SAMPLE TEMPLATE
Partnership Agreement
BETWEEN
Mission Organisation Name, “the Mission”
missions.org.nz
Together: On Mission
Church Name, “the Church”, and
Missionary’s Name, “the Worker”
BACKGROUND
A.
This is an agreement between Church Name and Mission Organisation Name with regard to
Missionary’s Name becoming a member of the Mission for cross-cultural ministry in Location
Name.
B.
The Worker has sensed God’s call to minister cross-culturally to people with least access to the
gospel in partnership with the Mission.
D.
The Church confirms the call, recognises the Worker’s eligibility for membership in the Mission,
and acknowledges their fitness for cross-cultural ministry. The Church will therefore support the
Worker in cross-cultural ministry.
C.
The Mission also acknowledges the call, has determined that the Worker is eligible for
membership, and agree that they are fit for cross-cultural service.
E.
This document is not intended to be a binding contract, but rather to clarify and set out the
parties’ respective expectations, rights and obligations in relation to each other, so that we
can work together for the glory of God among the nations.
AGREEMENT
1
Financial Support
1.1
The Worker’s sponsorship requirements are as set out in a separate schedule applicable
to each unique placement.
1.2
The Church aims to sponsor the Worker financially by way of regular payments [specifics
can be stipulated here if known] to the Worker’s accounts held by the Mission. The
regular amount may vary according to the funding available from the Church for mission
work. The Church will determine ongoing amounts in due course, and notify the Worker in
advance of the amount she can expect and budget for.
1.3
The Mission agrees to help the Worker raise additional sponsorship via the means at its
disposal. This includes: production of promotional material, a letter of endorsement from
the Mission’s NZ Director (if requested), response slips, prayer reminder cards, bookmarks,
or other printed material (the cost of production being deducted from sponsorship
gained), according to the normal policies of the Mission.
1.4
The Mission will maintain a schedule of promised sponsorship (pledges) as responses are
returned to its New Zealand office and will advise the Worker of progress on a regular
basis.
[The rest of this section is an example only; it will be determined by the policy of the Mission]
Partnership Agreement: Church Name and Mission Name
2
3
1.5
The Mission agrees to remit a predetermined amount each month to the Worker. These
funds will be transferred into an overseas account or credit card account designated by
the Worker. Should this amount need to be adjusted at any time the Worker must notify
the Mission’s finance manager one month prior to the next payment.
1.6
Should the Worker’s monthly sponsorship income fall below the amount remitted by the
Mission, the Worker (or a representative in NZ) is responsible for raising sponsorship to the
required income level. However, if the Worker can satisfactorily prove that it is possible to
live comfortably with a reduced income, the Mission may allow the Worker to reduce the
monthly remittance amount accordingly.
1.7
Any sponsorship income accrued for the Worker in excess of the monthly remittance
amount is held in trust for the Worker to use when requested by the Worker. No interest
will accrue to the Worker from these amassed funds.
1.8
A superannuation provision of 6% is compulsory, paid into a fund designated by the
Worker (usually continuing KiwiSaver via voluntary contributions). An additional
allowance for eventual transition from the field can be set aside from monthly
sponsorship income at the discretion of the Worker according to the Mission’s policy. It is
also permissible to factor loan repayments into a sponsorship schedule if necessary (e.g.
student loans or mortgages).
1.9
Unless otherwise agreed, travel insurance (including death, disability and medical) is
updated by the Mission on an annual basis, and premiums are paid from the Worker’s
sponsorship account held by the Mission. Details of insurance cover are available from
the Mission on request.
Communications
2.1
The Worker will be in contact with the Church missions team at least every 6 weeks to
update on progress, share latest needs and provide information for sensitive inclusion the
Church’s mission publications.
2.2
The Worker is responsible for the creation and distribution of regular news updates — no
less than once every three months. Frequent updates, especially to financial sponsors,
are to be considered a ministry priority. Where possible this is most easily done by Email.
2.3
The Worker will keep the Mission apprised of prayer needs on a bi-monthly basis for
sensitive inclusion in its prayer publication. A reminder will be sent from the Mission
seeking prayer and praise items. This information is used to solicit prayer from the Mission’s
praying constituency.
2.4
Any communication that is deemed to be of a ‘crisis’ nature shall be shared in
confidence between the Mission and the Church in order to present unified
recommendations or advice as necessary to the Worker. Where possible, the Worker
should copy the relevant person in both the Mission and the Church with
communications that relate directly to difficulties being experienced in the Worker’s
cross-cultural situation.
Relationships
3.1
As determined by the Mission’s international policies, the Worker is directly accountable
to their ministry team Leader for any ministry related decisions. In addition to what is
mentioned in point 2.4, it is important that the worker includes the Mission and the
Church in any seeking of advice from persons outside of the field team situation.
Should it not be possible to resolve a situation within the field team, the Worker may
appeal according to the policy of the Mission regarding intra-team conflict.
2
Partnership Agreement: Church Name and Mission Name
3.2
It is desirable that the Worker receives a field visit from a leader of the Church or a
representative of the Mission in New Zealand during each term of service. While this may
not always be possible, it should be considered a primary aim.
It should be noted that care of the Worker while on the field is the primary responsibility of
the field team in general, and the Team Leader specifically.
4
5
3.3
The Mission and the Church will maintain contact as needed. The Mission undertakes to
contact the Church whenever a representative of the Mission is in the area and
available to meet. Representatives of the Church are invited to visit the offices of the
Mission during normal business hours. Making appointments will help both parties avoid
any disappointment should the timing of a visit not be appropriate.
3.4
Should there be any urgent reason for the parties to be in contact outside of operating
hours, freedom exists to resort to after-hours phone numbers.
3.5
It is desirable that the Church and the Mission work together to provide opportunities to
profile the work of the Mission and the Worker in the Church on a regular basis.
Vacations/Holidays
4.1
The Worker is encouraged to take four (4) weeks annual vacation [or as otherwise
determined by Mission policy], in accordance with guidelines in the Mission’s
international policies. The parties acknowledge that it is essential for the Worker’s
physical, emotional and spiritual health that regular breaks are taken. Where possible,
vacations should be taken away from the location of ministry.
4.2
Holidays will be observed as agreed by the field team. Any observance of specific NZ
holidays should be discussed with the team.
4.3
Further leave should be taken by the Worker in the event of sickness, bereavement, stress
etc, in consultation with the field team.
Field Leave
[This section is largely determined by Mission policy and may differ significantly.]
5.1
Field leave (home assignment, or furlough) shall be for the following purposes:
• Rest and recuperation
• Catching up with friends and family
• Debriefing
• Health and wellbeing care as required (both physical, psychological and spiritual)
• Attending refreshment, reorientation, or enrichment retreats
• Sponsorship raising & thanking sponsors
• Reconnecting with the Church
• Further study if desired
• Representing the Mission at speaking engagements.
5.2
The Worker may return to New Zealand for Field Leave at their discretion, after conferring
with their field team leader, the Mission and the Church. The Mission recommends a
leave frequency (whether to New Zealand or a secondary sending country) of every
three years, returning to the sending country for up to nine months in any three-year
period (i.e. three months for every year served). However, the Mission acknowledges
more frequent and less lengthy periods of leave may prove more strategic.
5.3
Support requirements are set out in each fundraising schedule for the allocation of
airfares and other Field Leave expenses. The Worker will continue to receive their monthly
remittance while on Field Leave to assist with living expenses, unless otherwise requested.
3
Partnership Agreement: Church Name and Mission Name
Please note that after 183 days (six months) in New Zealand, the Worker become resident
for tax purposes, thereby changing the tax potential on their income. If this happens the
Worker will need to take responsibility for declaring taxable income on relevant funds
received from the time they entered the country again. However, this only applies to
funds passed on from organisations (churches & trusts). Funds remitted from personal gifts
are not considered taxable. More information regarding this issue is available from the
Mission. The Mission’s Business Manager should be kept apprised of any payment
alterations required while on Field Leave.
6
7
5.4
The Worker is urged to consult with the Mission before contacting WINZ or the IRD
regarding tax or income enquiries. If at all possible discussion with government
organisations is to be avoided as the situation with the Worker is quite complex and tax
law is not immediately clear regarding certain aspects of non-resident volunteerism.
5.5
If the Worker has insufficient funds in their accounts with the Mission to cover the cost of
well-being treatment Mission funds may be available to subsidize such care, as
determined by the policies of the Mission.
5.6
While the Worker is on Field Leave in NZ, the Mission commits to undertaking at least one
formal debrief session with the Worker. In consultation with the Church, a professional
counsellor may be recommended by the Mission should it be deemed necessary. The
Mission will communicate any significant issues noted in the debrief with the Church. This
will be considered ‘in confidence’. The Mission will also remain in casual contact with the
Worker throughout the duration of their period of Field Leave.
5.7
The Worker is primarily responsible for initiating Field Leave arrangements. The Church, in
partnership with the Mission and the workers support network, will assist the short-term reentry process of the Worker. This may include assisting to arrange accommodation,
obtaining a vehicle for use while on Field Leave and attending to any other needs arising
because of the temporary nature of the Worker’s stay.
Crisis Management
6.1
In the event of a major crisis in the cross-cultural situation, resulting in the Worker being
placed at risk, the Mission has standard Crisis Management Policies that will be followed
closely by all parties concerned.
6.2
An emergency fund is maintained by the Mission for Worker to utilise in a crisis situation
should an emergency evacuation be required. It is anticipated that this fund will be
reimbursed from the Worker’s sponsorship income over time, usually by special donations.
6.3
In a crisis situation, the Mission will keep the Church and the Worker’s family apprised of
the situation and assist the Church to prepare for the Worker’s return.
6.4
Under no circumstances should any party (Worker, Church, family, or friends) speak to
the media concerning the situation before obtaining advice from the Mission and
granted permission by Mission. A spokesperson designated by the Mission will act in terms
of the Mission’s Crisis Management Policies.
6.5
The Worker is required to make out a legal will and appoint a Power of Attorney prior to
departure for cross-cultural service. The location of the will and contact details of the
Power of Attorney shall be held on file with the Mission.
Transition | Re-entry
7.1
The Mission will contact the Church to see that a process is put in place so that more
permanent re-entry or other transition is affected in a professional manner, with the
wellbeing of the Worker as paramount. The Mission is able to provide the Church with
material to facilitate this should it be required.
4
Partnership Agreement: Church Name and Mission Name
7.2
The Mission will help prepare the Worker prior to their transition with appropriate advice.
7.3
The Church, in partnership with the Worker’s support network, will assist in helping the
resettlement of the Worker back into the local fellowship. The Church may assign a
mentor, or “buddy”, to oversee the routines taken for granted by residents, which may
be unsettling for the Worker (e.g. banking, shopping, use of technology, road rules, etc).
Where necessary, & if able, the Church will assist the Worker with resettlement
requirements (home, vehicle, employment, etc).
7.4
The Mission commits to undertake a thorough debrief of the Worker and desires to
maintain an ongoing relationship with the Worker, however any ongoing pastoral needs
will be the responsibility of the Church.
[An example, otherwise determined by Mission policies…]
7.5 In addition to paying out any Transition Funds set aside, the Mission will continue to
disburse financial support to the Worker for up to 3 months after permanent re-entry (if
the Worker has served longer than one 3-year term). At the end of the three-month
period any funds remaining in the Worker’s sponsorship account will be disbursed
according to the Mission’s account closure policies.
Agreed by…



Church Name
Mission Name
Missionary Name
(date)
(date)
(date)
via email consent from each as dated:
5