

As part of the duties of the Managing Director, he/she will chair the meetings of the Working committee, as stipulated in his/her duties. When so decided by the Board of Directors, this function may be delegated to a Chief Executive Officer.

All Portfolio’s other than the board of directors are appointed by the Board of Directors after nomination have been received from and by paid up members of the ESC (SA) or by a member of the Board of Directors.

Working Committee Members:

Operations Coordinator (CEO)

1.The Operations Coordinator is to be an active and operating paid up member of ESC (SA)

2. The Operations Coordinator must be an ordained Chaplain of the ESC(SA)

3. The Operations Coordinator is responsible to the Managing Director/CEO of the ESC(SA), and assistant to the Managing Director/CEO

4. The Operations Coordinator will be appointed, and evaluated by the Board of Directors.

5. The Operations Coordinator needs to be averse of the constitution, code of conduct, policies and historical values of ESC (SA).

6. In the absence of the Managing Director/CEO at Working Committee meetings, the Operations Coordinator is to chair the meeting on behalf of the Managing Director/CEO.

7. The Operations Coordinator is responsible for the establishment of an effective ministry of ESC (SA), and coordination of all Regional, District, and other associations of ministry,

8. The Operations Coordinator needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

9. The Operations Coordinator will, together with the Managing Director, be responsible for all promotions on behalf of the Chaplaincy.

10. The Operations Coordinator is responsible for the discipline of the members of ESC (SA) in accordance to the constitution, code of conduct, policies and bylaws of ESC (SA), and will be a member of the disciplinary committees.

11. The Operations Coordinator will submit to the authority of the Board of Directors, and its discipline.

Secretarial Coordinator

1. The Secretarial Coordinator is to be an active and operating paid up member of ESC (SA).

2. The Secretarial Coordinator is responsible to the Managing Director.

3. The Secretarial Coordinator needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

4. The Secretarial Coordinator is responsible for the effective running and maintenance of the secretariat of ESC (SA).

5. The Secretarial Coordinator will be the scribe for all the Directors Meetings and Working Committee meetings. Minutes of these meetings are to be completed and circulated with in seven (7) days after the meeting to all the members of the relevant Committee. In consultation with the President for Directors Meetings, and the Managing Director for Working Committee meetings, the notice of a meeting and the agenda, including all relevant documentation, for such meeting will be distributed at least seven (7) days prior to the date of the meeting.

6. The Secretarial Coordinator is responsible to give notice of the Annual General Meeting of ESC (SA) and record, distribute and keep on record the minutes of the AGM and any General Meeting. The Secretarial Coordinator will also circulate all documentation relating to the AGM.

7. The Secretarial Coordinator is to record and keep record of all the Directors Meetings, Working Committee meetings, the AGM and any general meetings minutes.

8. The Secretarial Coordinator is to ensure that the requests for nominations are circulated to all members of ESC (SA) with in the time line of the AGM of each year and that the procedure of process is with in the timeline is maintained.

9. The Secretarial Coordinator is to set up and maintain the membership role, as stipulated in the Articles of Association, and all the administration of keeping such role up to date, which includes keeping of all records and record of the paid up status of the members and the issue of membership cards once membership fees are received within a period of 14 Days from receipt of proof of payment, the membership status in terms of active and inactive status, resignations and any other records.

10. The Secretarial Coordinator is responsible for the administration process of all new membership applications as approved by the Board of Directors with in fourteen (14) days of the meeting. This includes the entering of new members on to the membership roll and the issue of a membership card along with the acceptance letter and receipt for monies received.

11. The Secretarial Coordinator is the Editor of the ESC (SA) News Letter being responsible for and compilation of and distribution quarterly of the ESC (SA) News Letter.

12. The Secretarial Coordinator is to deal with all correspondence for and on behalf of ESC (SA).

13. The Secretarial Coordinator may appoint persons in the secretariat to assist in the performance of all duties stipulated, in consultation with the Managing Director.

14. The Secretarial Coordinator will submit to the authority of the Board of Directors, and its discipline.

Treasury Coordinator

The Treasury Coordinator is to be an active and operating paid up member of ESC (SA).

The Treasury Coordinator is responsible to the Managing Director.

The Treasury Coordinator is responsible to maintain a proper Accounting and Arithmetical system of all the funds of ESC (SA).

ESC (SA) monies shall be kept in bank accounts as approved by the Board of Directors. Such Banking accounts shall be managed by the Treasury Coordinator.

The Treasury Coordinator is accountable to the Board of Directors and Working Committee on all financial, accounting and arithmetical matters in accordance to ESC (SA) financial and allied matters policies and is;

To submit monthly financial statements at Board of Directors and Working Committee meetings.

To submit financial statements of transactions to all trust account holders monthly.

The Treasury Coordinator is to ensure that the annual financial statements are audited at the end of each financial year by the appointed auditors and such auditors report submitted to the AGM of that year.

The Treasury Coordinator will ensure that the financial statements of Regions and Districts shall be of sound accounting and arithmetical status and comply to ESC (SA) financial and allied matters policies.

The Treasury Coordinator is responsible for the management and distribution of all ESC (SA) saleable stock items.

The Treasury Coordinator is to maintain a register of all the assets of ESC (SA).

The Treasury Coordinator is to ensure that the Managing Director has all the relevant financial records and reports so ESC (SA) can meet the legal requirements in regards to governmental registrations timeously.

The Treasury Coordinator is responsible for any other functions as set out in the financial and Allied matters Policy of ESC (SA).

The Treasury Coordinator may appoint persons in the treasury to assist in the performance of all duties stipulated, in consultation with the Managing Director.

The Treasury Coordinator needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

The Treasury Coordinator will submit to the authority of the Board of Directors, and its discipline.

Training Coordinator

The Training Coordinator is to be an active and operating paid up member of ESC (SA).

The Training Coordinator must be an ordained Chaplain of the ESC(SA)

The Training Coordinator is responsible to the Board of Directors and Working committee for all training matters with in ESC (SA).

The Training Coordinator needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

The Training Coordinator is responsible for the management of the training finances, training fund and training materials of ESC (SA).

The Training Coordinator is responsible for the distribution of all the training materials to training officers for the presentation of training courses.

The Training Coordinator, together with the President of the Board of Directors, and the Managing Director are responsible for the standard of training presented and is to ensure that all the training officers of ESC (SA) are kept abreast of the latest training techniques.

The President of the Board, Managing Director and Training Coordinator in conjunction with the training officers of ESC (SA) is to ensure that the training material is updated on a regular basis.

The Training Coordinator is to approve all training courses as he deems fit to do so within the guidelines of the ESC (SA) Training policy on behalf of ESC (SA) and is to ensure that all training courses are conducted in accordance with the Training Coordinators Policy of ESC (SA), in consultation with the Managing Director, for approval by the board of directors.

All registered training officers of ESC (SA) will be responsible to the Training Coordinator for any training courses they present on behalf of ESC (SA).

The Training Coordinator will be responsible for the development and training of prospective training officers as needed from time to time as approved by the Board of Directors.

The Training Coordinator is to coordinate, convene or develop additional training courses for the further development of the members of ESC (SA) in conjunction with the Managing Director, the President of the Board of Directors, as approved by the Board of Directors.

The Training Coordinator is responsible for any other functions related to training as per the Training Policy of ESC (SA).

The Training Coordinator will submit to the authority of the Board of Directors, and its discipline.

Prayer Coordinator

The Prayer Coordinator is to be an active and operating paid up member of ESC (SA).

The Prayer Coordinator must be an ordained Chaplain of the ESC(SA)

The Prayer Coordinator is responsible to the Managing Director / CEO.

The Prayer Coordinator is to be the Spiritual mentor/confidential consultant for the Board of Directors, the Working Committee and all the members of ESC (SA).

The Prayer Coordinator is to encourage the membership to debrief when ever possible and be Spiritual Director for the membership of ESC (SA) and encourager when needed.

The Prayer Coordinator is responsible for the spirituality of the members of ESC (SA) and is to set up programs, retreats/breakaways and prayer sessions to enhance and develop the spirituality of all the members of ESC (SA) through the Regional Coordinators, District Coordinators and Coordinating Chaplains, as well as the Board of Directors and Working Committee, after consultation with the Managing Director.

The Prayer Coordinator is the referral for the membership of the Chaplaincy by any office bearer/member when such office bearer/member is of the opinion that a member of the Chaplaincy is in need of support, encouragement and debriefing.

The Prayer Coordinator needs to be averse of the articles of association, code of conduct, policies and historical values of ESC (SA).

The Prayer Coordinator will submit to the authority of the Board of Directors, and its discipline.

 

Regional Associations

Regional Coordinating Chaplains (RCC)

The RCC is to be an active and operating paid up member of ESC (SA).

The RCC will be appointed by the Board of Directors, after nomination by, and for paid up members of the ESC (SA) in the region, or by nomination by a member of the Board of Directors.

The Regional Coordinating Chaplain has a seat as an ex-officio member on the Working committee without the right of a vote, and is to attend Working Committee meetings.

The RCC will be responsible for an effective ministry of ESC (SA) chaplaincy service within their region.

The RCC may not be seen as having any conflict of interests, thus, being a full time employed member of any organization that is in conflict or may cause conflict with ESC (SA) and its function or ministry, and thus be associated to any other organization or group, other than the ESC (SA) or associated to any group, or have business interest where the RCC will place that person or ESC (SA) in a compromising position.

District Coordinators will be responsible to the Regional Coordinating Chaplain.

The RCC can with the approval of the Board of Directors request the Board of Directors to appoint a Deputy Regional Coordinating Chaplain (DRCC) to assist him/her in the work, should the size of the Region and the number of members justify it. This request should be submitted via the Operations Co-coordinator of the Working Committee.

The RCC is responsible for the applications for appointment of all office bearers in their Regional Association of ESC (SA) by the Board of Directors via the Operations Coordinator of the Working Committee.

The RCC will convene a minimum of 4 meetings per annum with the District Chaplains in the Region, and always inform the Operations Coordinator of the Working Committee of such meetings.

The RCC must be available to attend, and chair, all regional meetings of chaplains in the region.

All decisions regarding ESC (SA), changes in call-out procedures, active and inactive members, etc, must be approved by the Regional Coordinating Chaplain, and submitted for approval from the Managing Director, via the Operations Coordinator of the Working Committee.

Where, and when possible, the Regional Coordinating Chaplain will attend District meetings.

The Regional Coordinating Chaplain must be available to attend meetings, and arrange meetings in the region, where he/she can represent the region and represent and promote the work of the ESC (SA) in conjunction with the Operations Coordinator of the Working Committee.

The Regional Coordinating Chaplain will be responsible to make sure that proper duty rosters are made out by the District Coordinating Chaplains, and that all chaplains get an equal opportunity to minister in the areas they feel called to.

The Regional Coordinating Chaplain should guard against doing most of the calls in the area, as he/she has the responsibility to see that other chaplains get an equal opportunity to serve the Lord in their calling. The Regional Coordinating Chaplain may not be the only person called by the control centers, or dispatch rooms, but must make sure that a proper roster is available, and all chaplains are equally used, according to their time availability.

The Regional Coordinating Chaplain will be responsible to collect and the coalition of all statistics, and call-out forms on a monthly basis and submit such statistics to the Secretarial Coordinator as per the time schedule.

The Regional Coordinating Chaplain will be responsible to report any problems regarding the conduct or actions of chaplains in his/her area to the Disciplinary Committee via the Operations Co-coordinator of the Working Committee.

The Regional Coordinating Chaplain must always report any major incidents to the Board of Directors as soon as he/she is made aware of them via the Operations Co-coordinator of the Working Committee, or in his absence, the Managing Director.

The Regional Coordinating Chaplain will be responsible for the submission to the Working Committee with annually fully audited statements of their Region’s finances, where such region has its own banking account.

The Regional Coordinating Chaplain will make sure that the Sect 21, NPO and PB numbers of the ESC (SA) are never used for any fund raising without obtaining written permission from the Board of Directors through the Managing Director.

The Regional Coordinating Chaplain will make sure that neither he/she nor any other member of the Chaplaincy in that Region may act as representative of the Chaplaincy to the Media, or make any statements or presentation to the media, or media related organization without the appropriate clearance from the Board of Directors, via the Managing Director.

The Regional Coordinating Chaplain will uphold the Articles of Association, Code of Conduct, policies and bylaws of ESC (SA). The RCC needs to be averse of the Articles of Association, code of conduct, policies, bylaws and historical values of ESC (SA).

The Regional Coordinating Chaplain will be responsible to the Operations Coordinator of the Working Committee.

The Regional Coordinating Chaplain will submit to the authority of the Board of Directors, and its discipline.

Deputy Regional Coordinating Chaplain (DRCC)

The DRCC is to be an active and operating paid up member of ESC (SA).

The RCC can with the approval of the Board of Directors request the Board of Directors to appoint a Deputy Regional Coordinating Chaplain to assist him/her in the work, should the size of the Region and the number of members justify it.

The DRCC will be responsible to the Regional Coordinating Chaplain, and will assist to have an effective ministry of ESC (SA) in the region.

The DRCC will share in all of the tasks of the Regional Coordinating Chaplain, and be the Regional Coordinating Chaplains representative, on request of the Regional Coordinating Chaplain, when the Regional Coordinating Chaplain is not available to attend, coordinate or supervise events.

The DRCC must be available to attend, and chair meetings where the Regional Coordinating Chaplain can not attend regional meetings of the region, and send a written report of these meetings to the Regional Coordinating Chaplain.

The Deputy Regional Coordinating Chaplain should guard against doing most of the calls in the area, as he/she has the responsibility to see that other chaplains get an equal opportunity to serve the Lord in their calling.

The Deputy Regional Coordinating Chaplain may not be the only person called by the control centers, or dispatch rooms, but make sure that a proper roster is available, and all chaplains are equally used, to their time availability. Also, this person must make sure that this is happening in all the Districts, and that District Chaplains adhere to this same rule.

The Deputy Regional Coordinating Chaplain will be responsible to report any problems regarding the conduct or actions of chaplains in his/her area of responsibility to the Regional Coordinating Chaplain at the earliest opportunity, or in the absence of the Regional Coordinating Chaplain, to the Board of Directors as soon as he/she becomes aware of such situation via the Operations Co-coordinator of the Working Committee, or in his absence, the Managing Director.

The Deputy Regional Coordinating Chaplain must always report any major incidents to the Regional Coordinating Chaplain, or in the absence of the Regional Coordinating Chaplain, to the Board of Directors as soon as he/she is made aware of such situation, via the Operations Coordinator of the Working Committee, or in his absence, the Managing Director.

The Deputy Regional Co-Coordinating Chaplain will uphold the Articles of Association, Code of Conduct, Bylaws and Policies of ESC (SA). The Deputy Regional Coordinating Chaplain needs to be averse of the constitution, code of conduct, policies bylaws and historical values of ESC (SA).

This position is not a position of authority, and only a supportive position to the Regional Coordinating Chaplain, as per the structure at the end of this by-law.

The Deputy Regional Coordinating Chaplain will submit to the authority of the Board of Directors, and its discipline.

Regional Secretarial Co-Coordinator

This Regional Secretarial Coordinator is to be an active and operating paid up member of ESC (SA).

The Regional Secretarial Coordinator will be appointed by the Board of Directors, after nominations by and for paid up members in the region have been received, and submitted by the RCC via the Operations Coordinator.

The Secretarial Coordinator will be the scribe for all the Regional Committee meetings. Minutes of these meetings are to be completed and circulated with in seven (7) days after the meeting to all the members of the Regional Committee. In consultation with Regional Coordinating Chaplain the notice of a meeting and the agenda for such meeting will be distributed at least seven (7) days prior to the date of the meeting. The notice of the meeting will include any reports that may be a point of discussion on the agenda of said meeting.

The Regional Secretarial Coordinator is responsible to give notice of the Regional Annual General Meeting of the Region and record, distribute and keep on record the minutes of the Regional AGM.

The Secretarial Coordinator is to keep and maintain a record of all the Regional Committee meetings and the Regional AGM minutes.

The Regional Secretarial Coordinator is to assist the Working Committee Secretarial Co-Coordinator with the National AGM and nomination process as needed from time to time.

The Regional Secretarial Coordinator is to assist the Working Committee Secretarial Coordinator to maintain and update the membership roll in respect to the movement of members and change of personal details of the members of ESC (SA) in their region.

The Regional Secretarial Coordinator is to collect and collate the statistics of the Region on a monthly basis and submit the statistics of the Region to the Working Committee Secretarial Coordinator by the 28th of each month.

The Regional Secretarial Coordinator is to assist the Working Committee Secretarial Coordinator in the compilation and distribution of the ESC (SA) News Letter.

The Regional Secretarial Coordinator is to deal with all correspondence for and on behalf of Region.

The Regional secretarial Coordinator will uphold the Articles of Association, Code of Conduct, Bylaws and Policies of ESC (SA). The Regional Secretarial Coordinator needs to be averse of the constitution, code of conduct, policies bylaws and historical values of ESC (SA).

The Regional Secretarial Coordinating Chaplain will submit to the authority of the Board of Directors, and its discipline.

Regional Treasury Coordinator

This chaplain is to be an active and operating paid up member of ESC (SA).

The Regional Treasury Coordinator is to report on and is accountable for the books of the region to the Regional Coordinating Chaplain.

The Regional Treasury Coordinator will be appointed by the Board of Directors, after nominations by and for paid up members in the region have been received, and submitted by the RCC via the Operations Coordinator

The Regional Treasury Coordinator in consultation with the National Treasury Coordinator will submit monthly financial statement to the RCC at regional meetings.

Where a region, with the permission of the Board of Directors, and National Treasury Coordinator, has its own banking account. The Regional Treasury Coordinator is to have the books of the region audited and such audit report presented on behalf of the region, to the Working Committee Treasury Coordinator.

The duties of the Regional Treasury Coordinator is to manage the finances of the region in accordance to normal and sound book keeping principles and in accordance with the responsibilities as set out in the Financial Policy of ESC (SA).

The Regional treasury Coordinator will uphold the Articles of Association, Code of Conduct, Bylaws and Policies of ESC (SA). The Deputy Regional Coordinating Chaplain needs to be averse of the constitution, code of conduct, policies bylaws and historical values of ESC (SA).

The Regional Treasury Coordinating Chaplain will submit to the authority of the Board of Directors, and its discipline.

District Coordinators (DC)

This chaplain is to be an active and operating paid up member of ESC (SA).

The DC will be appointed by the Board of Directors, after nomination by, and for paid up members of the ESC (SA) in the district, or by nomination by a member of the Board of Directors, and will be responsible to the Regional Coordinating Chaplain or the Deputy Regional Coordinating Chaplain where there is such an office.

He/She will be responsible for an effective ESC (SA) ministry service in the District on behalf of ESC (SA).

He/she will appoint station/town coordinating chaplains if needed, in consulting and with the approval of such appointments from the Regional Coordinating Chaplain, Operations Coordinator, and Managing Director. Thus, the Regional Coordinating Chaplain, Operations Coordinator and Managing Director will have to approve the persons for the position of station/town coordinating chaplain.

He/She must have a minimum of 4 meetings per annum with all the chaplains in the District.

He/She must be available to attend, and chair, all meetings of the chaplains in the District.

All decision making regarding the Chaplaincy, changes in call-out procedures, active and inactive members, etc, must be cleared with the Regional Coordinating Chaplain.

The Regional Coordinating Chaplain must be notified of all meetings of the District, and minutes must be forwarded to the Regional Coordinating Chaplain by the District Chaplain. Where, and when possible, the Regional Coordinating Chaplain will attend some of these meetings.

The District Coordinator must be available to attend meetings, and arrange meetings in the District, where he/she can represent the District and represent the Regional Coordinating Chaplain, and promote the work of ESC (SA). The Regional Coordinating Chaplain must always know about such meetings, and should, where possible, attend such meetings with the District Chaplain.

The District Coordinator must be available to attend all Regional Committee meetings.

The District Coordinator should be able to represent the Regional Coordinating Chaplain, only if events should take place, where the Regional Coordinating Chaplain and or the Deputy Regional Coordinating Chaplain can not attend, and request the District Chaplain to represent him/her.

The District Coordinator should guard against doing most of the calls in the area, as he/she has the

responsibility to see that other chaplains get an equal opportunity to serve the Lord in their calling. The District Chaplain may not be the only person called by the control centers, or dispatch rooms, but make sure that a proper roster is available, and all chaplains are equally used, to their time availability. Also, this person must make sure that this is happening in all the stations in his/her area, and that all chaplains adhere to this same rule.

The District Coordinator will be responsible to make sure that proper duty rosters are made out, and that all chaplains gets an equal opportunity to minister in the areas they feel called to.

The District Coordinator will be responsible to collect, check, and report back on all statistics, and call-out forms on a monthly basis to the Regional Coordinating Chaplain with in the stipulated time frames.

The District Coordinator will be responsible to report all problems regarding chaplains, calls, or conflict between members, or members and staff immediately to the Regional Coordinating Chaplain.

The District Chaplain must always report any major incidents to the Regional Coordinating Chaplain as soon as they are made aware of them.

Where the District has, with the consent of the Board of Directors a banking account, the District Chaplain will be responsible for providing the Regional Coordinating Chaplain with all financial statements of the District finances on a quarterly basis, and annually a full auditors report.

The District Coordinator is not allowed to do any fund raising, or fundraising projects, or use of the National NPO, sect 21 or PB number without obtaining the necessary written permission from the Board of Directors via the Regional Coordinating Chaplain.

The District Coordinator or any member of ESC (SA) in the District is not allowed to act as a representative of ESC (SA) to the Media, or make any statement or representation to the media, or media related organization without clearing it with the Managing Director, of President of the Board of Directors, via the RCC. The District Coordinating Chaplain will uphold the Articles of Association, Code of Conduct, Bylaws and Policies of ESC (SA). The District Coordinating Chaplain needs to be averse of the constitution, code of conduct, policies, bylaws and historical values of ESC (SA).

The District Coordinator will uphold the Articles of Association, Code of Conduct, Bylaws and Policies of ESC (SA). The Deputy Regional Coordinating Chaplain needs to be averse of the constitution, code of conduct, policies bylaws and historical values of ESC (SA).

The District Coordinator will submit to the authority of the Board of Directors, and its discipline.

Coordinating Chaplain

1. This chaplain is to be an active and operating paid up member of ESC (SA).

2. This Chaplain will be appointed by the Managing Director, after nomination by, District Coordinators, Regional Coordinating Chaplains, and the Operations Coordinator of the Working committee, and will be responsible to the District Coordinator, or in the absence of a District Coordinator to the Regional Coordinating Chaplain or the Deputy Regional Coordinating Chaplain where there is such an office.

3. The position of a Coordinating Chaplain is ONLY an administrative position, and not an executive position. All decision making will be left to the District Coordinator, after consultation with the Regional Coordinating Chaplain.

4. He/She will be responsible to the District Coordinator, and assist to have an effective ESC (SA) ministry in his/her assigned area.

5. He/She must be operative, thus, the coordinating chaplain must also be on a roster, and actively tend to callouts as all other chaplains.

6. He/She must be available to attend, and possibly chair meetings in the assigned area of his/her area of responsibility, and send a written report on these meetings to the District Coordinator.

7. The Coordinating Chaplain should guard against doing most of the calls in the area, as he/she has the responsibility to see that other chaplains get an equal opportunity to serve the Lord in their calling. The Coordinating Chaplain may not be the only person called by the control centers, or dispatch rooms, but make sure that a proper roster is available, and all chaplains are equally used, to their time availability.

8. The Coordinating Chaplain will be responsible to report any problems regarding call –outs, conduct or actions of chaplains in his/her area to the District Coordinator, or Regional Coordinating Chaplain in the absence or unavailability of the District Coordinator.

9. The Coordinating Chaplain must always report any major incidents to the District Coordinator, or Regional Coordinating Chaplain in the absence or unavailability of the District Chaplain, as soon as he/she is made aware of them, or to the Operations Coordinator should neither of them be available.

10. The Coordinating Chaplain is not allowed to do any fund raising, or fundraising projects, or use of the National NPO, sect 21 or PB number without obtaining the necessary written permission from the Board of Directors via the Regional Coordinating Chaplain

11. The Coordinating Chaplain will uphold the Articles of Association, Code of Conduct, Bylaws and Policies of ESC (SA). The Coordinating Chaplain needs to be averse of the constitution, code of conduct, policies bylaws and historical values of ESC (SA).

12. The Coordinating Chaplain will submit to the authority of the Board of Directors, and its discipline.

District Secretarial Co-Coordinator

1. This chaplain is to be an active and operating paid up member of ESC (SA).

2. The District Secretarial Coordinator will be the scribe for all District meetings. Minutes of these meetings are to be completed and circulated with in seven (7) days after the meeting to all the members of the District. In consultation with District Chaplain the notice of a meeting and the agenda for such meeting will be distributed at least seven (7) days prior to the date of the meeting. The notice of the meeting will include any reports that may be a point of discussion on the agenda of said meeting.

3. The District Secretarial Coordinator is responsible to give notice of the District Annual General Meeting of the District and record, distribute and keep on record the minutes of the District AGM.

4. The District Secretarial Coordinator is to keep and maintain a record of all the District meetings minutes.

5. The District Secretarial Coordinator is to assist the Regional Secretarial Co-Coordinator with the Working Committee AGM and nomination process as needed from time to time.

6. The District Secretarial Coordinator is to assist the Regional Secretarial Coordinator to maintain and update the membership roll in respect to the movement of members and change of personal details of the members of ESC (SA) in their District.

7. The District Secretarial Coordinator is to collect and collate the statistics of the district on a monthly basis and submit the statistics of the District to the Regional Coordinating Chaplain by the 14th of each month.

8. The District Secretarial Coordinator is to assist the Regional Secretarial Coordinator in the compilation and distribution of the ESC (SA) News Letter.

9. The District Secretarial Coordinator is to deal with all correspondence for and on behalf of the District.

10. The District Secretarial Coordinator will be appointed by the Managing Director and Operations Coordinator of the Working committee, after nomination by, District Coordinators, Regional Coordinating Chaplains, and the Operations Coordinator of the Working Committee.

11. The District Secretarial Coordinating Chaplain will uphold the Articles of Association, Code of Conduct, Bylaws and Policies of ESC (SA). The District Secretarial Coordinating Chaplain needs to be averse of the constitution, code of conduct, policies bylaws and historical values of ESC (SA).

12. The District Secretarial Coordinator will submit to the authority of the Board of Directors, and its discipline.

District Treasury Co-Coordinator

1. This chaplain is to be an active and operating paid up member of ESC (SA).

2. The District Treasury Coordinator is to report and is accountable for the books of the district to the District Coordinator.

3. The duties of the District Treasury Coordinator are to manage the finances of the region in accordance to normal book keeping principles and in accordance to the responsibilities as set out in the Financial Policy of ESC (SA).

4. The District Treasury Coordinator will be appointed by the Managing Director and Operations Coordinator of the Working committee, after nomination by District Coordinators, Regional Coordinating Chaplains, and the Operations Coordinator of the Working committee.

5. The District Treasury Coordinator will submit to the authority of the Board of Directors, and its discipline.

Ordained Chaplains

1. This chaplain is to be an active and operating paid up member of ESC (SA).

2. These will be individuals with a specific calling to ministry to Personnel, and not so much to the Crisis ministry. Although they could still assist their personnel on scenes with crisis ministry functions also.

3. Ordination to the Chaplaincy will be done ONLY by the Board of Directors, after an individual has met all the criteria, and has completed the additional required training.

4. He/She will be responsible for an effective chaplains ministry to the personnel for which they where ordained to minister to, on behalf of ESC (SA).

5. He/She must attend their districts meetings to hold their active status.

6. An Ordained Chaplain must always report any major incidents to the District Coordinator, or in his absence, to the Regional Coordinating Chaplain as soon as they are made aware of them.

7. Ordained Chaplains are not allowed to do any fund raising, or fundraising projects, or use of the National NPO, sect 21 or PB number without obtaining the necessary written permission from the Board of Directors via the Regional Coordinating Chaplain.

8. Neither an Ordained Chaplain nor any member of the Chaplaincy in the District is not allowed to act as a representative of the Chaplaincy to the Media, nor make any statement or presentation to the media, or media related organization without clearing it with the Managing Director, of President of the Board of Directors, via the RCC.

9. Ordained Chaplains will uphold the Code of Conduct of the ESC (SA), as well as the Articles of Association of the ESC (SA). An Ordained Chaplain should be familiar with Articles of Association and all bi-laws and policies of the ESC (SA).

10. Ordained Chaplains will submit to the authority of the Board of Directors, and its discipline.

Chaplains

This chaplain is to be an active and operating paid up member of ESC (SA).

These people will be individuals with a specific calling to the Crisis Ministry, and not so much to the Pastoral role to personnel. Although they should never neglect their ministry to personnel, and still Endeavour to build a good working relationship with personnel of all relevant Emergency Services.

They will be appointed by the Board of Directors, after the individual has met all the criteria for becoming a chaplain.

He/She will be responsible for an effective chaplain ministry on behalf of ESC (SA) to the victims of crisis.

He/She must attend their district meetings to hold their active status.

A Chaplain must always report any major incidents to the District Coordinator, or in his absence, to the Regional Coordinating Chaplain as soon as they are made aware of them.

Chaplains are not allowed to do any fund raising, or fundraising projects, or use of the National NPO, sect 21 or PB number without obtaining the necessary written permission from the Board of Directors via the Regional Coordinating Chaplain.

Neither a Chaplain nor any member of the Chaplaincy in the District is allowed to act as a representative of the Chaplaincy to the Media, or make any statement or presentation to the media, or media related organization without clearing it with the Managing Director, or President of the Board of Directors, via the RCC.

All Chaplains will uphold the Code of Conduct of the ESC (SA), as well as the Articles of Association of the ESC (SA). The District Chaplain should be familiar with Articles of Association and all bi-laws and policies of the ESC (SA).

Chaplains will submit to the authority of the Board of Directors, and its discipline.

Associated Members

1. This will be a paid-up member, but not an active member in the ministry of the ESC(SA)

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Please take note of the Attached Graphical depiction of the Structure of the ESC(SA), as it will explain the structures in a more effective manner.



How can I be Better at what I Do?
Striving to excellence in God’s ministry
Isaiah 61: 1 - 3