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Dates of creation area
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1919, 1927-1999 (Creation)
Physical description area
Physical description
43.45 m of textual records
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Archival description area
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Administrative history
The office of General Secretary-Treasurer has existed, either as two separate offices or one, since the incorporation of the PAOC in 1919. At the first meeting of the Board of Trustees after incorporation a chairman, secretary and treasurer were appointed. The second annual meeting in 1920 saw the election of a separate Secretary and Treasurer. At this time the Treasurer was also elected the Missionary Correspondent. At the third annual meeting in 1921 a Secretary-Treasurer was elected and changes were made to the memorandum of agreement which created the PAOC. The Executive Officers now consisted of the Chairman, Secretary-Treasurer, Auditor and two members of the General Assembly, all of whom were elected at the annual convention. The position of General Secretary-Treasurer would remain in place until 1972 when it was split into General Secretary and General Treasurer. In 1992, a motion that sought the amalgamation of the General Secretary and General Treasurer positions was defeated, but in 1994 the offices of General Secretary and the General Treasurer were again combined. The position of General Secretary-Treasurer was abolished in 2000. The responsibilities of that position were assumed by the Assistant Superintendent for Ministerial Services which assumed the secretarial-related functions and the Assistant Superintendent for Fellowship Resources which assumed the financial-related functions. The functions and responsibilities of the General Secretary-Treasurer remained relatively unchanged from 1919 until its dissolution in 2000. The early constitutions of the PAOC have the General Secretary in charge of the corporate seal and the "books" of the corporation. The Secretary-Treasurer also provided a statement of finances of the PAOC. In 1932, the Constitution and by-laws provided a more detailed description of the role of the General Secretary and the General Treasurer, described separately although they were the same individual. The General Secretary would give notice of meetings of the General Assembly and General Executive, be responsible for the minute books, charter and records of the Corporation and make and keep true records of the proceedings of the General Assembly and General Executive and ensure that they were published. The General Secretary was the custodian of the seal and issued certificates of membership, keeping a list of all ministers, workers and assemblies. The General Treasurer had the care and custody of the funds and securities of the PAOC. He signed all cheques, drafts, notes and orders for payment of money and he also had signing authority for other official documents. In 1998 the role of the General Secretary-Treasurer was to contribute, support and assist in implementing vision and leadership in the PAOC. It was the responsibility of this office to keep minutes and records, oversee credentials as well as financial management and reporting. The General Secretary-Treasurer was the offical custodian of the doctrinal and constitutional documents and the seal of the PAOC. The responsibilities of the first General Secretary-Treasurer did not differ significantly from the responsibilities of the last.
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Scope and content
The fonds consists of records which were created as a result of the functions and activities of the General Secretary-Treasurer which relate primarily to administrative or financial issues of the PAOC. This fonds also contains records which were in the custody of the General Secretary-Treasurer. There are eighteen series. Series 1 - Corporate documents. This series contains the original charter and letters patent of the PAOC. The series also includes supplementary letters patent and logo designs. Series 2 - Correspondence. This series contain records which consist primarily of correspondence which relates to a variety of issues including districts and some credential and property issues. Series 3 - Circular letters. This series consists of general circular letters which were distributed from the office of the General Secretary-Treasurer. They were sent to pastors, often through pastors' paks, and to office staff. Series 4 - Surveys. This series contains surveys regarding benevolent services, pastors' paks, and salary and income. Most of the records relate to salary or income surveys. The records in this series consist of surveys, reports, and correspondence. Series 5 - Credential records. This series reflects the function of granting credentials in the PAOC through the District and International offices. The series contains the administrative records which include correspondence, applications, certificates, and codes of ethics. The records which relate to a particular individual credential holder are arranged numerically by credential number. A database exists which cross references names and credential numbers. Series 6 - Yearbooks and directories. This series includes local church and clergy lists. The yearbooks also include constitutions, by-laws, and lists of missionaries. Series 7 - Legal records. This series includes correspondence relating to lawyers' billings and legal opinions. Series 8 - Administrative records. This series consists of topical files arranged alphabetically. The records contain correspondence, reports, policies and statistics. Series 9 - General Conference records. This series contains records which relate to the staging of the various general conferences. The records consist of correspondence, reports and promotional material from various host cities. Series 10 - General ledgers. Series 11 - Audit records and budgets. This series consists of auditors reports, financial statements, and budgets. There is also some correspondence related to the reports. Series 12 - Properties loans and mortgages. This series is arranged by individual, camps, miscellaneous, International Office files, and churches and contains correspondence, mortgage documents and forms. The International Office files include plans and proposals about relocating the International Office on more than one occasion as well as technical drawings for the present building. The records relating to the churches are arranged by District and then alphabetically by city within each district. This series also includes mortgage certificate book stubs. Series 13 - Pension records. This series contains records which relate to the Ministerial Pension Fund and its predecessors and the Office Staff Pension fund. The records consist of correspondence with credential holders, beneficiaries, the General Executive, district representatives, and governments about the funds, circular letters, forms, brochures, and rules and regulations handbooks. The series also contains the minutes of the Pension Fund Committee. There are also correspondence with actuaries and actuarial reports about the pension funds. Series 14 - Estates, wills and insurance records. This series relates to the settlement of estates and wills and the payout of insurance policies. The records include correspondence, memos, wills, financial records and insurance policies. Series 15 - Investment records. This series contains correspondence which relate to redeemed revocable trusts, demand notes and annuities. Series 16 - Stewardship records. This series contains the files of the Stewardship's Department programs as well as files on individuals. The files contain promotional materials, seminar materials, correspondence, clippings, and forms. The Stewardship Department records are included in this fonds because of the close ties this department had with the position of General Treasurer and because the General Treasurer acted as the head of the Stewardship Department. Series 17 - French Conference relationship records. This series consists of reports, proposals, minutes, constitutions and by-laws, and notes from a variety of committees and positions, all of which relate to the French Conference relationship with the PAOC. This series was assembled by the General Secretary-Treasurer and was used over a number of years as research material. The ultimate result of these discussions was the eventual creation of the Quebec District in 2000. Series 18 - Special Finance Committee records. This series consists of agenda, minutes, correspondence and reports related to this committee which discussed the issue of mortgages on churches.
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Finding aids
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