NOTICE
25th Provincial Council Meeting

19 - 23 October 2016. Diocese of Pretoria.

Guideline to Host Provincial Executive Meetings

GUIDELINES TO HOSTING OF PROVINCIAL EXECUTIVE MEETINGS

INTRODUCTION

The Provincial Executive shall hold two meetings per year. These meeting are attended by all members of the Provincial Executive as well as the Liaison Bishop (if available).

Dioceses willing to host the meetings volunteer during the Provincial Council Meetings and are recorded as such.

RESPONSIBILITIES OF THE PROVINCE

  1. The Provincial President shall liaise with the president of the hosting Diocese regarding the venue and requirements of the Province.
  2. The Provincial Treasure facilitates and pays for all the travel arrangements of the Provincial Executive Members as well as the Liaison Bishop.
  3. The Provincial President shall prepare the notices and programme of the meeting.
  4. The Provincial Secretary shall together with the Provincial President ensure that the meeting agenda book is prepared and ready for the meeting.

REQUIREMENTS FROM THE HOST DIOCESE

  1. The host Diocese shall find a venue big enough to accommodate the members of the Executive as well as the Liaison Bishop, if he will be attending. This venue should also have an area / room big enough to hold a meeting for 12 – 15 people. The venue cost will be for the host Diocese.
  2. The host Diocese shall be responsible to transport the Executive Members from the nearest Airport / bus or train station to the venue and back on Sunday.
  3. The host Diocese shall also be responsible for all meals.
  4. The host Diocese shall facilitate the welcome Eucharist Service on the evening of the first day, i.e. Thursday evening.
  5. The host Diocese shall also arrange for the Diocesan AWF Chaplain or another Priest to be available for morning Eucharist Services on Friday and Saturday Mornings.
  6. The Provincial Executive will be available for any activity / meeting with the host Diocese on Saturday afternoon, i.e. 14h00 to 19h00. This will be left at the discretion of the host Diocese.
  7. The Provincial Executive shall attend Sunday Mass at a venue organised by the Diocesan Executive, before departing to their various destinations.