12 Membership of the Church
12.1 Admission of new members and eligibility
12.1.1 Membership of the Church is open to those who have professed faith in Jesus Christ and wish to become members, and who, by applying for membership have indicated acceptance of the Beliefs, a willingness to participate in the activities, have indicated their agreement to become a member and acceptance of the duty of members set out in clause 12.3.
12.1.2 Persons seeking membership who have not been baptised in the manner described in the Baptist Union’s Declaration of Principle may at the discretion of the Church Members’ Meeting be accepted for full membership based on their own public profession of faith.
12.1.3 Membership of the Church is personal and cannot be transferred to anyone else.
12.1.4 A member shall be a natural person.
12.2 Admission procedure
The Charity Trustees:
12.2.1 may require applications for membership to be made in any reasonable way that they decide;
12.2.2 shall, if they approve an application for membership, notify the applicant of their decision within 21 days of the decision being taken;
12.2.3 may refuse an application for membership if they believe that it is in the best interests of the Church for them to do so;
12.2.4 shall, if they decide to refuse an application for membership, give the applicant their reasons for doing so, within 21 days of the decision being taken, and give the applicant the opportunity to appeal against the refusal;
12.2.5 shall give fair consideration to any such appeal, and shall inform the applicant of their decision, but any decision to confirm refusal of the application for membership shall be final;
12.2.6 where the person seeking membership has been a church member at another Baptist church they shall apply in the same manner but a letter of commendation shall normally be requested from their previous church; and
12.2.7 the membership application shall also be considered by the existing members of the Church and the Charity Trustees shall (except in exceptional circumstances) follow their recommendation.
12.3 Duty of members
A Member of a CIO must exercise his or her powers as a member of the CIO in the way he or she decides would be most likely to further the purposes of the CIO. The responsibilities of membership normally also include:
12.3.1 attending worship and participating in Church activities;
12.3.2 personal prayer and Bible study;
12.3.3 participation at the Communion of the Lord’s Supper as a privilege and a priority;
12.3.4 helping the Church whenever possible by using gifts and abilities to advance the Purpose of the Church through its activities;
12.3.5 attending and participating in Church Members’ Meetings;
12.3.6 giving regular financial support to the Church in proportion to personal resources and circumstances; and
12.3.7 upholding Christian values.
12.4 Termination of membership
12.4.1 Church Membership will be terminated if the member dies, transfers their membership to another church or otherwise resigns in writing to the Church Secretary. These routine changes to the membership list shall be reported at the next convenient Church Members’ Meeting.
12.4.2 When, pursuant to clause 12.5.2, the Church Members’ Meeting reviews the membership list the Church Members’ Meeting may resolve to make any appropriate deletions.
12.4.3 In exceptional circumstances where the conduct of a Church Member is considered to be contrary to the Purpose and Beliefs of the Church and/or disruptive to the relationships between Church Members then the Charity Trustees may recommend to a Church Members’ Meeting that the membership of that person be reviewed. The Church may, after considering the facts, terminate the membership of that person. The Church Member shall be allowed to attend the Church Members’ Meeting where their membership is to be reviewed to hear what is said at the Church Members’ Meeting, to correct any errors of fact and offer any explanation of the circumstances or reasons for their actions before withdrawing from the meeting so that the Church Members may prayerfully and carefully consider whether or not to resolve to remove that person’s name from the list of members.
12.5 Church Membership List
12.5.1 A list of current Church members shall be maintained by the Charity Trustees in the format required by the General Regulations.
12.5.2 In order to keep the list of current members up to date the membership list shall be reviewed at least once every three years by the Church Members’ Meeting.
13 Church Members’ Meetings
13.1 Types and frequency and purpose of Church Members’ Meetings
13.1.1 There are three types of formal Church Members’ Meetings: Ordinary Church Members’ Meetings, Special Church Members’ Meetings and the Annual General Meeting.
13.1.2 There must be an Annual General Meeting (AGM) of the members of the Church. The first AGM must be held within 18 months of the registration of the Church as a CIO.
13.1.3 Ordinary Church Members’ Meetings shall be held at regular intervals on not less than four occasions in any calendar year and shall be an opportunity for the Members to consider and review routine matters associated with the life of the Church including issues related to Church membership, the appointment of Charity Trustees, the appointment of a Church Secretary, the appointment of a Church Treasurer, the approval of the budget, with opportunities for considering proposals from the Charity Trustees or other Church Members for the development of the Church and the advancement of its purpose through its activities.
13.1.4 One Ordinary Church Members’ Meeting each year shall include the Annual General Meeting for the Church members to receive annual accounts and reports (duly audited or examined where applicable), Charity Trustees reports, and to consider proposals for the strategy and vision of the Church in the coming year, with other appropriate matters.
13.1.5 A Special Church Members’ Meeting shall be convened when necessary to consider the appointment or dismissal of a minister, the dismissal of a Charity Trustee, matters relating to the purchase, sale, lease, mortgage or redevelopment of Church property, the closure of the Church, or matters considered by the Charity Trustees to be of sufficient importance to require the calling of a Special Church Members’ Meeting.
13.1.6 Additional Ordinary Church Members’ Meetings may be held at any time.
13.1.7 Members shall meet together in a Church Members’ Meeting under the guidance of the Holy Spirit and under the Lordship of Christ to discern the mind of God in the affairs of the Church.
13.1.8 Worship including prayer and the reading of Scripture shall be a key feature of the Church Members’ Meeting. The discussion of any matters affecting the life and activities of the Church shall be set in this context with the intention that, so far as possible, practical issues are not perceived as being separate from the spiritual aspects of the Church.
13.1.9 All Church Members’ Meetings, whether Ordinary, Special or the Annual General Meeting shall be convened in accordance with the following conditions.
13.2 Calling Members’ Meetings
13.2.1 The Charity Trustees:
must call the Annual General Meeting of the members of the Church in accordance with clause 13.1.2 and identify it as such in the notice of the meeting; and
may call any other Church Members’ Meetings at any time.
13.2.2 The Charity Trustees must, within 21 days, call a Church Members’ meeting of the members of the Church if:
They receive a request to do so from at least 10% of the members of the Church; and
The request states the general nature of the business to be dealt with at the meeting, and is authenticated by the member(s) making the request.
13.2.3 Any such request may include particulars of a resolution that may properly be proposed, and is intended to be proposed, at the meeting or an indication of the nature of the matters to be considered.
13.2.4 A resolution may only properly be proposed if it is lawful, and is not defamatory, frivolous or vexatious.
13.2.5 Any Church Members’ meeting called by the Charity Trustees at the request of the members of the Church must be held within 28 days from the date on which it is called.
13.2.6 If the Charity Trustees fail to comply with this obligation to call a Church Members’ Meeting at the request of its members, then the members who requested the meeting may themselves call a Church Members’ Meeting.
13.2.7 A Church Members’ Meeting called in this way must be held not more than 3 months after the date when the members first requested the meeting.
13.3 Notice of Church Members’ Meetings
13.3.1 The Charity Trustees, or, as the case may be, the relevant members of the Church, must give at least 7 clear days notice of any Church Members’ meeting to all of the Church Members.
13.3.2 If it is agreed by not less than 90% of all members of the Church, any resolution may be proposed and passed at the meeting even though the requirements of clause 13.3.1 have not been met. This sub-clause does not apply where a specified period of notice is strictly required by another clause in this constitution, by the Charities Act 2011 or by the General Regulations.
13.3.3 The notice of any Church Members’ Meeting must:
State the time and date of the meeting;
Give the address at which the meeting is to take place or, if the meeting is called by the Charity Trustees and is to be held by electronic means or by hybrid means, give the means by which the meeting will be held and information on how to access the meeting;
Indicate the general nature of business to be dealt with at the meeting; and
If a proposal to alter the constitution of the Church is to be considered at the meeting, include the text of the proposed alteration.
13.3.4 The notice for the AGM must include the annual statement of accounts and Charity Trustees’ annual report, details of persons standing for election or re-election as charity trustee, or where allowed under clause 35 (Use of electronic communications), details of where the information may be found on the Church’s website.
13.3.5 Proof that an envelope containing a notice was properly addressed, prepaid and posted; or that an electronic form of notice was properly addressed and sent, shall be conclusive evidence that the notice was given. Notice shall be deemed to be given 48 hours after it was posted or sent.
13.3.6 The proceedings of a meeting shall not be invalidated because a Church Member who was entitled to receive notice of the Church Members’ Meeting did not receive it because of an accidental omission by the Church.
13.4 Guests at a Church Members’ Meeting
From time to time the Church may invite guests, and if publicly invited by an announcement or notice in the same form as is required for calling members to a meeting, those who normally attend Church events may attend a Church Members’ Meeting but only members may vote.
13.5 Chairing of Church Members’ Meetings
13.5.1 The person nominated as chair by the Charity Trustees under clause 22.5 (Chairing of meetings), shall, if present at the Church Members’ Meeting and willing to act, preside as chair of the meeting. Subject to that, the members of the Church who are present at a Church Members’ Meeting shall elect a chair to preside at the meeting.
13.6 Quorum at Church Members’ Meetings
13.6.1 No business may be transacted at any Church Members’ Meeting of the members of the Church unless a quorum is present when the meeting starts.
13.6.2 Subject to the following provisions, the quorum, for Church Members’ Meetings shall be the greater of 20% or 6 members.
13.6.3 If the meeting has been called by or at the request of the members and a quorum is not present within 15 minutes of the starting time specified in the notice of the meeting, the meeting is closed.
13.6.4 If the meeting has been called in any other way and a quorum is not present within 15 minutes of the starting time specified in the notice of the meeting, the chair must adjourn the meeting. The date, time and place at which the meeting will resume or the means by which the adjourned meeting will be held and information on how to access the meeting must either be announced by the chair or be notified to the Church members at least seven clear days before the date on which it will resume.
13.6.5 If at any time during any meeting a quorum ceases to be present, the meeting may discuss issues and make recommendations to the trustees but may not make any decisions. If decisions are required which must be made by a meeting of the members, the meeting must be adjourned.
13.7 Taking decisions at Church Members’ Meetings
13.7.1 The consultation of Church members and the involvement of members in decision making is an important principle within a Baptist Church. Members are encouraged to listen carefully to each other, express views that will aid decision making, before reaching a decision.
13.7.2 Except for those decisions that must be taken in a particular way as indicated in this constitution, the Charities Act 2011, the General Regulations or Dissolution Regulations decisions of the members of the Church may be taken as provided in clause 13.8.
13.8 Taking decisions by consensus and voting
13.8.1 Wherever possible and where there is a clear agreement among the members they may reach a decision by consensus without a vote, provided that the decision taken is clearly recorded in the minutes as a decision of the Church members.
13.8.2 Each member shall have one vote which they may use at a Church Members’ Meeting after hearing about the issues and any comments or questions raised by other members in advance of the vote.
13.8.3 For matters requiring a formal decision or resolution a vote shall be taken and the outcome of the vote recorded as the resolution of the Members.
13.8.4 Any decision except a decision affecting the appointment of Charity Trustees, a Church Secretary or a Church Treasurer shall be taken by a simple majority at an Ordinary Church Members’ Meeting.
13.8.5 A resolution put to the vote of a meeting shall be decided on a show of hands, unless (before or on the declaration of the result of the show of hands) a Poll is duly demanded. A Poll may be demanded by the chair or by at least 10% of the members present in person at the meeting.
13.8.6 A Poll may be taken at the meeting at which it was demanded.
13.8.7 Any objection to the qualification of any voter must be raised at the meeting at which the vote is cast and the decision of the chair of the meeting shall be final.
13.8.8 If a Poll is to be held 2 persons should be appointed as scrutineers to the ballot to count the votes. The person chairing the Church Members’ Meeting shall announce the outcome without necessarily revealing the number of votes.
13.8.9 If there is an equality of votes on any matter at an Ordinary Church Members’ Meeting the resolution will be considered rejected and the matter shall be referred back to the submitter for review and if appropriate resubmission to a subsequent meeting for consideration.
13.8.10 A resolution at a Special Church Members’ Meeting shall be carried if supported by at least 66% of the Church Members present entitled to vote and voting.
13.8.11 The Church Members’ Meeting or Charity Trustees may want a higher measure of support for a particular resolution but a higher proportion of votes for a resolution shall not override the arrangements in clauses 13.9 and 13.10 unless, before the vote is taken, the Church Members’ Meeting passes a further or enabling resolution referring to that particular resolution and specifying the proportion of votes necessary to pass it.
13.9 Decisions that must be taken in a particular way
13.9.1 Any decision to remove a Charity Trustee must be taken in accordance with clause 18.3.
13.9.2 Any decision to amend this constitution must be taken in accordance with clause 31 of this constitution (Amendment of Constitution).
13.9.3 Any decision to wind up or dissolve the Church must be taken in accordance with clause 32 of this constitution (Voluntary winding up or dissolution). Any decision to amalgamate or transfer the undertaking of the Church to one or more other churches must be taken in accordance with the provisions of the Charities Act 2011.
13.10 Special Church Members’ Meetings
13.10.1 A Special Church Members’ Meeting shall be convened where the matters to be considered include the appointment or dismissal of a minister, the dismissal of a Charity Trustee, matters relating to the purchase, sale, lease, mortgage or redevelopment of Church property, the closure of the Church, the amendment of this Constitution, or matters considered by the Charity Trustees to be of sufficient importance to require the calling of a Special Church Members’ Meeting.
13.10.2 A Special Church Members’ Meeting shall be properly convened if the requirements of clause 13.3 are fulfilled provided that, subject to clause 13.3.2, 14 days clear notice of a Special Meeting must be given to all Church Members with as clear an indication as is possible in all the circumstances of the agenda items to be considered.
13.11 Adjournment of Church Members’ Meeting
The chair may with the consent of a meeting at which a quorum is present (and shall if so directed by the meeting) adjourn the meeting to another time and/or place. No business may be transacted at an adjourned meeting except business which could properly have been transacted at the original meeting.
13.12 Participation in Church Members’ Meetings by electronic means
13.12.1 Any meeting may be held by:
suitable electronic means; or
by a combination of a physical meeting and suitable electronic means
agreed by the Charity Trustees in which each participant may communicate with all the other participants.
13.12.2 Any member participating at a meeting by suitable electronic means or by hybrid means agreed by the Charity Trustees in which a participant or participants may communicate with all the other participants shall qualify as being present at the meeting.
13.12.3 Meetings held by electronic means or by hybrid means must comply with rules for meetings, including chairing and the taking of minutes.
13.12.4 Voting at a meeting held by electronic means or by hybrid means shall be conducted in a way agreed by the Charity Trustees and communicated to the members with the notice of the meeting under clause 13.3