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Synod Recommendation Documents

Overview

Background

In 2018 the LCAQD Synod approved District Church Council to develop an implementation plan to move towards a proposed governance model. Representatives from all LCAQD agencies worked collaboratively on various elements of a new governance model which were presented to LCAQD Synod 2019. The proposals were accepted with some minor changes by the Synod. After implementation the governance change project then moved to matters regarding the interface between governance and management/administration of both the District and the Departments. The results were presented to Convention of Synod 2021.

Where We Are Now

The LCAQD has moved to the next phase of the governance change project with a focus on further enhancing the governance model across the district. As set out and resolved at 2021 Synodical Convention, a Governance Advisory Committee (GAC) has been established by District Church Board (DCB) with a mandate to oversee and report back the production of a detailed and pragmatic Governance and supportive assurance model recommendation that responds to the drivers for Governance change and supports enhanced efficacy, empowerment, and transparency of its departmental operational delivery to better enable LCAQD’s purpose.

The GAC, chaired by Geoff Crooks, is comprised of DCB membership plus executive officers of the departments. They meet regularly and will establish a number of departmental and stakeholder engagement and contribution opportunities and briefings.

What Are The Outcomes?

Through key departmental and other stakeholder contribution the GAC will identify forward-looking, agile, robust governance and assurance mechanisms for LCAQD and its members. The resultant mechanisms will position LCAQD to better deliver its’ purpose and mission and enhance its departmental focus on delivering their services with greater efficacy and confidence in ever changing environments. This will be done in an operationally empowering, legally, and legislatively compliant way whilst ensuring DCB confidence, through objective, evidence-based assurance by and with DCB, of fit and proper departmental governance performance. The recommended proposal to Synod 2022 will include an LCAQD and departmental Transition Plan.

The GAC look forward to the amazing outcomes and organisational change that will come through this project for the extension of God’s kingdom.

If there are any questions or information required, please submit these to John Hoffman (Project Manager – Governance Change Project) on GAC.Pjm@qld.lca.org.au

Communicaton and Briefing Sessions

Following is an overview of the Governance Change Project briefing session schedule:

Communication Group	Date	Time
Initial Briefing
Congregational Council Chairs	23 November 21	5.30 – 6.30
Pastor Group (with Ben)	30 November 21	5.30 – 6.30
All comers (LCAQD Members)	3 Dec, 8 Dec	5.30 – 6.30
Briefing and Feedback
Pastor Group	8 Feb	5.30 – 7.00
Dept Council meetings (attend)	CLEQ – 1 March LYQ – 9 Feb M&M – 28 March
School Council Chairs and Principals	17 Feb	5.30 – 7.00
Synodical Members - current	15, 23 Feb	5.30 - 7.00
All comers (LCAQD Members)	25 Feb, 10 Note: 26 March session is CANCELLED	5.30 – 7.00
Schools Assembly	12 March	TBC
District Assembly	2 April	TBC
Pre Synod Briefing and Feedback

Pastor Group	21 April cancelled	5:30-7:00
Dept Council meetings	TBC	TBC
School Council Chairs/ Principals	20 April cancelled, 12 May	5:30 - 7:00
All comers (LCAQD Members) 22, 26 April cancelled	5, 10, 23, 31 May, 7 June 7 May	5.30 – 7.00pm Update: Sat May 7 – now 3:30-5:00pm

Zoom details for sessions can be obtained from Mia Hassen, GAC.support@qld.lca.org.au

See https://qld.lca.org.au/2022/01/25/gac-communications-sessions/ for updated session details.

GAC Working Party Information

Below are the various GAC working parties and purpose:	Below is the coordinator of each working party. If you have any questions, comments or suggestions please contact John Hoffman (Project Manager) on GAC.PjM@qld.lca.org.au who will forward to the coordinator.
Working Party	Coordinator
LCAQD Identity Define the LCAQD identity for incorporation into relevant working parties, assurance framework, induction, training and educational programs in LCAQD as required.	Ben Hentschke
2. Assurance Framework For fit and proper governance providing confidence to DCB, including an objective examination of evidence for the purpose of providing an assessment on governance, risk management, and control processes for the organisation. This is a principles based model escalation model.	Geoff Crooks
3. DCB Changes and Nominations System The suggested DCB structure/ composition and appointments process developed. Nominations system reviewed to support new governance model.	Ben Hentschke
4. Delegations and Authorities & Policy and Procedure Framework DnA and P&P frameworks developed to ensure that there is effective separation between DCB and department Boards/ Councils allowing departments to get on with their work.	Darryl Muller
5. By-laws and constitution changes, TOR The recommended structure changes will require draft By-law changes and any transitional requirements. By-laws will be reviewed to be more high level and balanced, with more information drafted into delegations and authorities documents.	Andrew Spyrololous
6. Synodical Communications Working Party to develop Synod content and presentation material as well as delivery mechanisms & process.	Geoff Crooks
7. Synodical Resolutions Working party to draft DCB/Synod resolutions ensuring clarity in content and purpose.	Geoff Crooks

FAQ

What is the main purpose of the Governance Change Project?

To deliver a proposal to Synod 2022 that will identify forward-looking, agile, robust governance and assurance mechanism for LCAQD and its members. The resultant mechanisms will position LCAQD to better deliver its’ purpose and mission and enhance its departmental focus on delivering their services with greater efficacy and confidence in ever changing environments.

What are the key factors driving LCAQD to require this governance change?

The need for sustained agility in supporting timely LCAQD Departmental decision making resulting in the need for extended authority to make operational decisions beyond current Delegations and Authority
LCAQD’s Departments increasingly seeking greater operational self-determination in the Lutheran context
Enhance the robustness and alignment of strategic, tactical, and operational objectives across LCAQD holistically and its constituent departmental and other areas, enabled by objective evidence-based mechanisms and assurance to better support LCAQD’s purpose
To further strengthen LCAQD cross-departmental engagement, collaboration, and contribution
DCB’s perception of the need for greater transparency of information
DCB’s requirements to further enhance governance mechanism effectiveness
DCB’s recognition it needs to better enable and support departmental agility in responding to current and emergent challenges and risk management
Perceived incongruence between LCAQD Constitution Parts A and B in terms of authority to act at various levels of the organisation and clarity of responsibilities and/or accountabilities from all operational and governance levels
Enhance confidence of robust strategic, tactical, and operational risk management throughout LCAQD and its departments
To better support active and positive ways of church-wide collaboration

What are the specific outputs from the project?

The GAC recommended governance structure, with supporting detail.
An LCAQD Assurance Framework relevant to the recommended governance structure(s)
Departmental level impact assessment and Transition Plans (including outcomes and benefits)
A resolution seeking DCB endorsement for submission to Synod 2022

Who is guiding this project?

The District Church Board (DCB) appointed a Governance Advisory Committee (GAC) to oversee the development of the recommended governance structure and proposal to Synod 2022.

Who are the members of the Governance Advisory Committee (GAC)?

Voting members

Chair (DCB consultant), Geoff Crooks
Bishop/Bishops’ Delegate being 1^st Bishop (DCB member), Mark Vainikka/Ben Hentschke – Deputy Chair
Executive Director – Lutheran Education Queensland (Tanya Crooks)
Executive Director – Lutheran Services (Nick Ryan)
Executive Director – Lutheran Youth Queensland (Aaron Glover)
Executive Director – Mission & Ministry of the LCAQD (David Schmidt)
DCB appointed member – (Ruth Butler)

Non-voting Invitees

Andrew Spyropolous (Constitution SME, Lutheran Services governance)
Darryl Muller (CLEQ, RAFC)
Trevor Ruthenberg (District Administrator)
John Hoffman (Project Manager)

What are the key timelines for the project?

June 2021

Resolution by Synod for DCB to establish a Governance Advisory Committee (GAC)

August 2021

GAC established to commenced work on proposal for next governance model

Sept 2021 - Jan 2022

High level recommendations developed

Nov - Feb 2022

Consultations done, impact assessments and transition planning developed

Feb - Mar 2022

Develop final recommendation proposal to DCB

Apr - May 2022

Synod engagement preparation

June 2022

Synod presentation for approval

Will there be communications regarding the progress of the project?

There will be ongoing communications through the LCAQD website, newsletters, meetings, briefings and other channels.

Will there be opportunities to input into the project?

The GAC will establish a number of departmental and stakeholder engagement and contribution opportunities and briefings.

What happens if Synod approves the governance recommendation proposal?

Synod endorsement will trigger the execution of the departmental transition plans as a new phase of the Governance Change Project, executed by the GAC representing the Synod membership, and the respective departments and Councils.

How is the project being resourced and funded?

The project is being jointly resourced and funded by the departments of the district in terms of membership/ invitee’s, stakeholder engagement, funding for project management and support, and through BAU activities.

What happened with the previous Governance Change Project?

In 2018 the LCAQD Synod approved District Church Council to develop an implementation plan to move towards a proposed governance model. Representatives from all LCAQD agencies worked collaboratively on various elements of a new governance model which were presented to LCAQD Synod 2019. The proposals were accepted with some minor changes by the Synod. After implementation the governance change project then moved to matters regarding the interface between governance and management/administration of both the District and the Departments. This is the scope of the GAC and the Governance Change Project going forward.

Whom can I contact for information or to ask questions?

Please submit all queries to John Hoffman (Project Manager – Governance Change Project) on GAC.Pjm@qld.lca.org.au

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