Rules of Management

RULES OF MANAGEMENT

Girls’ Friendly Society
Rules of Management for World Council and
World Council meetings


  1. Table of Contents
     
    Section                                                                                                                                 
    1       World Council Rules .............................................................................................................
                           1.1      Opening statement
                           1.2      Purpose of GFS
                           1.3      Key functions of GFS
                           1.4      Membership                                                         
                           1.5      Officers ……….           
                                       World President
                                       Vice-President
    2         World Council Meetings ……………………………………………………           
                           2.1      Timing of Council
                           2.2      Chairing of World Council meetings
                           2.3      Representation at Council meetings
                           2.4      Voting at Council meetings
                           2.5      Decision making between Councils
                           2.6      Minutes of Council Meetings ………………………………….                 
                           2.7      Agenda for Council Meetings
    3                     Financial …………………………………………………………..................                 
                           3.1 World Council Funds
                           3.2 Accounting
                           3.3 Budget
                           3.4 Country Membership Fees ………………………………………….         
                           3.5 Reporting to Countries
                           3.6 Audited Statement
                           3.7 Format of Accounts
                           3.8 World Council Costs
    4                     Election of a Country to host World Council ………………………           
    5                     World Day of Prayer……...…………………………………………………..   
    6                     GFS Link Countries ……………………………………………………………   
    7                     World Project……………………………………………………………………   
    8                     World Travel Funds/Grants………………………………………………..             
    9                     World Emergency Relief Fund……………………………………………     
    10                   GFS World Website …………………………………………………….……   
                           10.1 Purpose of website
                           10.2 Maintenance of website ……………………………………………       
                           10.3 World Website Information   
    Appendix 1   Statement of Purpose of GFS …………………………………………….   
    Appendix 2   Application to become Host Country         
    Appendix 3   Application for World Project Proposal
    Appendix 4   Application for Travel Grant
     
     
          World Council of the Girls’ Friendly Society
  2. The organisation shall be called the World Council of the Girls’ Friendly Society, hereafter referred to as Girls’ Friendly Society or GFS.
     
    The statement of Purpose of the Girls’ Friendly Society is attached to these Rules as Appendix 1 and should be used as a basis for promotion of GFS.
    < >manage the world affairs of the Girls’ Friendly Society through the election of a GFS World President to preside over organisational matters; and to
  3. ensure communication of information relevant to the promotion, ministries and operations of GFS to member and potential member countries; and
  4. ensure the continued effective operation of GFS by holding the World Council of GFS meeting every three (3) years.
     
  • 1.3      The key functions of the World Council of GFS will include the promotion, support and encouragement of:
    Fellowship between the members of the organisation throughout the world by the exchange of information and ideas.
  • The growth of GFS in countries where there is no GFS ministry.
  • World gatherings, exchange visits and correspondence between members.
  • The observance of September 29, the feast of St Michael and All Angels, as the GFS World Day of Prayer each year.
  • The system of link countries ensuring further prayer and practical support.
  • The GFS World Project(s) through financial donations and prayer.
     
  1. < >Officers of the GFS World Council
    The GFS World Team will consist of, as a minimum, the following four (4) positions. These positions are the World President, Vice President, World Secretary and World Treasurer.
     
    The GFS World President is able to appoint other members to the GFS World Team such as a GFS Chaplain, Project Officers or others for the duration of the current President’s term, to ensure the purpose, functions and mission of GFS are able to be achieved.
     
    It is a requirement that the positions of GFS World President, Vice President and World Secretary be filled by women. 

    Ideally, all positions on the GFS World Team would be filled by women; however, where a suitably experienced female is not able to be found to fulfil the position of World Treasurer or another World Team role, a suitably experienced male may be appointed by the President to the required role.
     
  • The newly appointed President will be commissioned at the closing service of the World Council. 

    Immediately upon cessation of World Council, the newly commissioned President will assume the role of GFS World President for the next three (3) year period.
     
    Upon conclusion of the current World Council, the exiting World President will cease as President and immediately assume the role of Vice President.
     
    Newly appointed World Team Members will either be commissioned to their positions either at the close of World Council or within their own country upon commencement of their term in office.
     
    World President
    The GFS World President is responsible for the leadership and operations of GFS World Council.
    The World President will be a member of GFS in their own country.
    GFS member countries seeking to host World Council are required to provide the name of World President in their submission for host country.
    Upon successful election of the host country, the host country’s nominee for President of the World Council of GFS will be ratified by Council.
    The future GFS World President will be commissioned at the Closing Service of World Council that immediately proceeds her term.
    The World President’s term will commence six years from when their country has been endorsed to host GFS World Council and will conclude at the cessation of the World Council meeting, over which she will preside.
    The term of office for the World President will be for three (3) years. This term will align with the term allowable between World Council meetings.
    Upon completion of her term as World President, the exiting World President will then assume the role of Vice President of GFS World Council for the next three (3) year term. (Refer to duties of Vice President).
    The responsibility for the Presidency of the GFS World Council shall rest on the person of the President and not on the Executive Committee or Board of the country she represents.
     
    Duties of the GFS World President
    In the event that the GFS World President is required to step down from her role throughout her term or is not able to undertake the duties required due to ill health or other exceptional circumstances; the President or Vice-President, in conjunction with the GFS World Team will identify a suitable member of the World Team to preside as President for the remainder of the The duties of the World President will include:
  • The leadership of the GFS World Council and management of all matters relating to the business and interests of GFS World Council.
  • Ensuring that the purposes and functions of the World Council are carried out during the triennium.
  • Active collaboration and consultation with all members of the GFS World Team to ensure that effective decisions are made in the best interest of GFS.
  • Keeping GFS member countries informed of matters affecting or of interest to GFS.
  • Regular communication with GFS Member countries.
  • Promotion of activities within GFS member countries with other member countries and via the GFS World Website.
  • Representing the organisation of GFS World Council at meetings and/or forums.
  • Convening a World Council meeting to conclude the term of office.
  • Arranging for the election of the country to preside over the World Council for the relevant term.
  • Overseeing the World Project(s), with the assistance of the Vice President.This will include liaising with the Vice President on a regular basis to remain briefed on the progress of the World Project.
  • Overseeing all Funds authorised at a World Council meeting.
  • Presenting a report to the World Council meeting.
  • With the World Treasurer, presenting accurate and audited financial statements on all GFS World accounts and funds to World Council.
  • Organising a World Census in the last year of the term of office and collating results.
  • Updating and maintaining the GFS World Directory.
  • term.
  • Lead discussions and communications that would be of interest to member countries of GFS.
  • To act as a prayer partner for all members of the World Team and to encourage prayer amongst all members of GFS.
     
  • Vice-President
    The Vice President of the World Council of GFS is the immediate past GFS World President.
    The Vice President will be a member of GFS in their own country.
    The Vice President assumes this role from the cessation of her role as GFS World President until the conclusion of the next World Council meeting (when the next President assumes this role).
    Duties of Vice President
  • With prior agreement from the World President, represent the organisation of GFS World Council at meetings or forums, if required.
  • Provide aid (explanations of past events, information debated at the World Council meeting etc) to the current World President as needed and when requested to assist the incoming World President.
  • Contribute with members of the GFS World Team to discussions and communications initiated by the World President on GFS World Council matters, as requested.
  • Communicate and oversee the World Project(s) initiated during the Vice-President’s term of office as World President. (Refer to additional duties below).
  • To be a prayer partner for the incoming World President and World Team.
  • Oversight of World Project(s)
    The Vice President will be responsible for:
  • Keeping in touch with the organisers of the World Project(s) in the respective country/countries.The Vice President is responsible for ensuring email/mail and telephone details are correct at conclusion of the World Council meeting.
  • Receive reports from World Project organisers on a regular basis (at least every 6 months)
  • Report regularly to world members of progress (at least twice annually) through the World President.
  • Organise for a World Project report to be prepared by the President of the country responsible for the World Project(s) at least three (3) months prior to the next World Council meeting. This report will be presented at the next World Council meeting and will detail money spent, outcomes, highlights, challenges and future directions for the project
  • To encourage and prayerfully engage with the organisers of the World Project on a regular basis (every 3 – 4 months as a minimum).
  • Liaise with the World President about the progress of the World Project, including passing on reports received from the World Project organisers.
  •  
    World Secretary
     
    The GFS World Secretary is responsible for ensuring the minutes of the GFS World Council are accurately recorded and disseminated to member countries and to provide administrative support to the GFS World President.
    The GFS World Secretary will be a member of GFS in their own country.
    The World Secretary will:
  • Be selected by the GFS World President for the role of World Secretary
  • Be commissioned as a member of the GFS World Team either at the commencement of the relevant GFS World Council or in their own country as soon as practicable, following their appointment.
  • Conclude their term of office when the Minutes of the GFS World Council at whichthey have acted as Secretary have been circulated to the incumbent GFS World President and Team and been accepted.
  • Duties of the Secretary
    The duties of the World Secretary will include:
  • liaising with and providing advice to the World President on all administrative and procedural matters
  • Ensuring, with the World President that all administrative and procedural functions associated with the operations of the World Council of GFS are met
  • Maintaining all official records of the GFS World Council and ensuring effective management of organisation’s records
  • Managing the Minutes of World Council meetings, including recording the Minutes and ensuring Minutes are distributed to member countries within the agreed timeframe
  • Ensuring that official records are maintained and made available when required by authorised persons. These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records 
  • Developing the World Council Meeting Agenda in consultation with the World President and World Team and distributing the Agenda prior to the meeting
  • Ensuring, with the World President, that proper notification is given of World Council meetings as specified in the bylaws 
  • Managing the general correspondence of GFS World Council except for such correspondence assigned to others 
  • assisting the World President with communications with GFS Member countries, as required
  • assisting the World President with the promotion of activities of within GFS member countries with other member countries and via the GFS World Website
  • assisting the World President with the production and dissemination of the GFS World Newsletter
  • assisting the World President with organising a World Census halfway through the term of office and collating results
  • updating and maintaining the GFS World Directory, on behalf of and/or with the World President
  •  
    World Treasurer
    The GFS World Treasurer is responsible for overseeing the financial affairs associated with the operations of the World Council of GFS and for ensuring that proper financial records and procedures are maintained.
    The World Treasurer will:
  • Be a member of GFS in their own country
  • Be preferably female but if there is no suitable female able to undertake the role of World Treasurer an appropriately qualified and capable male may be considered for this role
  • Be selected by the GFS World President for the role of World Treasurer
  • Be commissioned as a member of the GFS World Team either at the commencement of the relevant GFS World Council or in their own country as soon as practicable, following their appointment.
  • Conclude their term of office when the final reporting statement has been provided to the incumbent GFS World President.The final financial statement must be provided to the World President within one year of the conclusion of the previous World Council.
  • Duties of the Treasurer
    The duties of the World Treasurer will include:
  • liaising with and providing advice to the World President on all financial matters
  • maintaining accurate financial records throughout the three-year period
  • using honest, conservative and ethical practices when making decisions regarding financial matters
  • Supporting any required auditing processes
  • liaising with the World President and World Team before making financial decisions
  • Ensuring GFS World Council funds are invested conservatively in stable, low-risk investments
  • developing a budget for the three year World Council term and for the World Council meeting, in conjunction with the World President and World Team
  • Presenting financial reports to the GFS World President and others, as required
  • Presenting a detailed and audited financial statement at the GFS World Council Meeting which accounts for all monies which have been received and expended on behalf of the GFS World Council, during the World President’s triennium including.This will include but is not limited to providing a statement on the World Travel Fund, the World Emergency Relief Fund, the World Council Operating Account and the World Project Fund.
  • Acting as a signatory on the GFS World Council accounts
  • Banking all monies received
  • Paying all accounts
  • Maintaining accurate records of all income and expenditure
  • Receipting all incoming monies
  • Ensuring that all receipts and payments concur with bank deposits and withdrawals
  • Overseeing all money transfers from GFS member countries wishing to donate to the GFS World Project(s), World Travel Fund or World Emergency Relief Fund and ensure monies to be paid into these funds is completed accurately and in a timely manner
  • Receiving and reviewing all World Project financial reports
  • Receiving and receipting World Dues from member countries
  • Presenting an itemized income/expenditure statement to the next incumbent GFS World Present within one year after the close of Council.
  • Ensuring all financial reports and records are in a form that is generally accepted accounting practice for the country.
  •  
    2            World Council Meetings
  1. Timing of World Council
  •      A meeting of the World Council of the Girls’ Friendly Society is to be held not less           than every three years.
     
  1. Chairing of World Council Meetings
    The World President will set the date for, and chair the Council meeting, ensuring that representation, voting, agenda, rules and minutes are followed correctly.
     
  2. Representation at Council meetings
  •      Representation at Council Meetings shall be extended to two (2) members nominated from each country (termed Senior Delegate and Junior Delegate); one of whom shall ideally be between the ages of 16 and 30. These delegates shall be female.
     
    The World President may not be a delegate for their country.
     
    The Vice-President of the World Council shall also be an ex-officio non-voting member unless the Vice-President is the chosen delegate of their own country.
    Observers are invited to the Council but shall not have the right to vote.
     
    The World President may open and close discussions on any agenda item to include observers at the World President’s discretion.
     
  1. Voting at Council Meetings
  • Each country to World Council shall have one vote which may be cast by either the Senior or Junior Delegate of that country. 

        The President has a casting vote.
     
  1. Decision Making between meetings of the World Council
  • Urgent matters which are brought to the notice of the World President in their term either as motions or discussion items can be referred to member countries for a decision between meetings of the World Council.
     
    The President/Chairman of GFS in each member country will be responsible for returning one vote from their country in the time frame designated by the World President with at least 2/3 of the member countries submitting a vote before a decision can be made.
     
    The World Secretary shall record all such discussions and decision as business proceedings and provide each member country with a copy of the proceedings within one month of the decision. The documents will become part of the World Council minutes.
     
    Any decision made will come into effect immediately, unless any alternative timeframe is specified.
     
  1. Minutes
    The minutes of Council meetings shall be:
  2. Recorded in a book, which shall pass from World President to World President.
  3. Recorded in English as the official language, as a common language.
  4. Circulated by the President of the meeting no later than six months from the Council meeting to all member countries.
  5. A copy of the minutes for the World Council held in prior years shall be given to the World President elect at the conclusion of the World Council.
  6. All minutes will be recorded electronically as well as in the Minute book.
     
  7. < >< >World Council Funds
    The funds of World Council are transferred to the care and management of each World President and can only be used for world administration according to the World Rules. With the approval of World Council some funds can be held in investment in another GFS country.
  8. < >< >The budget must include the travel expenses for the Vice-President to attend the World Council in her period of Vice-Presidency.
  9. The budget should consider a grant for travel expenses for the World President with particular emphasis on promotion of GFS in new and developing countries and to support significant events in any GFS World Country.Countries being visited should, where possible, provide any domestic travel and accommodation costs.
     
    3.4      Country Membership Fees
    All member countries will, if possible, contribute a country membership fee of at least £100 (one hundred English Pounds) each three year term for general administration as documented in the budget. 

    It is expected that the country membership fee will be paid either before or at the commencement of any World Council. 

    A reduced fee of £75 (seventy-five English Pounds) will apply to countries coming to World Council for the first time to be admitted as full members.
     
  •  3.5         Reporting to countries
    A simple income and expenditure statement including the balance in each World Fund will be prepared at the end of each calendar year and forwarded to all GFS countries. Audit of this statement is not required.
     
    3.6      Audited Statement
               An itemized and audited statement of income and expenditure shall be provided to the World President within one year after the close of Council. 
               
    3.7      Format of accounts
               All reports should be in a form that is generally accepted accounting practice for the country but should show monies in local currency and conversion to $US and GBP – Pound Sterling)
     
    3.8      World Council Costs
               The World President and her team shall prepare a detailed budget for their World Council. 
    It would be expected that the attendance fee for council will cover all costs for World Council.
  • The World General funds can be used for required deposits but such deposits must be returned to the World General funds when money is received from participants.
  1.  
    Election of a Country to Host World Council
  2. The country to host World Council will be considered two terms ahead (e.g. at the 2017 Council the host country for 2023 will be considered).
  3. Each country wishing to be nominated as the country to preside over the World Council shall present a submission to the World President at least 6 months prior to the next scheduled Council meeting using the required form (Appendix 2)
  4. The submission shall include a letter from the responsible Bishop or Archbishop of the nominating country supporting the nomination.
  5. If elected, a country shall nominate a person as the World President in the term they are the host country.The World Council Meeting shall ratify that nomination.
  6. World Day of Prayer
  7. World Day of Prayer will be 29 September of every year.
  8. GFS member countries are invited to prepare the format for the World Day of Prayer, on an annual, rotating basis.
  9. Countries are nominated to prepare this service in alphabetical order.Confirmation of this order will be provided at each GFS World Council.
  10. Copies of the World Day of Prayer service should be provided to the GFS World President at least 5 months prior to the World Day of Prayer.
     
  11. GFS Link Countries
  12.     Member countries are to be “linked” for further prayer and practical support. The groupings may be changed after discussion at each World Council.
     
    World Project
  13. The purpose of the World Project Fund is to assist GFS members with funding of new initiatives and for the promotion of GFS in new countries.
  14. World Project Submissions will be received six (6) months prior to the meeting of the World Council, for the succeeding period, using the required form (Appendix 3)
  15. The submission should include all costing for the project (converted to US dollars and Pounds sterling) and must include a letter of support from the responsible Bishop/Archbishop of the country making the submission and sent six (6) months prior to the start of Council.
  16. More than one project may be chosen for any one period.
  17. World countries granted a project are required to present a detailed, financial statement at the next World Council and will be required to submit annual reports to the World President on the progress of the project.An audited financial statement will be prepared when all funds are exhausted and will then be presented at the relevant World Council.
  18. World countries should be regularly updated with progress reports of the current World Project, through progress reports provided to the Vice President. (See Section 1.5 Vice-President duties)
     
  19. World Travel Fund / Grant
  20. The World President will be responsible for promoting and managing theWorld Travel Fund and seeking monies to assist with the travel costs for delegates to attend World Council.
  •  
    Only one delegate from any country seeking assistance will be supported with a grant and only to the level of funding as decided by the World President.
     
  • Applications to the World Travel Fund should be made in writing via the application form (appendix 4). The closing date for applications is one calendar year prior to the World Council meeting. It is not necessary to name the delegate at this stage.
     
  • Where possible all applicants to the Travel Fund will be advised within six months prior to the World Council Meeting.Grants will be made available at the discretion and timing of the World President.
     
  • Tickets may be purchased by the host country or monies submitted to the applying country.
     
  • Tickets should be purchased in advance in order toreceivethe most economical rate.
  •  
    Grant funds will only be made available to the delegate once they have registered and paid a deposit for the World Council.
     
  • Delegates receiving a grant will be required to seek the most economical route of travel.
     
  • The grant will only be available for the most economical air, train/bus travel costs. The delegate must meet the financial costs associated with attendance at the World Council (e.g. registration, accommodation, etc.).
  •  
    Each delegate is strongly encouraged to have travel insurance. In the event of the delegate not being able to attend the Council, any monies received from the cancelled travel should be refunded to the World Travel Fund.
  1.  
    World Emergency Relief Fund
  • The purpose of the World Emergency Relief Fund is to assist GFS member countries with funding of emergency relief efforts in their countries in times of crisis, extreme circumstances, or natural disaster.
    Funds can be distributed in response from a member country in need, or at the discretion of the World President in consultation with the World Executive or World Team.
  • Requests must be made in writing by a member country’s GFS President/Chairman in liaison with their appropriate Bishop.The request shall include a description of the need and relief sought. All requests are to be received by the World President. Other members of GFS, who see a need are to be encouraged to contact their country’s GFS President/Chairman, who can in turn contact the World President.
  • Upon receipt of a request, the World President will immediately advise all member countries of the need and opportunity to donate to the fund.
  • The account will be funded by donations. Up to 50% of the fund can be accessed for any single request until the funds are replenished.Upon replenishment additional funds can be disbursed.
  • In most instances, requests for World Emergency Relief Funds will be seeking funds urgently. To ensure funds are received when needed most, the GFS World President will immediately seek advice and endorsement from the GFS World Team to provide funds.
  • The World President/World Treasurer shall disburse the funds to the requesting GFS member country’s President/Chairman in conjunction with their Treasurer.
  • Member countries given World Emergency Relief Funds shall provide the World President with a written acknowledgement of the receipt of the funds and a description of how the funds were used within six (6) months of receipt of the monies.
  • Countries receiving funds will present a brief report on the use of these funds at the World Council that immediately precedes the request and receipt of these funds.
     
  • GFS World Website
    The World Council will manage and maintain a GFS world website. 
  1. The purpose of the GFS world web site is:
  • To promote the organisation GFS, its purpose and ministries throughout the world, by providing information about GFS’ history, structure, rules and policies and current activities.
  • To encourage new membership by providing a link to the World President for further information.
  • To provide a link between current GFS countries with prayer information, newsletters and dissemination of information.
  • To provide access to web pages and contact information for GFS member countries.
     
  1. Maintenance of Website.
  • The incumbent GFS World President will maintain a domain host, list a web name and pay all costs from the GFS World operating account to maintain the website.
    The responsibility for maintaining the website will rest with the current World President but may be delegated to another country with the skills to maintain the website.
  • This decision will be made by the World President, in conjunction with the incoming World President when the next host country is approved.
  • From 4 August 2014 to 19 July 2017 the registered domain will be www.gfsworld.org and will be managed through GFS Australia Inc.
  • The host country or the country maintaining the website on behalf of the host country will appoint a Webmaster who will hold the necessary skills to maintain the website. Such appointment must be approved by the current World President.
     
  • 10.3    World Website Information. 
    Member countries of the World Council have an obligation to ensure that any information on the website pertaining to their country is kept up to date.
  • Member country Presidents/Chairmen should appoint a member within their own country to liaise with the World Webmaster to ensure that there is a regular review of the information relating to their country.
  • Any photos of children (under the age of 18) will only be posted to the website if the President/Chairman of the country providing the photo can assure the World Webmaster that permission to post the photo has been obtained from the parent or guardian of the child/children.A process should be in place in each country to ensure this permission.
  • The names of children under the age of 18 will not be used on the GFS website or within the GFS World Newsletter unless express written permission has been provided by the parents/carers of that child/children.Names of children under the age of 18 will only be used where relevant to a specific story.
  • As the World newsletter is posted to the World Web page the permission to use a photo of a child/children should also be included when submitting articles and photos to the World President for use in the World newsletter.
  •  
     
    These Rules were accepted formally at the 2017 GFS World Council meeting held in Perth, Australia
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
     
    Appendix 1
     
    Statement on purpose of the Girls Friendly Society (GFS)
     
    History:
    The Girls Friendly Society (GFS) commenced in 1875 in England (within the Anglican church) to offer spiritual and physical support and friendship to young women away from home who had no local support especially in “at risk” situations.
     
    The society spread quickly around the world as women who in moving to other countries, wished to share this vision with those around them.
     
    GFS now works under many different names in many countries within the Anglican Communion, encouraging, as its main purpose, a continuing relationship with Christ, for its members.
     
    The motto of GFS is “Bear one another’s burdens and so fulfil the law of Christ” (Galatians 6:2) and this “service” element within the calling of Christ is a central focus of the Society.
    GFS offers programs for evangelism, support, empowerment, education and encouragement, sometimes in partnership with both secular and sacred organisations. Membership in some countries is now open to male as well as female. In many countries there is a strong link with Mothers Union and link organisations within the Anglican Communion.
     
    The World body is governed by a set of guidelines with each GFS country operating under their own constitution/rules but adhering to the basic purpose of bringing others to Christ and service to others through the various programs offered.
     
    The world body meets every three years in the country of the World President, where delegates from each GFS country (and observers) meet together to review and share their work. A World Project/s is chosen for the coming three years, concentrating on growing and strengthening GFS in developing countries, with particular emphasis on programs for young women and children.
     
    Mission Statement:
     
    GFS Worldwide aims to:
    Promote and support the ministry of GFS around the world through the
  • Provision of ministries to children, youth, families and adults in a safe and accepting environment where Christ’s love is evident and the Gospel is proclaimed.
  • Through GFS programs and through the specific World Projects:
  • respond to human need by serving others through the motto “Bear one another’s burdens”
    Seek to transform unjust structures of society (particularly for women and children)
  • Work with other like organisations within the Anglican Communion to strengthen the body of Christ.
  • Through a World Executive/Team Provide a central focal point for GFS ministries by
  • Receiving and disseminating information
    Hosting a regular gathering of the world family to share interests, joys and concerns and setting future objectives.
    GFS IS WORKING WITH GIRLS, BOYS, WOMEN AND MEN – WHERE THEY ARE
    (Accepted at 2011 World Council meeting)
     
     
    Appendix 2
    GFS WORLD COUNCIL
    APPLICATION TO BECOME HOST COUNTRY
    The following clauses from the GFS World Rules relate to the choosing of a host country.
    4          Election of a Country to Host World Council
    The country to host World Council will be considered two terms ahead (e.g. at the 2017 Council the host country for 2023 will be considered).
  • Each country wishing to be nominated as the country to preside over the World Council shall present a submission to the World President at least 6 months prior to the next scheduled Council meeting using the required form (Appendix 2)
  • The submission shall include a letter from the responsible Bishop or Archbishop of the nominating country supporting the nomination.
  • If elected, a country shall nominate a person as the World President in the term they are the host country.The World Council Meeting shall ratify that nomination.
  1.  (Completed form to be submitted to the World President)
    COUNTRY APPLYING TO BE HOST COUNTRY:  ……………………………………………………………………..
    TERM DATES:  (eg 2020-2023) (2023-2026)    ………………………………………………………………………..
    MEMBER WHO WILL BE NOMINATED AS THE WORLD PRESIDENT DURING THE TERM THE ABOVE COUNTRY WILL BE HOST COUNTRY:
    …………………………………………………………………………………………………………………………..
    SIGNED:       …………………………………………………………………………. Country President/Leader
    This form is to be accompanied by the following:
    1         A short submission explaining how the applying country intends to manage the World Council between meetings and their ability (including personnel and finance) to hold World Council.
    2         A letter from the responsible Bishop or Archbishop of the nominating country supporting the nomination.
    A presentation may also be made at World Council and if there are more than one application the delegates will vote on their choice.
     
     
    Appendix 3
    GFS WORLD COUNCIL
    WORLD COUNCIL PROJECT PROPOSAL
     
    Extract from Rules of World Council
    World Project
  2. The purpose of the World Project Fund is to assist GFS members with funding of new initiatives and for the promotion of GFS in new countries.
  3. World Project Submissions will be received six (6) months prior to the meeting of the World Council, for the succeeding period, using the required form (Appendix 3)
  4. The submission should include all costing for the project (converted to US dollars and Pounds sterling) and must include a letter of support from the responsible Bishop/Archbishop of the country making the submission and sent six (6) months prior to the start of Council.
  5. More than one project may be chosen for any one period.
  6. World countries granted a project are required to present a detailed, financial statement at the next World Council and will be required to submit annual reports to the World President on the progress of the project.An audited financial statement will be prepared when all funds are exhausted and will then be presented at the relevant World Council.
  7. World countries should be regularly updated with progress reports of the current World Project, through progress reports provided to the Vice President. (See Section 1.5 Vice-President duties)
     
  8.  
    NAME OF PROJECT:    …………………………………………………………….
     
    COUNTRY SUBMITTING PROJECT: ………………………………………….
     
    1      History/Outline Information to explain reason for submitting project:
    2      The aim/objective of the Project (to be measured at the end of the Project to assess its success)
    3      Detailed explanation of project including all costing for each component:
    (Costing should be firstly in the currency of the country and then separate columns showing conversion to Pounds Sterling and US Dollars)
     
    (A detailed statement to address Questions 1 to 3 should accompany this application)
     
     
     
    Who will be responsible for leading the project?
     
    ……………………………………………………………………………………….
     
    Contact email address: …………………………………………………..
     
     
     
     
     
    Statement at end of proposal
     
    I…………………………………………………. have read the Guidelines of the World Council in relation to a World Project proposal and agree to all the requirements.
     
    Signed: …………………………………………….
     
    Date: ………………………………………………..
    (This should be signed by the Country GFS President)
     
    Letter from Archbishop/Bishop of Diocese must accompany this proposal in which the Archbishop/Bishop of Diocese agrees to the project.
     
     
     
     
     
     
     
     
     
     
     
     
    Appendix 4
    GFS WORLD COUNCIL
    Insert (date of Council)
    APPLICATION FOR TRAVEL GRANT
    The following clauses from the GFS World Rules relate to the Travel Grant
    World Travel Fund / Grant
  9. The World President will be responsible for promoting and managing theWorld Travel Fund and seeking monies to assist with the travel costs for delegates to attend World Council.
  •  
    Only one delegate from any country seeking assistance will be supported with a grant and only to the level of funding as decided by the World President.
     
  • Applications to the World Travel Fund should be made in writing via the application form (appendix 4). The closing date for applications is one calendar year prior to the World Council meeting. It is not necessary to name the delegate at this stage.
     
  • Where possible all applicants to the Travel Fund will be advised within six months prior to the World Council Meeting.Grants will be made available at the discretion and timing of the World President.
     
  • Tickets may be purchased by the host country or monies submitted to the applying country.
     
  • Tickets should be purchased in advance in order toreceivethe most economical rate.
  •  
    Grant funds will only be made available to the delegate once they have registered and paid a deposit for the World Council.
     
  • Delegates receiving a grant will be required to seek the most economical route of travel.
     
  • The grant will only be available for the most economical air, train/bus travel costs. The delegate must meet the financial costs associated with attendance at the World Council (e.g. registration, accommodation, etc.).
  •  
    Each delegate is strongly encouraged to have travel insurance. In the event of the delegate not being able to attend the Council, any monies received from the cancelled travel should be refunded to the World Travel Fund.
     
  1. .
    APPLICANT:   ………………………………………………………………………………………………
     
    COUNTRY:      ………………………………………………………………………………
     
    SIGNED:       …………………………………………………………………………. Country President/Leader
     
    This form is to be accompanied by the following:
    A quote (can be estimate only)from a Travel Agent for travel from the home town of the Delegate to ……………………….

Return to World President by ………………………….

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