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The Church ELECTORAL ROLL A practical guide December 2012 www.lincoln.anglican.org Introduction From the Bishop of Lincoln One of the many great strengths of the Church of England is its system of governance, from the parish level to General Synod. At the parish level, the Electoral Roll ensures that members of a church can shape the local mission and ministry by electing the officers necessary to do that hard work. Being on the Church Electoral Roll is not a prerequisite of membership of a particular church, but it does demonstrate a willingness and intention to help shape the future of the Church, not just locally, but nationally and even internationally. Please do encourage members of your church to enrol, and to take a full part in the important administrative work of the Church, as well as its mission and ministry. What is the Electoral Roll? Church Representation Rules: The Church Electoral Roll is the foundation of the structure of the Church of England’s synodical government. Rule 1 Every parish must have an Electoral Roll, which must be available for inspection by bona fide inquirers. The Electoral Roll is the register of electors for a parish. In the same way that being on the civic Electoral Roll allows members of that roll to vote in parliamentary and local elections and referenda, joining the Church Electoral Roll means that people can vote on Church matters, attend the Annual Parochial Church Meeting (APCM) and stand for election to the Parochial Church Council (PCC). Church Representation Rules in full, visit: dioce.se/crr Being on the Electoral Roll does not make a person a member of the Church; simply regarding a particular parish church as one’s spiritual home does that. In fact, a condition of joining a Church Electoral Roll is that the person is already a member of that Church. Preparation of a new Electoral Roll Church Representation Rules: Every six years, every parish is required by law to prepare a new Electoral Roll, and the next time this will be necessary is in 2013. There are several steps to achieving this. Rule 2 (1) First, a notice (see Appendix, form A) must be displayed on or near the main door of every Church of England church in a parish at least two months before the parish’s Annual Parochial Church Meeting (APCM) (which must take place before 30 April each year), and must be displayed for at least 14 days. Once the notice is displayed, the preparation of the new Electoral Roll begins. Rule 2 (4) During the 14-day period (or longer), whoever is presiding over the Sunday services at the church must announce to the congregation that a new Electoral Roll is being prepared. If no Sunday service is held in the 14-day period the announcement must be made at the first Sunday service thereafter. Rule 2 (5) Secondly, the Parochial Church Council (PCC) must take every reasonable effort to ensure that all those on the most recent Electoral Roll are informed of the preparation of a new Roll. A judgement needs to be made by the PCC as to whether everyone listed on the most recent Electoral Roll needs to be contacted, eg anyone who has moved away from the parish and no longer worships regularly at a church should be regarded as no longer qualifying. Anyone who was on the previous Roll, and has since been ordained, is also ineligible to be on the Electoral Roll. Rule 2 (6) Inclusion in a new Electoral Roll is not automatic. Everyone must apply to be included, even if they already on the existing Electoral Roll, and new people can be included at this stage. This is a good opportunity for parishes to stress the importance of synodical governance, and the part that people listed on Electoral Rolls can play in the life of the Church. So, thirdly, people apply to be listed on the Electoral Roll by completing an Application for Enrolment form (see Appendix, form C). Forms must be returned to the local Electoral Roll officer on a fixed date between 15 and 28 days before the APCM. That date should be clearly stated and advertised in the parish. Rule 2 (7) Once the new Electoral Roll is complete, a copy must be displayed and available for inspection on or near the main door of the parish church for at least 14 days before the APCM. This allows a period of time for corrections to be made, such as the spelling of names or errors in addresses. Names may not be added or removed during this period, but only after the APCM. Church Representation Rules in full, visit: dioce.se/crr New Electoral Rolls will be prepared in 2013, 2019 and 2025. Who can be on the Electoral Roll? Church Representation Rules: Rule 1 (2) Church Representation Rules in full, visit: dioce.se/crr A person may be on the parish Electoral Roll if they meet all of the following criteria: 1. They are a lay person 2. They have been baptised 3. They are one of the following: a) a member of the Church of England b) a member of a Church in communion with the Church of England c) a member in good standing of a Church which subscribes to the doctrine of the Holy Trinity (not being in communion with the Church of England) and also prepared to declare him- or herself to be a member of the Church of England having habitually attended public worship during the six months prior to enrolment 4. They are at least 16 years of age 5. They are resident in the parish, or if not resident in the parish, have habitually attended public worship in the parish during a six month period prior to enrolment 6. They have completed an Application for Enrolment form What next? Church Representation Rules: Rule 2 (7) Church Representation Rules in full, visit: dioce.se/crr All necessary forms are attached to this document, and can be downloaded from the Diocese of Lincoln website at dioce.se/electoralroll The Electoral Roll Certificate should be posted on or near the main door of the church, and a copy also signed and returned to the Diocese of Lincoln’s Electoral Registration Officer immediately after the ACPM: The Electoral Registration Officer The Diocese of Lincoln Edward King House Minster Yard Lincoln LN2 1PU Annual Revision of the Electoral Roll Church Representation Rules: Rule 2 (1) A new Electoral Roll is prepared every six years. New Electoral Rolls will be prepared in 2013. Between these renewals, the Electoral Roll is revised annually. A notice (see Appendix, form B) announcing this revision must be displayed on or near the main church door for at least 14 days before the revision begins. Only those who have moved into the parish, or who have joined the church, or who have reached the age of 16 since the previous Electoral Roll revision (or the six-yearly creation of the new roll), need fill in an application form. The revision must be completed not less than 15 days and not more than 28 days before the Annual Parochial Church Meeting (APCM) (which must take place before 30 April). Once the revision is complete, the revised Electoral Roll and a list of names removed from the Electoral Roll (if any) must be displayed on or near the main church door for at least 14 days prior to the APCM. During this period, corrections may be made. However, no names may be added or removed between the time that the revised roll is complete and the close of the APCM. Church Representation Rules in full, visit: dioce.se/crr A copy of the Electoral Roll should be signed and returned to the Diocese of Lincoln’s Electoral Registration Officer immediately after the ACPM: The Electoral Registration Officer The Diocese of Lincoln Edward King House Minster Yard Lincoln LN2 1PU Need further guidance? For further guidance, please contact: Will Harrison, Electoral Registration Officer [email protected] 01522 504033 A Parish of ........................................................................................ PREPARATION OF NEW ELECTORAL ROLL * Note – The new roll must be completed not less than 15 days or more than 28 days before the Annual Parochial Church Meeting. Notice is hereby given that under the Church Representation Rules a new Church Electoral Roll is being prepared. All persons who wish to have their names entered on the new Roll, whether their names are entered on the present Roll or not, are requested to apply for enrolment not later than _____________________________________________________ The new Roll will come into operation on _____________________________________________________ The new Roll shall be published for not less than 14 days. Forms of application for enrolment can be obtained from the undersigned. In order to be entitled to attend the annual parochial church meeting and to take part in its proceedings, forms of application for enrolment must be returned by the earlier of the dates shown above. Under the Church Representation Rules any persons are entitled to have their names entered on the roll if they — (i) are baptised and aged 16 or over; (ii) have signed a form of application for enrolment; and either (iii) are members of the Church of England or of any Church in communion with the Church of England being resident in the parish or (not being resident in the parish) having habitually attended public worship in the parish during the six months prior to the application for enrolment; or; (iv) are members in good standing of a Church (not in communion with the Church of England) which subscribes to the doctrine of the Holy Trinity declaring themselves also to be members of the Church of England and having habitually attended public worship in the parish during the period of six months prior to enrolment. Any error discovered in the roll should at once be reported to the undersigned. Dated this ____________________ day of ___________________ 20_____ Signed ________________________________________________________________ Church Electoral Roll Officer Address _______________________________________________________________ ______________________________________________________________________ In this Notice “parish” means an ecclesiastical parish. B Parish of ........................................................................................ REVISION OF CHURCH ELECTORAL ROLL Notice is hereby given that the Church Electoral Roll of the above parish will be revised by the Parochial Church Council*, beginning on __________________ the __________________ day of __________________ 20___, and ending on __________________ the __________________ day of __________________ 20___. * Note – The new roll must be completed not less than 15 days or more than 28 days before the Annual Parochial Church Meeting. After such Revision, a copy of the Roll will be exhibited for not less than 14 days on, or near to, the principal door of the Parish Church for inspection. Under the Church Representation Rules any persons are entitled to have their names entered on the roll if they — (i) are baptised and aged 16 or over; (ii) have signed a form of application for enrolment; and either (iii) are members of the Church of England or of any Church in communion with the Church of England being resident in the parish or (not being resident in the parish) having habitually attended public worship in the parish during the six months prior to the application for enrolment; or; (iv) are members in good standing of a Church (not in communion with the Church of England) which subscribes to the doctrine of the Holy Trinity declaring themselves also to be members of the Church of England and having habitually attended public worship in the parish during the period of six months prior to enrolment. Forms of application for enrolment can be obtained from the undersigned. In order to be entitled to attend the Annual Parochial Church Meeting and to take part in its proceedings, forms of application for enrolment must be returned by the date shown above for the ending of the revision of the Electoral Roll by the Parochial Church Council. Any error discovered in the roll should at once be reported to the undersigned. ** Note – Not less than 14 days notice must be given Dated this** ____________________ day of ___________________ 20_____ Signed ________________________________________________________________ Church Electoral Roll Officer Address _______________________________________________________________ ______________________________________________________________________ In this Notice “parish” means an ecclesiastical parish. *Those who become 16 in the next twelve months may complete the form and become eligible to be entered on the roll on their sixteenth birthday. Post Code I declare that:-‐ 1 I am baptized and am aged 16 or over (or, become 16* on ) AND Tick one only of boxes 2A, 2B or 2C. I declare that the above answers are true and I apply for inclusion on the church electoral roll of the parish. Signed: ______________________________ Date:_______________ 2A I am a member of the Church of England (or of a Church in communion with the Church of England) and am resident in the parish. 2B I am a member of the Church of England (or a Church in communion with the Church of England) and, not being resident in the parish, I have habitually attended public worship in the parish during the period of six months prior to enrolment. 2C I am a member in good standing of a Church (not in communion with the Church of England) which subscribes to the doctrine of the Holy Trinity and also declare myself to be a member of the Church of England and I have habitually attended public worship in the parish during the period of six months prior to enrolment. (full postal address) Address (full Christian name, surname and title) Name APPLICATION FOR ENROLMENT ON THE CHURCH ELECTORAL ROLL Parish of Those who become 16 during the next 12 months may complete the form, and become eligible to be entered on the roll on their sixteenth birthday. You must be over the age of 16 on the date of the AGM (and therefore be recorded on the roll) to be eligible to vote. In this form, “parish” means ecclesiastical parish. 4. When completed this form should be returned to the Parish Electoral Roll Officer If you have any problems over this form, please approach the clergy or lay people responsible for the parish, who will be pleased to help you. 3. 2C. Membership of the electoral roll is also open to members in good standing of a Church not in communion with the Church of England which subscribes to the doctrine of the Holy Trinity where those members are also prepared to declare themselves to be members of the Church of England. Such denominations would include the Methodist, Baptist, Roman Catholic and URC churches. 2B. If you do not live within the boundaries of this parish you must have habitually attended public worship at this church for the last six months before you can be entered on the Electoral Roll (see below for exclusions from this rule). 2A. The only Churches at present in communion with the Church of England are other Anglican Churches in Britain and abroad, and certain other foreign Churches. 1. Notes C "- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -