The Constitution of Second Baptist Church 589 Granby Road South Hadley, Massachusetts 01075

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1 The Constitution of Second Baptist Church 589 Granby Road South Hadley, Massachusetts Ratified September 17, 2017

2 CONSTITUTION SECOND BAPTIST CHURCH OF HOLYOKE ARTICLE I: Name The name of this church shall be the Second Baptist Church of Holyoke (hereinafter the Church ). The Church was organized June 24, 1849, as Second Baptist Church of Holyoke. The Church was incorporated December 10, ARTICLE II: Mission Statement The mission of this church shall be to worship Almighty God, promote the spiritual growth of its members, and advance the cause of Christ throughout the world. ARTICLE III: Policy and Affiliations We acknowledge Jesus Christ as the Head of this church. Its government is vested in its members. The Church affirms its desires to cooperate with other Christian bodies having the same general objectives. We, therefore, affiliate with The American Baptist Churches of Pioneer Valley (TABCPV), The American Baptist Churches of Massachusetts (TABCOM), and American Baptist Churches, USA (ABC/USA). ARTICLE IV: Doctrine and Covenant The Church recognizes The Holy Bible as the sufficient rule of faith and practice, and holds that living in accordance with the teaching of Jesus Christ is the true test of fellowship. Each member has the right to follow the Word of God according to the dictates of his/her own conscience under the guidance of the Holy Spirit. The following statement of faith expresses the spirit in which the Church interprets the Word of God. Faith We believe in God, the Father, infinite in wisdom, goodness, and love; and in Jesus Christ, His Son, our Lord and Savior, Who for us and our salvation lived and died and rose again and lives evermore; and in the Holy Spirit, Who reveals Christ to us, renewing, comforting, and inspiring the people of God. 1

3 COVENANT Having been brought together by Divine Grace to follow the Lord Jesus Christ, we do now solemnly covenant with each other that, God enabling us, we will strive to know the Will of God as revealed by the Holy Scriptures and to walk in His ways. We covenant that we will exercise Christian care and watchfulness over each other, sharing in the joys and endeavoring, with tenderness and sympathy, to bear one another s burden and sorrows. We covenant that we will endeavor to influence those under the care of this Church in the nurture and admonition of the Lord, striving to make known to them, by precept and example, the Love of God and the Lordship of Jesus Christ. We further covenant that, recognizing the Church as the Body of Christ and under His Headship, we will maintain close fellowship with others in the Church for the purposes of deepening our faith through our common worship, serving through the acceptance of responsibilities in the work of the Church, and extending our ministry through our material support of world mission. We further hold it to be the mission of Christ s Church to proclaim the Gospel to all, exalting in worship the one true God, and laboring to bring knowledge, justice, and peace to all. We depend upon the Holy Spirit to guide us in all truth as we pray and work for the transformation of the world into the Kingdom of God. We abide in Christian hope, awaiting the return of Christ and the triumph of His Righteousness, standing firm in the belief of His promise of life everlasting. 2

4 Section 1. Records ARTICLE V: Membership The Church will maintain a permanent record of all membership transactions. Section 2. Reception Upon recommendation of the Single Board and vote of the Church, any person age 18 or older may become a member by one of the following means: A. Confession of faith in Jesus Christ as Savior and Lord, and after baptism by immersion, or affusion if valid reasons approved by the Single Board prevent immersion. B. Statement of Christian experience and confession of reaffirmation of faith in Jesus Christ as Savior and Lord. Section 3. Termination A. A member of the Church desiring to unite with another church at his/her request, may be recommended for that purpose by the Single Board, and upon vote of the Church will be removed from the membership roll. B. Should any member become a detriment to the Church and its good name by reason of immoral or unchristian conduct, or by consistent breach of his/her covenant vows, the Church may terminate his/her membership, but only after due notice and a hearing before the Single Board, and after faithful efforts have been made to bring the member to repentance and amendment. C. If a member submits a letter of resignation, the Single Board, after assurance that appropriate measures have been taken to reconcile that member to the membership of the Church or any other church, may recommend the acceptance of the resignation, and upon vote of the Church, the resignee s name will be removed from membership. Section 4. Deactivation Upon member request or after conferring with the church administrator and the financial secretary, the church clerk may transfer a member from the active membership roll to the inactive roll. The inactive roll consists of church members that have not actively participated in the church community for over one year. Members placed on the inactive roll may not vote, serve on church committees, and are not included in the membership count for the purpose of establishing quorum at church business meetings. 3

5 Upon conferring with the pastors, the church administrator, and the financial secretary, the church clerk may terminate a member from the inactive membership roll if this person has failed, for a period of five years or more, to communicate with the Church by attendance, expression of interest, or contribution to its work. Inactive members will be notified of this decision by either an or letter using their last known address. Section 5. Restoration Upon an inactive member s request or after conferring with the church administrator and financial secretary, the church clerk may restore a member to active status. ARTICLE VI: Officers, Boards, Committees, and Delegates Section 1. Officers The officers of the Church shall be the pastor, assistant pastor, clerk, assistant clerk, treasurer, assistant treasurer, financial secretary, assistant financial secretary, moderator, and church school superintendent. A. Pastor The pastor shall be called in accordance with Article X. The duties of the pastor shall be to: 1. Promote the spiritual welfare of the Church; 2. Administer the ordinances of Baptism and the Lord s Supper; 3. Preside at all services, including, but not limited to, dedications, baptisms, weddings, funerals, and memorial services, and public meetings of the Church unless otherwise specified; 4. Assume responsibility for all services of public worship, their order, elements, planning, and theological content; 5. Visit the sick and other members as needed; 6. Supervise the total program of the Church, and guide the Church in developing effective programs; 7. Serve as a non-voting ex-officio member of all the Single Board and standing committees. 8. Act as moderator pro-tem in the absence of the moderator; 4

6 9. Exercise voting privileges at the church business meetings with the exception of the Single Board meetings; 10. Create the job description and coordinate the hiring process for the church staff who will report directly to him/her or his/her designee under the direction of the Property & Finance Committee and Church/Staff Relations Committee; 11. Supervise the church staff who will report directly to him/her or his/her designee; 12. Terminate Church Staff in emergency instances of gross misconduct where further continued employment would be deemed to be harmful to the Church at the discretion of the pastor. Any such termination of staff must be discussed with the appropriate committee(s) at the earliest possible opportunity. B. Assistant Pastor The assistant pastor is selected by the pastor upon the approval of the Church. The duties of the assistant pastor shall be to: 1. Work in cooperation with and under the direction of the pastor; 2. Receive assignments from the pastor which may include, but not be limited to, assisting in worship, visiting the sick, working with the Single Board, preaching, teaching, and assisting with special services; 3. Serve as a non-voting ex-officio member of the Single Board and all committees. C. Moderator The moderator shall be elected annually and shall preside over all Single Board and business meetings of the Church. The duties of the moderator shall be to: 1. Serve as a voting member of the Single Board and the Property and Finance Committee; 2. Prepare the agenda for the business meetings in cooperation with the pastor; 3. Preside as chair of the Single Board and business meetings. The moderator shall exercise his/her vote at a meeting only in the case of a tie. 4. Serve as an ex-officio, non-voting member of the Nominating Committee. D. Clerk The clerk shall be elected annually. The duties of the clerk shall be to: 1. Record and maintain the minutes of all business meetings of the Church; 5

7 2. Keep an accurate register of all members and review yearly with the church administrator and financial secretary; 3. Furnish letters of transfer; 4. Notify persons of their removal from the active membership roll to the inactive roll, or of their removal from membership. 5. Prepare the annual reports to TABCPV, TABCOM, ABC/USA, keeping copies in the Church file; 6. Serve as clerk of all church business meetings; 7. Serve as a voting member of the Single Board and the Worship and Outreach Committee; 8. Post notices of all authorized business meetings in accordance with Article IX, Section 2.C.1. E. Assistant Clerk The assistant clerk shall be elected annually. He/she shall assist the clerk, and act in the clerk s absence. F. Treasurer The treasurer shall be elected annually. The duties of the treasurer shall be to: 1. Account for all monies belonging to the Church; 2. Monitor all deposits made in the name of the Church at banks designated by the Property & Finance Committee; 3. Pay all bills approved or authorized by the Property & Finance Committee, when there is assurance that products have been delivered or services performed to the satisfaction of the Church; 4. Make withdrawals from permanent and special funds as follows: a. The Investment Fund as directed by the Property & Finance Committee, when there is assurance that products have been delivered or services performed to the satisfaction of the Church; b. The Members in Need Fund as directed by the pastor; c. All other funds as directed by the Property & Finance Committee; 5. Retain joint custody, with the assistant treasurer, of all accounts, safe deposit boxes, insurance policies, and other legal documents pertaining to church property, except as provided in Article VI, Section 4.B; 6

8 6. Keep a record of all transactions in accordance with good accounting procedures: a. Present a report of all monies paid, at scheduled business meetings of the Church; b. Report to the Property & Finance Committee at each Single Board Meeting and whenever requested; 7. Submit at the Annual Meeting a report of all yearly expenses and payments and all funds under the control of the Property and Finance Committee; 8. Serve as a voting member of the Property and Finance Committee and of the Single Board. G. Assistant Treasurer The assistant treasurer shall be elected annually. The duties of the assistant treasurer shall be to: 1. Assist the treasurer, and act in the treasurer s absence; 2. Deposit and withdraw money, and sign checks; 3. Submit reports to the Property & Finance Committee and to the Church in the absence of the treasurer. H. Financial Secretary The financial secretary shall be elected annually. The duties of the financial secretary shall be to: 1. Receive, record, and deposit all monies contributed; 2. Keep a confidential record of individual pledges and contributions; 3. Furnish contributors with periodic reports of their contributions as requested; 4. Provide annual statements to all contributors; 5. Present a report of all monies received at scheduled business meetings of the Church and to the Property & Finance Committee at each Single Board Meeting and whenever requested; 6. Submit at the Annual Meeting a report of all contributed monies; 7. Serve as a voting member of the Property and Finance Committee and the Single Board. 7

9 I. Assistant Financial Secretary The assistant financial secretary shall be elected annually. He/she shall assist the financial secretary and act in the financial secretary s absence. J. Church School Superintendent The church school superintendent shall be elected annually at the May Trimester Meeting, and serve from July 1 June 30. The duties of the church school superintendent shall be to: 1. Implement the curriculum of the church school; 2. Preside at meetings of the church school staff; 3. Supervise the work of the church school according to the direction of the Christian Education Committee; 4. Serve as a voting member of the Christian Education Committee and the Single Board. Section 2. Single Board Plan of Organization There shall be a Single Board consisting of 25 members, clerk, moderator, and pastor. The moderator shall be the chair of the Single Board. In the absence of the moderator, the pastor shall serve as acting chair, and shall vote only in the case of a tie. The Single Board shall be divided into four committees: Christian Education, Missions, Property and Finance, and Worship and Outreach. The chair of each committee of the Single Board must have served on that committee for at least one year, and shall be elected at the first meeting of that committee following the Annual Meeting. The clerk shall serve on the Worship and Outreach Committee, the moderator on the Property and Finance Committee, and the pastor on all the committees. An ex-officio member is part of a committee by virtue of holding another office. According to Robert s Rules of Order, the term denotes how one becomes a member, not what one s rights are. Unless constrained by by-laws, ex-officio members are afforded the same rights as other members, including making formal motions and voting. The duties of the Single Board shall be to: 1. Meet monthly and conduct the business of the church; 2. Set the spiritual direction of the Church in cooperation with the pastor; 3. Listen to the congregation s needs and develop various ministries; 4. Work together to make the ministry of the Church flow smoothly and efficiently; 5. Pray for the members and ministry of the Church; 8

10 6. Serve as helpers to the pastor in carrying out the total ministry of the Church; 7. Serve as the general planning body of the Church for both the annual calendar of programs and long-range planning; 8. Approve all regular and special programs of the Church and its committees; 9. Appoint two ex-officio non-voting members-at-large to the Investment Committee. 10. Provide policy and direction for areas not specifically covered as part of this Constitution. Section 3. Single Board Committees Single Board committees shall meet monthly prior to the meeting of the Single Board as a whole. The preferred method for conducting committee business is via a monthly meeting and live vote. In the event of an emergency, where action may be required prior to the next scheduled meeting, the chair of the committee may request the committee to vote via , as follows: 1. s must be composed in such a way as to relay the need for action, urgency of a vote, and the deadline to vote. 2. All questions and comments on the proposed vote should be forwarded to all committee members. 3. Consent of the proposed action must be unanimous by all voting members. 4. Printed copies of all votes must be kept on file with the church administrator. 5. The committee will approve any action taken by unanimous written consent at the next meeting, and such action shall be reflected in the meeting minutes. A. Christian Education Committee There shall be a Christian Education Committee consisting of six members, each serving a three-year term rotating annually. The church school superintendent, to be elected annually at the May Trimester Meeting, and the youth director/pastor shall serve as ex-officio, non-voting members of this committee. For those members serving three-year terms, a one-year period must elapse before re-election. The duties of this committee shall be to: 1. Be responsible for the organization, administration, and supervision of the entire educational program of the Church; 9

11 2. Develop and interpret to the constituency of the Church the educational objectives and goals; 3. Assess the educational needs of the Church, and make decisions concerning time schedules, use of building and equipment for educational purposes, and addition or elimination of classes or related organizations; 4. Be responsible for the enlisting, training, and appointing of workers for the church school and other educational activities; 5. In cooperation with the pastor, review and approve all educational material used for Christian education; 6. In cooperation with the Youth Director/Pastor, oversee the development and content of all youth activities. 7. Elect annually from its membership one representative to the Nominating Committee and one to the Stewardship Committee; 8. Meet with the pastor monthly to assure the above duties are performed 9. Submit to the Nominating Committee candidates to be considered for the position of the Church School Superintendent. B. Missions Committee There shall be a Missions Committee consisting of five members, each serving a three-year term rotating annually. For those members serving three-year terms, a one-year period must elapse before re-election. The duties of this committee shall be to: 1. Prepare and administer the mission budget of the Church; 2. Seek to increase, by general promotion and special programs, interest and giving to the total work of ABC/USA and other missions; 3. Cooperate with other churches in mission projects; 4. Elect annually from its membership one representative to the Nominating Committee and one to the Stewardship Committee; 5. Meet with the pastor monthly to assure the above duties are performed. C. Property & Finance Committee There shall be a Property and Finance Committee consisting of four members, each serving a three-year term rotating annually, and the financial secretary, the treasurer, one representative from the Investment Committee, and the church moderator. For those members serving three-year terms, a one-year period must elapse before re-election. 10

12 The duties of this committee shall be to: 1. Hold in trust all property and funds belonging to the Church except as noted in Article VI, Section 5; 2. Take all necessary measures for the protection, management, and upkeep of church property; 3. Designate the banks in which church funds are to be deposited; 4. Approve the payment of all bills; 5. Authorize and approve all church staff salaries; 7. Develop and update as necessary policies for the use of the Church and its property for approval by the Single Board. a. Act on requests not currently covered by the current Church and Vehicle Use policies as documented in Appendix A. 8. Work closely with the Stewardship Committee and the treasurer, and on the basis of the results of the Stewardship campaign, prepare a proposed budget to be presented at the Annual Meeting for approval by the Church membership; 9. Elect annually from its membership one representative to the Nominating Committee and one to the Stewardship Committee; 10. Perform such other duties as are deemed necessary by the Church, the Commonwealth, and other regulatory bodies; 11. Meet with the pastor monthly to assure the above duties are performed. The Property & Finance Committee shall have no power to buy, mortgage, lease, or transfer any church real estate without specific vote of the Church authorizing such action. D. Worship & Outreach Committee There shall be a Worship and Outreach Committee consisting of five members, each serving a three-year term rotating annually, plus one representative from the Music Committee to be elected annually. The pastor and the church clerk shall be ex-officio members of this committee. For those members serving three-year terms, a one-year period must elapse before re-election. The duties of this committee shall be to: 1. Assist the pastor by the planning of, and participation in, the regular and special worship services; 2. Provide for all the items necessary for worship, including, but not limited to, candles, bulletins, communion elements and trays; 11

13 3. Assist the pastor with the celebration of the Lord s Supper through preparation and provision of all necessary items and persons; 4. Train and provide worship assistants as needed; 5. Train and provide ushers for regular and special worship services; 6. Provide a supply preacher in the pastor s absence; 7. Work jointly with the Christian Education Committee in the formation and maintenance of a children s church and/or children s activities during regular worship services and special worship services, if necessary; 8. Provide for nursery care during regular worship services; 9. Assist the pastor in developing an outreach ministry, the purpose of which is to help the church with growth and evangelism; 10. In the absence of both the moderator and the pastor, the chair of the Worship and Outreach Committee shall serve as moderator pro-tem; 11. Elect annually from its membership one representative to the Nominating Committee and one to the Stewardship Committee; 12. Meet with the pastor monthly to assure the above duties are performed. Section 4. Pastor Emeritus The title of pastor emeritus is an honorary title that may be bestowed on a pastor retiring from the office of church pastor, to recognize his/her lengthy and distinguished ministry. It is a demonstration of love by the Church and reflects a special or mentoring relationship between the pastor emeritus, current pastor, church staff, and congregation as a whole. The title of pastor emeritus may be considered upon recommendation by the Church/Staff Relations Committee, and requires the vote of the Single Board and congregation at a church business meeting. The duties of the pastor emeritus shall be to: 1. Support the role of the pastor; 2. Play a role in specific church services and celebrations as requested by the pastor or Single Board; 3. Abide by the ABC/USA Minister's Council statement, Ethics for Retiring Pastors and Those Who Replace Them ; 4. Be free to continue with membership at the church and all privileges therein. 12

14 In the event the current pastor vacates his/her position, the duties of the pastor emeritus are suspended, but his/her title will remain. Section 5. Deacon A. Diaconate - The title of Deacon or Deaconess is given to those members of the congregation who are recognized as having a particular heart for service and lay leadership in the Church, and whose character complies with the Biblical qualifications of Christian integrity outlined in 1 Tim 3:8-13. They are spiritually mature in their walk with the Lord, and their Christian faith and character is evident both in the Church and in their personal lives. There is no limit to the number of deacons that comprise the diaconate, but it is noted that eligible members should have a longstanding history of service in the Church and their character is well known to be above reproach. Eligible deacons and deaconesses will be selected by the diaconate in conjunction with the pastor, as they will work under the pastoral leadership team as lay ministers of the Church. A deacon or deaconess shall hold this office until such time as the duties and responsibilities of the office are forfeited or removed. The duties of the diaconate shall be to: 1. Work with the pastoral team directly for the service of the gospel and the ministry of the Church at large. This will include, but not be limited to: serving communion, assisting in the visitation of shut-ins, helping to operate the loving care ministry (meals & funds for those in need), administration of the Members in Need Fund, and giving structural support to the lay ministries of the church when needs arise (new events, outreach ministries, etc.). It is not required that each member of the diaconate serve in each and every capacity, but overall the diaconate would be responsible for these ministries, and each member should have some ministry of service they are involved in. Other special ministries (financial secretary for example), may also be applicable to the office. 2. As those with evident knowledge of Scripture, Christian character, and familiarity with our church, serve in a mentoring capacity to newcomers in the Church. As such, members of the diaconate can be paired with a new member of the Church in order to help acclimate and guide them in the basics of the gospel and church life. 3. Work, when needed and available, with the Single Board to assist in carrying out the ministries and activities of the Church. B. Life Deacons - The title of Life Deacon or Deaconess is an honorary title that may be bestowed on a church member as a tribute of honor and esteem, and in recognition of high service to the Church. A church member may be elected as a Life Deacon or Deaconess by the Church at an Annual Meeting after a nomination has been made by the Pastor and endorsed by the diaconate. 13

15 Section 6. Standing Committees The standing committees shall include, but not be limited to: Audit, Flower, Investment, Kitchen, Memorial, Music, Nominating, Church/Staff Relations, Scholarship, and Stewardship. The pastor or moderator may request the Single Board to vote on the appointment of a special committee as deemed necessary. A. Audit Committee There shall be an Audit Committee consisting of two members elected annually. The duties of this committee shall be to: 1. Examine annually the accounts of the financial secretary, the church treasurer, and report the results at the Annual Meeting; 2. Examine and report annually to the Church the status of the invested securities and all special accounts of the Church. B. Investment Committee There shall be three elected members, each serving a three-year term and eligible for two consecutive terms, at which time a minimum of one year must elapse before eligibility is renewed. In addition to the three elected members, the Church Treasurer shall serve as a nonvoting ex-officio member of the Investment Committee. At the discretion of the Investment Committee, and upon the Church vote, there also may be a non-voting ex-officio member-at-large from the Church. This position allows for a person with a specific area of expertise, whom the committee feels they can benefit from, to sit in a consultant-type capacity on the committee. Eventually, this member-at-large may be considered for an elected position when a vacancy opens up. The duties of the Investment Committee shall be to manage and invest all funds or property bequeathed to the Church. The committee shall not draw money from any fund except in exact accordance with the terms of the donors. When funds are left to the church for its use without specifying any particular purpose, the committee shall hold them subject to the vote of the Church upon recommendation of the Single Board. The Investment Committee, in its discretion and by an appropriate agreement in writing, may constitute and appoint any responsible corporate fiduciary its agent to act as custodian of the securities and other property comprising the trust funds. The agent shall advise the Investment Committee concerning investment, sale, and reinvestment of trust funds. The Investment Committee shall authorize the agent to perform all routine services in connection with the management and administration of said funds, such as bookkeeping; completing and filing of tax or information returns and reports to governmental authorities; transmission of securities upon sale thereof by the Investment Committee; collecting and accounting for the income, 14

16 increases, and profits of the funds; and paying proper taxes and charges (including its own compensation) arising in connection with said funds or its management. Further, the agent shall keep any or all securities or any of the property of the trust funds, except bank accounts, in the name of some other person, firm, or corporation, or in its own name without disclosing its fiduciary capacity, subject to the investment and reinvestment of said funds and sales or purchases in connection therewith, at the sole discretion and control of the committee. The Investment Committee shall elect one member to the Property and Finance Committee who shall serve as a member of the Single Board. No more than one member may serve on both the Investment Committee and the Property and Finance Committee. C. Nominating Committee There shall be a Nominating Committee which shall consist of eight members. Two members shall be elected at-large and serve three year terms (at-large members are eligible to serve consecutive terms). One member shall be appointed annually by each of the following Single Board committees: Christian Education, Missions, Property & Finance, and Worship & Outreach. The Pastor and Moderator shall serve as members in an ex-officio capacity. The Moderator shall serve as a non-voting member of the committee. The duties of this committee shall be to: 1. Solicit a list of nominees for the Single Board, standing committees, and delegates who shall have indicated their willingness to serve; 2. Convene a meeting no later than November to recommend candidates for upcoming vacancies based on the list of nominees. Nominees are to be selected on the basis of faith, dedication to the Body of Christ, and Godgiven talents. If a proposed candidate from the prospective list of nominees cannot be solidified, other candidates will be considered upon consultation with the said committee; 3. Notify the members of the Church of all nominations at least two weeks prior to the Annual Meeting; 4. Work with the Pastor and Single Board to inform the nominees of their election as well as the responsibilities of their respective committee; 5. Present nominations to fill vacancies occurring during the year at a duly called business meeting of the Church. D. Stewardship Committee There shall be a stewardship committee which shall consist of seven members: the financial secretary, two members at-large, and one member elected from each of the Single Board committees (Christian Education, Missions, Property & Finance, and Worship & Outreach). 15

17 The duties of this committee shall be to organize and conduct a stewardship campaign for the purpose of securing pledged support of the financial obligations of the Church. E. Music Committee There shall be a Music Committee consisting of seven members elected annually. The duties of this committee shall be to: 1. Work with the Church/Staff Relations Committee to determine the positions necessary for the continuation and growth of the music ministry; 2. Provide for the care of the choir robes and music supplies for all church choirs; 3. Hold quarterly meetings or special meetings at the call of the chairperson; 4. Recommend to the Property & Finance Committee any needed maintenance for musical instruments and equipment, and recommend necessary replacement or purchase, as needed. 5. Elect annually one representative to the Worship & Outreach Committee who shall function as a member of the Single Board. F. Memorial Committee There shall be a Memorial Committee consisting of three members elected annually by the Church. The pastor shall be a non-voting ex-officio member. The duties of this committee shall be to: 1. Review memorial gifts to the Church. If any stipulations by donors appear questionable or unacceptable, refer to the Single Board; 2. Record the names of persons in whose memory gifts are given, and acknowledge the receipt of gifts to the donor. 3. Recommend to the Single Board appropriate memorial projects; 4. Communicate to the Church and donors that memorial gifts shall be used according to the needs of the Church as determined by the Single Board. Gifts may not bear inscriptions; 5. Transfer monies left as endowment to the Church to the Investment Committee for proper disposition. G. Flower Committee There shall be a Flower Committee consisting of three members elected annually. The duties of this committee shall be to: 16

18 1. Secure flowers and special decorations for worship services; 2. Distribute flowers used in worship services to shut-ins. H. Chief Usher there shall be a chief usher for each service, elected annually, whose duties shall be to: 1. Organize and provide for ushers to serve at worship services and at other times when requested by the pastor; 2. Work in cooperation with the pastor and the Worship and Outreach Committee. I. Church/Staff Relations Committee There shall be a Church/Staff Relations Committee consisting of six members, each serving a three-year term, rotating annually. Staff shall be understood in this context to mean those employed by the church in a full or part-time capacity. The members of this committee shall be elected in the following way: 1. The pastor, having had discussions with the staff, shall submit the names of three church members to the Nominating Committee; 2. The Single Board shall submit the names of three church members to the Nominating Committee; 3. The Nominating Committee shall select one name from the pastor s list and one name from the Single Board list; 4. The Nominating Committee will bring its recommendations to the Church at the Annual Meeting for election; 5. In case of vacancy, the Nominating Committee and the Single Board shall consult together with the pastor for the replacement and present that name to the Church for a vote. The duties of this committee shall be to: 1. Meet periodically with the pastor to discuss overall relations between the staff and laity; 2. Serve as an advisory group to the staff and bring concerns of the congregation to the staff s attention; 3. Serve as an advocacy group for the staff s leadership in the congregation; 4. Serve as a support group to the staff by encouraging professional and spiritual growth such as continuing education and sabbatical leave; 17

19 5. Promote healthy inter-staff relationships; 6. Help the church and the staff deal with conflict by assisting in the steps outlined by Christ in Matthew 18:15-20: a. As an initial response, the committee should encourage conflicts to be solved personally between the two parties in dispute; b. Should reconciliation fail to be achieved, the committee may serve as a neutral party with the aim of reconciliation; c. Should the matter need further action, the committee may recommend the matter to the Single Board for further consideration and action, if needed; 7. Periodically conduct staff performance reviews; 8. Review staff compensation annually, and work with the Property and Finance Committee for appropriate changes; 9. In the event of a vacancy in the position of pastor, become the nucleus of the pastoral search committee, following the steps prescribed in Article X, Section 1, Calling a Pastor; 10. In the event of a vacancy in other staff positions or creation of a new position, become the search committee under the direction of the pastor; 11. Assist in orienting new staff to the church; 12. Work with the Pastor, Single Board, or other Church committee as appropriate should the need arise to terminate employment of church staff other than the pastor. 13. Maintain strict confidentiality in the performance of its responsibilities. J. Kitchen Committee There shall be a Kitchen Committee which shall consist of six members elected annually. The duties of this committee shall be to: 1. Oversee the kitchen area of the church; 2. Supply the kitchen with necessary items; 3. Host special church functions; 4. Report to the Property and Finance Committee the condition and necessary maintenance of all kitchen equipment; 18

20 5. Consult with Property and Finance on the purchasing of all new equipment. K. Scholarship Committee There shall be a Scholarship Committee consisting of three members elected annually. The duties of this committee shall be to: 1. Make an annual appeal to the congregation to raise funds for the Christian Scholars Endowment; 2. Make an annual scholarship announcement; 3. Oversee the scholarship application process; 4. Determine which applicants meet all scholarship requirements; 5. Determine the reduced amount of scholarships if there are insufficient funds in the Christian Scholars Endowment to make a full award; 6. Notify successful scholarship recipients; 7. Complete any college matching forms and send them to applicable colleges with scholarship checks by the required deadline; 8. Make scholarship award presentations during a church function. Eligibility: 1. Candidate must submit a completed application and most current academic transcript to the scholarship committee by March 15 th. 2. Candidate must be a member of the church. 3. Candidate must be accepted and enrolled at a Christian college that is a current member of the Council for Christian Colleges & Universities (CCCU) or an accredited Christian seminary. 4. Candidate must maintain a grade point average (GPA) of at least 2.5 to remain eligible for subsequent years. 5. Candidates can only receive the scholarship for four years as an undergraduate and two years as a graduate student. L. Response Team The Response Team is a five-member team appointed by the pastor to address allegations of abuse. The roles and responsibilities of the Response Team are defined in the Second Baptist Church Safe Church Policy (as adopted 6/17/2010). Response Team members may serve until they tender their resignation or are relieved from duty by the pastor. 19

21 M. Special Committees The pastor or moderator may request a Single Board vote on the appointment of a special committee, as deemed necessary. N. Policy on Ministries in the Church - All ministries of the Church who seek to be endorsed by the Church and affiliated with the Second Baptist Church name and/or use of the Church facilities must submit a proposal to the appropriate Single Board Committee that the ministry falls under (i.e. outreach, mission, educational ministry, etc.). Proposals should include a mission statement that outlines the purpose and sense of calling for the proposed ministry, a faith statement highlighting the general beliefs associated with the ministry, and a general plan of implementation and growth. The Pastor of the church shall work with the committee to review the proposals and determine if they are in line with Baptist understanding and practices, as well as theological continuity with the overall ministry of the Church. The Pastor can make recommendations to the committee, who will in turn vote on each proposal (the Pastor does not vote). The approved ministry will in turn agree to submit annual reports to the committee each year and keep the committee updated on major changes to the ministry. Section 7. Delegates A. Delegates shall be elected annually to attend meetings of, but not limited to, TABCPV, TABCOM, and ABC/USA and shall represent this church at such meetings. B. The number of delegates and their responsibilities shall correspond with the requirements of the respective organizations. ARTICLE VII: Staff The staff shall be defined as the paid employees of the church. Positions may include, but not be limited to, the following: pastor, assistant pastor, church administrator, choir director, contemporary worship director, church secretary, youth director, nursery workers, and custodian. The Church shall secure staff according to the needs of the church based on recommendations from the Pastor and Church/Staff Relations Committee. Church staff are eligible to be Church Members as defined under Article V. Section 1: Termination A staff member shall serve until his/her ministry is terminated by the desire of either the church or the staff member. A. Staff Resignation A staff member other than the Pastor may resign his/her position by providing a minimum of two weeks written notice. The Church/Staff Relations Committee can at their discretion elect to waive this two week notice. 20

22 B. Church Dismissal Paid staff other than the Pastor may be terminated from his/her duties upon the joint recommendation of the Pastor and Church/Staff Relations Committee to the Single Board which shall approve the termination process. Such action may only take place at a meeting called for that purpose. The appropriate Single Board Committee may be included in the meeting to discuss a potential staff termination in cases where the staff person in question reports directly to that committee. The Pastor may in emergency circumstances immediately terminate the employment of a staff member as a result of gross misconduct where further continued employment would be deemed to be harmful to the Church. Any such termination of staff must be discussed with the appropriate committee(s) at the earliest possible opportunity. ARTICLE VIII: Auxiliary Organizations An auxiliary organization shall be defined as a group that uses the church facilities for its meetings and programs, but is not established by the Constitution, elects its own officers, raises its own funds, and provides its own programs in harmony with the basic purpose of the Church. All auxiliary organizations affiliated with the Church shall be under the ultimate jurisdiction of the Church and shall make a written report at the Annual Meeting of the Church. ARTICLE IX: Services and Meetings Section 1. Services A. Worship 1. Public services of worship shall be held at times and places determined by the Single Board. 2. The Lord s Supper shall be observed on the first Sunday of each month or at such other times and places as the pastor or the Single Board may determine. 3. Other services of worship may be held at the discretion of the pastor, the Single Board, or the Church. 21

23 Section 2. Business Meetings A. Regular 1. Annual Meetings of the Church for the election of officers, adoption of the budget, and the transaction of any business of the Church shall be held on the last Sunday of January or at such time as the Single Board shall designate. 2. Other regular business meetings shall be held on the last Sundays of May and September or at such times as the Single Board shall designate. B. Unscheduled Meetings 1. Special meetings of the Church shall be called by the clerk when so directed by the pastor, moderator, or upon written request of five members. 2. The pastor or the Single Board may call emergency meetings of the Church for the consideration of any matters that do not require notification in the manner prescribed in Article IX, Section 2, C-1. C. Rules and Regulations 1. Notice of Meetings The clerk shall give notice of all business meetings which concern, but are not limited to, the election of officers, boards, and committees; the appropriation of money; the improvement, alteration, custody, or transfer of church property; and the termination of the pastor. Such notice shall be signed by the clerk and posted on the bulletin board of the Church, in Church common areas, and the Church newsletter at least seven days prior to the meeting. It shall state the purpose for which the meeting is called. 2. Quorum At all meetings of the Church, 10% of the active membership shall constitute a quorum for the transaction of business. At all meetings of the Single Board and committees, 50% of the Single Board and committee members shall constitute a quorum for the transaction of business. 3. Official Year - The fiscal year of the Church shall be the calendar year. 4. Reports All pastoral staff, all other officers excluding the assistants, Single Board committees, standing committees and delegates shall submit yearly reports at the Annual Meeting and reports at other times upon the request of the pastor or the Single Board. 5. Conduct of Meetings Robert s Rules of Order shall be recognized as the standard of preliminary procedures at all Church business meetings and meetings of the Single Board and committees. A copy of Robert s Rules of Order shall be available at each meeting. 22

24 6. Elected Positions All persons elected under this Constitution must be active members of the Church. ARTICLE X: The Pastorate Section 1. Calling a Pastor When the pastoral office becomes vacant, the Church/Staff Relations Committee shall become the nucleus of a search committee. Additionally, the committee will seek two recommendations from the Single Board to form an eight member search committee. Members of this committee shall remain in place regardless of Constitutional term limits until a new pastor is in place. The committee shall secure names of prospective pastors in accordance with Baptist polity. In reviewing and examining each candidate, the search committee shall consider carefully their personal qualifications, experience, and record; including education, theological views, spiritual discernment, concepts of church and ministry, and ability as a preacher, administrator, teacher, counselor, visionary, and leader of worship, as well as other skills pertaining to the special needs of the Church. When the committee has selected a candidate based on credentials and interviews, it shall invite that person to visit the Church, providing opportunities for members to become acquainted with their prospective pastor. He/she shall be asked to preach in each service. If, after this visit, the search committee feels led to issue a call, and the candidate indicates interest in such a call, a special business meeting shall be called for the congregation to vote by secret written ballot. An affirmative vote of three-fourths of the members present and qualified to vote shall be necessary to make the call valid. Upon affirmative vote, the Church/Staff Relations Committee shall work in cooperation with the Property and Finance Committee and the prospective candidate to determine the salary, benefits, and allowances. Upon successful agreement of all three parties, the call is official. Section 2. Termination of the Pastor The pastor s tenure shall continue as long as it is mutually satisfactory. Either the pastor or the Church may terminate the pastoral appointment upon three months written notice by the Church or upon one month s notice by the pastor. 23

25 Termination of the pastor s service shall be voted upon at a special business meeting of the Church, the notice of such meeting and its purpose having been read from the pulpit on two proceeding Sundays and in a manner described in Article IX, Section 2 C-1. A two-thirds vote of the members present and qualified to vote is necessary to initiate the Church s termination of the pastor s service. ARTICLE XI: Repeal and Amendment Section 1. Repeal Any provision in the Constitution heretofore existing, which is not incorporated in this revision, is hereby repealed. Section 2. Amendment This Constitution may be amended at any meeting of the Church by two-thirds vote of the members present and voting, providing notice of the intention is given at a previous meeting, duly notified as specified in Article IX, Section 2, C-1. 24

26 Appendix A. Church Use Policy Policy on Use of Church Facilities by Outside Organizations As Amended April 21, 2015 Second Baptist Church owns and manages a sanctuary, gymnasium, classrooms, outdoor space, and a commercial kitchen. These facilities were made possible through the generous donations of church members and others, primarily for the purpose of furthering the gospel of Jesus Christ. Second Baptist Church is part of and serves a larger community, and seeks opportunities to grow relationships leading to a path of faithfulness for believers and seekers. The purpose of this proposed policy is to strike a balance between the need of the church to maintain its facilities for furthering its various ministries, while being flexible and open to the use of facilities by outside organization in the absence of immediate and apparent conflict. The church s recognized responsibility to oversee, manage and supervise the use of the buildings and facilities to ensure ongoing availability also requires minimizing risks of bodily injury, property damage, and to the reputation of the church that may be posed by the use of facilities by outside groups. Outside groups that have an established, ongoing relationship with Second Baptist Church have a reasonable expectation that facilities will remain available for use on terms and condition similar to past use, unless a reason or conflict arises to change those terms and conditions. All requests for the use of church facilities recognize Second Baptist Church policy prohibits the use of alcohol, tobacco and marijuana products on church property, in addition to prohibiting illegal drug use, possession, or distribution. Cigarette smoking is permitted in two designated areas near the front and rear entrances. For the purpose of this policy, the church is defined as any building or property owned by Second Baptist Church. This policy shall be considered to be in effect anywhere on the grounds of Second Baptist Church. New requests for the use of church facilities as of July 1, 2013 should generally conform to the following guidelines, and are subject to review and approval by the Property & Finance committee. Outside requests will be evaluated with respect to outreach and fundraising potential, and furtherance of church mission. Guidelines are as follows: 1. The request should originate from a member in good standing of at least one year. 2. Church members requesting facility use are asked to provide a written request outlining the particulars of the proposed event with advance notice, preferably a minimum of 60 days. 3. The proposed use should not be for the explicit or implied promotion of a profitseeking enterprise or an organization whose goals conflict with the mission statement and core beliefs of Second Baptist Church. 4. The proposed use should have a significant element of missions, outreach, fellowship, Christian education, or evangelism. 5. The proposed use should include the on-site supervision for the duration of the event by church members in good standing of at least one year at the discretion of the Property & Finance Committee. 25

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