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PCEA ORGANIZATION STRUCTURE  

MODERATOR

10.14 The Moderator-General shall be regarded as a “Father-in-God” to all ministers, elders and congregational members of the Church. As such, he shall be accorded the highest honour and respect in accordance with this office.
10.15       Although the Moderator’s wife does not have any official standing in the courts of the Church as such, it is the accepted practice for her to be accorded the highest respect in the Church, as is signified by the General Assembly’s giving her the recognised insignia.

Nomination of the Moderator
10.16       The Business Committee, at a meeting held early in November of the year prior to the holding of a General Assembly or the General Administration Committee when election of Moderator or Secretary General/Deputy Secretary General/Honorary Treasurer is to be done, shall make a short list of names first, following the criteria set herein. These names shall then be sent to Presbyteries, with biographical data attached to each name, for comments by Presbyteries. The comments are to be in the form of nomination of one candidate for each office; these names shall be presented to the Business Committee. The Business Committee shall be the final authority to make recommendation for a sole nominee to the GAC or the General Assembly, as appropriate. The recommendation of the Business Committee can be questioned only by the General Assembly or its GAC. These nominations are required to be in the hands of the Clerks of the Assembly not later than the fifteenth of January of the year in which the General Assembly (or GAC, as relevant) is to be held.
10.17       The Business Committee shall appoint a subcommittee to scrutinise names and also receive nominations from Presbyteries. Nominations from Presbyteries shall be sent to the Principal Clerk in a sealed envelope at a date and time to be determined by the Business Committee ..
10.18       As soon as possible thereafter, when the subcommittee has scrutinised all responses from the Presbyteries, the Business Committee shall meet to consider the nominations and put forward a single name to the Assembly.
10.19       Should a Presbyterial member of the Business Committee be himself a nominee, the Presbytery of which he is a member shall send an alternate to the nominations meeting of the Business Committee.
10.20       In order to help Presbyteries to render justice to the nomination and election, the Clerks shall send to all Presbyteries an extract of the duties of and qualifications for a Moderator or Secretary General of the General Assembly at the time of asking for nominations,
10.21       Nominations from Presbyteries should reach the Clerks of the General Assembly in sealed envelopes not later than  31st December, for presentation to the final meeting of the Business Committee during that year.
10.22       At the nominations meeting, the Principal Clerk shall table the reports from the Presbyteries.
10.23       The chairman shall give each member of the committee an opportunity to express his views on the proposed nominations.

Voting
10.24       The Business Committee, under the powers accorded to it by the General Assembly, shall scrutinise the proposed names to ensure that they tit the qualifications and duties laid down for the office of the Moderator. The successful candidates for Moderator and Secretary General should have a two-thirds majority vote from all Presbyteries.
10.25       Should there be an even voting by Presbyteries, and the necessary two-thirds majority has not been attained, the Business Committee shall pick a maximum of three names of those who tied with each other and send these, with an outline of their qualifications, back to the Presbyteries for a second round of voting. The Business Committee shall not release information on the order of the first round of voting.
10.26       If there is no clear two-thirds majority vote after the second ballot, the Business Committee shall refer the matter to a special meeting of the GAC for its decision.
10.27       Where there is a clear two-thirds majority for the Moderator or Secretary General, the Business Committee shall declare the candidate as the sole nominee for the respective office and the vote shall be made unanimous. Any objection to such nomination must be presented to the Business Committee thirty days before the GA.
10.28       The Chairman of the Nominations Committee, the retiring Moderator, if he is not being re-elected, and two other members of the Business Committee shall personally convey the news of the nomination to the nominee as soon as possible after the meeting, and obtain his verbal acceptance.
10.29       The Principal Clerk of Assembly shall convey the news to the nominee in writing and likewise obtain his acceptance in writing, after which the matter can be made public.
10.30       Before the meeting of the General Assembly, the retiring Moderator and one past Moderator shall find a convenient time to meet with the Moderator-designate and the spouse for a period of counsel, fellowship and prayer together.

Qualifications for Moderator
10.31       The office of Moderator-General, being the highest office in the Presbyterian Church of East Africa, demands a candidate of the highest calibre, a person who shall not only exercise the responsibilities vested in him by the General Assembly but who shall also be able to portray the significance of the highest office in the Church to all. He shall:
10.31.1   be between fifty to fifty-seven years of age.
10.31.2   have given faithful and recognised Church service for not less than ten years, and not have broken his service in the five years preceding the nomination to the Moderatorship.
10.31.3   have an educational background which will enable him to serve all sections of the communities served by the Presbyterian Church of East Africa.
10.3 1.4 have served the Church in various offices and have demonstrated, beyond any shadow of doubt, ability in leadership.
10.31.5   have acquired knowledge and experience of a working relationship with other churches.
10.31.6   be a man of prayer for the Lord’s flock (1 Tim 2: 1 -2).
10.31.7   be God’s Minister and missionary, able to show even those outside the Church God’s plan of salvation through his faith (1 Tim 2:7).
10.31.8   be an example to others in his teaching and living, by his faith, love and clean thoughts (2 Tim 3: 10).
10.31.9   be able to explain the Scriptures to the Church (2 Tim 3 :6-7).
10.31.l0  be, as a minister, a good person whose life in private and public cannot be spoken against. He must be hardworking and thoughtful, orderly and full of goodness (1 Tim 3: 2).
10.31.11        not be given to drink, nor quarrelsome but should be gentle and kind and not one who loves money (1 Tim 3:3-5).
10.31.12 be peace loving and courteous allowing discussions, being willing to yield to others when necessary; he should be straightforward and sincere in his deeds (Peter 5:1 -3).
10.31.13 be a peacemaker who plants seeds of peace so that the Church can reap a harvest of goodness (James 3:17-18).

Duration of Office
10.32       Once a Moderator-General has been elected, he can be re-elected only once; after serving two consecutive terms totalling six years of office, he shall relinquish the office and a new Moderator shall be elected.

Duties and other Provisions
10.33  in 1973, the Seventh General Assembly resolved that the Moderator General shall henceforth be relieved of all his other responsibilities in order to devote his attention and energies full-time to the duties given to him by the General Assembly. It is in this respect that the following duties are outlined to supplement other duties already outlined in the Standing Orders
10.34       To be able to discharge the pastoral responsibilities vested upon him as Moderator of the Church, the Moderator of the GA shall visit Church groups, institutions, Church courts and regions of the Church at his convenience and in accordance with the programme planned by the Office of the General Assembly. Once arranged, his visits will take precedence over any other Church activities, be they at the level of the Congregation, Parish Session or Presbytery where the visit is scheduled. The nature and duration of such visits shall be at the discretion of the Moderator and, except in an emergency, appropriate notice shall be given.
10.35       He, or his personal representative if the Moderator is unable to attend, shall preside over all ordination and funeral services of PCEA ministers to signify the oneness of the Church. Therefore, such services shall be arranged in consultation with the Office of the General Assembly. In the absence of the Moderator or his representative, the Presbytery shall continue with the service.
10.36       At the Office of the General Assembly, the Moderator shall have an office to which all matters relating to his work shall be directed, and for ease of consultation between himself and other officers of the General Assembly.
10.37       During his term of office, the Moderator is an ex officio member of all Assembly committees and as such, he is to receive copies of all notices and minutes, and may participate in all meetings.
10.38       During his term of office, he shall not be eligible for appointment as Presbytery representative. After completing his term of office, his eligibility is restored.
10.39       The Moderator is the Chairman of the General Assembly, the GAC and the Business Committee, and is the spokesman and representative of the Assembly.


The Moderator as Chairman
10.40       As Chairman, the Moderator:
10.40.1   presides over the deliberations of the General Assembly.
10.40.2   maintains order in all proceedings of the General Assembly, causing Standing Orders to be observed.
10.40.3   decides on questions- raised regarding infringements of the Standing Orders or rules of debate.
10.40.4   asks the General Assembly to vote on motions.
10.40.5   declares the decision of the General Assembly after members have voted.    

         
The Moderator as Spokesman
10.41       As the spokesman and representative of the Assembly, the Moderator:
10.41.1 is the official representative of the Church at official, civil, and ecclesiastical gatherings and functions at which PCEA is expected to be represented or is invited to attend, unless otherwise decided by the General Assembly. In the event of his inability to attend, one of the Clerks of Assembly shall officially represent him. In the absence of specific direction to the contrary by the General Assembly, the Moderator and Clerks may designate a substitute who is not a Clerk of Assembly or, when necessary, additional representatives.
10.41.2   gives voice to the Resolutions of the General Assembly in meetings with other bodies.
10.41.3   extends the welcome of the General Assembly to visitors or new members.
10.41.4   voices the thanks of the General Assembly for services rendered.
10.41.5   voices the disapproval or censure of the General Assembly for infringement of its rules or of the laws and practices of the Church.

Other Duties of the Moderator
10.42       Other duties of the Moderator are:
10.42.1 calling on members of the General Assembly by name to speak.
10.42.2 checking irrelevant speech or repetition in debate.
10.42.3   suspending members who refuse to observe the rules of debate or other Standing Orders of the General Assembly.
10.42.4  referring doubtful cases of infringement to the Assembly for                 judgement.
10.42.5  His decision on all matters of order and debate is final.
10.42.6  He is to be heard in silence at all times, and any member of the Assembly who may be speaking is to sit when the Moderator rises.
10.42.7  The Moderator may appoint a past Moderator or another ordained Minister as his deputy in the chair as and when he considers this necessary.
10.42.8   He shall visit Churches, institutions, Church Courts, and regions of the Church to which he may be invited. The programme set by the Office of the General Assembly for him shall take precedence at such times.

Death of-Moderator
10.43       In the event of disability, resignation or death of Moderator in office, the procedure shall be as follows:
10.43.1   The Business Committee shall immediately be called by the Principal Clerk.
10.43.2   They shall elect from their number either a past Moderator or a senior Minister to chair the meeting of the Business Committee and convene the following meeting of the GAC.
10.43.3   The Business Committee shall ask Presbyteries to nominate candidates in accordance with the practice already outlined for the nomination of Moderator-General for the remaining life of the existing Assembly.
10.43.4   The Business Committee shall then be called to receive the nominations from the Presbyteries.
10.43.5   It shall present to the next meeting of the GAC the sole nominee for election as Moderator for the remaining life of the Assembly.
10.43.6   Should the vacancy occur within one year of the next General Assembly, the Business Committee shall appoint a past Moderator or a senior Minister to be interim-moderator during the remaining life of the Assembly, until the Moderator of the next General Assembly shall be elected.

Principal Clerk


10.44       In pursuance of the 1985 General Assembly Min. 1756, the Business Committee has undertaken to separate the office of the Secretary General and that of the Principal Clerk of General Assembly as follows:
10.45       The General Assembly shall elect a Principal Clerk and a Deputy Principal Clerk who may be Ministers or lay persons, male or female, to hold office for such time as the General Assembly may appoint. Normally, the appointment should run from one General Assembly to the next. During their term of office, they shall be ex officio members of the General Assembly, with vote.
10.46       Whereas the General Assembly intended that the office of the Principal and Deputy Clerk of the GA be separated from those of the Secretary General and Deputy Secretary General respectively, some difficulties that seem insurmountable at present make it necessary to continue the practice of the Secretary and Deputy Secretary General being appointed Principal Clerk and Deputy Principal Clerk, respectively, of the Assembly until the General Assembly shall instruct otherwise. Nevertheless, the duties are here separated for clarity of operation, while the current combination continues.

Duties
10.47       The duties of the Principal Clerk are:
10.47.1   to be responsible, in consultation with the Moderator-General, for calling meetings of the GA or the GAC as required.
10.47.2   to prepare and distribute the agenda for meetings of the General Assembly and GAC.
10.47.3   to prepare and distribute minutes and reports of all proceedings of the General Assembly or the GAC.
10.4 7.4 to conduct all routine business of the General Assembly between meetings.
10.47.5   to conduct the correspondence of the General Assembly. All correspondence and papers of the Assembly are to be sent to him.
10.47.6   to act generally as adviser to the Moderator-General on all points of law and procedure.
10.47.7   to be responsible for the safe custody of all current General Assembly records, files and documents. This does not imply that records will be kept in his dwelling. He shall grant authority for access to; or extracting of, those records, but under no account should such records be taken out of Kenya without the authority of the appropriate governing body of the General Assembly.
10.47.8   to be responsible, together with the Deputy Clerk, for the counting of votes during the sitting of the General Assembly or the GAC.
10.47.9   to take the minutes and ‘guide the proceedings of the General Assembly or the GAC meetings.
10.47.10 to assist the Moderator in the setting apart of a new Presbytery or Parishes, in consultation with -the Presbytery concerned.
10.4 7.11 to attend the ordination of ministers to make sure that the necessary the GA records are properly ratified.
10.47.12 to receive Minutes Books of all Presbyteries during the GA or the GAC meetings for scrutiny and verification, and advise Presbytery Clerks as necessary.


Deputy Clerk
10.48       The Deputy Clerk shall be nominated and elected in the manner stipulated under the Constitution and shall hold office for four years only.
10.49       He shall deputise for the Principal Clerk at all times when the latter is absent. He shall be kept in touch with all business and shall receive, where possible, all papers and correspondence, that he may readily and temporarily take the Principal Clerk’s place as and when required.
10.50       The Deputy Clerk shall assist the Principal Clerk as required, and shall be fully responsible for such business as may be delegated to him by the latter or by the General Assembly.
10.51 He is the Secretary of the Appointments Committee.
10.52 In the event of the resignation, disability or death of the Principal Clerk, the Deputy Clerk shall take over the work of the Principal Clerk until the next meeting of the General Assembly, or the GAC unless, in the opinion of the GAC, there is a need for a new appointment straight away.
10.53       The Deputy Clerk shall not necessarily become Principal Clerk should a vacancy occur in the period following his service as Deputy Clerk, unless appointed as Principal Clerk in the normal process.

The Secretary General
10.54       The General Assembly shall appoint a Secretary General to be responsible for the administrative and day-to-day duties in the running of the central office of the Church or, as commonly understood, the Office of the General Assembly.
10.55       The procedure for his nomination and final election is already outlined in the Practice and Procedure (see Nomination of Moderator) and the candidate appointed shall be the one with a two-thirds majority vote of all Presbyteries.
10.56       The term of office for the Secretary General shall be for six years in the first instance, unless the General Assembly decides otherwise.
10.57       The Secretary General shall be the executive officer of the Church in ensuring that all Standing Committees of the General Assembly, as well as Presbyteries or regional councils, take necessary actions on the deliberations referred to them by the GA, the GAC or the Business Committee. He should be between forty to fifty years of age at the time of appointment.


 Duties
10.58 The Secretary General shall be responsible for the safe custody of all Church records (including the Church Seal) and shall grant extracts from them when required for any valid purpose. This does not imply that records shall be kept in his private residence. He shall grant authority for access to or extracting from those records, but under no account may such records be taken out of Kenya without the authority of the appropriate governing body of the General Assembly. He shall also:
10.58.1   be the contact person between Presbyteries and the Office of the General Assembly as well as the Standing Committees and regional councils of the General Assembly.
10.58.2   be responsible for preparing and distributing the agenda for the Business Committee.
10.58.3   be responsible, in consultation with the Moderator-General, for calling meetings of the Business Committee, when required.
10.58.4   prepare and distribute minutes and reports of the Business Committee to those concerned.
10.58.5   be responsible for conducting correspondence on behalf of the Church and therefore all such official correspondence is to come to him.
10.58.6   act generally as adviser to the Moderator-General and keep him posted on the necessary and important issues in the Church.
10.58.7   be responsible for the counting of votes during the meeting of the Business Committee.
10.58.8   take minutes and guide the proceedings of the Business Committee.
10.58.9   receive minutes of all Standing Committees, Presbyteries, and regional councils so that a complete record of meetings for such bodies will be easily available in the Office of the General Assembly when needed.
10.58.10        encourage all Standing Committees, Presbyteries, regional councils and Parish sessions to send in to the Church archives for proper preservation, all the important records which are no longer current, for example, Registers of Marriages, Deaths and Births.
10.58.11        until regional councils have firmly taken root, assist in the proper running of such bodies in order to avoid duplication or misrepresentation.
I0.58.12 be an ex officio member of the General Assembly, the General Administration, Committee and the Business Committee, with a vote.
10.58.13        shall not be eligible for appointment as Presbytery representative. After completing the term of office, his eligibility is regained.


          Duties at the Secretariat (Office of the General Assembly)
10.59       The duties of the Secretariat are to:
10.59.1   encourage team spirit among all staff in the Secretariat in Christian love, service and witness of the Church.
10.59.2   liaise with all Standing Committees, Presbyteries and regional councils in all relevant matters of administration and Christian witness that come to the office.
10.59.3  liaise with all ecumenical bodies, Churches or agencies with whom PCEA is currently associated, or would be in future, locally and overseas.


          Training in Executive Management
10.60       Whereas theological training and experience are important, training in executive management is also an essential component in the discharge of his duties.
10.61       Arrangements shall be made for him, therefore, to have such exposure before or in the early part of his term of office ..
10.62       To make this possible, the Secretary General-designate shall• be appointed by the GAC one year before the expiry of the incumbent’s period in the office, to allow opportunity for further studies in management skills as well as an opportunity to familiarise himself with the administrative responsibilities of that office. During that year, he shall retain his normal salary, and the year is not included in the term of appointment.


          Skills and Attitudes
10.63       Among others, the Secretary General should have:
10.63.1 a mature Christian faith and commitment to the Church, demonstrated elsewhere before taking up the office.
10.63.2   demonstrated executive and managerial competence in situations recognised by the Church. If such skills have not already been acquired, the Business Committee shall be empowered to arrange for an opportunity for him to learn the skills during the one year period prior to his taking office.
10.63.3   capacity for leading and enabling others to achieve high capability, especially in creative thought.
10.63.4   a post-graduate degree or its equivalent, which should normally  considered mandatory.
10.63.5   integrity, initiative, decisiveness, persistence and ability to delegate where appropriate.
10.63.6   experience in relating to many organisations both secular and sacred (religious), civil and government for the benefit of till Christian witness of the Church, as he is the public relations official of the Church.
10.63.7   the ability to take and offer counsel, and to give credit due to others. Ready and able to accept blame instead of passing it on to others. Able to respect the quality of ideas more than the level or position of those giving them.
10.63.8   the ability to contain and keep confidential information which comes to him by virtue of his office, and to devise the best channel for using such information for the benefit of all.
10.63.9 the ability to avoid likes and dislikes, and focus on quality of performance of colleagues and subordinates.
10.63.10 with colleagues, the Secretary General shall have the final say in matters of day-to-day administration in the Church, but he should only have to exercise that privilege rarely. He should always aim at consensus in all matters, when this is possible.
10.64       This is a full-time vocation which can only be done with the shortest distance possible between the holder’s residence and the office.
10. 65      In the event of the resignation, disability or death of the Secretary General, his deputy may take over the work of the Secretary General until the next meeting of the General Assembly or the GAC, whichever comes first, unless in the opinion of the Business Committee, there is a need to take any other action immediately.

Deputy Secretary General

10.66       Nomination for the Deputy Secretary General is slightly different from that of both the Moderator and the Secretary General.
10.67       For the Deputy Secretary General, a two-thirds majority of the presbyteries vote is not needed. Only a simple majority vote is required.

Qualifications
10.68       Deputy Secretary General shall:
10.68.1   be an ordained PCEA Minister between 30-56 years of age, and shall have had at least six years service without break after ordination. He must be serving a Parish or institute, having been placed there by the Appointments Committee.
10.68.2   be acquainted with the general administration of the PCEA and have experience in running Church Courts like Parish Sessions and Presbyteries, and committees like the Business Committee.
10.68.3   have demonstrated the ability to lead and to initiate discussions without necessarily sticking to his own views every time. He should be a temperate person, a conciliator, honest, and trustworthy in all his dealings.
10.68.4   be a person of good reputation both outside and inside the Church.
10.68.5   be fluent in the two official languages, English and Swahili, both written and spoken.
10.68.6   be ready and able to deal with even seemingly petty problems in his work.
10.69       Experience in office-management will be an advantage; otherwise the Church should find a way to provide that experience either before or during the time of appointment.

          Duties
10.70       Maintenance of effective liaison with the Presbyteries, a three-fold task:
10.70.1   to secure effective communication between the General Assembly and the Presbyteries.
10.70.2   to consult with the Presbyteries regarding the implementation of. General Assembly policies.
10.70.3   arising from his contacts with Presbyteries, to advise and inform the Secretary General regarding developments in the Church.
10.71       He shall also:
10.71.1   represent the Secretary General in the Standing Committees and the Boards of Governors of schools/institutions, and to deal with all matters that relate to those committees and boards, when so requested by the Secretary General.
10.71.2   be the secretary of the Appointments Committee.
10.71.3 deal with the Immigration Department in connection with work permits for expatriates; to deal with other documents which come under this department, and deal with all visitors.
10.71.4   be appointed the Deputy Clerk of the General Assembly, for the time being.
10.71.5   as the Deputy Clerk of the General Assembly, be in charge of the Assembly Office in the absence of the Secretary General,
10.71.6   in all matters, work in consultation with the Secretary General for the smooth running of the Office of the General Assembly and the Church as a whole.


          Duration of Appointment
10.72       The appointment shall be for a period of four years without extension (see 1985 General Assembly Resolution 1748). Should the demission of the officer’s term of office coincide with that of Secretary General, the Business Committee should give special guidance in order to maintain continuity.


Oath of Office, the Oath “de fideli”
10.73       The Secretary General, Deputy Secretary General and Clerks of the General Assembly shall take an Oath of Office following these or any other words as the General Assembly may decide:
10.74       The form used in administering the Oath of Office is called the oath ‘de fideli’ (Latin). The words are: “I swear before God and those present that I shall be faithful to the duties assigned to me as (name of office) as well as upholding the Constitution and the Practice and Procedure of the Presbyterian Church of East Africa, and discharge such duties in the fear of God and for the welfare of his Church”

Honorary Treasurer
10.75       The Honorary Treasurer shall be appointed by the GA, on recommendation by the Nominations Committee, that is, the Business Committee, in accordance with the procedure already laid down for the appointment by the General Assembly. The deciding vote is a simple majority of the Presbyteries votes.
10.76       The appointment shall be for three years and he shall be eligible for reappointment. Presbyteries shall be asked to provide names of nominees to the Business Committee.
10.77       He shall be conversant with the financial affairs of the Church and be a committed Christian who’ has already proven his capabilities elsewhere in the Church.
10.78       He shall have the right of access to all relevant account books and other documents of the Finance Department of the Church.
10.79       tie shall have the right to draw to the attention of the Standing Committees of the GA any financial irregularity or omission, and recommend any course of action which may be considered desirable, through the Finance Committee,
10.80       He shall be a member of the Business Committee, the GAC and the GA.
10.81       The Honorary Treasurer shall automatically become the chairman of the Finance Committee of the General Assembly.
10.82       He shall be responsible for presenting financial statements of accounts to the GA and the GAC, assisted by the Finance Officer.
10.83       The office of the Honorary Treasurer of PCEA shall not carry any financial remuneration.
10.84       He shall be entitled to reimbursement for out-of-pocket expenses incurred while on duty as approved by the Finance Committee.
10.85       In the event of his resignation, disability or death while in office, the deputy shall automatically take over the work of the honorary treasurer until arrangements can be made for the GAC to confirm the appointment of the deputy as Honorary Treasurer, or appoint an acting Honorary Treasurer from the members of the Finance Committee, or call for election in accordance with the procedure already described in the Constitution, or do otherwise as may seem right