Siler Presbyterian Church. Manual of Operations

Transcription

1 Siler Presbyterian Church Manual of Operations Version 2.2 Initially Edited and Adopted in 2014 Last Updated October, 2015

2 Revision Table Date Ver Summary of Revision 12/18/ Original Document approved and published 10/07/ Edits made throughout document for purposes of adding clarity and consistency. Submitted to the Session on 10/13/2015.

3 TABLE OF CONTENTS Manual of Operations... 1 Purpose of the Manual Of Operations... 1 Constitutional Documents of the Evangelical Presbyterian Church and Manual of Operations... 1 Mission Statement of Siler Presbyterian Church... 2 Vision Statement for Siler Presbyterian Church... 2 Core Values of Siler Presbyterian Church... 3 Siler Presbyterian Church - The Corporation... 5 Operating Structure Of Siler... 6 Church Offices... 6 The Session - The Teaching Elder And Pastor... 6 The Session - Ruling Elders... 8 Session Annual Planning Calendar... 9 The Diaconate Committees Committee Charters Cemetery Committee Christian Education Committee Communications Committee Connections Committee Fellowship Committee Finance Committee Global Missions Committee Health and Safety Committee Local Missions Committee Long Range Planning Committee Personnel Commitee Technology Committee Worship Committee Men of the Church Women of Siler Policies and Operational Procedures Calling Congregational Meetings Officer Nomination, Election And Training Procedures Communion Setup Guidelines Page i

4 TABLE OF CONTENTS General Staff Guidelines For Vacation, Sick Leave, Holidays, Termination Sexual Misconduct Policy Facility Use Policy and Forms Expense Reimbursement Form Position Descriptions Position Description for Children s Ministry Coordinator Position Description for Youth Ministry Coordinator Position Description for Secretary Position Description for Choir Director/Music Coordinator Position Description for Pianist/Accompanist Position Description for Church Administrator (Future Position) Position Description for Nursery/Toddler Teacher Position Description for the Custodian Position Description for the Hand Bell Choir Director Addendum Pastoral Deacon- Detailed Responsibilities Detailed Responsibilities Property Deacon Detailed REsponsibilities Detailed Responsibilties Personnel Committee Employee Goals Personnel Committee - Recommendations for Compensation Fellowship Committee Siler Doughnut Sunday Fellowship Program And Instructions Page ii

5 MANUAL OF OPERATIONS PURPOSE OF THE MANUAL OF OPERATIONS This manual describes the rules and processes that Siler Presbyterian Church uses to operate. The manual is not a step by step Operating Procedure but rather a compilation of the rules and tools Siler Presbyterian uses to operate based upon decisions and processes established by the Session. As the Session makes decisions, the Clerk of Session makes updates to the Manual of Operation coordinating with the Church Secretary. The Session owns the Manual of Operations and any updates must be reviewed and approved by them. CONSTITUTIONAL DOCUMENTS OF THE EVANGELICAL PRESBYTERIAN CHURCH AND MANUAL OF OPERATIONS The Presbyterian way: A Connectional System - The constitution of the Evangelical Presbyterian Church (EPC) consists of the Book of Order (comprised of the Book of Government, the Book of Discipline and the Book of Worship, the Westminster Confession of Faith (including the Larger and Shorter Catechisms), and the document Essentials of our Faith. All these documents, which are subordinate to the Scriptures, guide the church in its life and mission. All activity in the church is to be under the authority of the constitution of our church s government. Yet the true authority over our lives is the Holy Spirit as He enables us to properly interpret the Word of God in the Old and New Testaments of the Holy Bible. Nothing in this manual is intended to, or should be allowed to, supersede the constitutional documents of the Evangelical Presbyterian Church. This Siler Manual of Operations is meant to further define our church s organizational structure and operational practices. This manual may be changed or updated by the approval of the Session. Page 1

6 MISSION STATEMENT OF SILER PRESBYTERIAN CHURCH Siler Evangelical Presbyterian Church glorifies God by inviting all into a relationship with Jesus Christ, growing in faith, and serving Christ in the crossroads. VISION STATEMENT FOR SILER PRESBYTERIAN CHURCH After more than a century of ministry and mission, Siler Presbyterian Church has come to a crossroads. Throughout our history God has blessed this congregation with wonderful men and women who have left the imprint of Christ on this church and community. It is in honor of this admirable history and those faithful believers that we recommit ourselves to the future by finding and following the direction God has laid out for our church. Siler will continue to be more than a landmark on the corner. We will be a center of faith and activity in this community. Our hope is that everyone in western Union County will know who and where we are as well as what we do and believe. With this in mind, we recommit ourselves to the Trinitarian God and His Church as we serve Him in this place envisioning the future for Siler. We commit ourselves to glorify God and enjoy Him forever. We commit ourselves to be a place where believers grow and minister, and where the lost and the needy find a spirit of loving acceptance. We will become a beacon of God s light, helping all find hope in the gospel through repentance and new life in Jesus Christ. We commit ourselves to provide opportunities of learning and growth to become mature Christians transformed by the power of God. Through Bible studies, educational activities, and disciple-making, we will continually open our hearts to the Spirit of God and His purpose for us. We commit ourselves to the church and passionate worship of the Living God. We commit ourselves to invite all into a relationship with Jesus Christ, teaching them to walk in Christ and to develop meaning and purpose for their lives. We commit ourselves to double our worship attendance within ten years, as a witness to the work of the Holy Spirit in the life of this community. We will provide facilities to meet the needs of the congregation. We commit ourselves to be a place where the community gathers and feels secure. We commit ourselves to honor God with gifts of time, talent, and resources which He has entrusted to us and to faithfully give as individuals and as a congregation. As faithful stewards we believe that all we have received is from the hand of God. We commit ourselves to reach the world for Christ as we send and support many laborers into the harvest, as we fulfill the Great Commission. We commit ourselves to interact with other churches in our area through joint ministry and worship. Page 2

7 CORE VALUES OF SILER PRESBYTERIAN CHURCH We value: God o There is but one living and true God, who is the sovereign creator of all. He is revealed to us in the three persons of the Trinity: Father, Son, and Holy Spirit. o Because God first loved us, He has called us into a personal and collective relationship with Himself through faith. Mark 12: 28-31; 1 John 4:10, 19; Luke 10: 25-28; John 1:1-5; Ezekiel 36:26-27; Acts 1:8 Salvation by grace through faith in Christ alone o Because we have broken the expectations of God and have rebelled against His truth, the only way back to God is by His act of sovereign grace given to us through the life, death and resurrection of Jesus Christ. o God draws us to Himself by grace and by His grace we respond by receiving Christ as our Lord and Savior. Ephesians 2:8-9, Isaiah 53:6, Acts 4:12, John 1:17 Worship o We live to exalt the Lord God in acts of corporate worship. While the style may vary, the object of our worship is constant. In song and prayer, with the reading and preaching of the Word, we lift up and praise the name and nature of our God. Hebrews 10:24-25, Ephesians 5:19 Prayer o God desires His people to pray and He hears and answers prayer. o Every aspect of church and individual life must begin with prayer in order to fully discern and follow God s will. We desire to see every member comfortable communicating with God in any situation. o In all ministries, activities, and planning of this church, we will seek God s wisdom, will and blessings through prayer. John 16:24, Philippians 4:6-7, Ephesians 6:18 The Word of God o The Bible, as the inspired and infallible written Word of God, is our sole authority and guide for daily living. o The Word of God, in its entirety, is still as relevant today as it was in the past and will be in the future. Joshua 1:8, Hebrews 4:12, 2 Timothy 3:16, 2 Timothy 2:15 Stewardship o We believe that all things belong to God. o God is honored by our stewardship of the gifts that He has entrusted to us to be used for His purposes. Genesis 1:28, Genesis 2:15, Malachi 3:10; Proverbs 19:17 Page 3

8 Discipleship o We believe in the importance of training, teaching and equipping each member. o We value transformation, not just information, as the basis of a successful ministry. Ephesians 4:11-13, Colossians 2:6-8, 2 Timothy 3:16-17, Service o As the body of Christ, together we seek to discover each member's unique gifts and use them in service to God. o We are dedicated to supporting others with kindness and generosity. 1 Corinthians 12:6-11, Ephesians 2:10 Mark 10:43-45 Evangelism/Mission o It is the responsibility of each Christian to share the message of hope through salvation with the unsaved through word and deed. o We show the love of Christ by our support of local and foreign missions through finances, prayer and sharing our spiritual gifts to minister to those in need. Matthew 28:18-20, John 4:34-35, Matthew 4:19, Romans 10:9-15, Acts 1:8, 1 Peter 3:15 The Family of Christ o We are unified through Christ as a body of believers with different interest and gifts who have a loving grace filled relationship with each other. o We strengthen the body of Christ through encouraging and ministering to each other as we faithfully meet together to glorify God. 1 John 3:1, 1 Corinthians 12:12-27, Ephesians 1:22-23, Colossians 3:15-17, Romans 12:4-5 Fellowship o We value sharing our lives with one another by forming relationships that glorify God and build up His church. Matthew 18:20, 1 John 1:3 Page 4

9 SILER PRESBYTERIAN CHURCH - THE CORPORATION The Corporation is the legal body representing the non-profit organization known as Siler Presbyterian Church, Wesley Chapel, North Carolina. The Board of Trustees of the Corporation is comprised of the twelve actively-serving, ruling elders of the Session. The Session elects the President, Secretary, and Treasurer of the Corporation annually. The President must be an actively serving ruling elder. The Vice-Moderator of the Session serves as the Corporate President. The Clerk of the Session ordinarily serves as the Secretary. Meeting frequency is annually or as deemed necessary. President's Responsibilities: Presides over the annual meeting of the Corporation and any necessary meetings of the Board of Directors of the Corporation Oversees all legal and corporate matters relating to the church. Secretary's Responsibilities: Maintains minutes of the corporate meetings. Treasurer s Responsibilities: Prepares the annual financial statement. Page 5

10 OPERATING STRUCTURE OF SILER Siler s operation is structured around the Session, Board of Deacons, and committees. CHURCH OFFICES Siler has two primary organizational units: The Church Session, and the Board of Deacons. The Session shall consist of twelve (12) Ruling Elders and a Moderator which is the Pastor. The Board of Deacons shall consist of twenty-four (24) deacons. Twelve deacons shall be designated as Pastoral Deacons and twelve (12) as Property Deacons. OFFICER ROTATION SYSTEM The rotation system consists of three classes of officers for the Session and the Board of Deacons for three years each. One class rotates off each year, and a new class will be elected to serve. THE SESSION - THE TEACHING ELDER AND PASTOR All ordained ministers are called by the congregation with the approval of the Presbytery. DUTIES The Pastor is responsible for studying, teaching and preaching the Word; for administering the sacraments; for praying with and for the congregation. With the Ruling Elders, the Pastor is to encourage the people in the worship and service of God; to equip and enable them for their tasks within the church and their mission in the world; to exercise pastoral care, devoting special attention to the poor, the sick, the troubled, and the dying; to participate in the governing responsibilities, including leadership of the congregation in implementing the principles of participation and inclusiveness in the decision-making of the church, and its task of reaching out in concern and service to the life of the human community as a whole. With the deacons the Pastor is to share in the ministries of sympathy, witness and service. The Pastor is the Moderator of the Session. As Moderator of the Session, the minister exercises the joint power of government over the congregation, its life, programs, and work. He is under the authority of the Presbytery at all times. COMMITTEE PARTICIPATION The Minister is an ex-officio member of each task force, ministry team and committee of the Session. CHURCH STAFF SUPERVISION The Minister supervises the work of all church personnel, with the assistance of the Session and advice from appropriate committees as is helpful for the task Page 6

11 HIGHER GOVERNING BODIES The Minister has responsibilities to the Presbytery and General Assembly, as well as the community. PASTORAL RELATIONS COMMITTEE A Pastoral Relations Committee (PRC) will be appointed every three years or as necessary, consisting of the Clerk of the Session, a Session appointee, and a Pastor s appointee. The committee shall have both male and female representation. The PRC will serve as a means of feedback between the Pastor and the congregation and will hold meetings at least once a quarter. No meeting minutes are to be kept, but the Session is to be notified when the meetings have taken place and the Session notification recorded in the Session minutes. Page 7

12 THE SESSION - RULING ELDERS QUALIFICATIONS Ruling Elders should be persons of faith, dedication and good judgment. Their lives should reflect and demonstrate the Christian gospel, both within the church and in the world. DUTIES It is the duty of Ruling Elders, individually and jointly, to strengthen and nurture the congregation committed to their charge. Together with the Pastor, they should encourage the people in the worship and service of God, equip and renew them for their tasks within the church and for their mission in the world, visit and comfort and care for the people, with special attention to the poor, the sick, the lonely and the oppressed. They should inform the Pastor and Session of those persons and structures which may need special attention. They should cultivate their ability to teach the Bible and may be authorized to supply places which are without the regular ministry of the Word. Those duties which all Christians are bound to perform by the law of love are especially incumbent upon Ruling Elders because of their calling to the office and are to be fulfilled by them as official responsibilities. In addition, the Session shall maintain total oversight of the church in all areas, including administration, finances, leadership, pastoral care, Christian Education, worship, evangelism, stewardship, mission outreach, and liaison with higher governing bodies. The Session shall keep accurate rolls which are annually reviewed. The Session shall supervise and nurture the spiritual growth and development of those under their active charge. Occasionally, sessional duties may include discipline. An elder will also be assigned to each standing committee to act as an interface between the Session and the committee. The elder is expected to be an active participant in the regular committee meetings and report on the committee activity to the Session. COMPOSITION OF THE SESSION The session is composed of the Minister(s) and the duly elected and installed Ruling Elders on active service. MEETINGS The Session shall meet regularly on the second Tuesday of each month at 7:00 p.m., unless otherwise determined, and when called by the Moderator or by one fourth of the session membership. In cases of emergency, any two Session members may call a meeting. QUORUM A quorum for meetings shall be the Moderator and six (6) active Ruling Elders, with the exception of a called meeting to receive new members when the quorum shall be the moderator and two (2) active Ruling Elders. OFFICERS OF THE SESSION The officers of the Session shall be: Page 8

13 Moderator The Minister or a Minister appointed by Presbytery. Vice-Moderator Elected annually in January. In the case of the Minister s absence and with his approval, he/she will moderate Session meetings in emergencies. Presents the terms of call for the Pastor at the annual meeting in which the budget for the next year is presented. Clerk Elected annually for a one year term and may succeed herself/himself to this office. DUTIES OF THE CLERK OF SESSION The Clerk shall keep minutes of all meetings and submit them to the church secretary for distribution and filing, and assure that they are approved and signed. Ordinarily, the Clerk will serve as recorder of the congregational meetings, attend to all correspondence, keep records of members received and dismissed, assure that records are kept of all baptisms, marriages, deaths, and other significant events, assure that the deacons minutes are audited annually, and prepare dockets for Session stated meetings in consultation with the moderator. Four membership rolls shall be kept: active members, inactive members, baptized members, and affiliate members. JOINT SESSION AND DEACON MEETINGS The Session shall keep in current conversation with both divisions of the Board of Deacons, by inviting a representative from each division to every stated meeting. In addition, at least once a year, the Session and both divisions of the Diaconate shall hold a joint meeting. Parliamentary Procedure should be used in all Session meetings. All meetings of the Session shall be conducted in accordance with the latest edition of Roberts Rules of Order. RESPONSIBILITIES TO OTHER GOVERNING BODIES It is the responsibility of each Ruling Elder to be involved in the meetings of the governing bodies of the church the Presbytery and the General Assembly. Elders should plan to attend one or more of these meetings during their term of service. SESSION ANNUAL PLANNING CALENDAR January February March Plan communion dates Assign Elders committee responsibilities Establish key annual goals Attend Presbytery Meeting Officer installation (second Sunday) Page 9

14 April May June July August September October November December Plan General Assembly attendance Attend Presbytery Meeting Determine Nominating Committee Chair Attend General Assembly Obtain members of Nominating Committee Provide report from General Assembly No Session Meeting Conduct officer training and joint officer meeting Attend Presbytery Meeting Receive recommendations and finalize budget Session review nominating ballot Conduct Congregational Meeting to review budget and election of officers Conduct new officer training Page 10

15 THE DIACONATE QUALIFICATIONS The office of Deacon as set forth in Scripture is one of sympathy, witness, and service after the example of Jesus Christ. Persons of spiritual character, honest repute, exemplary lives, brotherly and sisterly love, warm sympathies and sound judgment should be chosen for this office. COMPOSITION The Board of Deacons, composed of the duly elected and installed Deacons on active service, consists of two divisions that carry out the unique duties of the office of Deacon. Pastoral Deacons focus on the ministry of lay pastoral care to the congregation. Property Deacons focus on the care of property and facilities DUTIES The duties of the Pastoral Deacons include: Coordinating ministry to the sick, depressed, friendless, and to anyone who may be in need of pastoral ministry in the Siler congregation Specific responsibilities include: Oversee the pastoral ministry of the church Recruit persons who have skills and interest to help with pastoral care Receive and provide training to members wishing to assist with providing pastoral care to the church and community Share with the Pastor and Ruling Elders information about care needs in the congregation when appropriate Visit and/or call those with perceived needs or those who have been absent from the church activities for an unusual time period Pray regularly for the needs of the care-givers as well as those to whom ministry is being provided Maintain and encourage others to maintain a high level of spiritual health Assist emotionally and financially when needs arise The duties of the Property Deacons include: Oversee the care and maintenance of all church facilities on the Siler campus, including all property, both real and personal that must be maintained, managed, and repaired Assist in the worship of God by caring for and preparing the facility and items used for worship Receive the regular offering and any special offerings that may be taken Work with the Pastor and the Worship Committee on these areas of worship. The chairman of the Worship Committee maintains a list of specific duties. Page 11

16 MEETINGS Each division of the Diaconate shall meet separately and ordinarily once a month. A quorum for the meetings shall be the chairperson and five other members. OFFICERS OF THE DIACONATE The officers of each Deacon division shall be: Chairperson Elected by each division annually. Secretary Elected by each division annually. Duties of the Diaconate Chairpersons: The chairpersons of each Diaconate division shall call the meetings of the respective division, notify the board members of the meeting and preside over the meetings. The chairperson shall set the agenda of each meeting according to the business. In the absence of the chairperson, a designated board member should moderate the meeting. Duties of the Diaconate Secretaries: The secretary of each Diaconate division shall keep minutes of all meetings, assuring that they are typed and distributed, including a copy to the church office. Duties also include any necessary correspondence, assuring that board members are notified of meetings and assisting the chairperson in his or her responsibilities. COMMITTEES TYPES OF COMMITTEES STANDING COMMITTEES These are the standing committees currently at Siler. Cemetery Committee Christian Education Committee Communications Committee Connections Committee Fellowship Committee Finance Committee Global Missions Committee Health and Safety Committee Local Missions Committee Long Range Planning Committee Personnel Committee Technology Committee Worship Committee Along with these standing committees are sub-committees and other support committees and groups. Page 12

17 SUB-COMMITTEES: Music Committee under the Worship Committee OTHER CONTINUOUS SUPPORT COMMITTEES: Pastoral Relation Committees for all program staff The Recreation Committee OTHER GROUPS AT SILER: Men of the Church Women of Siler SPECIAL COMMITTEES AT SILER: From time to time a special committee or task force may be formed by the Session to do a specific task or coordinate a specific event at Siler. Usually these will be short term groups and will be dissolved after the completion of their assigned task. Examples of special committees include: Search Committees for vacant staff positions, Building Committees, Nominating Committees, and any special committees approved by the Session. CREATION OF COMMITTEES AND GROUPS AT SILER The Session of Siler has full responsibility and oversight in the formation of all committees and recognized groups at Siler. No group or committee may be formed or created without the approval of the Session. GENERAL GUIDELINES AND LEADERSHIP STRUCTURE FOR COMMITTEES Each committee should have at least one member who is an active elder. He/she does not necessarily need to be the chairman. Committees should be composed of 6-10 members that may be adjusted according to the scope of the committee s functions/needs. The length of service is normally for a three-year term, with one third of the membership being changed annually to ensure continuity. Leadership should include a chairman, vice-chairman, and secretary, elected by the committee. The officers are elected for a one (1) year term. The chairman my serve for no more than two (2) consecutive terms. The vice-chairman should be preparing to become chairman at the expiration of the chairman s term. Routine committee functions should be rotated among members to ensure a long term, well-functioning, knowledgeable, and efficient team. Page 13

18 COMMITTEE CHARTERS CEMETERY COMMITTEE MISSION STATEMENT To provide service to Siler and its members by coordinating and overseeing the Siler Presbyterian Church Cemetery MEMBERSHIP Minimum of two members, target of four members at least one member should be an active Property Deacon TARGETED SKILLS Ability to read a map and translate it to the actual landscape Computer skills helpful LEADERSHIP ROLES Chairman: Leads committee in pursuit of the Mission Statement Oversees committee actions Vice-Chairman: Assists Chairman in overseeing the committee Secretary: Maintains records MEETING FREQUENCY Semi-annually COMMITTEE RESPONSIBILITIES Maintains master map of cemetery with all available and pertinent information Coordinates with church staff and funeral home personnel in locating burial plots and marking where needed Assists church leadership, staff, and members with cemetery matters Page 14

19 CHRISTIAN EDUCATION COMMITTEE MISSION STATEMENT To glorify God, invite all into a relationship with Christ, provide opportunities to grow in faith, and serve Christ by providing support and guidance to the Sunday school classes, children s programs and youth programs. MEMBERSHIP The Christian Education Committee reports directly to the Session. It consists of two elders, the Children s Ministry Coordinator, the Youth Ministry Coordinator, a representative from each adult Sunday school class, and a parent representative from each of the children s and youth s programs. Minimum membership level is six (6): one elder, the Children s Ministry Coordinator, the Youth Ministry Coordinator, and a representative from most of the adult Sunday school classes. Members may fill multiple roles. Target membership level is eleven (11): two elders, the Children s Ministry Coordinator, the Youth Ministry Coordinator, and a representative from each adult Sunday school class, and a parent representative from each of the children s and youth programs. TARGETED SKILLS A willingness to serve An investment in our children s and youth program areas An understanding of the needs of one of the following Christian education service areas: Nursery, Toddlers, Children s or Youth Sunday schools, or Adult Sunday school A minimum of one parent of a child active in the children s programs A minimum of one parent of a child active in the youth programs Each member active in at least one church activity outside of Sunday worship LEADERSHIP ROLES Chairman: Leads the committee Sets the meeting agenda Ensures the meeting minutes are distributed Ensures the elders supporting the committee are prepared to discuss topics needing to be brought to the Session Vice Chairman: Leads the committee in the absence of the chairman Prepares to assume committee chairmanship the following year Secretary: Prepares minutes of committee meetings Page 15

20 MEETING FREQUENCY The Christian Education Committee meets ten (10) times a year (monthly except for June and December). COMMITTEE RESPONSIBILITIES Sunday School: o Approves curriculum for children s, youth and adult classes o Manages budget for materials and supplies Vacation Bible School: o Approves curriculum o Budgets for materials and supplies o Assists in volunteerism (teachers, helpers, food, crafts, parking) Youth Groups: o Supports Junior High, Senior High, and College (when home) Standards of Conduct Discipline issues o Supports 30-hour Famine o Supports Reach (preparation support, budget, early-registration, funding] Family Ministry Programs: o Serves as advocates for Kid s Grow and youth programs o Budgets materials and supplies for Trunk or Treat Camps and Conferences: o Supports Summer Camp (Grace Bible Camp) Registration Budgeting for camperships (per capita and needs based) Transportation Confirmation Classes: o Coordinates with the Pastor for youth and adult (Inquirers) classes Children s Music: o Manages budgets for the Alleluia Company and Street Crew and supplies Children s Church Programs: o Supports Little Kids Street and Kid s Street Christian Education Budget: o Budgets for books (references, children s, youth) o Budgets for third graders Bibles and graduating seniors Bibles o Budgets for all of the items for which CE is responsible Recognition events: o Schedules time in the worship services for: Bible for rising third graders Graduating Senior recognition ceremony and Bible presentation Rally Day: o Supports Rally Day activities (set-up, cooking, serving, cleanup, etc.) o Budgets for supplies needed Children s Ministry Coordinator: o Assists with staffing the nursery for Sunday School and worship services Page 16

21 SUNDAY SCHOOL TEACHER RESPONSIBILITIES Each Sunday school teacher has the special responsibility of teaching the children, youth and adult members of the congregation, leading toward a saving knowledge of our Lord and a life of discipleship. Although standard curricula and educational materials are provided as a means to this end, the Bible and the teacher's own Christian experience must serve as the basis for imparting this knowledge. SUNDAY SCHOOL TEACHER QUALIFICATIONS Sunday school teachers must love the Lord Jesus, love God s people; and desire to pass this love along to others. The teacher should feel comfortable when speaking before a class and should be alert to the many needs of that class. Commitment and dedication are required to prepare each week's lesson. The Sunday school teacher's term runs from Rally Day in August, until the following Rally Day the next year. Teachers are encouraged to consider a longer time of service. Page 17

22 COMMUNICATIONS COMMITTEE MISSION STATEMENT To foster communications within and outside our church, to enable us to better glorify God, invite all into a relationship with Jesus Christ, grow in faith, and serve our Lord. MEMBERSHIP 3-5 members TARGETED SKILLS Software experience and information acquisition skills LEADERSHIP ROLES Chairman: Leads committee Oversees committee actions Vice-Chairman: Assists the Chairman Conducts the meeting in the absence of the chairman Secretary: Records and distributes minutes Tracks assignments Sends reminders to members MEETING FREQUENCY Quarterly meetings to outline needs/actions, provide updates to Session. Monthly e-meetings to discuss projects, progress, troubleshoot. COMMITTEE RESPONSIBILITIES Keeps website updated [Bulletins, Sermons, Children / Youth Updates, Monthly Highlights, Sunday School/Vacation Bible School topics, Missions, WOS (Women of Siler), MOC (Men of the Church), Forms/Registrations, Committee pages, etc.] Makes appropriate postings on Church Facebook page Makes flyers (ex. Grow In Faith) as needed/requested Creates web-based staff s and donation acceptance Generates new church photo directory every 5-10 years Maintains directory and military bulletin boards Page 18

23 CONNECTIONS COMMITTEE MISSION STATEMENT To glorify God by welcoming and engaging visitors, offering memberships classes, and providing opportunities for members to serve MEMBERSHIP A current serving Elder to act as an interface to the Session Other church members willing to serve Target 5-7 members LEADERSHIP ROLES Chairman: (may also be co-chairmen) Is accountable to the Session for meeting the goals and mission of the committee Provides leadership and direction to the committee Chairs monthly meetings Recruits and motivates the necessary committee members Reports regularly to the Session regarding progress and opportunities Serves for a term of two (2) years Vice-Chairman: Actively supports the chairman in the execution of his/her duties in preparation for assuming the role of chairman Secretary: Acts to make the chairman and the committee at large more efficient in the execution of their duties Records regular meeting minutes and communicates them to the committee Assists in preparing regular status reports to keep the Session informed MEETING FREQUENCY Monthly meetings - third Tuesday at 7:00 pm COMMITTEE RESPONSIBILITIES Arranges for greeters for each worship service Prays for visitors Welcomes visitors Provides assistance and directions to various locations and activities Assures adequate signage is in place Serves as hosts for the hospitality table Implements process for visitor follow-up through various communications methods Manages content of Fellowship Pads/Connection Cards Assists in membership classes Page 19

24 Provides means to identify and enroll member and visitor support for various service opportunities (example: Ministry Volunteer Fair) Creates opportunities to develop friendships within the church Page 20

25 FELLOWSHIP COMMITTEE MISSION STATEMENT To glorify God and serve in the crossroads by developing and implementing an organized program of Christian fellowship for the congregation MEMBERSHIP Target membership is 6-10 people TARGETED SKILLS Skills needed to serve include a heart for hospitality and organization, time management and communications skills. LEADERSHIP ROLES Chairman: Calls and conducts meetings Provides general leadership Ensures Session has committee updates Serves a two-year term and no more than two consecutive terms Vice-Chairman: Conducts meetings in absence of chairman Succeeds chair to lead committee Secretary: Records minutes and sends to chairman for distribution Works with the Communications Committee to publicize events MEETING FREQUENCY Monthly - (Fourth Sunday at 3 p.m.) COMMITTEE RESPONSIBILITIES Homecoming o Annual celebration of Siler s founding, held the second Sunday in October o Covered dish luncheon o Fellowship Committee provides main meats (to supplement the covered dishes), set up and clean up o Coordinator of any other activities Ice Cream Social o Old-fashioned home-made ice cream event encouraging members to bring churns of ice cream to celebrate summer o Fellowship committee advertises, sets up and cleans up o Fellowship committee gets additional toppings, if needed Page 21

26 Lemonade on the Lawn o Generally held in late spring (after colleges are out and before local schools are out for the summer) o Fellowship activity immediately after the 11 a.m. worship service allowing members and visitors to enjoy a quick visit with homemade lemonade and cookies o Fellowship committee purchases lemons and sugar and makes the lemonade the day before the event o Fellowship committee purchases cookies approximately two (2) per attendee o Fellowship committee advertises, sets up, serves and cleans up Wednesday Night Suppers o Weekly dinners during the fall (approximately late September until mid- November) and during the winter (approximately mid-january until March) to encourage meals with friends and for meeting new attendees o Fellowship committee responsible for six (6) weeks of dinners each time period (six in fall; six in winter) (This includes budget covering the difference between donations for meals and the actual cost of the meals) o Fellowship committee coordinates advertising o Fellowship committee coordinates Sunday School classes for set up / clean up o Fellowship committee helps with set up / clean up as needed Doughnut Sundays: First and Third Sundays o Held the first and third Sundays of each month after the 8:30 a.m. worship service to provide a special time for fellowship o Collect food donations to support local missions on Doughnut Sundays o See addendum for the process for ordering doughnuts, picking up doughnuts and providing milk and juice o Fellowship committee is responsible for ensuring there are ample supplies (including coffee, tea, condiments and paper products) o Making coffee / cleanup is the responsibility of the Property Deacon of the month Operational Support for kitchen o Ordering and tracking supplies needed to support Fellowship Committee activities Page 22

27 FINANCE COMMITTEE MISSION STATEMENT To administer the Lord s finances in accordance with Siler s mission and church policies MEMBERSHIP Minimum membership level is five (5): one (1) elder, three (3) treasurers, and one (1) person from the congregation. TARGETED SKILLS A willingness to serve Experience in financial control and budgeting Capability to manage figures and cash An understanding of laws regarding taxes, contributions, payroll, etc. LEADERSHIP ROLES Chairman: Calls and conducts meetings Provides general leadership Ensures Session liaison has committee updates Serves a two-year term and no more than two consecutive terms Vice-Chairman: Conducts meetings in absence of chairman and succeeds chair to lead committee Receiving Treasurer: Counts, creates summary reports, and promptly deposits all contributions and other receipts Sends out annual statements to contributors Assists with the annual review of the church financial records Implements and oversees the Gift Acceptance Policy Recording Treasurer: Posts contributions from summary reports Posts all disbursements Posts adjustments from bank accounts (e.g. interest and fees) Reconciles checkbook with cash account on general ledger Distributes reports to the Session, each division of the Diaconate, and committees Completes financial portion of the EPC Annual Statistical Report Assists with the annual review of the church financial records Serves as a back-up to issue disbursement checks Disbursing Treasurer: Issues checks upon receipt of proper documents Page 23

28 Promptly pays all approved bills Keeps proper records on all checks issued Records deposits in the checkbook Reconciles bank statements Assists with the annual review of the church financial records Completes and files required tax forms on a timely basis Other Siler Treasurers - All other organizational treasurers shall keep careful and accurate books. Debits shall be paid promptly so as not to accrue interest or penalties, and checking and savings accounts shall be kept current. Annual reports shall be given to the church s Recording Treasurer by January 14 for the prior year. MEETING FREQUENCY Quarterly at a minimum DIVISION OF THE TREASURY In order to ensure the protection of our church's financial personnel, the work of the treasurer shall be divided among three persons: Receiving Treasurer, Recording Treasurer, and Disbursing Treasurer. With this division, the financial records of the church are checked and reviewed for accuracy. The Session will elect treasurers as the need arises. Financial statements will be prepared timely and distributed to the Session no more than 45 days after the close of the month (with a goal of completing this within 30 days). Statements should be provided to the Session on a monthly basis. Fidelity Bond - Treasures of SPC are not required to be fidelity bonded, but are covered under the church insurance policy. Other Accounts at Siler: Men of the Church Women of Siler Recreation Park Restricted funds must be established by the Session before donations are accepted. ANNUAL AUDIT BY SESSION Each treasurer will be subject to a financial review of accounts for which he or she is responsible. Funds should be budgeted each year for an outside party to conduct the financial review. The Session will be responsible to hire the person to conduct the annual review. CHURCH BUDGET The Finance committee is responsible to originate a working copy of the annual budget, with input from various committees, officers, and staff of the church. This is to be done in October so it can be edited and approved by the Session and presented to the congregation in November. Any new request for Siler financial support for the upcoming year must come before the Finance Committee during its budget meeting. The Session has the sole right and responsibility to establish the final budget, determine the Page 24

29 distribution of the church s benevolences, order offerings for Christian purposes and provide full information to the congregation of its decisions in such matters. When presented to the congregation for adoption, no motions to change or to add new funding will be recognized by the moderator. CHURCH DISBURSEMENTS AND REIMBURSEMENTS Anyone requesting a disbursement or reimbursement from the church s Disbursing Treasurer must complete an Expense Report Form. This form should be filled out completely, approved by the appropriate committee or group representative and given to the church s Disbursing Treasurer. All checks issued should be for expenditures covered under a line item in the budget or items approved by the Session. All requests for reimbursement should be accompanied by receipts or statements. Page 25

30 GLOBAL MISSIONS COMMITTEE MISSION STATEMENT To focus on the scriptural purpose of the Great Commission (Matthew 28:18-20) by encouraging and supporting missionaries overseas, planning short term mission trips, and educating and informing the Siler congregation. MEMBERSHIP Target membership is 6-10 people. TARGETED SKILLS Skills needed to serve include a heart for missions and service. LEADERSHIP ROLES Chairman: Calls and conducts meetings Provides general leadership Ensures committee updates to the Session liaison Serves a two-year term and no more than two consecutive terms Vice-Chairman: Conducts meetings in absence of chairman Succeeds chairman to lead committee Secretary: Records minutes and sends to chairman for distribution Works with the Communications Committee to publicize events MEETING FREQUENCY Monthly COMMITTEE RESPONSIBILITIES Prays regularly and encourages the congregation to pray for missionaries Develops and promotes relationships between Siler and missionaries Advocates annual support to selected missionaries Distributes emergency care as deemed appropriate (financial or other) Spearheads efforts to provide financial gifts or care packages to selected missionaries Reaches out to mission agencies to identify missionaries who fulfill Siler s mission values Requires existing missionaries receiving support from Siler to complete an annual financial and project questionnaire Provides oversight to Siler sponsored mission trips Promotes assistance to mission support agencies Page 26

31 Serves as a liaison between missionaries/mission agencies and the Siler congregation through: o Updating the Mission Bulletin Board o Inviting missionaries to speak in worship services, to Sunday School classes, during Vacation Bible School, and other church events o Maintaining ongoing dialogue with missionaries o Providing Moments for Missions during Sunday worship services Page 27

32 HEALTH AND SAFETY COMMITTEE MISSION STATEMENT To glorify God by assuring an environment that is safe for our worshipers and guests. MEMBERSHIP A current serving Elder to act as an interface to the Session A physician 2-3 Nurses Other health care representatives as available Target 1-2 additional church members who are willing to serve LEADERSHIP ROLES Chairman: Is accountable to the Session for meeting the goals and mission of the committee Provides leadership and direction to the committee Chairs monthly meetings Recruits and motivates the necessary committee members Reports regularly to the Session regarding progress and opportunities Serves for a two-year term Vice-Chairman: Actively supports the chairman in the execution of his/her duties in preparation for assuming the role of chairman Secretary: Records and provides regular meeting minutes and distributes them to the committee Assists in preparing regular status reports to keep the Session informed MEETING FREQUENCY Every other month (or more often) on the third Sunday at 4:00 pm COMMITTEE RESPONSIBILITIES Identifies and assists with meeting the educational needs of the congregation regarding health and safety issues (Examples: First Aid, CPR, Transitions Conference) Maintains the Automated External Defibrillator (AED) Program Coordinates the Blood Drives Monitors and keeps First Aid kits supplied Page 28

33 LOCAL MISSIONS COMMITTEE MISSION STATEMENT To lead the congregation in its commitment to reach the world for Christ as we seek to fulfill the Great Commission. Achievement of this will be measured by our ability to 1) reach the community, 2) provide hands-on experience to the members of the congregation including families and youth, and 3) provide board members to local organization when appropriate. MEMBERSHIP The committee will report directly to the Session. Membership is open to members of the congregation with a heart for serving God through local missions Target 6-12 members One Session member and one Pastoral Deacon LEADERSHIP ROLES Chairman: Organizes the committee and the meeting logistics Provides vision based on the church s mission statement Prepares budget with membership s input and approval Serves for a two-year term Vice-Chairman: Act as the chairman in the chairman s absence Serves for a minimum of one year before becoming chairman Secretary: Records and provides regular meeting minutes and distributes them to the committee Assists in preparing regular status reports to keep the Session informed MEETING FREQUENCY Every other month, beginning with January COMMITTEE RESPONSIBILITIES Stays aware of ministries that Siler supports Communicates with multiple agencies Attends committee meetings Acts as the liaison with outside agencies and possibly serves them as a volunteer or in a leadership role Prepares budget requesting funds for local missions for the annual budgetary process Reviews request for new mission expenditures Assists any individual or group wishing to participate in an activity with a local mission Coordinates and facilitates such participation when needed Page 29

34 Provides opportunities for youth members to get involved in local missions by providing a liaison with the youth program Advocates funding in line with the church s core values that ensures proper use of church funds Page 30

35 LONG RANGE PLANNING COMMITTEE MISSION STATEMENT To glorify God by implementing the Long Range Plan as adopted by the Session in accordance with the Core Values, Mission Statement, and Vision Statement. MEMBERSHIP A current serving Elder to act as an interface to the Session A member from every Siler committee to ensure proper alignment with the church organization Other church members willing to serve LEADERSHIP ROLES Chairman: Is accountable to the Session for meeting the goals and mission of the Long Range Planning Committee (LRP) Provides leadership and direction to the committee Chairs monthly meetings, and reports regularly to the Session on progress and opportunities Serve for a two-year term Vice Chairman: Conducts meetings in the absence of the chairman Succeeds chairman to lead committees Secretary: Records and provides regular meeting minutes and distributes them to the committee Assists in preparing regular status reports to the Session MEETING FREQUENCY Monthly meetings currently scheduled for the second Thursday of each month except July and August. COMMITTEE RESPONSIBILITIES Shares and discusses questions and concerns Coordinates clarity of goals and responsibilities of individual committees Ensures proper alignment with the church organization Provides leadership to committees to increases committee effectiveness Page 31

36 PERSONNEL COMMITEE MISSION STATEMENT The Personnel Committee will support Siler staff to encourage professional development/growth, support fair compensation, and deliver feedback to ensure employee success. MEMBERSHIP Committee members should have knowledge of human resources and personnel procedures, the ability to maintain confidentiality, and good written and verbal communications. Committee members are selected by current serving members based upon their skills and knowledge. The committee chair calls and facilitates meetings and attends Session meetings to represent the committee. There should be a minimum of five (5) committee members and will be adjusted based upon the number of staff Committee period of service is four (4) years LEADERSHIP ROLES All leadership role positions shall have a maximum term of two years. Chairman: Calls and conducts meetings, provides general leadership, ensures Session liaison has committee updates Vice-Chairman: Conducts meetings in absence of chairman Succeeds chair to lead committee Secretary: Records and distributes minutes MEETING FREQUENCY Meetings are primarily during the annual review process and other times of the year as needed. COMMITTEE RESPONSIBILITIES Develops job descriptions for all staff (including hourly, salary and other contract employees) Collects information from the congregation, pastor, committees and officers to provide feedback and coaching to staff members Compiles and perform annual reviews for staff members Maintains historical and current personnel records Makes recommendations to the Session regarding salary actions for staff members Prepares and presents to the Session recommendations regarding salaries for new hires Page 32