Lutheran Church of the Redeemer Polices, Practices and Procedures Manual

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1 Lutheran Church of the Redeemer Polices, Practices and Procedures Manual PP&P Manual Page 1

2 Lutheran Church of the Redeemer Polices, Practices and Procedures INDEX PAGE Introduction... 4 Alcohol Policy 5 Child Abuse, Prevention of 9 Columbarium/Memorial Garden Fund Bylaws Communications Procedures.. 27 o Meeting, Function, Event and Room Request Form 29 o Facility Use, Operating Procedures for 31 Constitution and Continuing Resolutions, Amendment and Archiving of 33 Election of Congregation Council Members.. 36 Employee and Clergy Handbook Finance Ministry Team o Annual Operating Budget, Timeline for Preparation of. 80 Food Ministry, Lutheran Community.. 82 Foundation, Redeemer o Operating Agreement o Management of Gifts to Unrestricted and Restricted Funds.. 89 Funding o Community Outreach Ministry Team, Annual Funding for o Core Spiritual Partners; Addition, Removal and Annual Funding for 109 o Memorial and Designated Funds, Request for 113 o Over and Above Fundraising Policy Over and Above Fundraising Request Form o Property Preservation Fund, Request for Funds from the o Undesignated Bequests, Tithing of. 125 German Church; Policies, Practices and Procedures (Letter of Agreement) Mission House Guidelines. 131 Nursery Guidelines 134 Personnel Committee Policies, Procedures and Guidelines PP&P Manual Page 2

3 Lutheran Church of the Redeemer Polices, Practices and Procedures INDEX (Continued) PAGE Vision and Mission Statements, The Lutheran Church of the Redeemer 139 Worship Ministry Team o Funeral Policy and Advance Planning Guide o U.S. Flag Display Policy o Usher Manual 152 o Wedding Guide. 172 PP&P Manual Page 3

4 Lutheran Church of the Redeemer Polices, Practices and Procedures INTRODUCTION The administrative and organic lives of the Evangelical Lutheran Church of the Redeemer are guided by three documents (in hierarchical order): the Constitution, the Continuing Resolutions ( CRs ) and the Policies, Practices and Procedures Manual ( PP&P Manual ). Each level derives its content directly from the document immediately above it. The Constitution is Redeemer s seminal document. It is the system of fundamental laws and principles that outlines the nature, functions, and limits of the precepts that govern this congregation. Amending the Constitution is a tedious, extensive formal process requiring Congregational meetings and ultimate approval by the Southeastern Synod of the Evangelical Lutheran Church of America The Continuing Resolutions provide additional information or details for implementing the provisions of the Constitution. Each Continuing Resolution must relate to a section in the Constitution, and is numbered accordingly. Not all constitution sections have supporting continuing resolutions, so the numbering of the continuing resolutions is not consecutive. Continuing Resolutions can be enacted or amended more easily than changes to the Constitution. A Continuing Resolution requires a majority vote at a congregation meeting or a two-thirds majority of all Council members at a regular meeting. The primary function of Continuing Resolutions pertaining to Ministry Teams or other identifiable organizations within the congregation is to clearly and succinctly enumerate the duties and responsibilities of these organizations. The PP&P manual is the least formal of the three guiding documents. Its purpose is to provide a practical and educational narrative for the congregation regarding the way things are currently done in the process of executing the Constitution and CRs. The PP&Ps are authored, many times voluntarily, by the congregational organizations charged with conducting Redeemer s ministries. The PP&Ps are amended or revised by these organizations as processes are changed or improved as a result of practical experience. While there is no codified requirement for approval, the updated PP&P Manual is periodically submitted to the Executive Committee, the Congregation Council or both for review to insure that Constitutional or Continuing Resolution requirements are not being violated by the policies, practices and procedures described therein. The manual is coordinated and maintained by a designated member or members of the Constitution and Continuing Resolutions Task Force. PP&P Manual Page 4

5 Lutheran Church of the Redeemer Polices, Practices and Procedures ALCOHOL POLICY Approved By: Congregation Council Approval Date: 6/16/2009 PP&P Manual Page 5

6 Evangelical Lutheran Church of the Redeemer Policy on Alcohol Use In the interests of promoting the principles of Christian living and the appropriate use of alcoholic beverages, the Congregational Council of the Evangelical Lutheran Church of the Redeemer has approved the following guidelines to govern the use of alcoholic beverages in connections with Redeemer events. It is anticipated that the use of alcoholic beverages will only be incidental to, and not a focus of, Redeemer events, and that consumption will be modest. For the purposes of this policy, the German Church Atlanta is considered to be part of the Evangelical Lutheran Church of the Redeemer when using Redeemer facilities. This policy specifically excludes the sacramental use of wine in Holy Communion. Let your moderation be known unto all men. The Lord is at hand. Philippians 4:5 (KJV) Guidelines The Evangelical Lutheran Church of the Redeemer will observe all federal, state, and local laws and regulations with respect to alcoholic beverages. Any person or group wishing to serve alcoholic beverages at an event on Redeemer s property must obtain permission in advance by submitting a written application to the Executive Committee of the Congregational Council at least 45 days in advance of the proposed event, using the forms provided. The application will address the means by which all of the provisions of this policy will be satisfied and enforced as well as other related details. One person at any such event shall be designated as the Alcohol Custodian (AC). The AC shall have the following responsibilities: Assuring that any alcoholic beverages are properly brought onto the property, secured, and later disposed of, if any are left over after the event. Assuring that the alcoholic beverages are dispensed and consumed in accordance with this policy, and that containers of alcoholic beverages are not left unattended. Asking any person who appears to be intoxicated to leave the premises, and offering to arrange alternative transportation to anyone who appears intoxicated when leaving the premises. Any church member or staff person who becomes aware of any violation of this policy, or of any person who appears to be intoxicated, should bring it to the attention of the AC, who shall take appropriate action, including asking the violator to leave the premises. Alcoholic beverages are to be provided at events in Redeemer s facilities only in conjunction with substantial food. The only exception to this guideline is that a traditional champagne toast (one glass per person) may be offered to the bride and groom following a Redeemer wedding. PP&P Manual Page 6

7 When alcoholic beverages are provided at an event, they shall be served from only one designated serving location. Participants must go to that location to obtain the beverages. Alcoholic beverages served in Redeemer s facilities are limited to beer, wine, and other lowalcohol beverages. Hard liquor is never allowed. Whenever alcoholic beverages are provided, non-alcoholic alternatives must be provided with equal accessibility and in adequate quantity. The availability of alcoholic beverages must not be promoted by Redeemer as an attraction to an event. The sale of alcoholic beverages at Redeemer events is not permitted. The beverages must be included without additional cost in an overall fee for an event or meal. There must be no difference in the fee for alcoholic and non-alcoholic beverages. Generally no more than two alcoholic drinks will be served to any one person. Outside groups using Redeemer s facilities for events, whether the facilities are rented or provided free, shall not serve alcohol, and this policy shall be stated in any written agreements with such groups. No one shall bring a personal container of an alcoholic beverage onto the church premises or consume alcohol on the premises that has not been handled and provided in accordance with these policy guidelines. Self-service bars are not permitted at Redeemer. Alcoholic beverages shall not generally be stored on Redeemer s premises, and shall be under lock and key for short-term storage before an event. Alcoholic beverages shall not be consumed in worship areas such as the sanctuary and the chapel. The use of alcoholic beverages is not permitted at Redeemer activities primarily for youth. At off-site events sponsored by Redeemer, the rules of the facility will be observed. In general, at commercial establishments that serve alcoholic beverages, consumption is at the discretion of the individual, although immoderate or intemperate use of alcohol is not condoned by Redeemer as acceptable behavior and it is not in accordance with the principles of Christian life. When the off-site event is intended to be spiritual, such as a retreat, the pastor or lay leader of the event may require that participants refrain from consuming alcoholic beverages. PP&P Manual Page 7

8 ALCOHOLIC BEVERAGE REQUEST Supplemental form to CHURCH FUNCTION REQUEST Type of Event Alcoholic beverage(s) to be provided Starting and stopping times of dispensing Dispensing location [Indicate on attached chart] Consuming area [Indicate on attached chart] Method of dispensing (from what kind of container into what type of drinking vessel, by whom) Control Plan. How will the number of alcoholic beverages served to each person be controlled? Alcohol Custodian. I agree to serve as Alcohol Custodian for the proposed event. I have read the Redeemer policy on alcohol use and agree to faithfully carry out my duties. If I cannot attend, I will arrange for a substitute Alcohol Custodian and notify the Redeemer staff as soon as possible so that the substitute can be approved in advance of the event. Name Signature Date PP&P Manual Page 8

9 Lutheran Church of the Redeemer Polices, Practices and Procedures PREVENTION OF CHILD ABUSE Approved By: Congregation Council Approval Date: 12/17/2013 PP&P Manual Page 9

10 DECEMBER 17, 2013 CONGREGATION COUNCIL CONSENT AGENDA ITEM 7 Policies & Procedures for the Prevention of Child Abuse Lutheran Church of the Redeemer Rev. December PP&P Manual Page 10

11 PURPOSE AND STATEMENT OF POLICY "Let the little children come to me, and do not hinder them, for the kingdom of God belongs to such as these. And he took the children in his arms, put his hands on them and blessed them." Mark 10:14, 16 "Now it is required that those who have been given trust must prove faithful." 1 Corinthians 4:2 The goal of The Evangelical Lutheran Church of the Redeemer, Atlanta, Georgia, Inc. (also known as Lutheran Church of the Redeemer, Redeemer Lutheran or Redeemer) is to provide a safe and secure environment for preschoolers, children, youth and mentally handicapped persons entrusted to our care. We make this commitment to encourage children, youth and their families to grow in their relationship with God and with one another. Church leadership recognizes the need to have formal, written policies and guidelines to facilitate this commitment to prevent the occurrence of child abuse in all its forms and to respond appropriately to any issues that may arise. Certain standards of behavior and conduct are appropriate for the entire church body. Volunteers who work with children as well as Redeemer staff members are in a position of trust within the Church. Additional duties and requirements are, therefore, reasonable and necessary for those persons. The following procedures are not based on suspicion or a lack of trust but instead are instituted to protect our youth, children, employees, volunteers and the entire Church body from even the appearance of impropriety. SCOPE AND DEFINITIONS For the purpose of this Policy the following definitions shall apply: Adult shall be defined as any individual at least eighteen (18) years of age. Children and Youth shall be defined as any individual under the age of eighteen (18) including any vulnerable Adult whose mental capacity is that of a minor. Child Abuse is the verbal, physical or emotional abuse or neglect of a Child or Youth including, but not limited to, the legal definition set forth by O.C.G.A Child Sexual Abuse is the sexual abuse or exploitation of a Child or Youth including, but not limited to, the legal definition set forth by O.C.G.A An "Incident of Abuse" occurs when a person commits, or is reasonably suspected of Rev. December PP&P Manual Page 11

12 committing, an act of Child Abuse or Child Sexual Abuse. Parent includes parents, guardians and normal caregivers. Senior Ministry Staff means professional members of the Redeemer staff (called or lay) responsible for certain aspects of its ministry. Redeemer Staff Members means any employee of Redeemer and any contractor who has any interaction with Children and Youth related to Redeemer activities. Teenage Youth Volunteer: shall mean a Youth Volunteer at least fourteen (14) years old or older, but under the age of eighteen (18). Youth Volunteer shall mean any person who engages in or supervises structured activities related to Redeemer, whether on or off premises, with Children and Youth outside the direct presence of their Parents. WHAT IS CHILD ABUSE OR CHILD SEXUAL ABUSE? All child abuse is an exploitation of a child s vulnerability and powerlessness in which the abuser is fully responsible for the action. Child sexual abuse is also criminal behavior that involves children in sexual behaviors for which they are not personally, socially, and developmentally ready. Child sexual abuse includes behaviors that involve touching and non-touching aspects and may be violent or non-violent. Child Abuse or Child Sexual Abuse occurs when a person: Inflicts or threatens to inflict physical injury upon a Child or Youth, other than by accidental means; Inflicts or threatens severe mental or emotional injury upon a Child or Youth; Neglects a Child or Youth by failing to provide physical necessities or by failing to provide adequate supervision; Commits or allows to be committed any sexual offense against a Child or Youth or engages in any sexual contact with a Child or Youth. Makes any kind of sexual advance or request for sexual favors, engages in sexually motivated physical contact, or engages in other verbal, visual or physical conduct of a sexual nature directed towards a Child or Youth. Rev. December PP&P Manual Page 12

13 STANDARDS APPLICABLE TO EVERYONE Child Abuse and Child Sexual Abuse, in all forms, is prohibited and will not be tolerated. In addition, the following is prohibited at events or during programs primarily directed at Children or Youth including, but not limited to, Redeemer preschool activities, Sunday School and Youth Ministry related events: Possession of or the state of being under the influence of illegal or illicit drugs; Possession of or the state of being under the influence of alcohol; Possession of pornography or obscene materials; and Sexual activity. STANDARDS APPLICABLE TO REDEEMER STAFF AND YOUTH VOLUNTEERS In keeping with their position of trust, the following standards and requirements are applicable to Redeemer Staff and Youth Volunteers. Qualifications No person may participate in or supervise programs related to Children and Youth without prior approval pursuant to this Policy. No volunteer or Redeemer staff member will be allowed to work with Children or Youth until they have been a member of the church for a minimum of six (6) months, have been a regular attendee for a minimum of one (1) year or have been approved by the Senior Pastor. Training Redeemer Staff, Youth Volunteers and Teenage Youth Volunteers shall be provided with a copy of this Policy and provided with suitable training on a regular, generally yearly, basis. Background Checks and Criminal History A background check shall be completed for Redeemer Staff and Youth Volunteers who shall complete an application for such background check. Redeemer Staff and Youth Volunteers shall be required to complete an application providing personal and confidential information necessary to perform background checks and reference checks on each individual worker. Teenage Youth Volunteers shall complete a specialized application but shall not be required to have a background check. Rev. December PP&P Manual Page 13

14 Reference checks shall be completed for Redeemer Staff and may be conducted for Youth Volunteers or Teenage Youth Volunteers as appropriate. Any conviction, adjudication that has been withheld or reserved, or a case that has been handled by pretrial services or a similar procedure of the following shall generally disqualify a person from being a member of the Redeemer Staff or serving as a Youth Volunteer or Teenage Youth Volunteer. Criminal homicide; Aggravated assault; Any drug related crime that would be considered a felony; Crimes related to the sale of drugs or controlled substances; Sexual abuse or battery; Sexual assault (rape); Aggravated sexual assault; Injury to a child; Incest; Indecency with a child; Inducing sexual conduct or sexual performance of a child; Possession or promotion of child pornography; Abandonment or endangerment of a child; Kidnapping or unlawful restraint; Public lewdness or indecent exposure; Enticing a child for any indecent purpose; Any offense that places a person on the Sexual Offender list. Arrests or Convictions for offenses other than those enumerated herein may, at the discretion of the Senior Pastor or Executive Committee, disqualify a person from being a member or the Redeemer Staff or serving as a Youth Volunteer or Teenage Youth Volunteer. All personal information voluntarily disclosed, the results of all background and reference checks or the refusal of any person to participate in a program or activity in lieu of such disclosure requirements will be maintained in the strictest of confidence. Secure files will be maintained containing the documents for Redeemer Staff and Youth Volunteers. The information in these files shall be considered highly confidential and disclosed only to those persons with an absolute need to know to exercise Redeemer s responsibilities. Applicants turned down based on background check information will be given a copy of the relevant background check, information regarding the agency that provided the background check information, and a copy of the federal bulletin titled A Summary of Your Rights under the Fair Credit Reporting Act. Approval Senior Ministry Staff may approve participation of Youth Volunteers or Teenage Youth Volunteers in programs with our Children and Youth pursuant to this policy. Senior Ministry Staff must, however, consult with the Senior Pastor regarding any negative results of background checks, references or other adverse information relating to Youth Volunteers of Teenage Youth Rev. December PP&P Manual Page 14

15 Volunteers. The Senior Pastor should consult with the Executive Committee on any issues that relate to the safety of Children or Youth before approving such person for service and participation in any church-sponsored ministry that involves Children or Youth The Senior Pastor may approve participation of Redeemer Staff Members in programs with our Children and Youth pursuant to this policy. The Senior Pastor should consult with the Executive Committee regarding any negative results of background check, references, or other adverse information that relates to the safety of Children or Youth before approving such person for service and participation in any church-sponsored ministry that involves Children or Youth Any member of the Senior Ministry Staff, in consultation with the Senior Pastor, shall have the authority to disapprove any Redeemer Staff, Youth Volunteer or Teenage Youth Volunteer s service and participation in any church-sponsored ministry that involves Children or Youth for reason known to that person, in confidence or otherwise, that would suggest that said person should not serve or participate in that role. Exercise of Discretion The Senior Pastor or Executive Committee may seek additional information from any source in making these determinations. Reasonable conditions may be imposed by the Senior Pastor or Executive Committee for participation in church sponsored ministry that involves Children or Youth. The Senior Pastor or Executive Committee may, in their discretion, allow a volunteer to participate in church sponsored ministry that involves Children or Youth after considering the individual circumstances of a conviction of enumerated offenses or any negative results of background checks, references or other adverse information. Any such exercise of discretion should be exercised with the overriding concern being the protection of our Children and Youth. Other Safeguards The Church will adopt the two adult rule, which means that no Youth Volunteer, Teenage Youth Volunteer or member of the Redeemer staff shall be left alone with a Child or Youth except in extraordinary and unexpected circumstances. This rule requires a reasonable ratio of adult workers to be maintained in each situation involving the supervision of Children or Youth. Any non-member or outside organization who uses Redeemer s facilities and/or The Mission House shall comply with the terms of this Policy. Church staff and responsible volunteers should make unannounced visits into classes or other program sites from time to time. The Church shall adopt a check-in/check-out procedure for all 2nd grade aged children and younger. Permission slips will be available for adults to sign, authorizing the release of the child(ren) to other adults. An age appropriate identification system shall be adopted for other Children and Youth so that the adults who drop off a child are the same adults who pick up the child or are otherwise authorized. Rev. December PP&P Manual Page 15

16 In counseling sessions with minors, parental permission shall be obtained prior to a minister meeting privately with a minor, or the two adult rule shall be used in that instance. Prior permission may be granted by parents to cover a particular time period (i.e., a school year) for their child to receive counseling from a particular minister. Windows in doors should not be covered to facilitate observation. Parental permission shall be obtained for overnight activities off the Redeemer campus. Ministry Staff may promulgate additional rules or policies for specific ministries or programs with the overriding concern being the protection of our Children and Youth Rev. December 2013 INVESTIGATION AND REPORTING It is the policy of Lutheran Church of the Redeemer to follow all mandatory reporting laws of the State of Georgia (see e.g., O.C.G.A ). Any person having reasonable cause to believe that a child has been abused shall report or cause reports of that abuse to be made to the Fulton County Department of Child and Family Services (or corresponding child welfare organization) or to any local police authority within twenty-four hours from the time of such reasonable cause to believe a child has been abused, Upon the first suspicion of an Incidence of Abuse of Child Abuse or Child Sexual Abuse, the following steps should be taken immediately: Do not treat the suspicion as frivolous. The Church must assume that all allegations are made in good faith. Report any reasonable cause to believe that a child has been abused to the appropriate police authority as required by law and immediately inform the Senior Ministry Staff and the Senior Pastor, or if the Senior Pastor is not available, the Congregation President. Immediately inform the Senior Ministry Staff and the Senior Pastor, or if the Senior Pastor is not available the Congregation President, of any suspicion of abuse or conduct prohibited by this policy, even if such suspicion does not reach the level of the reasonable cause required by law to be reported. Every allegation of child abuse or violation of this policy should be investigated promptly. The Senior Pastor or Congregation President shall insure that any report required by law has been made and shall cooperate with law enforcement officials. Written documentation should be prepared in consultation with appropriate professionals, including legal counsel. Any person suspected of being involved in Child Abuse or Child Sexual Abuse shall be suspended from any activities involving Youth or Children until an investigation has been completed. The Bishop s office of the Southeastern Synod shall be notified after any report is made to a police authority, to a child welfare agency, or if a member of the Redeemer Staff is 7 PP&P Manual Page 16

17 involved. Any person suspected of being involved in Child Abuse or Child Sexual Abuse shall be instructed to refrain from all contact with the victim, the victim s family or any relevant witnesses. The victim or victim s family, if the family is not suspected of involvement, should be informed of the steps that are being taken, and the status of the investigation. Every effort should be made to spiritually support the victim and the victim s family through normal pastoral care or, in extraordinary situations, through involvement of clergy outside of Redeemer. Every effort should be made to spiritually support the person accused of abuse through the involvement of clergy outside of Redeemer. Redeemer clergy should avoid receiving any privileged information from a person who has been accused of a violation of this Policy. In instances where Child Abuse or Child Sexual Abuse is confirmed, the church should immediately dismiss the worker from that position. Appropriate consideration of member discipline or other conduct restrictions should be considered as provided for in Redeemer s Constitution at the appropriate time. In instances where the evidence of abuse is inconclusive, the church should consider the strength of the evidence available and the potential harm to children and take appropriate actions with the goal of safeguarding those in our care. In those situations where a member has been accused of a crime of child abuse that directly or indirectly involves the church, the congregation should be notified with respect to matters which are not confidential, so that the congregation will hear about the investigation from within the church rather than from the news media. Only designated members of the Redeemer staff shall speak with the media. Appropriate church authorities should promptly take steps to plan for a response to the media and attempt to speak to the media only through one contact person assigned by the Senior Pastor so that the church can emphasize its position on child abuse, its concern for the victim, and the extensive steps the church is taking to address the present occurrence and to reduce the risk and provide a safe environment for other children. Rev. December PP&P Manual Page 17

18 SCREENING FORM FOR REDEEMER STAFF AND YOUTH VOLUNTEERS This form is to be completed for any position involving working with Children or Youth to provide a safe and secure environment for the activities or programs of the church. Name Last First Middle Maiden ID or DL# Date of Birth (Identity MUST be confirmed with a driver s license or DPS identification card.) Present Address City State Zip Code Phone Occupation Work Phone If less than one year: Previous Address City State Zip Code Phone Occupation Work Phone Have you ever been arrested for, charged with, under probation for, or convicted of a crime other than minor traffic violations? Yes No. If yes, please explain Personal References (3) Name Address Telephone Rev. December PP&P Manual Page 18

19 SCREENING FORM FOR TEENAGE YOUTH VOLUNTEERS This form is to be completed for any position involving the supervision or care of Children or Youth by Teenage Youth Volunteers provide a safe and secure environment for the activities or programs of the church. Name ID or DL# Last First Middle Date of Birth Present Address City State Zip Code Phone School Grades If less than one year: Previous Address City State Zip Code Phone School Grades I understand that in serving as a Teenage Youth Volunteer for the Lutheran Church of the Redeemer that I am willing to abide by the policies and procedures set forth in the church s program to reduce the risk of child abuse in this church. I understand that child abuse is a serious matter and will do my part in the prevention of child abuse while serving at Redeemer. Signature of Teen Worker Date I do not know of any reason why my child should not serve as a Teenage Youth Volunteer. Signature of Parent/Guardian Date Rev. December PP&P Manual Page 19

20 REDEEMER STAFF OR YOUTH VOLUNTEER APPLICATION AND ACKNOWLEDGMENT The information contained in this screening form is correct to the best of my knowledge. I authorize any references to give you any information, including opinions, which they may have regarding my character and fitness for work with Children and Youth. Each reference may be asked to submit the names of other persons to be used as references. In consideration of the receipt and evaluation of this application by the Lutheran Church of the Redeemer, I hereby release any individual, church, youth organization, charity, employer, reference, or any other person or organization, including record custodians, both collectively and individually, from any and all liability for damages of whatever kind or nature which may at any time result to me, my heirs, or family, on account of compliance or any attempts to comply with this authorization. Should my application be accepted, I agree to be bound by the Bylaws and Policies of the Lutheran Church of the Redeemer and to refrain from unscriptural conduct in the performance of my services on behalf of Redeemer. I further state that I have carefully read the foregoing release and know the contents thereof; and sign this release as my own free act. This is a legally binding agreement which I have read and understand. I agree to follow all aspects of the policy, report any violation of the policy and commit myself to providing a safe and healthy environment for the Children and Youth of Redeemer. Print Name Date Applicant s Signature Print Witness Name Date Witnesses Signature Rev. December PP&P Manual Page 20

21 LUTHERAN CHURCH OF THE REDEEMER BACKGROUND INVESTIGATION CONSENT FOR REDEEMER STAFF AND YOUTH VOLUNTEERS I, (applicant complete name), hereby authorize the Lutheran Church of the Redeemer and/or its agents to make an independent investigation of my background, references, character, past employment, education, criminal, or police records, including those maintained by both public and private organizations and all public records for the purpose of confirming the information contained on my Application and/or obtaining other information, which may be material to my qualifications for employment or volunteer work now, and if applicable, during the tenure of my employment or volunteer work with the Lutheran Church of the Redeemer. I release the Lutheran Church of the Redeemer and/or its agents and any person or entity which provides information pursuant to this authorization, from any and all liabilities, claims, or lawsuits in regard to the information obtained from any and all of the above referenced sources used. The following is my true and complete legal name, and all information is true and correct to the best of my knowledge. Full name (printed) Maiden name or other names used Present street address How long? City State Zip Code Former street address How long? City State Zip Code Date of birth Social security Driver s license # State of license Signature Date Rev. December PP&P Manual Page 21

22 CRIMINAL RECORDS CHECK Name Last First Middle Maiden Sex: (please indicate) Male Female Race: (please indicate) White Black American Indian Asian/Pacific Islander Hispanic Other Date of Birth (Year/Month/Day): Social Security # - - Drivers License # & State: Have you ever been charged with or convicted of a crime other than a minor traffic violation? yes no Are there any legal charges pending against you? yes no If yes to either of the above questions, please explain: The signature represents my current legal name and any previously used names are listed below: Signature of Applicant Date Rev. December PP&P Manual Page 22

23 Lutheran Church of the Redeemer Polices, Practices and Procedures BYLAWS OF THE EVANGELICAL LUTHERAN CHURCH OF THE REDEEMER COLUMBARIUM/MEMORIAL GARDEN FUND (Amended July 7, 2006) PP&P Manual Page 23

24 Amended July 07, 2006 BYLAWS OF THE EVANGELICAL LUTHERAN CHURCH OF THE REDEEMER COLUMBARIUM/MEMORIAL GARDEN FUND ARTICLE 1 PURPOSE Section 1.1 The Council of the Evangelical Lutheran Church of the Redeemer has established by resolution a Columbarium/Memorial Garden for members and their immediate families at the Church. The Columbarium/Memorial Garden (the Fund ) is responsible for the initial funding and subsequent administration of the Columbarium/Memorial Garden pursuant to the Policies and Regulations adopted by the Council. The Fund is an unincorporated, non-profit Fund. Section 1.2 The office of the Fund shall be at the Evangelical Lutheran Church of the Redeemer, 731 Peachtree Street, NE, Atlanta, Georgia ARTICLE II TRUSTEES Section 2.1 The business of the Fund shall be governed by a six member Board of Trustees comprised of five members appointed by the Council, plus the Congregation s Treasurer. Each Trustee shall be appointed for a three-year term, provided that the members of the first Board of Trustees shall be as follows: one member for a one-year term; two members for a two-year term; and two members for a three-year term. The Trustees shall serve until their successors shall have been duly appointed. There shall be no limitation on the number of terms a Trustee shall be eligible to serve. A person appointed by the Council to fill a vacancy on the Board of Trustees will serve for the unexpired term of the predecessor Trustee. Section 2.2 An annual meeting of the Board of Trustees shall be held during the month of November of each year at such time and place as shall be determined by the Trustees and designated in the notice of the meeting. At such meeting, the Trustees will elect officers and transact other necessary business. Special meetings of the Trustees shall be held at such time and place as shall be designated in the notice of such meetings and may be called by the Chair or by any two Trustees at any time. Notice of a special meeting of the Board of Trustees shall be given by the Secretary of the Board to each Trustee not less than forty-eight (48) hours before the time fixed for such meeting, by written notice delivered personally or mailed to each Trustee; provided, that such notice may be waived by any Trustee in writing by waiver executed either before or after the time fixed for such meeting. Attendance by a Trustee at any such meeting shall constitute a waiver of notice of that meeting. Any meeting of the Trustees may be conducted by the use of any means of communications by which all Trustees participating may simultaneously hear each other during the meeting. Section 2.3 A majority of the Trustees shall constitute a quorum for the transaction of any business by the Board of Trustees, but if less than a majority is present, a majority of the Trustees present may adjourn the meeting form time to time without further notice. At an adjourned meeting at which a quorum is present, any business may be transacted which could have been transacted at the meeting originally called. The act of a majority of the Trustees PP&P Manual Page 24

25 Amended July 07, 2006 present at a meeting at which a quorum is present shall be necessary to transact any business. Any action that may be taken at a meeting of the Board of Trustees may be taken without a meeting if written consent setting forth the action by all Trustees and is filed with the Secretary. Section 2.4 The Board of Trustees shall be responsible for establishing the policies and procedures of the Fund, subject to the direction and control of the Council. Section 2.5 The Trustees may, by resolution passed by a majority of the Trustees, designated from among its members one or more committees, each committee to consist of one or more Trustees. Any such committee, to the extent specified by the Trustees, shall have and my exercise all the authority of the Board of Trustees in the management of the affairs of the Fund, except as otherwise restricted by applicable law. ARTICLE III OFFICERS Section 3.1 The officers of the Board of Trustees shall be elected by the Board of Trustees at its annual meeting and shall serve at the pleasure of the Board. The officers shall serve without compensation but may be reimbursed for actual expenses by vote of a majority of the members of the Board of Trustees. The officers of the Board of Trustees shall be a Chair, a Secretary, a Treasurer and such additional officers as the Board of Trustees may from time to time elect. The officers must be members of the Board of Trustees and shall serve only during their continuance as Trustees. (a) The Chair shall preside at all meetings of the Board of Trustees and shall have overall responsibility for seeing that the policies, procedures and resolutions of the Board of Trustees and of the Council are carried out. (b) The Secretary shall be responsible for keeping minutes of all meetings of the Board of Trustees, shall cause to be given notices of annual and special meetings of the Trustees, and shall be responsible for maintaining files of Applications for Reservation of Columbarium Niches and of Certificates of Ownership issued by the Fund. (c) The Treasurer shall be responsible for depositing all the monies of the Fund in the name and to the credit of the Fund in one or more bank accounts or other depositories designated by the Board of Trustees and shall disburse, or cause to be disbursed, the funds of the Fund as ordered by the Board of Trustees. Section 3.2 For any reason and without limitation, the Board of Trustees may delegate the powers and duties of an officer to any other officer or to any Trustee or Trustees. Section 3.3 Checks drawn on any depository of the Fund shall be signed by such members of the Board of Trustees as may from time to time be designated by the Board of Trustees. PP&P Manual Page 25

26 Amended July 07, 2006 ARTICLE IV FUNDS Section 4.1 Funds collected and received by the Fund shall be used to pay for all expenses related to the construction and maintenance of the Columbarium/ Memorial Garden and for any other purpose authorized by these Bylaws or the Trustees. After completion of all phases of the Columbarium Memorial Garden, the Board of Trustees may set a limit on the amount of funds which may be retained by the Fund. Any excess amounts shall be paid into the Church s general fund for use as determined by the Council. ARTICLE V APPLICATIONS FOR NICHES Section 5.1 Persons desiring to apply for Columbarium Niches shall do so on application forms designed for that purpose and approved by the Board of Trustees. Each application shall be filed with the Secretary with payment of the sales price as provided in the Columbarium/Memorial Garden Policies and Regulations. As soon as the filing of such application as is practicable, the Board of Trustees shall meet to act on such application and, if such application is approved, a Certificate of Ownership shall be issued to the applicant for each niche. Section 5.2 The Board of Trustees shall be empowered to make such decisions as may from time to time be necessary in order to carry out the purposes of the Council as provided in the resolution of the Council establishing the Columbarium/ Memorial Garden and the Columbarium/ Memorial Garden Policies and Regulations as approved by the Council. Section 5.3 The Board of Trustees, through such members as may be designated to do so, shall report to the Council no less frequently than annually and more often as necessary on the financial condition of the Fund, together with a list of Certificates of Ownership issued since the last report to the Council and a listing of the names of deceased whose remains have been inurned in the Columbarium/Memorial Garden since such last report. ARTICLE VI GENERAL PROVISIONS Section 6.1 These Bylaws may be amended by vote of a majority of the Trustees then in office recommending such amendment to the Council, and the amendment shall become effective upon approval thereof by the Council. Section 6.2 Although the Fund is designed to have perpetual existence, it may be dissolved by direction of the council. In the event of dissolution, all funds of the Fund which remain following the satisfaction of all liabilities and obligations then outstanding, shall be expended for the purposes for which the Fund was established by transfer to an appropriate committee as directed by the Council Section 6.3 The Church may indemnify and advance expenses to a Trustee or officer of the Fund to the fullest extent permitted by law. In addition, if approved by the Council, the Fund is authorized to purchase and maintain insurance on behalf of any individual who is or was a Trustee or officer of the Fund, to the fullest extend permitted by law. PP&P Manual Page 26

27 Lutheran Church of the Redeemer Polices, Practices and Procedures COMMUNICATIONS PROCEDURES Approved By: Susan Cordell, Programs and Communications Director Approval Date: 1/15/2014 PP&P Manual Page 27

28 POLICY APPROVAL/REVISION DATE: 1/15/2014 REDEEMER COMMUNICATIONS PROCEDURES Communications requests are submitted to the Director of Communications for review and approval to insure branding integrity. These requests include but are not limited to the following: all printed collateral (i.e., brochures, Sunday bulletin, bulletin insert), special advertising for events and programs, all video production that involves Redeemer ministries, and all signage and postings of flyers. The website information is submitted to the Webmaster for inclusion on the website and social media sites. The monthly e-newsletter information can be submitted to the editor of the newsletter or to the Director of Communications. The deadline for the Sunday bulletin and insert is Tuesday at noon. The deadline for the e-newsletter is the 15 th of each month. PP&P Manual Page 28

29 Lutheran Church of the Redeemer Polices, Practices and Procedures MEETING, FUNCTION, EVENT AND ROOM REQUEST FORM Approved By: Susan Cordell, Program & Communications Director Approval Date: 01/15/2014 PP&P Manual Page 29

30 Redeemer Lutheran Church Meeting/Function Request Form (Submit to Program & Communications Director) Date Submitted: Event Day and Date: Location if Offsite: Name of Meeting or Organization: (Used for Bulletin and Website Information) Staff or Contact Phone: Room(s) Reserved (room assignment may change based on needs of the day) Meeting Space F & B Space: Set Up Time Required: Time Meeting Begins: Ends: Church Hours: 8:00 am until 9:00 pm Mon.- Friday; 9:00 am until 9:00 pm Sat.- Sun. Time Meal Begins: Ends: # People: (No meal service available for outside groups without prior approval, All caterers must be approved prior to event) Set Up request for rooms: (attach sheet if needed) Audio/Visual Needed: (Available for Redeemer Use only) 4 th StreetParking: Yes No Parking Deck (Requires approval from Facilities/Operational Mgr/ No overnight parking / Fee $50-100) Additional Security: (4 hours minimum - $60.00.) All events must have security- charges applicable if outside office hours Room Fee: Code for charges: Menu Request (list below) Price per person: (Cashier and bank is planner s responsibility) PP&P Manual Page 30

31 Lutheran Church of the Redeemer Polices, Practices and Procedures OPERATING PROCEDURES FOR FACILITY USE (Updated March, 2015) Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 31

32 March 2015 Operating Procedures for Facility Use Staff Complete Function Request Form as completely as possible All facility use requires a Function Request form ( even informal meetings) (we must know who is in the building for security and receptionist) Return original to Robin- Make all room changes, additions or cancellations with Robin See Karen if you need directions for setting up computer/ Ahead of time- (at least 24 hours) she is happy to show you how. Provide updates on all dates blocked Notify Maria of final food and beverage / room set up final counts (24 Hr minimum) Arrange for cashier if needed for food and beverage/ deposit cash in work room safe Collect meeting space fee is applicable and deposit in work room safe Check space prior to use Robin Place Date and block space on church events calendar Give Maria the Function Request Form which Maria retains in a notebook List information in insert calendar and on line calendar Review Calendar of Events in Staff Meeting Correct information as needed from staff information given, i.e. cancellation, etc. Notify security and Maria of calendar changes Provide calendar information to Amber Maria Review weekly Calendar of Events with Robin on Tuesday morning. Review Function Request Form and contacts staff or contact for additional information Set up room as requested- no change of space without staff approval Provide food and beverage as requested Provide visual aids: flip chart, markers, etc. Check space each day against calendar before leaving Security Review Function Request Form Review Weekly Calendar of Events on insert Schedule security coverage based on weekly calendar of events Arrange parking for all events Confirm security and parking with Maria Check space each day against calendar before leaving PP&P Manual Page 32

33 Lutheran Church of the Redeemer Polices, Practices and Procedures AMENDMENT AND ARCHIVING OF CONSTITUTION AND CONTINUING RESOLUTIONS Approved By: Congregation Council Approval Dates: 2/19/2013 (Policy); 5/21/2013 (Addendum) PP&P Manual Page 33

34 POLICY APPROVAL/REVISION DATE: 2/19/2013 (Policy), 5/21/2013 (Addendum) CONTINUING RESOLUTIONS POLICY AND PROCEDURES INTRODUCTION: Chapter 18 of the Constitution of the Evangelical Lutheran Church of the Redeemer, Inc., Atlanta, Georgia, provides for the establishment of continuing resolutions (CRs). These resolutions form a separate, but governing supplement to the congregation Constitution. Each resolution is coded to correspond to the specific chapter in the Constitution to which it applies. The CRs are intended to support, detail, and/or implement the Constitution chapter for which they were written without changing the content of the Constitution. The Redeemer Constitution itself was structured and written to conform to the ELCA Model Constitution for Congregations. The Model Constitution provides for congregation governance in broad terms and includes a lengthy and complex procedure for amendments (Chapter 17). The Model Constitution also provides a more agile procedure for establishing and amending the continuing resolutions (Chapter 18). By using continuing resolutions, the congregation can alter its procedures and practices in a timely and simple manner without changing the Constitutional foundation. AMENDMENT PROCESS: Any member or group of members of the Congregation may submit a written proposal to enact new or amend existing continuing resolutions by submitting a proposal in writing to the Executive Committee (EC). The EC shall promptly review the proposal. If the EC determines that the proposal content and format with respect to the Redeemer Constitution is appropriate, it shall forward the proposal directly to the Council for action. If the EC judges that direct submission to the Council is not appropriate, it may direct the proposal to the Constitution and Continuing Resolutions Committee (C&CRC) for review and revision for fidelity with the Constitution. The C&CRC shall conduct its analysis and revision, if required, and return the proposal to the EC in a timely manner. After the proposed original or revised CR has been reviewed and accepted by the Executive Committee it shall be forwarded promptly to the Congregation Council along with a recommendation for action. The Council may act directly on the proposal or may submit it to the Congregation for a vote, as stated in C18.02 of the Constitution; Continuing resolutions shall be enacted or amended by a majority vote of a meeting of the Congregation or a twothirds vote of all voting members of the Congregation Council. ARCHIVAL PROCEDURE: After the proposed new CR enactment or existing CR amendment has been approved by the Congregation Council or by the Congregation, the approved revisions shall be incorporated in the previously approved existing CRs and archived in the official Redeemer CR document record by the Congregation Council Secretary with assistance, as needed, from the Constitution and Continuing Resolutions Committee. Archiving shall include, at a minimum, the following actions: 1. A physical and a digital copy shall be transmitted to the Director of Church Administration as curator of the official CR documents. 2. A physical copy shall be deposited in the Constitution/Continuing Resolutions binder located in the Redeemer Media Center. 3. A digital copy shall be posted on the Redeemer website. 4. Staff and Congregation Council members shall be informed that the CRs have been updated and are available on the Redeemer website for reference and for producing physical copies. The general membership shall be informed by way of an announcement in the weekly bulletin and on the Redeemer website. PP&P Manual Page 34

35 POLICY APPROVAL/REVISION DATE: 2/19/2013 (Policy), 5/21/2013 (Addendum) MAY 2013 ADDENDUM (Detailed CR Archive Procedure Authored by Ed Kuehn, May 2013) Constitution and Continuing Resolution Update Process Note: The original document is the official version that is archived and preserved. 1. Rename the existing original document (constitution or continuing resolutions) in Microsoft Word (MS) to reflect the new "as-of" date for the revised version. 2. Incorporate the revised text into the new, renamed original file. 3. Update the document history and the table of contents in the new original file. 4. Send the new original file to the Chair of the Constitution and Continuing Resolutions Committee and to the Council Vice President/Secretary for review and proof reading by a selected representative or representatives of the C&CR and Executive Committees. 5. After approval by the representatives specified in Item 4 above, save the new original MS Word file as a PDF file (which can be done directly in Microsoft Word under Save As ). 6. Provide the new original PDF file to the Redeemer website manager to update on the Redeemer website. Also provide the C&CR Committee Chair and the Council VP/Secretary with an electronic copy so that all have the new original PDF file. 7. Print the revised pages of the document to insert into the C&CR binder in the Redeemer Media Center. (Not necessary to reprint the whole CR section unless a lot of pages have changed.) Print a complete copy of the new original document for the archives. 8. Copy the new original MS Word document and corresponding PDF files to read-only CD's. Give one CD, along with a printed copy of the new original document, to the Redeemer Director of Church Administration for the archives. Give a second CD to the Office of Administration and Communications Manager (for requests from congregation members). 9. When the previous eight steps are complete, notify the Congregation Council President so that he/she can inform the Council members and congregation that the updates are complete and available. PP&P Manual Page 35

36 Lutheran Church of the Redeemer Polices, Practices and Procedures ELECTION OF CONGREGATION COUNCIL MEMBERS Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 36

37 Election of Congregation Council Members PP&P Manual, Council Approval Date: November 15, 2016 Nominations for and elections to the Redeemer Congregation Council are conducted in accordance with the Constitution and Continuing Resolutions (CRs). The process is described in general immediately below. Following the description, the controlling paragraphs of the Constitution and CRs are included in this PP&P for reference. Sample cover letters to the congregation to solicit nominations, to transmit election ballots with candidate bios, and a blank sample nomination form follow the Constitution and CR information. Election ballots are produced by the Redeemer Office Administrator. 1. The Nominating Committee is identified by the Executive Committee and presented for Council approval at the August meeting. After the Nominating Committee has been approved, the members shall elect a Chair. 2. Nominating forms are produced by the Redeemer office staff under the direction of the Office Administrator and are distributed to the congregation via U.S. mail (with return envelope, no postage) and to be delivered prior to the 2nd Sunday in September. The mailed forms shall also include a cover letter from the Nominating Committee outlining Council membership requirements along with a list of those members already serving, those whose terms are expiring, and those who are not yet re-eligible for election after previous service (members are not eligible for three years following completion of a council term). Announcements are included in the service bulletin starting on the 2nd Sunday in September through the Sunday when nominations are due. Nominations are due by the end of the 11:00 service on the first Sunday of October. Nominations may be placed in the ballot box located at the Visitors Information Desk in Sims Atrium or mailed bearing a postmark no later than the Wednesday prior to the nomination deadline. 3. The final nominees for Council shall be determined by the Nominating Committee as outlined in CR12.02c and shall be notified no later than 2nd Sunday of October. The nominees will be announced in the bulletin on the 3rd Sunday in October. Committee members shall keep the 4. Bios and headshot photos must be received from nominees no later than the fourth Thursday of October. 5. Candidate bios and ballots printed on color paper shall be mailed (U.S. mail with enclosed return envelope, no postage) to the congregation by the Office Administrator no later than one week following the deadline stated in Item 4 above. The ballot box and additional candidate bios will be located in Sims Atrium at the Visitor Center desk. Blank ballots will be available at the Visitors Information Desk in Sims Atrium through the morning of the election and must be signed for by eligible voting members. 6. The election shall be held no later than the 3rd Sunday of November. Election ballots must be placed in the ballot box at the church no later than 30 minutes following the end of the 11:00 service. Ballots mailed to the church via U.S. Postal Service must be postmarked no later than the Wednesday preceding the election on the 3rd Sunday. 7. The Nominating Committee will count the ballots starting no sooner than 30 minutes after the end of the 11:00 service. All candidates will be notified of the election results by phone that day. All candidates should provide the committee with a phone number or other means of contact by which they can be personally contacted. As soon as all candidates are notified, a joint Constant Contact notice from the Senior Pastor, Council President and Election chair will be sent to the congregation to announce election results. Announcement of the election winners, including their headshot photographs, will also be posted on the Redeemer website no later than 12:00 noon on Monday following the election. 8. Installation of the new council members will be the first Sunday in December during the worship services. The newly elected council members will be installed at whatever service they attend on that day. Terms for the new council members shall start on the following January Newly elected council members will be invited to attend the December council meeting for the purpose of welcoming them and familiarizing them with Council meeting procedures. The staff will order Council name tags for the newly elected members and will distribute the name tags before January A one-day council retreat is held on the 2nd Saturday in January (typically, or on a convenient alternate day) at a site designated by the Senior Pastor. The purposes for the retreat are to select new council officers in accordance with paragraphs C11.01 and C11.02 of the Constitution, to provide spiritual and social fellowship for the council members, and to plan programs and activities for the upcoming year. PP&P Manual Page 37

38 Redeemer Constitution (March 15, 2015 amendment) requirements for nominating/electing members of the Congregation Council: C12.02.c PP&P Manual Page 38

39 Redeemer Continuing Resolutions (June 16, 2015 and October 20, 2015 amendments) for nominating/electing members for the Congregation Council: CR c. Procedure for Nominating and Electing Congregation Council Members a. At a regularly scheduled summer meeting of the Congregation Council, the members of the Nominating Committee shall be identified, as described in C The Council shall instruct the committee members to elect a chair and begin the nomination and election process. b. The Nominating Committee shall prepare nomination forms on which voting members of the congregation may nominate up to five separate individuals. The forms shall state that only voting members of the Congregation may be nominated. The definition of voting member, as defined in C8.02c, shall be included. c. Nomination forms, including the return due date, shall be sent in the mail to all voting members in a timely fashion so as to allow the Nominating Committee to tally the returned nomination forms, contact the nominees and compile the slate of nominees for the election, pursuant to C12.02c.2. d. The Nominating Committee shall prepare a slate of ten (10) nominees for the Congregation Council as follows: 1) The Nominating Committee shall tally the nominations submitted on the forms to determine the six (6) nominees receiving the most nominations. The Committee will contact the top 6 nominees to determine their willingness to be on the ballot for the Congregation Council. If any of the top 6 nominees declines, the Nominating Committee shall continue to contact nominees in the order of the greatest number of nominations received. 2) After filling the first six positions on the ballot, the Nominating Committee will continue to fill the slate with four (4) additional voting members, so that it is generally representative of the congregation in the areas of age, gender, family composition, areas of involvement or interest in church activities, and any special skills that may be needed on the Congregation Council. 3) Before contacting any potential nominee the Nominating Committee shall confirm with the senior pastor that the nominees are voting members of the Congregation. 4) The Nominating Committee shall maintain confidentiality as the slate of nominations is prepared e. The Nominating Committee shall oversee the election for the Congregation Council as follows: 1) Election information and voting materials shall be sent in the mail to all voting members at least two weeks in advance of the date of the election. The posting of the information in the regular mail with proper postage affixed, and sent to the last known address of the voting member shall be deemed sufficient notice of the election. 2) The Nominating Committee shall prepare the official ballots on colored paper. 3) An alphabetic slate of nominees, biographical information about each nominee, the dates of the election, and the procedure for voting shall be included in the mailing. f. A voting member may vote for up to five candidates. Members may return their ballots by mail so they are received in the church prior to the close of the election or members may vote in person by depositing their ballots in the ballot box, which shall be available in the Atrium during the times that worship services are being held. The Nominating Committee shall be responsible for the security of the ballots. Voting shall end 30 minutes after the end of the last worship service during the election week. g. Ballots will be available to voting members during the times worship services are held during election week. Voting by proxy shall not be permitted. h. If a ballot has more than five candidates selected, the ballot shall be invalid and shall not be counted. Invalid ballots shall be so marked and retained with the other ballots for one year pursuant to C12.02c.6 i. The five candidates receiving the most votes shall be elected to the Congregation Council. If the top five cannot be determined because of a tie, the Nominating Committee shall arrange for a runoff. PP&P Manual Page 39

40 NOMINATION/ELECTION OF CONGREGATION COUNCIL MEMBERS SAMPLE DOCUMENTS: Cover Letter to Congregation for Solicitation of Council Nominees Nomination Form Cover Letter to Congregation to Transmit Nominee Information and Election Ballots PP&P Manual Page 40

41 Dear Redeemer Member, Each year the Congregation s current Nominating Committee submits a list of 10 nominees for the following calendar year s Congregation Council to replace those members whose terms end on December 31 st. The committee is composed of those whose terms are ending plus, at the committee s discretion, one or two additional recent council members who are not eligible for re-election. The Council is composed of the 15 lay members, the called Pastors, the congregation Treasurer, and the Financial Secretary. We need your participation in selecting lay-member nominees for three year terms starting with the calendar year YYYY. Please consider nominees who are generally representative of the congregation in age, gender, family composition, and areas of involvement or interest in church activities. Also important are special professional and/or personal skills that may enhance the breadth of talents represented on the Council. Nominees must have a strong Christian commitment, as evidenced by faithfulness in worship; stewardship of time, talent and treasure; and active involvement in the congregation s life and ministry. They must be able and willing to: Attend monthly (typically, third Tuesday evening) council meetings Serve on a ministry team Assist with special projects Demonstrate leadership A nomination form is enclosed, and additional forms are available at the Visitor s Information desk in Sims Atrium. You may submit up to five nominations. Redeemer s Constitution provides that the six (6) persons receiving the most nominations will automatically be included on the ballot. The Nominating Committee will then add four more candidates to complete the slate of ten (10) to balance and ensure a range of candidates with the needed variety of skills and experiences. Council members whose terms are continuing (listed at the end of this letter), Council members who recently served (also listed at the end of this letter), and employees of the congregation and their spouses or partners are ineligible for election. The congregation-wide task of selecting nominees is important. The Committee receives a large number of nominations and must carefully consider each one based on the information provided by the nominators. To help us with the process, please describe the specific strengths of each person you nominate in as much detail as possible and confirm that each is willing to serve, if elected, before you submit the name into nomination. Place the completed nomination form in the designated ballot box at the Visitors Information desk in Sims Atrium by Sunday, September DD or mail nominations postmarked no later than the previous Wednesday. Only confirmed members in good standing and over age 18 are eligible to nominate, vote in the elections and serve on Council. The Nominating Committee s selections will be presented to the Congregation Council and listed in the bulletin. Bio information about the ten nominees and a ballot will be mailed to each eligible voting member on or about November 6 th. Ballots will be accepted up to 30 minutes after the conclusion of the 11:00 service on Sunday, November DD, and the newly elected Council members will be announced the following week. COUNCIL MEMBERS WHOSE TERMS CONTINUE AND ARE NOT ELIGIBLE FOR NOMINATION: Members Listed COUNCIL MEMBERS WHOSE TERMS EXPIRE AND ARE INELIGIBLE FOR NOMINATION: Members Listed PP&P Manual Page 41

42 MEMBERS OF THE CONGREGATION WHO RECENTLY SERVED AND ARE INELIGIBLE FOR NOMINATION: Members Listed EMPLOYEES OF THE CONGREGATION AND SPOUSES/PARTNERS INELIGIBLE FOR NOMINATION: Employees and spouses/partners listed Thank you for your prayerful consideration and participation in selecting Redeemer s leaders for next year. Sincerely, The Nominating Committee: XXXXX, Chair XXXXX XXXXX XXXXX XXXXX (Appointed by Committee) XXXXX XXXXX (Appointed by Committee) (All are ineligible for nomination in YYYY) PP&P Manual Page 42

43 Nominations for Redeemer Council Candidates (Form Frontside) (Nominate up to five candidates for 3-year terms beginning in calendar year YYYY) NOMINEE 1: Name Qualifications and Talents Has person agreed to be nominated and is willing to run if nominated? NOMINEE 2: Name Qualifications and Talents Has person agreed to be nominated and is willing to run if nominated? NOMINEE 3: Name Qualifications and Talents Has person agreed to be nominated and is willing to run if nominated? PP&P Manual Page 43

44 Nominations for Redeemer Council Candidates (Form Backside) (Nominate up to five candidates for 3-year terms beginning in calendar year YYYY) NOMINEE 4: Name Qualifications and Talents Has person agreed to be nominated and is willing to run if nominated? NOMINEE 5: Name Qualifications and Talents Has person agreed to be nominated and is willing to run if nominated? NOMINATOR (PLEASE PRINT) SIGNATURE OF NOMINATOR PP&P Manual Page 44

45 Dear Fellow Members of Redeemer, As we approach the end of the year, it s time to prepare for an infusion of new leadership on the Redeemer Congregation Council. It s both your privilege and responsibility to select five new Council members to replace those who will complete their three-year terms in December. The five retiring Council members formed the heart of a nominating committee that assembled a slate of ten (10) qualified candidates from nominations submitted by the congregation according to the requirements of CR12.02c of Redeemer s Continuing Resolutions. The candidates selected by the congregation for the calendar year YYYY Council are listed along with brief personal descriptions on the enclosed brochure. Your ballot is also included. We ask you to study this information thoroughly, to consider Redeemer s needs, to pray for guidance from the Holy Spirit, and to vote for the five candidates that your discernment has moved you to select. Once you have completed your ballot, you may deposit it in the ballot box located in Sims Atrium or mail it by way of the U.S. Postal Service. The last day for voting is Sunday, November DD. If you choose to mail your ballot, please use the enclosed envelope and provide first-class postage. Your envelope must be postmarked no later than the previous Wednesday (November DD). Please remember that, as a qualified Redeemer member, you are allocated a single ballot and it is your right, responsibility and privilege to cast your vote for up to five nominated candidates on that ballot. Thank you for your prayerful participation in refreshing Redeemer s leadership. The candidates you have nominated to compete are excellent and we trust that our Lord will speak through you to choose wisely and bless our church., Congregation Council President PP&P Manual Page 45

46 Lutheran Church of the Redeemer Polices, Practices and Procedures THE LUTHERAN CHURCH OF THE REDEEMER EMPLOYEE AND CLERGY HANDBOOK Approved By: Congregation Council Approval Date: November 15, 2016 PP&P Manual Page 46

47 SEPTEMBER 2016 EMPLOYEE and CLERGY HANDBOOK Redeemer 731 Peachtree St. NE Atlanta, GA PP&P Manual Page 47

48 Notice The content of this Employee Handbook explains some of the policies necessary for the effective functioning of the organization, and summarizes the benefits provided to you as a valued employee or clergyperson. This handbook is intended to provide general information only and may not be all-inclusive. The policies and information described in this handbook are not conditions of employment, and the language is not intended to nor does it create a contract between the Lutheran Church of the Redeemer and any employee. The Lutheran Church of the Redeemer reserves the right to change, add to, eliminate, or modify any of the policies in this handbook at its discretion, with or without notice. Employees may resign their employment at any time and for any reason, and the Lutheran Church of the Redeemer reserves the same right to discontinue an individual s employment at any time for any reason. This Employee Handbook supersedes any and all other or previous Lutheran Church of the Redeemer Employee Manuals, Handbooks, or other Redeemer policies on these subjects. Where a written employment contract contradicts this Handbook, the written contract shall control. All other practices and policies contained herein shall apply to every employee. 2 PP&P Manual Page 48

49 Table of Contents Notice... 2 Table of Contents... 3 An Overview of The Lutheran Church of the Redeemer... 6 What You Can Expect From The Lutheran Church of the Redeemer... 6 What The Lutheran Church of the Redeemer Expects From You... 7 Lutheran Church of the Redeemer Belief Statement... 8 Lutheran Church of the Redeemer Mission Statement... 8 Lutheran Church of the Redeemer Vision Statement... 8 Basic Philosophy... 8 Changes, Corrections and Updates... 9 Definition of Terms... 9 Lutheran Church of the Redeemer... 9 Work Week... 9 Supervisors... 9 Exempt and Non-Exempt Employees... 9 Clergy and Other Ministerial Employees. 9 Equal Employment Opportunity No Harassment, No Discrimination Policy Conflict Resolution At-Will Employment Employment Classifications Full-Time Employees Part-Time Employees Temporary/Contract Employees PP&P Manual Page 49

50 Table of Contents (cont.) Wage & Salary Policies Basis for Determining Your Pay Overtime for Non-Exempt Employees Payment Schedule Comp Time Timecards Pay for Unused Vacation or Used but Unaccrued Vacation Upon Separation Disposition of Unused Paid Time Off Days at Separation Work Schedule Hours Absence or Lateness Attendance Medical Certification of an Illness Paid Time Off Holidays Holiday Policies Vacation Vacation Eligibility Vacation Accrual Schedule Scheduling Vacation Time Donating Vacation Time to Another Employee Pay in Lieu of Vacation Other Paid Leaves Eligibility for Other Paid Leaves Bereavement Leave Jury Duty Leave for the Birth or Adoption of a Child Military Leave Mission Outreach Time Personal/Sick Days Short-Term Disability Leave Long-Term Disability Voting Continuing Education.21 Employee Benefits Social Security Worker s Compensation Health, Long-Term Disability and 403(b) Retirement Plans Benefits During Leave of Absence PP&P Manual Page 50

51 Table of Contents (cont.) Employment Policies Personnel Records Background Checks Health Examinations Employee Evaluations Annual Review Process.. 24 Pastor Evaluations 25 Employee Anniversary Recognition.. 25 Summary of Drug and Alcohol Policy Other Policies Confidentiality Dress Standards Election to the Congregation Council Internet Usage Legal and Ethical Behavior No Weapons Smoking Severe Weather Standards of Conduct Separation and Retirement Termination of Service Clergy and Request for Resignation of Clergy Termination of Service Non-Clergy Return of Redeemer Property Copies of Receipt & Acknowledgment of Employee Handbook PP&P Manual Page 51

52 An Overview of The Lutheran Church of the Redeemer The Lutheran Church of the Redeemer, located in Midtown Atlanta, is a congregation committed to serving God and our neighbors. For more than a century our Lutheran heritage and congregational identity have provided a means of faithfully examining contemporary issues and a spiritual foundation for passing the unchanging tenants of faith to younger generations. Redeemer s doors are open to serve the needs of all God s people; the young and the old, those whose lives are filled with activity and those who are lonely, the seekers of faith and those who need friendship. Redeemer is building a community of faith in which the weary can find rest and the energized can come to give themselves in service. What You Can Expect From The Lutheran Church of the Redeemer The Lutheran Church of the Redeemer believes in creating a harmonious working relationship among all employees. In pursuit of the goal, Redeemer has created the following employee relations objectives: 1. Provide an exciting, challenging, and spiritually rewarding workplace and experience. 2. Select people on the basis of skill, training, ability, attitude, and character without discrimination with regard to age, sex, color, race, creed, national origin, marital status, sexual orientation, political belief, or a disability that does not prohibit performance of essential job functions. 3. Compensate all employees according to their effort and contribution to the success of our ministry. 4. Review wages, employee benefits, and working conditions regularly with the objective of being competitive in these areas consistent with sound business practices. 5. Provide eligible employees with access to health and retirement benefits. 6. Respect individual rights, and treat all employees with courtesy and consideration. 7. Maintain mutual respect in our working relationship. 8. Provide buildings and offices that are comfortable, orderly, and safe.. 6 PP&P Manual Page 52

53 What The Lutheran Church of the Redeemer Expects From You The Lutheran Church of the Redeemer expects your help in making each working day enjoyable and rewarding. At the start of your employment, you will receive a written job description outlining your duties. These duties may change or expand as determined by your supervisor. Your first responsibility is to know your duties and how to perform them promptly, correctly and pleasantly. Second, to best serve the mission of Redeemer, you are expected to work as a team with all staff members. How you interact with staff members and those whom the Lutheran Church of the Redeemer serves, and how you accept direction can affect the success of your ministry. In turn, the performance of one ministry can impact the entire community served by the Lutheran Church of the Redeemer. Consequently, whatever your position, you have an important call: perform every task to the very best of your ability and to the glory of God! We encourage all staff members to contribute suggestions and ideas that benefit the congregational life we share. When you see an opportunity for improvement please present your thoughts at the weekly staff meeting so that your idea is brought to the attention of the people in the church who will be responsible for implementing it. All ideas and suggestions are valued and listened to. All members of the staff are expected to aspire to spiritual maturity as described in Ephesians 4:1-7 As a prisoner for the Lord, then, I urge you to live a life worthy of the calling you have received. Be completely humble and gentle; be patient, bearing with one another in love. Make every effort to keep the unity of the Spirit through the bond of peace. There is one body and one Spirit- just as you were called to one hope when you were called- one Lord, one faith, one baptism, one God and Father of all, who is over all and through all and in all. 7 PP&P Manual Page 53

54 Lutheran Church of the Redeemer Belief Statement The Lutheran Church of the Redeemer teaches that our God: Has created and is sustaining all that exists and whose truth is revealed to us in the Holy Bible; Has entered human history in the crucified and risen Savior, Jesus of Nazareth, that we might know we are loved, forgiven, saved and empowered by God's grace alone; Changes lives through the Gospel of Jesus Christ calling Christians to lives of: 1. Faithful discipleship. 2. Discovery of new ways to communicate and live out the Gospel of Jesus Christ before the world. 3. Welcome and witness to all no matter where they are on life's journey of faith. 4. Practicing compassion and justice as signs of Christ's presence in the world; Works through the church for the redemption of creation by the power of the Holy Spirit. Lutheran Church of the Redeemer Mission Statement The Mission of the Lutheran Church of the Redeemer is to build a community of faith - a people of God who worship Jesus Christ as Lord, proclaim his saving grace, and, in service, share God s love with the world. Lutheran Church of the Redeemer Vision Statement Redeemer is a Christian community in the Lutheran tradition serving in a metropolitan setting. The life we share is Christ centered and people oriented. The hope we bring is redemptive and life affirming. The community we build is Spirit led and transformational. Basic Philosophy This policies and rules in this handbook provide a general statement of guidelines by which employer/employee relations will be governed. It is the desire of the Lutheran Church of the Redeemer that each employee will be treated fairly, equitably, and with dignity, as an individual, and as an important part of the ministry of the church. Employees should feel free to discuss the Handbook s contents with their supervisor or the Business Administrator, who oversees personnel policy and procedures. 8 PP&P Manual Page 54

55 Changes, Corrections, and Updates Attitudes, environments and society are in a constant state of change. Where changes, corrections or updates are felt to be needed, you should discuss them with your supervisor. The church reserves the right to change or terminate any provision or policy of this handbook, or to add new provisions or policies at any time without prior notice. DEFINITION OF TERMS Lutheran Church of the Redeemer This term refers to The Evangelical Lutheran Church of the Redeemer, Incorporated, Atlanta, Georgia, a non-profit corporation or Redeemer Lutheran Church or Redeemer, whose offices are located at 731 Peachtree Street, Atlanta, Georgia Work Week The workweek at Redeemer is defined as the seven consecutive days beginning on Monday at 12:01 AM and ending Sunday at midnight. Our business hours are from 8:30-5:00 PM, Monday thru Friday; however, work outside of normal business hours is expected as needed to cover your ministry responsibilities. Supervisors Supervisors at Redeemer are those persons supervising programs and/or staff of a particular team ministry. Exempt and Non-Exempt Employees Exempt employees, as defined by the Fair Labor Standards Act, are those whose job is of an executive or professional nature, including certain administrative jobs, and is, therefore, exempt from earning overtime pay for hours worked in excess of 40 hours per work week. Non-Exempt employees are typically, but not limited to, clerical, secretarial and certain administrative jobs and are considered to be non-exempt by the Fair Labor Standards Act. Persons in these jobs will be paid overtime for hours worked in excess of 40 hours per work week. Your supervisor will inform you of the exempt or non-exempt status of your job. Clergy and Other Ministerial Employees All ordained pastors, whether called or contracted, as well as vicars and those working in a ministerial capacity such as Music and Youth ministry are defined as exempt employees. 9 PP&P Manual Page 55

56 Equal Employment Opportunity Redeemer s policy is to provide equal employment opportunity without regard to race, color, sex, age, disability, national origin, marital status, sexual orientation, political belief or activity, or status as a veteran. This policy applies to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation, benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state, and local laws. It is our policy to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). We will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. We will also make reasonable accommodation when necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the duties and assignments connected with the job and provided that any accommodations made do not require significant difficulty or expense. Management is primarily responsible for seeing that our equal employment opportunity policies are implemented, but all members of the staff share in the responsibility for ensuring that by their personal actions the policies are effective and apply uniformly to everyone. Management is available at all times to discuss any issues relating to discriminatory practices. Any employees, including supervisors, involved in discriminatory practices may be subject to disciplinary action up to and including discharge. 10 PP&P Manual Page 56

57 No Harassment, No Discrimination Policy Redeemer does not and will not tolerate the harassment of or discrimination against our employees, applicants, church members, or vendors. Any form of harassment or discrimination related to an individual s race, color, sex, sexual orientation, national origin, citizenship status, age, handicap or disability, or any other protected category is a violation of this policy and will be treated as a disciplinary matter. The term harassment includes, but is not limited to, slurs, jokes, and other verbal, graphic, or physical conduct relating to an individual s race, color, sex, sexual orientation, national origin, citizenship, age, or handicap. Harassment also includes sexual advances, requests for sexual favors, unwelcome or offensive touching, and other verbal, graphic, or physical conduct, or electronic communications (including ) of a sexual nature involving members of the same sex or opposite sex. If you have any questions about what constitutes behavior prohibited by this policy, ask your supervisor. Violations of this policy will subject an employee to disciplinary action, up to and including immediate termination. If you feel that you are being harassed or discriminated against in any way by another employee, a church member, or a vendor, or if you observe another employee being harassed or discriminated against, you should immediately notify your supervisor or a pastor. We will thoroughly investigate the matter and, where appropriate, take disciplinary action. Our supervisors and pastors are also covered by this policy and are prohibited from engaging in any form of harassing or discriminatory conduct. Further, no supervisor, pastor or other member of management has the authority to suggest to any employee or applicant that the individual s employment, continued employment, or future advancement will be affected in any way by the individual s entering into (or refusing to enter into) any form of personal relationship with them. Such conduct is a violation of this policy. In addition, all pastors and ELCA rostered staff are required to adhere to the professional, moral and ethical standards established by the ELCA and the Southeastern Synod. If you believe that a supervisor, pastor or member of management has acted inconsistently with this policy, if you are not comfortable bringing a complaint regarding harassment or discrimination to your immediate supervisor, or if you believe that your complaint concerning a coworker, a church member, or vendor has not been handled to your satisfaction, please immediately contact the Senior Pastor or the President of the Congregation Council. Harassment of our employees by non-employees may also be a violation of this policy. Any employee who is harassed or observes any harassment of another employee by a nonemployee should report the harassment to his or her supervisor. Appropriate action will be taken for violation of this policy by a non-employee. If you do not feel that you can discuss the matter with your supervisor, or if you are not satisfied with the way your complaint has been handled, please contact the Senior Pastor or the President of the Congregation Council or anyone on the Mutual Ministry team to discuss your complaint. 11 PP&P Manual Page 57

58 You will not be penalized or retaliated against in any way for reporting improper conduct, harassment, discrimination, or other actions that you believe violate this policy. We are committed to enforcing our policy against harassment. However, we cannot resolve a potential policy violation unless we know about it. You are responsible for bringing your concerns about possible policy violations to our attention so that we can take appropriate actions to address your concerns. Conflict Resolution Anyone receiving compensation from Redeemer, including a called or contracted pastor, who believes that he or she has been treated unfairly or has an ongoing employment issue has a right and an obligation to make such an issue known, following the steps below: Discuss the circumstance first with the supervisor. If discussing with the supervisor does not resolve the issue, or if the issue is the supervisor, notify the Senior Pastor or a member of the Mutual Ministry team, who will pursue a reasonable, fair, and workable solution according to their processes and policies. Names and contact information for all current Mutual Ministry team members shall be posted in the workroom along with government required postings. At-Will Employment All employment and compensation with the Lutheran Church of the Redeemer is "at-will, which means that your employment can be terminated with or without cause, and with or without notice, at any time, at the option of either the church or yourself, except as otherwise provided by law. According to state law, all employees are employed at-will. which means that they can be terminated at any time, with or without cause and with or without advance notice. This at-will relationship can only be changed in a written document signed by the President of the Congregation Council. 12 PP&P Manual Page 58

59 EMPLOYMENT CLASSIFICATIONS Full Time Employees Full time employees are defined as all employees of Redeemer who are employed by the church on a regular basis throughout the year, whose work requires an average of no less than 40 hours per work week over the course of a calendar quarter. Part Time Employees Part time employees are defined as all employees of Redeemer who are employed by the church on a regular basis throughout the year whose work requires less than 40 hours per work week. Part time employees who work 20 hours or more per week on average over the course of a calendar quarter are eligible for benefits unless otherwise stated in this Handbook. Temporary / Contract Employees Redeemer may hire temporary employees for specific periods of time or for the completion of a specific project. The job assignment, work schedule and duration of the position will be determined on an individual basis. Temporary or contract employees are not eligible for the benefits described in this Handbook, except as granted on occasion, or to the extent required by provisions of state and federal laws. All employees and 1099 contractors are, however, subject to the other provisions and policies described in this Handbook. 13 PP&P Manual Page 59

60 WAGE AND SALARY POLICIES Basis for Determining Your Pay The Lutheran Church of the Redeemer strives to provide a competitive compensation and benefits package based on industry standards and governed by the financial plan of the church. Your pay is influenced by several factors: The nature and scope of your job. What other employers pay their employees for similar jobs. Education, degrees, and certifications. Individual performance. Church budget and finances. Overtime for Non-Exempt Employees Redeemer may periodically require you to work overtime. We will attempt to give employees advance notice, if possible. We expect that all employees who are scheduled to work overtime or who are called on to work on special projects will be at work unless specifically excused by their supervisor. Conversely, if an employee sees a need to work overtime, approval of the supervisor to work overtime must be documented in order for the employee to receive overtime pay. Failure to report for scheduled overtime work may result in discipline, up to and including immediate termination. We pay overtime only to non-exempt employees. All hours worked in excess of forty (40) hours per workweek are overtime hours. For purposes of calculating overtime, only actual hours of work will be considered. Paid time off is not considered for purposes of calculating overtime. Payment Schedule Employees are paid monthly or twice a month at the employee s choice. Direct deposit is encouraged. If a normal payday falls on a holiday, payroll checks are issued on the last working day preceding it. "Comp" Time There is no compensatory time off in lieu of overtime pay and no compensatory time for nonexempt employees. Flexible work times within a week may be arranged at the discretion and agreement of the supervisor but must still meet the GA legal requirements for non-exempt employees. Exempt employees needing time off for medical appointments and similar conflicts should use flexible hours to complete their work. Timecards All non-exempt employees are required to accurately record their time worked on a time card, which must be approved and signed by their supervisor. All overtime hours must be approved in advance by the employee s supervisor. 14 PP&P Manual Page 60

61 Pay for Unused Vacation or Used but Unaccrued Vacation Upon Separation Upon termination of employment, if the employee provides at least 2 weeks notice, he or she will receive vacation pay for any accrued and unused vacation time remaining in his/her account as of the date of termination. Vacation pay awarded upon termination of employment shall be prorated corresponding to the percentage of the year one was employed. Vacation pay awarded upon termination of employment shall not be considered time worked for purposes of extending the employee's termination date, except in the case of retirement or termination due to disability. Used but unaccrued vacation time will be deducted from the employee s final pay. Disposition of Unused Paid Time Off Days at Separation At the time of termination of service, an employee shall have no claim for pay in lieu of unused paid time off or study days. 15 PP&P Manual Page 61

62 WORK SCHEDULE Hours Your supervisor may make variations in work hours for individual employees, provided such variations do not conflict with the efficient operation of the church. Exempt employees should organize their time schedules for effective performance of their duties subject to approval of their immediate supervisor. Any change in your regular work schedule or arrangements requires written approval of your immediate supervisor. Absence or Lateness From time to time, it may be necessary for you to be absent from work. We are aware that emergencies, illnesses, or pressing personal business that cannot be scheduled outside your work hours may arise. Vacation days and personal days have been provided for this purpose. If you are unable to report to work, or if you will arrive late, you must contact your immediate supervisor no later than 30 minutes before the time you would normally report to work in order to give him or her as much time as possible to arrange for someone else to cover your position. You are required to give this notice of absence each day you are absent unless otherwise instructed. If you know in advance that you will need to be absent, you should request this time off from your immediate supervisor. He or she will determine when will be the most suitable time for you to be absent from your work. Absence from work for three (3) scheduled days without notifying your supervisor will be considered job abandonment and may result in termination. Ask for your immediate supervisor directly when you call in to inform us of an unexpected absence or late arrival. For late arrivals, please indicate when you expect to arrive for work. Notifying a fellow employee is not sufficient. If you are unable to call in yourself because of an illness, emergency or for some other reason, be sure to have someone call on your behalf. If your supervisor is not available when you call, you may leave the information with another supervisor. Attendance You are expected to be ready to work at the beginning of your assigned daily work hours, and you are expected to work until the end of your assigned work hours, except for approved breaks and lunch. Tardiness or leaving early is as detrimental to Redeemer as an absence. Other factors, like the degree of lateness, may also be considered. Be aware that excessive time off, absenteeism, lateness or leaving early may lead to disciplinary action, including possible dismissal. Your immediate supervisor will make a note of any absence or lateness, and the reason, in your personnel file. Your attendance record will be considered when evaluating requests for promotions, transfers, leaves of absence, and approved time off, as well as determining layoffs, etc., should the need for layoffs arise. 16 PP&P Manual Page 62

63 Medical Certification of an Illness In the case of an illness or medical leave, Redeemer may request a medical certification to be provided to your supervisor in a timely matter. The certification will include the date of onset, the probable duration, type of treatment and appropriate medical facts concerning the condition. Any change in your regular work schedule or arrangements, temporary or otherwise, must be approved in writing by your immediate supervisor. Holidays Paid Time Off The offices of Lutheran Church of the Redeemer may be closed on ten holidays during the year, which are to be considered days for which full pay is granted for all full-time employees. Parttime employees will be paid holiday pay for holidays when the church is closed and they are regularly scheduled to work on that day. These holidays must be taken in the calendar year they occur, and cannot be carried over to succeeding years. Redeemer recognizes ten holidays during which the church may be closed. The following are approved holidays: New Year's Day Martin Luther King Day Monday Following Easter Sunday Memorial Day Independence Day Labor Day Thanksgiving Thursday Friday after Thanksgiving Christmas Day Day After Christmas In addition, employees are granted one "floating holiday" to be used anytime during the calendar year, with approval of your immediate supervisor. Holiday Policies If a holiday occurs during your scheduled vacation and you would normally be scheduled to work on that day, the day will not count as a vacation day. You are not eligible to receive holiday pay when you are on a leave of absence. Payment for a holiday is not counted as hours worked in terms of computing overtime pay. Part-time employees are paid for a holiday only if they are normally scheduled to work on that day. If an employee is required by Redeemer to work on a holiday day off they will be granted an additional floating holiday. 17 PP&P Manual Page 63

64 Vacation Ample time away from the workplace each year contributes to the individual's well being and effectiveness. Accordingly, Redeemer provides paid vacation to eligible employees in accordance with the following guidelines. Vacation Eligibility Only regular, full-time and part-time employees who are scheduled to work 20 or more hours per week are eligible for paid vacations. Clergy and other rostered leaders are eligible for vacation per their Letter of Call. Temporary/Contracted employees are not eligible for vacation accrual. In cases of change of status, vacation will begin accruing the first full month after the employee's status change. Vacation Accrual Schedule Vacation is accrued daily according to the following schedule: Weeks First 5 years 2 5 to 10 years 3 10 to 15 years 4 Over 15 years 5 Vacation days are accrued proportionate to an employee s date of hire for the year they are hired. Scheduling Vacation Time Vacation is to be used within the calendar year and cannot be carried over. Upon request of an employee, the supervisor will try, whenever possible, to grant the first choice of vacation time. The supervisor will consider the work requirements as well as the scheduling of vacation for other employees before approving the request. All vacation requests must have prior approval of the employee s immediate supervisor. Vacation request forms must be submitted in advance on a quarterly basis to ensure adequate coverage of ministry areas. Donating Vacation Time to Another Employee Under special circumstances approved by the Senior Pastor, employees may be allowed to donate their earned but unused vacation time to another employee. Pay in Lieu of Vacation Pay in lieu of vacation is not allowed except in the case of unused vacation and termination of employment as stated above. 18 PP&P Manual Page 64

65 Other Paid Leaves Eligibility for Other Paid Leaves Only regular, full-time and part-time employees who are scheduled to work 20 or more hours per week are eligible for the other paid leaves described below. Clergy and other rostered leaders are eligible for the other paid leaves described below per their Letter of Call. Temporary/Contracted employees are not eligible for the other paid leaves described below. Bereavement Leave Employees may be granted up to two (2) days bereavement leave with pay for a local funeral and three (3) days for an out of town funeral for the death of an immediate family member, to include, spouse, partner, children, parents, in-laws, grandparents, grandchildren or any family member under the care of the employee. Part-time employees will be paid for funeral leave only for days they are normally scheduled to work. In addition, employees may use remaining personal days, sick days and vacation days as they deem necessary for additional bereavement leave. Jury Duty An employee called for jury duty may take time off with pay for working days during which the employee continues to be assigned for jury duty. Employees not putting in a full day of jury duty are expected to return to work on that day. Leave for the Birth or Adoption of a Child Employees may be eligible for up to six weeks paid leave of absence at 50% of their pay rate for the birth or adoption of the employee's child. Employees may be eligible for up to an additional six weeks of unpaid leave of absence for the birth or adoption of said child. Any remaining Personal/Sick Days, the floating holiday, and unused vacation time must be used as part of this leave. The leave must begin at the time of the birth or the date when the employee takes custody of the adopted child, and may not exceed a total of 12 weeks of time away from work under this and any other provisions of this Handbook. Military Leave Employees who are required, as members of the National Guard or a reserve unit, to attend a training period not exceeding two weeks will be granted the necessary time off and will be paid the difference in the amount they receive from the government for this training (less travel allowance) and their regular wages for that period. These employees must present a statement from the commanding officer as to the length of training and the amount of compensation (less travel allowance) received for the period of training. Otherwise, if there is an active call-up of employees who are reservists or National Guard members, the USERRA provisions will apply. Employees returning from active military service are entitled to reinstatement and other required rights in accordance with federal and state law. 19 PP&P Manual Page 65

66 Mission Outreach Time Full-time employees who have a hire date before July 1 st of the current year will receive 2 days paid time annually to be used in Lutheran Church of the Redeemer Mission Outreach. Part-time employee s time will be prorated accordingly. Exceptions to this policy, for which all time will be paid, include employees serving in a key leadership role or working on development and management of Mission Outreach opportunities for Redeemer. Approval of the Senior Pastor is required if an employee would like to spend more than two days in Redeemer related Mission Outreach, This time will be unpaid time. Employees can choose to use vacation time to serve in Mission Outreach. Personal/Sick Days Redeemer recognizes that employees may occasionally need to be absent from work due to their own illness, that of their spouse, partner, parents, or dependent children, for personal emergencies, or for other personal business. Paid personal/sick leave time is provided for this purpose. You are responsible for notifying your supervisor within 30 minutes of your usual start time when a sick day is needed (unless medically impossible). Effective January 1 st of each year, full-time employees are eligible for up to ten (10) days and part-time employees are eligible for up to five (5) days of paid personal/sick leave per calendar year. Paid personal/sick days can be taken only in one-half or whole day increments. Paid personal/sick days will not be counted as hours worked for purposes of computing overtime. Personal days may be granted upon the prior approval of your supervisor, and any unused personal/sick time cannot be carried over to the next year. The number of personal/sick days are proportionate to an employee s date of hire for the year they are hired. Short-Term Disability Leave If an employee's illness or injury results in time away from work for more than 10 consecutive work days, the employee may be eligible for short-term disability leave up to the 59 th day of the illness or disability. A request for short-term disability leave will require a physician's certificate of inability to work and the anticipated recovery period. Redeemer reserves the right to request a second opinion by a physician chosen by Redeemer. During the time of the disability leave, you must contact Redeemer every two weeks to provide a status update on expected date of return. If you fail to contact your supervisor for more than two weeks, your employment with Redeemer may be terminated and considered a voluntary resignation. Redeemer reserves the right to request a physician's statement at various stages of the disability leave to ascertain the employee's ability to return to work. 20 PP&P Manual Page 66

67 An employee on short-term disability leave will receive salary continuation at the rate of 100% of their salary (or 100% of their hourly wage based on their average number of hours worked in a normal workweek). If you are not able to return to work at 60 days, as certified by your physician, the salary continuation will cease and you are encouraged to seek coverage under your long-term disability plan. Any remaining Personal/Sick Days, the floating holiday, and unused vacation time must be used as part of this leave. Long-Term Disability A Long-Term Disability Plan is available from the ELCA for pastors who work 15 hours or more per week and for lay employees who work 20 or more hours per week to purchase and enroll in. Eligibility and benefits under this plan are governed by the ELCA plan documents. Voting On officially designated election days, employees will be allowed reasonable paid time off to vote, up to two hours maximum, if they are unable to schedule time outside of normal working hours. However, employees are encouraged to vote before or after normal working hours. Prior supervisory notification is required. Continuing Education Continuing Education (CE) benefits are provided on an individual basis and may include funds for education expenses and/or additional paid leave days. CE should generally be applicable to your current position and must be scheduled in consultation with your supervisor in order to minimize disruptions to Redeemer operations. CE may be changed or suspended by Redeemer at its discretion. Paid leave for CE may be used ONLY for CE programs and not as a substitute for other types of paid leave (e.g., vacation or medical). CE benefits are based on calendar year and do not accrue, although exceptions to this accrual policy can be made by the Senior Pastor, if appropriate. Unused CE benefits will not be paid to the employee upon separation from Redeemer. 21 PP&P Manual Page 67

68 EMPLOYEE BENEFITS Social Security Redeemer shall make contributions required of employers under the Social Security Act for eligible employees. Worker's Compensation Redeemer provides, without cost to the employees, worker's compensation insurance coverage at no less than the minimum required by the state of Georgia. An employee who is injured on the job must complete a Report of Injury form and report all injuries to the Business Administrator. If an employee is injured while working during non-business hours, a Report of Injury form must be completed the next business day, before the employee is allowed to work. The injured employee's supervisor will be notified by the Business Administrator. Health, Long-Term Disability and 403(b) Retirement Plans Redeemer offers the ELCA benefit program to all eligible clergy and non-clergy. Eligibility to participate in the ELCA Plans is 15 hours per week for Pastors and 20 hours per week for lay employees. The ELCA plans include health, long-term disability, survivor benefits, and a 403(b) retirement plan. Additional insurance may be available with costs for those who do not participate in the ELCA benefit program. Generally a total cost to Redeemer figure is quoted to employees as compensation, and all benefits costs are subtracted from that total figure; thus, if health care costs increase and the total compensation line remains the same, actual take-home pay would decrease. Benefits During Leave of Absence While an employee is on sick leave, bereavement leave, or short-term disability leave, Redeemer will maintain, at its usual cost, the same level of benefit coverage the employee had prior to the leave. Any required employee contributions to the cost of the benefit coverage must be made by the employee during that time. 22 PP&P Manual Page 68

69 EMPLOYMENT POLICIES Personnel Records Keeping your personnel file up-to-date can be important to you with regard to pay, deductions, benefits and other matters. If you have a change in any of the following items, please be sure to notify the Business Administrator as soon as possible: 1. Legal name 6. Marital status 2. Home address 7. Change of beneficiary 3. Home telephone number 8. Driving record or status of driver's license (if 4. Person to call in case of emergency you drive on church business) 5. Number of dependents 9. Exemptions on your W-4 or state tax forms Coverage or benefits that you and your family may receive under our benefits package could be affected if the information in your personnel file is incorrect. Since we refer to your personnel file when we need to make decisions in connection with promotions, transfers, etc., it's to your benefit to be sure your file includes information about completion of educational or training courses, outside civic activities, areas of interest, and skills that may not be part of your current position. You may see the information that is kept in your own personnel file if you wish, and you may request and receive copies of all documents you have signed. Please ask the Business Administrator to make arrangements for you if you wish to see your file. Background Checks Following the requirements imposed by the Federal-Truth-In-Lending and the Fair Credit Reporting Acts, Redeemer may conduct pre-employment background checks on applicants for employment. Your employment with us may be conditional upon our review of the information in the background checks. Background checks may include such things as DMV, criminal history, reference checks, credit record, previous employers, academic degrees, credential verification, etc. Redeemer also reserves the right to conduct these background checks at any time after you have been employed. You have certain legal rights to discover and to dispute or explain any information prepared by the background checking company. Health Examinations Redeemer reserves the right to require an employee to participate in a health examination to determine the employee's fitness to perform his/her essential job functions. Except when a medical doctor s certification of fitness for duty is required following an illness or injury, all such health exams shall be paid for by Redeemer. 23 PP&P Manual Page 69

70 Employee Evaluations Your supervisor is continuously evaluating your job performance and providing feedback. Dayto-day interaction should give you a sense of how your supervisor perceives your performance. However, to avoid haphazard or incomplete evaluations, supervisors will conduct a formal review with each employee annually. New employees will receive a written evaluation after 90 days of employment. Going forward, each employee will participate in an annual formal review, no later than the first Friday in June. Annual Review Process All employees will be given the opportunity to complete a Self-Review Form. This review, signed by the employee, must be completed and submitted to the supervisor by the first Friday of May. An employee may also request comments from other ministry team members or congregation members with whom he or she has worked during the year. These comments should be submitted to the supervisor by the first Friday of May. The supervisor and employee will complete a review discussion during the month of May, and the final review comments will be documented by the supervisor by the first Friday in June. During formal performance reviews, your supervisor will consider the following attributes, among others: Attendance, initiative and effort Knowledge of your work Team efforts and collaboration The quality and quantity of your work The conditions under which you work Discussion of your self-review The primary reason for performance reviews is to identify ways to best leverage your strengths and to develop ways to help you improve in needed areas. This review also serves to make you aware of and to document how your performance compares to the goals of your job and to set goals for the following year. This is a good time to discuss your interests, career development, and future goals. Your supervisor is interested in helping you progress and grow in order to achieve your personal as well as work-related goals. Upon completion, you and your supervisor will sign your review. A summary of all reviews and performance appraisals will then be compiled by the Chair of the Personnel Committee to be discussed with the Personnel/Compensation team for recommendations and adjustments to salaries. A copy of your performance review will be maintained in your personnel file in the Financial Administrator s office. You are encouraged to keep a copy for your records. Consistent underperformance that does not meet Redeemer s expectations will be addressed by the supervisor, the chair of the personnel committee, and/or the Senior Pastor. 24 PP&P Manual Page 70

71 Pastor Evaluations On a day-to-day basis, the ordained clergy will work as a collaborative team. For annual review purposes, the Senior Pastor will complete a discussion and written review with all called or contracted pastors. Similar to lay staff, each pastor also will have the opportunity to write a selfreview, along with requesting evaluation comments from key committees or congregation members with whom they have worked during the year. These comments should be submitted to the Senior Pastor by the first Friday of May. Of particular focus in clergy reviews will be their accomplishment of the ministry tasks of the church, as well as their teaming with fellow clergy and staff to promote a collaborative day-to-day workflow among the group. The Senior Pastor s review will follow the same process as other employee/clergy reviews and will be conducted by the Personnel Committee no later than the third Friday in June. Evaluations Outside of Annual Reviews At the discretion of the employee and/or supervisor, additional reviews may be held throughout the year for the purpose of evaluating performance on a particular project, etc. In some circumstances, a mid-year evaluation and update of goals also may be warranted. In addition, more urgent under-performance issues may need to be addressed outside of annual evaluation time. If any of these circumstances occurs, a discussion should be held between the employee and supervisor and should be documented in a brief description of the facts and performance level and signed by both employee and supervisor and added to the personnel file. Employee Anniversary Recognition Redeemer recognizes years of service in increments of 5 years with a public statement of appreciation printed in the weekly worship bulletin during the employee s anniversary week and with a gift card. Summary of Drug and Alcohol Policy Redeemer, as a condition of consideration for initial and continued employment, prohibits employees from reporting to work or performing their duties with any unlawful drugs or alcohol in their systems. Employees are also prohibited from using, possessing, manufacturing, distributing, or making arrangements to distribute unlawful drugs while at work, off site at training or meetings, on Redeemer property (including in personal vehicles onsite), during lunch breaks, or in Redeemer vehicles. Further, Redeemer prohibits all unlawful drug use, possession, or distribution on or off duty. To enforce this policy, Redeemer may at any time where lawful require, as a condition of employment, any employee to submit to a physical examination and/or urine, breath, blood or other type of test to determine the presence of drugs or alcohol in his or her system. The possible occasions for drug and alcohol testing include, but are not limited to: 1. When Redeemer has a reasonable suspicion that an employee has violated the Drug and Alcohol Policy; 2. When an employee suffers an on-the-job reportable injury or is involved in an accident; 25 PP&P Manual Page 71

72 3. When an employee seeks a transfer, a promotion, or to return from a suspension or a leave of absence. Violation of these rules, including: (1) a test indicating alcohol impairment or the presence of drugs in an employee s system; (2) refusal to cooperate with Redeemer in any test, search or investigation, or failure to execute any paperwork or consent forms necessary for examination or tests; (3) possession of, distribution of, or consumption of unlawful or abused drugs, unauthorized alcohol, or drug paraphernalia; (4) tampering with or adulterating a test sample; or (5) unlawful conduct on or off duty may result in discipline, including immediate discharge of current employees or disqualification of an applicant. Although the proper use of medication is not prohibited, employees must consult with the Business Administrator, a Pastor, or the employee s supervisor, when he or she is legitimately taking medication that he or she has reason to believe may affect safety or performance. Any prescription medication brought onto Redeemer property or taken aboard Redeemer vehicles must be retained in its original container labeled with the names of the employee and the prescribing physician. No employee may take another person s medication. The law treats the abuse of prescription medication as unlawful drug use. Confidentiality Other Policies As an employee, you may have access to personal and confidential information, and you must understand the need to keep as confidential information that would not otherwise be known by others. Your employment with Redeemer assumes an obligation to maintain confidentiality, even after you leave our employ. All employees of Redeemer serve in a position of trust and any violation of confidentiality can seriously injure the confidence and trust of others, and can injure Redeemer s mission, reputation and effectiveness. Therefore, you should not discuss confidential information with anyone who does not work for us, and never discuss confidential information with anyone who does not have a direct association with the issue. Even casual remarks can be misinterpreted and repeated, so develop the personal discipline necessary to maintain confidentiality. If someone questions you and you are concerned about the appropriateness of giving them certain information, remember that you are not required to answer, and that we do not wish you to do so. Instead, as politely as possible, refer the request to your supervisor. No one is permitted to remove or make copies of any church records, reports or documents without prior approval. Because of its seriousness, disclosure of confidential information could lead to disciplinary action up to and including dismissal. Dress Standards Poor dress and grooming can give the appearance of incompetence to our congregation and community. All employees are therefore expected to dress in a manner in keeping with his or her position and that reflects well on Redeemer. Apparel and grooming should be neat and appropriate for our ministry setting. If any employee has a question about appropriate dress, he 26 PP&P Manual Page 72

73 or she should confer with their supervisor. Supervisors may assist employees in determining what constitutes appropriate dress, if needed. Election to the Congregation Council No employee or their spouse or partner is eligible to be elected to the Congregation Council. Internet Usage Redeemer may provide you with Internet access to help you do your job. This policy explains our guidelines for using the Internet. All Internet data that is written, sent, or received through our computer systems is part of official Redeemer records. That means that we can be legally required to show that information to law enforcement or other parties. Therefore, you should always make sure that the information contained in Internet messages and other transmissions is accurate, appropriate, ethical, and legal. The equipment, services, and technology that you use to access the Internet are the property of Redeemer. Therefore, we reserve the right to monitor how you use the Internet. We also reserve the right to find and read any data that you write, send, or receive through our online connections or that is stored in our computer systems. You may not write, send, read, or receive data through the Internet that contains content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating, or disruptive to any employee or other person. Examples of unacceptable content include (but are not limited to) sexual comments or images, racial slurs, gender-specific comments, or other comments or images that could reasonably offend someone on the basis of race, age, sex, religious or political beliefs, national origin, disability, sexual orientation, or any other characteristic protected by law. Redeemer does not allow the unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet. As a general rule, if you did not create the material, do not own the rights to it, or have not received authorization for its use, you may not put the material on the Internet. You are also responsible for making sure that anyone who sends you material over the Internet has the appropriate rights. If you use the Internet in a way that violates the law or Redeemer policies, you will be subject to disciplinary action, up to and including termination of employment. You may also be held personally liable for violating this policy. The following are some examples of prohibited activities that violate this Internet policy: Sending or posting discriminatory, harassing, or threatening messages or images Using the organization s time and resources for personal gain Stealing, using, or disclosing someone else s code or password without authorization Copying, pirating, or downloading software and electronic files without permission 27 PP&P Manual Page 73

74 Sending or posting confidential material, trade secrets, or proprietary information outside of the organization Violating copyright law Failing to observe licensing agreements Engaging in unauthorized transactions that may incur a cost to the organization or initiate unwanted Internet services and transmissions Sending or posting messages or material that could damage the organization s image or reputation Participating in the viewing or exchange of pornography or obscene materials Sending or posting messages that defame or slander other individuals Attempting to break into the computer system of another organization or person Refusing to cooperate with a security investigation Sending or posting chain letters, solicitations, or advertisements not related to business purposes or activities Using the Internet for political causes or activities, or any sort of gambling Jeopardizing the security of the organization s electronic communications systems Sending or posting messages that disparage another organization s products or services Passing off personal views as representing that of the organization Sending anonymous messages Engaging in any other illegal activities Legal and Ethical Behavior It is imperative that Redeemer employees conform to high standards of legal, ethical and safetyconscious behavior. Our adherence to legal, ethical and safety-conscious behavior involves the following: Our employees are responsible for conducting ministry in the forefront of ethical business practices. All employees are expected to conduct Redeemer business in accordance with all applicable laws and regulations consistent with the highest business and legal standards which society develops on a continuing basis. All employees who operate vehicles owned or rented by Redeemer will do so safely and in accordance with applicable state and federal laws. Safe and lawful operation will demonstrate respect for Redeemer, protect the safety of all riders and protect Redeemer from liability. A copy of the employee's valid driver's license and proof of insurance must be on file in the Business Administrator s office. Employees who know of a violation or potential violation of this policy are expected to report it to their supervisor. No Weapons Redeemer prohibits employees and all other persons (other than law enforcement and authorized security personnel) from bringing firearms, ammunition, explosives, or other weapons of any kind onto Redeemer property at any time. Likewise, no unauthorized employee should possess any firearm, explosive, or other weapon at any time while performing any work for Redeemer. Although Redeemer retains the right to determine the scope of this policy and the terms contained in it, possess as used in this policy generally means to have on your person, in your vehicle or the vehicle assigned to you, or in other property in your presence or 28 PP&P Manual Page 74

75 under your control (such as bags, packages, purses, briefcases, desks, toolboxes, lockers, etc.) while on Redeemer premises or while you are at work for Redeemer. Any violation of this policy may subject an employee to discipline up to and including termination. If you have any questions concerning the application of this policy, you should consult your supervisor immediately. Smoking To protect the health of all Redeemer employees, members and guests, smoking is not permitted in any of the buildings at Redeemer Severe Weather The Director of Operations is authorized to close the office for part or all of the day on those rare occasions when bad weather makes safe travel impossible. The hours during which the office is closed shall be discretional as to paid time off. During the periods of bad weather, it is the responsibility of each employee to call their supervisor or check for notification as to operating hours. Standards of Conduct Just as rules of conduct or behavior are established and necessary within any community of people, so it is with Redeemer. We feel most people know the common rules of good conduct. To abide by them is simply good manners and is beneficial both individually and collectively. Following are some of our general expectations with regard to work conduct: 1. Any damage to Redeemer property must be reported immediately to the appropriate supervisor. 2. All personal injuries on the job, however slight, must be reported immediately to the Business Administrator. 3. Employees must comply with applicable safety rules. 4. Disparaging remarks made about or to any other employees concerning race, creed, color, religion, national origin, physical or mental disability, sex, pregnancy or marital status, unfavorable military discharge, age, status with regard to public assistance, activity in a local commission, sexual orientation, or any other legally protected area are expressly prohibited. 5. Personal tasks are not to be performed during work hours. 6. Employees of three-quarters time and above must get approval from the Senior Pastor for any outside employment, including wages, salaries, commissions, and selfemployment. Employees may also be disciplined, up to and including possible termination, for misconduct and/or unacceptable behavior. Examples of misconduct are listed below, but are not limited to: Insubordination Fighting or threatening violence Abuse, misuse, theft, or the unauthorized possession or removal of Church property or the personal property of others 29 PP&P Manual Page 75

76 Disorderly conduct on Church property, including fighting or attempted bodily injury, or the use of profane, abusive, or threatening language toward others Divulging confidential church information to unauthorized persons Willful damage of the property of Redeemer or of other employees Use of abusive language towards co-workers Misuse of or tampering with fire protection or safety equipment Falsifying or making a material omission on Church records, reports, or other documents, including payroll, personnel, and employment records Possession of firearms or other harmful weapons on Redeemer property Intoxication, possession or the sale or use of illegal intoxicants or controlled substances on Redeemer property or at Redeemer sponsored events Deliberate or repeated negligence or misrepresentation in reporting hours worked and other reports Sexual or other harassment of co-workers Unauthorized duplication of PC software Violation of any law adversely affecting the Church, or conviction in court of any crime that may cause the employee to be regarded as unsuitable for continued employment Any offensive or inappropriate actions which could impune or harm the integrity or reputation of the Church Although we are proud of the quality work and dedication of our employees, we recognize that there are times when an employee s performance or behavior is not up to our standards. On such occasions, it may be necessary to utilize a disciplinary approach. Decisions as to whether and to what extent an employee will receive discipline for unacceptable performance, violations of organization rules or other inappropriate conduct will be a matter for the sole discretion of Lutheran Church of the Redeemer. Termination on the first offense may result if Redeemer deems such action advisable in its own discretion. 30 PP&P Manual Page 76

77 SEPARATION AND RETIREMENT Termination of Service Clergy and Request for Resignation of Clergy Refer to the Lutheran Church of the Redeemer Constitution Chapter 9.05, the ELCA, and the ELCA Southeastern Synod Guidelines. Termination of Service Non-Clergy All non-clergy employees of Lutheran Church of the Redeemer are employed on an at-will basis. Accordingly, employees may resign their employment at any time and for any reason, and Lutheran Church of the Redeemer reserves the same right to discontinue an individual s employment at any time for any reason. Although such notice is not required, Lutheran Church of the Redeemer requests that any employee who voluntarily terminates employment with Redeemer give written notice of two [2] weeks in advance. Vacation and sick leave earned and used through the last day of employment will be paid only if a two-week notice was given and the termination is not by Redeemer for cause. Any leave taken in advance of earning will be deducted from the final paycheck of the separating employee. Redeemer will generally schedule an exit interview at the time of employment termination. The exit interview will afford an opportunity to discuss such issues as employee benefits and the return of Redeemer-owned property (see below). Employee suggestions, concerns and questions can also be addressed at that time. Return of Redeemer Property Any Redeemer property, including keys, uniforms, tools, phones, radios, handbooks or other documents, computers and computer files, must be returned to Redeemer at the time of an employee s dismissal or resignation, or whenever the supervisor or a member of management requests it, and prior to the issue of the final paycheck. Redeemer also may hold the final paycheck until such property is returned. The separating employee is responsible for the reasonable costs of any Redeemer property not returned, including any locksmith charges due to failure to return keys. 31 PP&P Manual Page 77

78 Receipt & Acknowledgement of the Lutheran Church of the Redeemer Employee Handbook This Employee Handbook is an important document intended to help you become acquainted with a number of Redeemer s policies. It is designed as a guide, and is not the final word in all cases. Individual circumstances may call for individual attention. The contents of this Handbook may be changed at any time at Redeemer s sole discretion. Please read the following statements and sign below to indicate your receipt and acknowledgement of the Lutheran Church of the Redeemer Employee Handbook. * I have received a copy of the Lutheran Church of the Redeemer Employee Handbook and understand that, in addition to outlining numerous benefits, it summarizes some of Redeemer s rules, standards, and guidelines that I am responsible for reading, understanding and following. I understand that the policies, rules, standards, and benefits described in it are subject to change at the sole discretion of the Lutheran Church of the Redeemer at any time. I understand that this Handbook supersedes all other previous handbooks on these subjects as of January * I understand that my employment with the Lutheran Church of the Redeemer is at-will. Employment at-will means that I may terminate my employment at any time, with or without notice. It also means that Redeemer may terminate my employment at any time, with or without notice, consistent with applicable local, state, and federal laws. I understand that no contract of employment other than "at-will" has been expressed or implied, and that no circumstances arising out of my employment will alter my "at-will" employment relationship unless expressed in writing, with the understanding specifically set forth, and signed by the Congregation Council President of the Lutheran Church of the Redeemer and myself. * I am aware that during the course of my employment confidential information may be made available to me. I understand that this information must be kept in the strictest confidence and must not be given out or used outside the scope of my ministry within the church. In the event of termination, whether voluntary or involuntary, I hereby agree not to utilize or exploit this information with any other individual. * I understand that my signature below indicates that I have read and understand the above statements, that I have received a copy of the Lutheran Church of the Redeemer Employee Handbook, and that I am responsible for reading, understanding, and following the policies, rules and standards set forth in this Handbook. Employee's Printed Name This page is for your reference. Sign and return the following page to your supervisor. Employee's Signature Date Supervisor's Signature Date The signed original copy of this agreement should be given to your supervisor -- it will be filed in your personnel file. 32 PP&P Manual Page 78

79 Receipt & Acknowledgement of the Lutheran Church of the Redeemer Employee Handbook This Employee Handbook is an important document intended to help you become acquainted with a number of Redeemer s policies. It is designed as a guide, and is not the final word in all cases. Individual circumstances may call for individual attention. The contents of this Handbook may be changed at any time at Redeemer s sole discretion. Please read the following statements and sign below to indicate your receipt and acknowledgement of the Lutheran Church of the Redeemer Employee Handbook. * I have received a copy of the Lutheran Church of the Redeemer Employee Handbook and understand that, in addition to outlining numerous benefits, it summarizes some of Redeemer s rules, standards, and guidelines that I am responsible for reading, understanding and following. I understand that the policies, rules, standards, and benefits described in it are subject to change at the sole discretion of the Lutheran Church of the Redeemer at any time. I understand that this Handbook supersedes all other previous handbooks on these subjects as of January * I understand that my employment with the Lutheran Church of the Redeemer is at-will. Employment at-will means that I may terminate my employment at any time, with or without notice. It also means that Redeemer may terminate my employment at any time, with or without notice, consistent with applicable local, state, and federal laws. I understand that no contract of employment other than "at-will" has been expressed or implied, and that no circumstances arising out of my employment will alter my "at-will" employment relationship unless expressed in writing, with the understanding specifically set forth, and signed by the Congregation Council President of the Lutheran Church of the Redeemer and myself. * I am aware that during the course of my employment confidential information may be made available to me. I understand that this information must be kept in the strictest confidence and must not be given out or used outside the scope of my ministry within the church. In the event of termination, whether voluntary or involuntary, I hereby agree not to utilize or exploit this information with any other individual. * I understand that my signature below indicates that I have read and understand the above statements, that I have received a copy of the Lutheran Church of the Redeemer Employee Handbook, and that I am responsible for reading, understanding, and following the policies, rules and standards set forth in this Handbook. Employee's Printed Name Employee's Signature Date Supervisor's Signature Date The signed original copy of this agreement should be given to your supervisor -- it will be filed in your personnel file. 33 PP&P Manual Page 79

80 Lutheran Church of the Redeemer Polices, Practices and Procedures TIMELINE FOR PREPARATION OF THE ANNUAL OPERATING BUDGET Approved by: Redeemer Finance Ministry Team Approval Date: 1/26/2014 PP&P Manual Page 80

81 General Timeline for Preparation of the Annual Operating Budget {Exact Dates Set and Announced by Finance Ministry Team (FMT) by 31 March Each Year} ACTIVITY APPROXIMATE DATE RESPONSIBLE PARTY Planning and Data Assembly Mid-March thorough end of July Units - Staff, Ministry Team Chairs, EC* (Core Spiritual Partners) Exec-Council Joint Informational Meeting with Outreach Ministry Team and Core Spiritual Partners Mid-July EC and Council; (FMT Invited) Request for Unit Budgets August 1 DFI ** Unit Budgets (Spending Only) to DFI Mid-August Staff, Ministry Team Chairs, EC Draft Budget (Spending Only) to FMT Mid-September DFI Giving Projection to FMT Mid-September Stewardship Ministry Team Revise Budget Based on Giving Projection End of September FMT, DFI Draft Budget to EC Prior to October EC Meeting FMT Draft Budget Presentation Discussion October EC Meeting FMT Chair, EC Draft Budget to Council Prior to October Council Meeting FMT Draft Budget Introduction and Discussion October Council Meeting FMT Chair, Council Final Recommended Budget to EC First Week November FMT Chair Final Recommended Budget to Council November Council Meeting EC, FMT Chair Approve Recommended Budget, Set Congregation Meeting Date November Council Meeting Council Publish Recommended Budget, Inform Congregation*** Mid November Council Congregation Information Sessions Last Sunday in November, FMT First Sunday in December Congregation Approve Operating Budget Mid-December Council, Congregation * EC - Executive Committee; ** DFI - Director of Financial Information *** - Requires notification at services on two consecutive weekends prior to the called Congregation Meeting and personal notification to all voting members by mail at least 10 days in advance of the meeting. PP&P Manual Page 81

82 Lutheran Church of the Redeemer Polices, Practices and Procedures LUTHERAN COMMUNITY FOOD MINISTRY (LCFM) POLICIES AND PROCEDURES (Updated: July 01, 2013) Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 82

83 Lutheran Community Food Ministry (LCFM) An outreach ministry of Redeemer Lutheran Church 731 Peachtree Street, NE, Atlanta, GA (Midtown, 4 th & Peachtree) Policies and Procedures Updated: July 01, 2013 History of the Lutheran Community Food Ministry In January of 1982, the Congregational Council of Lutheran Church of the Redeemer approved a new ministry initiative to serve the homeless and the working poor. This feeding program was originally created in partnership with St. Luke s Episcopal Church to serve 25 lunches per day. Within the first year it was obvious the need was much greater than imagined; thus the mission was expanded and formalized as The Lutheran Community Food Ministry (LCFM). The goal became to serve a simple 5-day-a-week bag lunch, offer a welcoming environment and provide spiritual support. Today, more than 30 years later, we have a vital inner-city ministry to the homeless and working poor that includes serving more than 200 meals daily (on average), five days a week, and involves more than 200 volunteers from other churches and organizations throughout the greater Atlanta area. We are grateful to all who serve in this vital ministry of food and love to the least of these. Matthew 25:40 Mission Statement: The L u t h e r a n Community Food Ministry, in response to Christ's example and in commitment to the community of homeless and poor, will feed those in need by: * Emphasizing community outreach and support; * Providing a well balanced nutritious meal; * Offering spiritual support; * Providing information about services available * Creating a safe, caring atmosphere. Food Service Hours of Operation Monday through Friday, except when the church building is closed 10:30 am 11:30 am food is served to our guests 12:00 noon- kitchen is closed and doors are locked Staff Maria Welsh, Lutheran Community Food Ministry Manager- mwelsh@redeemer.org, x210 Mary Howle, Food Ministry Volunteer Coordinator, Redeemerfoodministry@gmail.com, David Ott, Redeemer Lutheran Church Operations Manager - dott@redeemer.org, x 209 Seyward Ask, Pastor for Community Outreach and Evangelism, x 239 Lutheran Church of the Redeemer, 731 Peachtree Street, NE, Atlanta, GA Daily Food Preparation (Maria Welsh) 8:00 am 10:00 am Prepping bread & desserts (slicing) Setting up plates, bowls & cups (soup & drink) Entrée and dessert preparation (pasta, rice, vegetables, meat, sandwiches) Groups donating food will comply with the serving directions of the Food Ministry Manager. Any extra or leftover food may be used the following day. Facility Preparation (O Murray Dickerson and Traymane Lemons) 9:00 am 10:00 am Set up chairs & tables PP&P Manual Page 83

84 Set up ice, water, trash cans Security is present from 9:00am- 12:00pm Serving is not allowed without security present Volunteer Sign Ups 1. When an individual or group wants to sign up to serve, he or she should contact Mary Howler at: 2. Mary will assign the individual or group to a date. 3. Volunteers can sign up for a one-time service or an on-going monthly commitment. 4. Volunteers will receive an reminder a few days in advance of their service date. Volunteer Service Day 1. Volunteers should arrive between 9:30 am 10:00 am to help with food preparation. 2. When you arrive at the LCFM, check in with Maria, the LCFM Food Manager, to be assigned a duty. 3. The maximum number of volunteers serving in the kitchen is six (6). (1. Soup Server, 2. Plate Maker #1, 3. Plate Maker#2, 4. Plate Maker #3, 5. Plate Presenter, 6. Counter & Cup Dispenser) 4. Other optional Service Roles in the Dining Room: 1. Greeter, 2. Water Pourers (up to 3 people), 3. Table Hosts (up to 15 people 1 per table) - (sit at a table, engage people in conversation, offer to pray with people), 4. Entertainers (piano available, other acoustic instruments & vocalists welcome) 5. We also welcome Lutheran Pastors (or other pastors with the permission of David Ott, the Redeemer Operations Manager) to preside over Holy Communion ( bring your own elements - must be juice, no wine). 5. All volunteers should wear an apron and plastic gloves during the entire time of service. 6. At 10:15 am, Maria will give final instructions for service & offer a prayer for the morning. 7. At 10:30 am the doors will open & volunteers will serve food to the Street Members. 8. Volunteers are typically finished serving by 11:30 am. Please put your apron on the counter (to be washed) and throw away the plastic gloves. You are free to go! Other Important LCFM Volunteer Opportunities 1. Redeemer will provide the food for service, although individuals and groups may also bring food, large cans of vegetables or large bags of rice or pasta. 2. Volunteers may also make cash donations to help support the cost of food purchase. Checks should be written out to Lutheran Community Food Ministry and given directly to Maria, LCFM Food Manager. 3. Volunteers may also collect other items from their church to share with the Street Members. Check with the Operations Manager for items most in need. Typically items most needed: socks, gloves, travel shampoo, travel lotion, travel toothpaste, travel tooth brushes, and travel deodorant. 4. Please do not bring clothing unless we have requested a collection. We have no clothing storage closet. Lutheran Community Food Service Staff Maria Welsh, LCFM Food Manager David Ott, Redeemer Operations Manager Tramayne Lemons, Security O Murray Dickerson, Assistant Eric Yancey, Assistant LCFM Thou Shalt Smile & greet our Street Members you are a servant of Jesus. Give eye contact to our Street Members they deserve to be acknowledged as children of God. Be open to how God might speak to you through this ministry. LCFM Thou Shalt Not Do NOT alter the serving procedures as directed by the LCFM Food Manager Do NOT give money directly to any Street Member- under no circumstances. Do NOT give out your personal information. You can share your first name. Do NOT make promises of extra food. PP&P Manual Page 84

85 Do NOT give out seconds. On occasion there might be extra soup; Maria will decide. Volunteer Security and Parking Do not bring ANY valuables to the LCFM When you arrive, put your keys/purse/wallet in the kitchen near the walk-in cooler. A security guard will ALWAYS be assigned and present You may park in the back parking lot; enter through the door to the left, facing the building. Lock your car and do not leave any items in view. The Security Guard is in charge outside of the kitchen. Please do NOT get involved in ANY altercations with our Street Members; walk away and report the situation to the Security Guard. Please honor and respect the Security Guard and how he interacts with the Street Members. Thanks for your contribution to this powerful ministry and for serving! PP&P Manual Page 85

86 Lutheran Church of the Redeemer Polices, Practices and Procedures REDEEMER FOUNDATION, INC. OPERATING AGREEMENT Approved By: Congregation Council Approval Date: 08/20/2013 PP&P Manual Page 86

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89 Lutheran Church of the Redeemer Polices, Practices and Procedures REDEEMER FOUNDATION, INC. Management of Gifts to Unrestricted and Restricted Funds Approved By: Congregation Council Approval Date: November 15, 2016 PP&P Manual Page 89

90 THE REDEEMER FOUNDATION, INC. Policies, Practices and Procedures for the Management Of Gifts to Unrestricted and Restricted Funds Redeemer Foundation Approval Date: July 27, 2016 TABLE OF CONTENTS A. Introduction B. Definitions B.1 Unrestricted Funds B.2 Temporarily Restricted Funds B.3 Permanently Restricted Funds C. General Policies, Practices and Procedures C.1 Education C.2 Solicitation C.3 Receipt and Acceptance C.4 Acknowledgement C.5 Financial D. Foundation Gift Acceptance Policy PP&P Manual Page 90

91 Redeemer Foundation, Inc. Policies, Practices and Procedures for the Management of Gifts A. INTRODUCTION: to Unrestricted and Restricted Funds Redeemer Foundation Approval Date: July 27, 2016 where your treasure is, there your heart will be also. Matthew 6:21 (NAS) If you wish to be complete, go and sell your possessions and give to the poor, and you will have treasure in heaven. Matthew 19:21 (NAS) The Redeemer Foundation, Inc. ( Foundation ) was established by the Evangelical Lutheran Church of the Redeemer, Inc. in Atlanta, Georgia (the Church ) to provide financial support for the spiritual life and growth of the Church and the Church s community. The Church acknowledges that all we have comes to us by the grace of God and remains God s treasure for our careful stewardship under His guidance. This document encompasses the Policies, Practices and Procedures that guide the Foundation in the solicitation, receipt and stewardship of gifts to the Church. These gifts are distinct and separate from the annual gifts that are given to support the Church s operating budget and that are solicited by the Church s Stewardship Ministry Team. This document has been reviewed and approved by Redeemer s Congregation Council to support the prudent management and dispensation of gifts received by the Church or the Foundation. The Foundation receives, processes, monitors, manages and disburses funds consistent with the donors restrictions and the needs of the Church. The Foundation also manages specific assets of the Church as requested by the Church. The Foundation is a non-granting organization and, as such, does not allocate or grant funds to any other outside organization other than the Church. Funds managed by the Foundation are generally long-term in nature. The Foundation provides educational support for planned giving in collaboration with the various Ministry Teams of the Church. Memorials, donated directly to the Church in memory of an individual, are generally not planned gifts and are generally used over a shorter term. The Foundation does not manage such gifts; instead they are received and separately tracked by Redeemer s Director of Financial Information and are typically managed by the Church s Trustee Committee for Memorial Funds and Designated Funds ( Trustee Committee ). The purpose of these policies and procedures is to define the roles and responsibilities of the PP&P Manual Page 91

92 Foundation in the management of its Unrestricted and Restricted funds. The enclosed Policies, Practices and Procedures document is to be used for all tax deductible donations received by the Church or the Foundation. The Church strongly encourages donors of all gifts to Redeemer to specify gifts as unrestricted to assure the greatest utility and benefit to the Church. All funds, whether specified as restricted or unrestricted by the donor in writing, are managed in accordance with the Uniform Prudent Management of Institutional Funds Act as ratified by the State of Georgia. B. DEFINITIONS: B.1 Unrestricted Funds - Those funds that are not subject to donor-imposed restrictions. Unrestricted net assets may be designated for specific purposes by action of the Church in counsel with the Board of Trustees of the Foundation (the Board ) with the understanding that the Church and the Board can modify those designations at any time. (Reference Paragraph C.5.1). B.2 Temporarily Restricted Funds - Those funds subject to donor-imposed or legal stipulations that may be fulfilled by actions of the Board or that become unrestricted at a date specified by the donor (Reference Paragraph C.5.1). B.3 Permanently Restricted Funds - Those funds subject to donor-imposed stipulations that they be retained and invested permanently by the Foundation The donors require the Foundation to use all or part of the investment return on these net assets for specified or unspecified purposes. (Reference Paragraph C.5.1). C. GENERAL POLICIES, PRACTICES AND PROCEDURES The basic policies and procedures in the Foundations four primary functions are outlined below: C.1 Education: The Foundation serves as an educational resource concerning planned gifts to the Church. Through seminars, printed material, and other media, the Foundation works to educate the members and friends of the Church about planned giving options. C.2 Solicitation: Gifts to the Foundation shall be viewed as planned gifts that are above and beyond the donor s annual pledged giving. The Foundation recognizes that its fund raising activities and solicitation of gifts need to be coordinated with other Ministry Teams of the Church. As a result, every attempt will be made to coordinate all education and solicitation activities of the Foundation with the Ministry Teams of the Church, such as the Stewardship and Finance Ministry Teams, so that all may be stronger, more successful and effective in meeting the financial needs of the Church. PP&P Manual Page 92

93 C.3 Receipt and Acceptance Gifts of any amount will be accepted according to the guidelines of the Gift Acceptance Policy. The Foundation acknowledges that gifts of all sizes can make a significant impact. There shall be no minimum gift size to the Foundation as we are mindful of the parable of The Widow s Mite. [ 12:41-44, Luke 21:1-4] All gifts are needed and all are welcome. Because the Redeemer Foundation is a 501(c)(3) tax-exempt charitable organization, gifts to the Foundation are tax deductible for donors. Gifts will conform to the criteria within the Redeemer Foundation s Gift Acceptance Policy (Reference paragraph D.) Generally, gifts to the Redeemer Foundation will be primarily financial, in the form of cash and securities and in compliance with the Uniform Prudent Management of Institutional Funds Act (UPMIFA) as ratified and amended from time to time by the State of Georgia. The Foundation shall not accept any non-financial donations in the form of goods or services that are not tax deductible. If the Foundation receives stock or securities, non-financial assets (real estate, property or jewelry etc.), such donations shall be converted to cash as quickly as possible and then managed in accordance with the Foundation s allocations and investment strategies. Funds received by the Foundation are designated into three primary categories: Unrestricted, Temporarily Restricted and Permanently Restricted (see B. DEFINITIONS) based on written stipulation(s) from the donor. Upon receipt of the funds in the gift, the Foundation will assume responsibility for the dispensation and management of those funds in accordance with the stipulations imposed by the donor. C.4 Acknowledgement Contributions to the Foundation and written notice of intent to donate (e.g. bequest added to a will) will be acknowledged in writing to the donor (or the family/agent) in a timely manner by the Foundation President and by the Senior Pastor. Additional acknowledgements from the Foundation or others involved in the solicitation may also be appropriate. C.5 Financial C.5.1 Management of Funds These policies and procedures are to be used for all existing funds managed by the Foundation as well as all future gifts received by the Foundation. A gift to the Foundation will be unrestricted, temporarily restricted or permanently restricted based on any written stipulation(s) by the donor. The Foundation will work with the donor and/or his/her legal representative to establish the parameters of the gift. PP&P Manual Page 93

94 Management of Unrestricted Funds: The Foundation Board shall have primary fiduciary responsibility for the management and investment of such funds in accordance with its bylaws, policies and procedures and consistent with the objectives of the Church. To execute its obligation to prudently manage these funds, the Foundation may designate the Redeemer Trustee Committee as its agent to invest the funds entrusted to the Foundation. The Foundation board will meet at least quarterly to review the investment performance of these funds. C.5.2 Allocation of undesignated bequests: 10% of the cash value of a gift that is undesignated by the donor will be allocated for use in Redeemer s outreach and service ministries as outlined in the Foundation s Unrestricted Legacy and Bequests Policy approved January 27, 2015 which is as follows: The Redeemer Foundation ( Foundation ) hereby establishes a policy with the respect to the receipt of bequest gifts that do not contain donor imposed restrictions. In adopting this policy, the Foundation seeks to provide resources to the Lutheran Church of the Redeemer ( Church ) with the intent that these funds would be over and above the annual operating budget. The Foundation will make available to the Lutheran Church of the Redeemer ten percent (10%) of each bequest that does not contain donor imposed restrictions ( gifts ). The process of allocating such funds shall be that each calendar year these gifts will be aggregated and made available to the Church in a single payment on January 1 of the subsequent calendar year. It is the Foundation s intent that this Policy shall begin in FY 2015 such that as of December 31, 2015, ten percent (10%) of all such gifts, aggregated throughout the year, will be made available to the Church on January 1 st of the following year (e.g ) to be used for any purpose approved by the Church Council. Exceptions to or changes in this tithing policy shall be made only upon the approval of the Foundation s Board of Directors. C.5.3 Investment Accounts: Authorized Individuals and Monthly Statement review - The Foundation s investment accounts with banks, money managers and brokerage firms will issue statements confirming the activities and balances in such accounts. The authorized individuals on such accounts shall be the Church s Senior Pastor, the President of the Foundation, the Foundation Treasurer, the Church s President, the Church s Treasurer, and the Chair of the Trustee Committee. Any withdrawal of Foundation funds must be supported by action of the Board. Transfer of funds within an account will generally be handled by the Chair of the Trustee Committee, managing the funds on behalf of the Foundation. Others authorized to make such transfers shall include the Church s Senior Pastor, the Church s Director of Financial Information (DFI), the Foundation Treasurer or the President of the Foundation. The Chair of the Trustee Committee and the DFI shall have primary responsibility to PP&P Manual Page 94

95 monitor and track all accounts on a monthly basis. As a further control, the Chair of the Trustee Committee, the Church s Senior Pastor, the DFI, the Foundation Treasurer, the President of the Foundation, the Church s President and the Church s Treasurer shall all receive copies of statements from the banks, brokerages, and or mutual funds holding the Foundation s funds as well as access to on-line statements. C.5.4 Reporting: The Foundation is dedicated to transparency in its operations and believes that the Church will benefit from rigorous reporting of Foundation activities. Donor confidentiality requests for anonymity will be considered in all reporting. A. Quarterly to the Church Council and Foundation Board - The Chair of the Trustee Committee shall submit quarterly reports to the Church Council and the Foundation Board listing the balances in each account, the cash inflows and outflows, and the investment performance for the quarter and year-to-date. B. Annual to the Congregation - Annually the financial report of the Foundation and the Trustee Committee shall be included as a part of the Church s annual report. The President of the Foundation has primary responsibility for preparation of this annual report to the Congregation. C.5.5 Disbursement - All requests for disbursements will originate by a resolution from the Redeemer Church Council because the Foundation only disburses funds for use by the Church and does not grant funds to any other outside organization unless requested to do so by the Church Council. It is expected that most requests will come through the annual budget process and the needs for additional requests will be rare. However, when such requests for funding from the Church Council occur, they shall include the following information: 1. The amount requested, 2. The time such funds are needed [i.e. in 1) a single lump sum or 2) in multiple equal disbursements, or 3) on a contingency basis to supplement other funding options that may not be adequate or 4) whether such disbursements would be on a matching basis to encourage other contributions, etc.) 3. Which restricted funds should be drawn or if they should be drawn from unrestricted funds. 4. The proposed use of such funds - so that the Foundation can confirm that use is consistent with the donor s wishes in the case of restricted funds. 5. Any other pertinent information that may affect the disbursement (for example, if this is one in a series of requests for planned budget items, etc.) so that the Foundation may invest and plan accordingly. If a draw against a specific designated or Restricted Fund is not stipulated in the Council Request Resolution, the Foundation Board shall require that the Church Council stipulate which fund or combination of funds, designated or undesignated, can be drawn upon to grant the requested funds. The Foundation Board shall have the responsibility of PP&P Manual Page 95

96 determining, in its sole discretion, whether such grants are consistent with the donor s wishes and intent and that the funds are adequate to fulfill the requested amount at the time needed. If necessary, the Foundation Board will call a special meeting to review and vote on the Council s request with the intent of responding as quickly as possible. Such discussion and votes may be done by . In any event it shall respond to the Church Council within twenty business days as to whether or not such a request may be granted, whether the funds are currently available and when such a disbursement can be made. If such a disbursement cannot be made, it will respond in writing as to why such a disbursement is not possible (e.g., use inconsistent with donor s stipulations, inadequate funds, timing penalties on early liquidation of investments, etc.). The Foundation anticipates that such requests for funding will not occur more than once each year because the Church Council meets monthly and prepares an annual budget. D. The Redeemer Foundation, Inc. GIFT ACCEPTANCE POLICY Amended July 27, 2016 As Christians we are called to respond faithfully to God s grace in Christ. God acts in love toward us, calling us to respond with acts of kindness toward others recognizing that all we have is a gift from Him. As people of God, we are encouraged to give proportionately for the Lord s work from our income annually and we are encouraged to give proportionately for the Lord s work from our accumulated resources during life or at death. By making contributions to the Redeemer Foundation we ensure that the mission and ministries of the Lutheran Church of the Redeemer remain strong for generations to come. CASH 1. All unrestricted gifts of cash or check shall be accepted by the Redeemer Foundation regardless of amount. 2. Checks may be made payable to the Redeemer Foundation Inc. or Lutheran Church of the Redeemer. If made in memory or honor of someone or event this should be noted on the for line on the check or in accompanying documentation. In no event shall a check be made payable to an individual who represents the Redeemer Foundation or Lutheran Church of the Redeemer. PP&P Manual Page 96

97 PLEDGES TO GIVE Pledges may be payable in single or multiple installments and the total gift value must be at least $1, The pledge may not exceed 5 years in duration and all donors must complete a pledge form or confirm the pledge in writing. PUBLICLY TRADED SECURITIES 1. Readily marketable securities, such as those traded on a stock exchange, can be accepted by the Redeemer Foundation. 2. Gift securities will be sold immediately by the Redeemer Foundation. For Redeemer Foundation accounting purposes, the value of the securities is the fair market value on the date of the gift determined by averaging the opening and closing price on a major stock or security exchange. CLOSELY HELD SECURITES 1. Non-publicly traded securities may be accepted. 2. Prior to acceptance, the Redeemer Foundation shall explore methods of liquidation for the securities through redemption or sale through contact with the closely held corporation to determine (a) an estimate of fair market value and (b) any restrictions on transfer. REAL ESTATE 1. Gifts of real estate to the Redeemer Foundation should have a use related to the Church s purpose and should be readily marketable. The property will be marketed for sale immediately unless it is deemed relevant to the mission of the Church. 2. The donor is responsible for obtaining an appraisal of the property. The cost of the appraisal is borne by the donor. PP&P Manual Page 97

98 3. Prior to acceptance of the property, the Redeemer Foundation will inspect or have it inspected for acceptability. The estimated market value must exceed any anticipated liability, including any environmental remediation if required. 4. For property that is found to be acceptable, the donor must provide the following documents: Real estate deed listing the Redeemer Foundation as the owner Real estate tax bill Plot plan Substantiation of zoning status 5. Depending on the value and marketability of the property, the donor may be asked to pay for all or a portion of the following. Maintenance costs Utilities Real estate taxes Insurance Environmental remediation 6. For Redeemer Foundation accounting purposes, the value of the gift is the appraised value of the real estate from an appraiser acceptable to the Redeemer Foundation. LIFE INSURANCE 1. The Redeemer Foundation will accept whole life insurance policies as gifts. 2. The Redeemer Foundation may be named as a beneficiary of life insurance. TANGIBLE PERSONAL PROPERTY 1. Gifts of tangible personal property to the Redeemer Foundation should have a use related to the Church or should be readily marketable. PP&P Manual Page 98

99 2. Gifts of jewelry, artwork, collections, equipment, and software may be accepted after approval by the Redeemer Foundation. 3. Such gifts of tangible personal property defined above shall be used by or sold for the benefit of the Church. 4. Property which requires special display facilities or security measures may be accepted only after approval by the Redeemer Foundation. 5. Depending upon the anticipated value of the gift, the Redeemer Foundation may have a qualified outside appraiser value the gift before accepting it. The donor will bear the cost of the appraisal. 6. The Redeemer Foundation adheres to all IRS requirements related to disposing gifts of tangible personal property. PLANNED GIFTS Estate gifts for the benefit of the ongoing work of the congregation are encouraged. This could be in the form of remembering the Redeemer Foundation in a will, trust fund, beneficiary designation, or transfer on death of property or payable on death. The Redeemer Foundation accepts planned gift options including: 1. Bequests 2. Life income plans (charitable remainder trusts and charitable gift annuities) 3. Retirement plans/assets 4. Life insurance beneficiary designations ADMINISTRATIVE MATTERS 1. The Redeemer Foundation receives gifts and manages Foundation funds consistent with the mission purposes stated in the constitution of the Congregation and operating agreements between the Foundation and Congregation. 2. The Redeemer Foundation or its Directors shall not act as an executor (personal representative) for a donor's estate. 3. The Redeemer Foundation or its Directors may not act as co-trustee(s) on a charitable remainder trust. PP&P Manual Page 99

100 4. The Redeemer Foundation does not provide tax or legal advice. Donors should seek advice from a qualified tax or legal expert for guidance. 5. Gift acceptance is subject to ratification by the Redeemer Foundation Directors. 6. All funds, whether donor restricted or unrestricted, will be managed in accordance with the Uniform Prudent Management of Institutional Funds Act (UPMIFA) as ratified, and amended from time to time, by the State of Georgia. PP&P Manual Page 100

101 Lutheran Church of the Redeemer Polices, Practices and Procedures ANNUAL FUNDING FOR THE REDEEMER COMMUNITY OUTREACH MINISTRY TEAM Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 101

102 ANNUAL FUNDING FOR THE REDEEMER COMMUNITY OUTREACH MINISTRY TEAM A. INTRODUCTION: Funding of benevolent causes beyond Redeemer reflects our keen awareness of compelling community needs outside of the immediate congregation. In addition to the substantial participation of its member volunteers, Redeemer traditionally aspires to support these external community ministries through the allocation of its paid staff and monetary resources by no less than a tithe of its total Annual Operating Budget. The Community Outreach Ministry Team is one of the many Redeemer ministries that serve our external community. This document describes the policies, practices and procedures used by the Community Outreach Ministry Team (COMT) to identify, evaluate and select Redeemer s Community Outreach Partners (COPs), and to recommend annual aggregate community outreach funding for these partners to the Congregation Council. The document is submitted to the Council periodically for approval when changes to its content are proposed by the Ministry Team. B. COMMUNITY OUTREACH PARTNERS: The current Redeemer Community Outreach Partners are: Foreign Ministry Support O CALT School in Nicaragua O Ethiopia Genesis Shelter Georgia Justice Project Habitat For Humanity Annual Construction Project Lutheran Services of Georgia Midtown Assistance Center Community Outreach Ministry Team Discretionary Fund Quilters Redeeming G.R.A.C.E. Wellspring Living ELCA Missionary (TBD) C. FUNDING PROCEDURE: The Community Outreach Ministry Team funding application and recommendation process is conducted to coincide with and be responsive to the formation and approval of the Redeemer Annual Operating Budget by the Finance Ministry Team (FMT) and Congregation Council as described in the Policies, Practices and Procedures for the FMT found elsewhere in this Manual. 1. The COMT identifies, evaluates and selects Community Outreach Partner candidates for funding, solicits application proposals from those candidates, and sets a schedule for timely receipt of the applications. Prior to soliciting community outreach grant applications from potential partners, the COMT reports its proposed roster of intended Community Outreach Partners to Council each year for informational purposes. The schedule is set by the COMT to allow sufficient time to receive and review applications from the selected Community Outreach Partner candidates prior to the joint Executive Committee-Council Community Outreach information exchange meeting convened in July. This meeting is the primary venue for members of the PP&P Manual Page 102

103 Executive Committee and the Congregation Council to receive and evaluate requests in person for community outreach funding from Redeemer. At this meeting a representative of the COMT and of each Core Spiritual Partner (CSP) present their organization s community outreach visions and a proposal for funding from the congregation s Annual Operating Budget for the succeeding calendar year. All COP and CSP representatives are in attendance at the presentations which are followed by a question/answer period and interaction among the meeting attendees to foster mutual understanding of Redeemer s total community outreach ministry. 2. After the joint Community Outreach meeting in July, the COMT prepares a preliminary aggregate community outreach budget recommendation in anticipation of a funding request from the Director of Financial Information (DFI). This request is typically received in early August. The aggregate funding recommendation from the COMT is based on the Board s internal evaluation of the COP applications received. The application format is shown in Section D of this document. The DFI receives and processes the funding requests from all Redeemer sources and forwards them to the Finance Ministry Team for formulation of a preliminary Operating Budget document. 3. The Finance Ministry Team develops the preliminary Annual Operating Budget during the month of September and forwards it to the Executive Committee prior to the Committee s October meeting. The FMT and the Executive Committee jointly review the preliminary Operating Budget at the Executive Committee s October meeting and agree on a proposed budget to present to Council for review and discussion at the Council s October meeting. A representative from the COMT may attend the October Council meeting to discuss, defend or contest its recommended COP aggregate funding in the proposed Operating Budget. The Council typically votes to approve a proposed Annual Operating Budget for the succeeding calendar year at its November meeting. The proposed Operating Budget is presented for approval at a called Congregation meeting in December. 4. The COMT aggregate budget for the Community Outreach Partners is finalized when the Annual Operating Budget is approved by the Congregation at its December meeting. After the Community Outreach Ministry Team aggregate budget is finalized, the COMT determines the individual allocations to the designated Community Outreach Partners. The allocations are based on the Ministry Team s internal evaluation using, but not limited to the criteria shown in Section E of this document. At the conclusion of budget allocations, the COMT reports the funding distribution to the Council for informational purposes at the Council s next scheduled meeting. 5. From time to time Redeemer is the beneficiary of estate gifts as well as other unbudgeted gifts. All or part of these gifts may be directed to the COMT to be distributed to deserving recipients at the discretion of the Ministry Team. After the COMT completes such awards, the name[s] of the recipients of these gifts and the amounts given are to be reported to Council in a timely manner. PP&P Manual Page 103

104 D. FUNDING APPLICATION FORM: Lutheran Church of the Redeemer Community Outreach Grant Application for Funding in the Calendar Year: YYYY Thank you for your interest in funding from Lutheran Church of the Redeemer. Grant applications can be submitted by electronic mail (preferred), mailed, or hand delivered to: Lutheran Church of the Redeemer Attn: Pastor Seyward Ask (Community Outreach Partner Grants) 731 Peachtree St. NE Atlanta, Georgia A Community Outreach Partner grant application is composed of the following: 1. Organizational Summary form (see page 2) 2. Description of your organization s history, key programs, number of people served annually and key outcomes (not to exceed 2 pages) 3. Description of specific program or need for which you are seeking funds. What will be different if you receive a grant from Redeemer? How many more people will be served? What do you anticipate the outcomes to be? How will you evaluate them? (1-2 pages) 4. What role (if any) does the Christian faith or other faiths play in the services provided by your organization? Was your organization founded by faith communities? 5. List of Redeemer members who have a direct interest in or involvement with your organization or one of its programs (optional) 6. Description of volunteer opportunities available to members of the Redeemer congregation with your organization. Are unique skill sets needed? Can children volunteer? If so, what ages are appropriate? 7. Certification of Non-Profit status, e.g., a copy of your organization s 501 (c) (3) 8. Most recent financial / audit statement 9. Most recent annual report 10. List of other funders NOTE: If you cannot respond to one or more of the above items, please briefly address the reason(s). Grant Application Deadline: MM-DD-YYYY PP&P Manual Page 104

105 Organizational Summary: Redeemer Community Outreach Partner Grant Application for the Calendar Year: YYYY Organization Address Phone Website Date organization founded Executive Director Phone Contact person (if different) Title Phone Organization s mission statement PP&P Manual Page 105

106 Have you received support from Redeemer in the past? Yes No If yes, when and in what amount(s)? (Please include in-kind donations such as supplies and materials.) What was accomplished with these funds and/or in-kind donations? Amount of grant request PP&P Manual Page 106

107 E. FUNDING APPLICATION EVALUATION FORM (For Internal Use Only): Applicant s Name: Groups Served Points 1. Persons in extreme and/or dire need 25 Homeless At-risk children Developmentally disabled w/ little or no income Mentally ill w/ little or no income Persons w/ no apparent public or private income Long-term disabled due to accident or catastrophic illness 2. Persons in obvious need 20 Persons earning poverty wages or on welfare Elderly on low-limited fixed income Poor or low-income persons in abusive living situations 3. Persons in need (low-income households or individuals) Persons faced with a lower level of need (moderate-income households or individuals) Persons facing temporary setbacks that have potentially serious consequences (layoffs, evictions, etc.) 5 6. Other 0 Impacts Points 1. Substantial (200 or more persons served) Significant ( persons served) Moderate (50-99 persons served) Mild (20-50 persons served) 8 5. Few (5-20 persons served) 5 6. Insignificant (fewer than 5 persons served) 0 Benefits Points 1. Substantial (multi-faceted, addresses 5 or more aspects of the problem) Significant (addresses 3-4 aspects of the problem) Moderate (addresses 2 aspects of the problem) Mild (addresses 1 aspect of the problem) 5 5. Insignificant (addresses no aspects of the problem 0 Faith Component Points 1. Organization s principal services are provided in Christian context (e.g., Christian 15 ministry, Christian counseling, evangelism) 2. Organization provides some faith-based services Organization founded by faith communities, but services are faith-neutral 5 4. Organization is secular 0 Significance of Redeemer Funding Points 1. Essential for success Significant difference for success 8 3. Moderate difference for success 5 4. Slight difference for success 3 5. No difference for success 0 PP&P Manual Page 107

108 Volunteers Points 1. Current Redeemer volunteer involvement and potential for future involvement 5 2. Potential for Redeemer volunteer involvement 3 3. Little or no potential for Redeemer Volunteer involvement 0 Reviewer s Enthusiasm/Opinion Points 1. On a scale from 0-10 (with 0 being not at all and 10 being the most), how enthused are you by this proposal? TOTAL (can be up to 100 points) PP&P Manual Page 108

109 Lutheran Church of the Redeemer Polices, Practices and Procedures ADDITION, REMOVAL AND ANNUAL FUNDING PROCEDURES FOR REDEEMER CORE SPIRITUAL PARTNERS Approved By: Redeemer Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 109

110 ADDTION, REMOVAL AND ANNUAL FUNDING PRODECURES FOR REDEEMER CORE SPRITUAL PARTNERS A. INTRODUCTION: Funding of benevolent causes beyond Redeemer reflects our keen awareness of compelling community needs outside of the immediate congregation. In addition to the substantial participation of its member volunteers, Redeemer traditionally aspires to support these external community ministries through the allocation of its paid staff and monetary resources by no less than a tithe of its total Annual Operating Budget. The Core Spiritual Partners are included in the many Redeemer ministries which serve our external community. This document describes the policies, practices and procedures used by the Executive Committee to solicit, evaluate and recommend yearly community outreach funding for each of the Redeemer Core Spiritual Partners (CSPs) to the Congregation Council. This document is submitted to the Congregation Council periodically when changes to its content are proposed by the Executive Committee. B. CORE SPIRITUAL PARNTERS: The current Redeemer Core Spiritual Partners are: The R.L.C. Corporation (Lutheran Towers) The Redeemer Lutheran Community Food Ministry The Goshen Valley Ranch C. FUNDING PROCEDURE: The Core Spiritual Partner funding application and recommendation process is conducted to coincide with and be responsive to the formation and approval of the Redeemer Annual Operating Budget by the Finance Ministry Team (FMT) and Congregation Council as described in the Policy, Practices and Procedures for the FMT found elsewhere in this Manual. 1. The Executive Committee (EC) solicits funding application proposals from the Core Spiritual Partners and sets a schedule for timely receipt of the applications. Responsibility for submitting CSP applications are as follows: a. The R.L.C. Corporation (Lutheran Towers) application shall be made by its Board of Directors b. The Lutheran Community Food Ministry application shall be made by its Redeemer Ministry Team c. The Goshen Valley Ranch application shall be made by The Goshen Valley Foundation Liaison Board The schedule is set by the Executive Committee to allow sufficient time to receive and review applications from the CSPs prior to the joint Executive Committee-Council Community Outreach information exchange meeting convened in July. This meeting is the primary venue for members of the Executive Committee and the Congregation Council to receive and evaluate requests in person for community outreach funding from Redeemer. At this meeting representatives from each Core Spiritual Partner and the Redeemer Community Outreach Ministry Team (COMT) present their organization s community outreach vision and a proposal for funding from the congregation s Annual Operating Budget for the succeeding calendar year. All representatives are in attendance at the presentations which are followed by a question/answer period and interaction among the meeting attendees to foster mutual understanding of Redeemer s total community outreach ministry. PP&P Manual Page 110

111 2. After the joint Community Outreach meeting in July, the Executive Committee prepares a preliminary budget recommendation for each of the Core Spiritual Partners in anticipation of a funding request from the Director of Financial Information (DFI). This request is typically received in early August. The funding recommendations for each CSP are based on the Committee s internal evaluation of the applications received. The application format is shown in Section D of this document. The DFI receives and processes funding requests from all Redeemer sources and forwards them to the Finance Ministry Team for formulation of a preliminary Annual Operating Budget document. 3. The Finance Ministry Team develops the preliminary Operating Budget during the month of September and forwards it to the Executive Committee prior to the Committee s October meeting. The Finance Ministry Team and the Executive Committee jointly review the preliminary Operating Budget at the Executive Committee s October meeting and agree on a proposed budget to present to Council for review and discussion at the Council s October meeting. A representative from each of the CSPs may attend the October Council meeting to discuss, defend or contest its recommended funding in the proposed Operating Budget. The Council typically votes to approve a proposed Annual Operating Budget for the succeeding calendar year at its November meeting. The proposed Operating Budget is presented for approval at a called Congregation meeting in December. The individual CSP budgets are finalized when the Annual Operating Budget is approved by the congregation. D. FUNDING APPLICATION CONTENTS: The Core Spiritual Partner community outreach funding application shall, to the greatest extent possible, include the following information: 1. Core Spiritual Partner (CSP) name 2. Contact information: Primary Contact Person/Title Phone number address Organization Website (if available) 3. Current CSP Redeemer Liaison Board Members 4. Core Spiritual Partner Mission Statement with brief (1-2 page) narrative of current actual and near-term planned activities of particular interest and relevance to the Redeemer congregation 5. Amount of community outreach funds requested from Redeemer Operating Budget for the Calendar Year YYYY 6. Planned use of requested funds: Description of specific project or projects and/or, Description of operational support needs 7. Financial Information: Please supply appropriate financial data and analysis for the Council evaluators to understand the importance of the amount of Redeemer funding you have requested for your organization to achieve its community outreach objectives for the Calendar Year YYYY. 8. Submit completed application to the Redeemer Executive Committee (hardcopy or electronic - Attention: Council President) at least one week in advance of the scheduled MM-DD-YYYY Executive Committee meeting. PP&P Manual Page 111

112 9. Organizations applying for CSP designation and first-time funding shall also submit qualifications which address the specific requirements for CSP stature found in CR13.06.A.1.a of Redeemer s Continuing Resolutions. E. PROCESS TO ADD OR REMOVE A CORE SPIRITUAL PARTNER: 1. ADD: Organizations that have an interest in being considered for the CSP designation must meet the criteria contained in CR13.06.A.1.a and must submit a detailed application, which contains the information listed above in section D., to Executive Committee by March 1 st. This will allow sufficient time for review and approval by both Council and the Congregation prior to the annual CSP funding request timeline contained in section C above. 2. REMOVE: With the understanding that the current CSP ministries develop their individual budgets each year based on prior year funding until they are notified of any change, a proposal to remove the CSP designation from a ministry for the following calendar year must be submitted to the Executive Committee prior to its May meeting. In order to facilitate formulation of the Redeemer Annual Operating Budget, review and approval of the proposed removal by both Council and the Congregation must be complete by August 31st and the affected CSP ministry notified of its status and funding change by September 30th. PP&P Manual Page 112

113 Lutheran Church of the Redeemer Polices, Practices and Procedures REQUEST FOR MEMORIAL AND DESIGNATED FUNDS Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 113

114 Request for Memorial and Designated Funds Process for Fund Approval: l. Determine if the request meets the fund description for appropriate use. 2. Complete the Funding Proposal and have it signed by the appropriate ministry board chair and staff person. 3. Submit the Funding Proposal to Executive Committee for review and recommendation. 4. Executive Committee will forward its recommendation to the Council for final decision. Definitions of Memorial and Designated Funds 1. Baumer-Rudisill- Harris Memorial Fund: Use: To provide limited initial funding for new ministry development. 2. Good Samaritan Fund: Use: To provide funding for outreach to those in need. 3. Mary Niemeyer Christian Education Fund: Use: To provide funding for special initiatives in Christian Education. 4. Seminarian Scholarship Fund: Use: To provide support for seminary students. 5. Ray Martin Organ Fund: Use: To provide funding for major organ repair and maintenance. 6. Schroeter-Ergenzinger Fund: Use: To provide funding for Youth and Learning Ministries. 7. Strickland Fund: Use: To provide funding for outreach to Homeless/Poor/LCFM PP&P Manual Page 114

115 Funding Proposal for Memorial and Designated Fund Use Name of Fund :(see attached descriptions) Request made by :( Ministry Board, Staff,etc) Phone number/ Amount Requested :( include any special needs and the date funds will be needed) Please give a brief description of the purpose and scope of the request (include target audience, length of time financial support needed, program, expected costs) Define the impact on facilities, security and/or food and beverage? How will this program introduce non members to Redeemer? The Community? What volunteer opportunities will this create or expand? Date of Request: Executive Committee Date: Council Date: Approval Date: PP&P Manual Page 115

116 Lutheran Church of the Redeemer Polices, Practices and Procedures OVER AND ABOVE FUNDRAISING POLICY Approved By: Congregation Council Approval Date: 4/16/2013 PP&P Manual Page 116

117 POLICY APPROVAL/REVISION DATE: 4/16/2013 OVER AND ABOVE FUNDRAISING POLICY I. Purpose: The Lutheran Church of the Redeemer s ( Redeemer ) budgeted ministry programs are funded by the regular and ongoing tithes and other gifts from its members after individual discernment and prayer. On occasion, Redeemer Staff, Ministry Boards, and/or other Ministry Partners may desire to raise funds that are over and above the pledged or regular giving to Redeemer s annual budget. This policy is designed to provide guidelines and criteria by which such fundraising shall be approved. II. Fundraising: For the purposes of this policy, Fundraising is any effort to solicit contributions of goods, funds, and/or services, as well as the sale of any goods or services by any of Redeemer s organizations, ministry boards, ministry partners (including any proposed new ministry partners), and any organization with which Redeemer has a formal relationship. No individual and/or organization shall be allowed to conduct fundraising at and/or through Redeemer, unless as a representative of or partner with one of Redeemer s organizations, ministry partners, and/or those organizations with which Redeemer has a formal relationship. III. Fundraising Review Committee: A Fundraising Review Committee ( Committee ) shall be made up of two congregation members and one staff member from Redeemer. The Senior Pastor shall appoint the staff member. The Congregation Council shall appoint the congregation members at the January Council meeting every even numbered year. The term length for congregation members shall be two years. If a vacancy on the Committee arises, the Congregation Council shall appoint a congregation member at the monthly Council meeting following the vacancy. IV. Grandfather Clause: Redeemer has hosted and participated in numerous and frequent fundraisers in the years prior to the implementation of this policy. All said fundraisers shall be deemed grandfathered and accepted as approved fundraisers, as long as notice of these pre-existing fundraisers are provided to the staff member of the Committee no later than December 31, Otherwise, any such fundraising shall be required to obtain approval as specified herein. All grandfathered fundraising shall still be required to coordinate with Redeemer s staff member on the Committee concerning logistics such as scheduling, space reservation, associated costs, staffing needs, and other matters associated with said fundraising. PP&P Manual Page 117

118 POLICY APPROVAL/REVISION DATE: 4/16/2013 V. Fundraising Approved by Redeemer s Congregation Council Any fundraising effort voted on and approved by the Congregation Council shall not be required to obtain approval from the Committee. All fundraising by the Congregation Council shall still be required to coordinate with Redeemer s staff member on the Committee concerning logistics such as scheduling, space reservation, associated costs, staffing needs, and other matters associated with said fundraising. VI. Fundraising Approval Process Any staff member, ministry board, ministry partner (including proposed new ministry partners), and/or organization with which Redeemer has a formal relationship may submit an application with the Committee for a fundraising proposal. All applicants shall allow for sufficient time for approval as well as completing the Over and Above Fundraiser Request Form. Upon the submission of an application, the Committee shall meet and in determining whether to approve the request, shall consider the following factors: 1) Do the logistics pertaining to scheduling, space reservation, associated costs, staffing needs, and other matters associated with the implementation of said fundraising allow for it to occur? 2) Does the fundraising help to serve Redeemer s mission? 3) Is the fundraising for a specific need and/or project, or is it to serve as a supplement for general funds? 4) Other factors and considerations that the Committee may deem appropriate. In its discretion, the Committee may approve, deny, or refer the request to the Congregation Council for final approval. Once a fundraising project has been approved, there is no need for the project to be approved for subsequent occasions. There only shall be the requirement that the approved fundraising will still be required to coordinate with Redeemer s staff member on the Committee concerning logistics such as scheduling, space reservation, associated costs, staffing needs, and other matters associated with said fundraising. In the event the Committee refers the request to the Congregation Council, the staff member shall notify the Executive Committee to have the matter brought up for discussion at the next Congregation Council meeting. Where a request has not been denied by the Committee, approval by Congregation Council shall only require a simple majority vote to grant the application. VII. Appealing a Denied Application Should the Committee reject a fundraising request, the Committee may make suggestions for modifying said request, so that it may be approved. If such changes are not acceptable, and/or if the Committee denies the request, the applicant may bring the matter to the Congregation PP&P Manual Page 118

119 POLICY APPROVAL/REVISION DATE: 4/16/2013 Council for appeal. Any such appeal must be notified to the Executive Committee before the next Congregation Council meeting following the denial by the Committee, or any such appeal shall be waived. Further, any request (whether for a new or previously approved fundraising project) that is denied based on account of logistical concerns shall not be appealable to the Congregation Council. Any appeal of a denial shall require a two-thirds vote by the Congregation Council to overturn the Committee s decision. VIII. Reporting of Results A full accounting of money raised or goods and/or services collected and to whom these items are distributed shall be provided to the Committee after the completion of the fundraiser. IX. Revocation of Existing Fundraising The same criteria used in determining the approval of a fundraising project may be used by the Committee to determine that a fundraising project s standing as an approved fundraiser at Redeemer should be revoked. Upon such an occurrence, the Committee must provide the reasons for the revocation, and allow the offending group a reasonable time, not to exceed one month, to explain and/or correct its errors. If the Committee wishes to proceed with revocation, the Committee then forwards the matter to the Congregation Council by notifying the Executive Committee. Any revocation will require a two-thirds vote in support of such a measure by the Congregation Council. X. Policy Review This policy may be reviewed from time to time by the Committee and/or the Congregation Council as they deem necessary. Any such changes to this policy shall require the approval of the Congregation Council. PP&P Manual Page 119

120 Lutheran Church of the Redeemer Polices, Practices and Procedures OVER AND ABOVE FUNDRAISING REQUEST FORM Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 120

121 Lutheran Church of the Redeemer FUNDRAISING REQUEST FORM Today s Date: Activity is Sponsored by: Ministry Board (Board Name) Staff (Staff Member Name) Other Entity (Entity Name) Contact Person: Phone # s: (w) (h) (cell) Name of Activity: Date(s) and Place of Activity: Activity is: Existing New One-Time Goal of activity: Specify beneficiaries of this activity: Specify who will be involved in this activity: Does the activity supplement an existing church budget item? Yes No To whom will the appeal be made? Redeemer Congregation General Public Both Volunteer Requirements: Staff Time Commitment: Minimal Average Extensive Minimal Average Extensive Estimated total number of volunteer hours: staff hours: How does this activity serve the mission of Redeemer? (OVER) PP&P Manual Page 121

122 EXPENSES Please fill in estimated costs for this project below: Outside personnel costs (if applicable): (cost) Office supplies (if applicable): (cost) Other materials: (cost) Describe: Postage: (cost) Printing & Copying: (cost) Other expenses: (cost) Describe: Total Estimated Cost: Estimated Earnings: Estimated Net Earnings: Please describe how these net earnings will be distributed on a percentage basis and when: Request submitted by: Date Please return this request to the in the Church Office Date of Approval by PP&P Manual Page 122

123 Lutheran Church of the Redeemer Polices, Practices and Procedures REQUESTS FOR FUNDS FROM THE PROPERTY PRESERVATION FUND Approved by: The Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 123

124 REQUESTS FOR FUNDS FROM THE PROPERTY PRESERVATION FUND The function and management of the Property Preservation Fund (PPF) is detailed in CR12.05.a.2 of Redeemer s Continuing Resolutions. The purpose of the PPF is to set aside and accumulate capital to be used for preservation of Redeemer s physical plant, real property and equipment, and for repairs or replacements due to unforeseen contingencies or emergencies. The PPF is typically augmented annually as a line item in the Operating Budget, from capital campaigns/appeals, and from gifts and bequests designated for that purpose. PPF Funds are managed and conservatively invested as part of a pool that includes Redeemer s designated and Foundation funds by the Memorial Funds Treasurer as Chair of the Trustee Committee. The PPF is not intended to be used for supplementing the church s property line item in the annual Operating Budget which is for funding planned equipment purchases or property repairs/improvements that can typically be expensed within one year. Formal requests for funds from the PPF originate from the Property Ministry Team. The Team identifies major capital projects requiring PPF funds and develops proposals for the implementation of these projects. According to CR12.05.a.2.d, the proposals shall include the purpose and the projected cost of the project including an analysis of the cost and physical impacts if action is delayed or not conducted. The proposal also states whether or not competitive bids will be used to award contracts for the work and the rationale for that decision. The Property Ministry Team may also, if appropriate, include a replenishment plan to fully or partially restore PPF assets used for the proposed capital project. When the project proposal is complete, the Property Ministry Team submits its recommendation for approval to the Congregation Council through the Executive Committee. Funds from the PPF may be accessed in cases of emergency such as significant equipment failures or physical damage to church property. In accordance with CR12.05.a.2.e, In the event of an emergency requiring immediate disbursement of funds, a request including the information in CR12.05.a.2.d, shall be submitted to the Memorial Funds Treasurer, the Senior Pastor and any other person designated by the Congregation Council. Based on their review, an emergency Congregation Council meeting may be called to act on the request. Participation by conference call or similar means, as specified in C.12.12, is permitted. The Memorial Funds Treasurer s role is to determine a cost-effective procedure to minimize penalties and fees for withdrawal of the needed emergency funds. PP&P Manual Page 124

125 Lutheran Church of the Redeemer Polices, Practices and Procedures TITHING OF UNDESIGNATED BEQUESTS Approved By: Congregation Council Approval Date: 12/17/2013 PP&P Manual Page 125

126 POLICY AND PROCEDURE FOR TITHING OF UNDESIGNATED BEQUESTS "MOTION: Council gratefully accepts $1000 (or 10%) of the recent $10,000 undesignated bequest from Ronnie John Peterson via the Redeemer Foundation to be used at Council's discretion exclusively for outreach, over and above the current operating budget for outreach. Council further declares a new policy going forward to tithe 10% of all undesignated bequests exclusively for purposes of outreach, over and above the operating budget for outreach." PP&P Manual Page 126

127 Lutheran Church of the Redeemer Polices, Practices and Procedures GERMAN CHURCH POLICIES, PRACTICES AND PROCEDURES (Letter of Agreement with German Church Pastor; March 24, 2015) Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 127

128 March 24, 2015 German Church Atlanta Rev. Dorothea Lotze-Kola Senior Pastor 731 Peachtree St, N.E. Atlanta, GA Dear Pastor Lotz-Kola: Please review the following agreement for our partnership in ministry. This agreement will be reviewed annually (August of each year) and approved by the Congregational Council. 1. Worship Services: a. Worship Service Space is provided in the Chapel at 11:00am. All worship services or use of the Sanctuary must be requested and reserved in advance. GCA accepts responsibility for set up, clean up and applicable security, nursery, fees, etc. for any services in addition to the regular Sunday schedule. b. Redeemer invites GCA to share fellowship in the Sims Atrium as part of our Sunday services. GCA has the option to host the Coffee Hour annually for Redeemer. Additional use of the Sims Atrium or other Redeemer space may be requested and reserved as available. GCA accepts responsibility for set up, clean up and any additional security or nursery fees. c. All weddings, baptisms, funerals or memorial services must be scheduled on the Redeemer master calendar. GCA accepts responsibility for set up, clean up and applicable fees. d. All additional programs and special events must be listed in advance on the master calendar with Robin Durdin. Details and arrangements must be provided to Maria Welsh no less than 7 days in advance. (please use function request form) All fees, if appropriate, shall be remitted to Jennifer Isaacson within 7 days of incurring the expense. i.e. security, childcare PP&P Manual Page 128

129 2. Office Space/Building Use: a. Redeemer Lutheran Church will provide office space on the second floor of the education building. All furnishings, phone lines and computer needs are the responsibility of the GCA. b. All employees of the GCA will adhere to the present policies regarding security measures for the building. Keys will be provided for the Pastor of GCA. Other keys may be available upon request. c. All office supply costs including postage are the responsibility of GCA. d. Redeemer cannot provide storage space for GCA equipment or supplies Joint Outreach GCA is invited to join Redeemer in joint worship and program opportunities. 4. Community Outreach The German Church Atlanta is invited to participate in Redeemer (LCR) Outreach activities. 5. Children, Small Group Ministries, Music Program, Sunday School, Nursery We invite the GCA members and friends to participate in available programs at the same costs as LCR members, i.e. Summer Music Camp, Midtown Lutheran Preschool. Redeemer nursery facilities are available to GCA at no additional costs during LCR regular worship service/program hours. Additional nursery care may be contracted with our caregivers. 6. Please sign the attached Indemnification Agreement as part of this agreement. Agreed and accepted this day of March, 2015 GERMAN CHURCH ATLANTA By: By: Senior Pastor, Dorothea Lotze-Kola EVANGELICAL LUTHERAN CHURCH OF THE REDEEMER, INC. By: President, Lutheran Church of the Redeemer By: Senior Pastor, Tim M. Smith PP&P Manual Page 129

130 EXHIBIT A INDEMNIFICATION AGREEMENT The Indemnification Agreement (this Agreement ) is executed and delivered by the undersigned as of the day of, WITNESSETH: WHEREAS, the undersigned is a representative of The German Church in Atlanta (the GCIA ) and GCIA will receive substantial benefits pursuant to the Letter of Agreement dated March, 2015 pursuant to which GCIA will use certain areas (the Premises ) of the Evangelical Lutheran Church of the Redeemer, 731 Peachtree Street, Atlanta, Georgia (the LCR ); and WHEREAS, LCR would not enter into the Letter of Agreement unless GCIA executes an Agreement in the form hereof; and NOW, THEREFORE, in consideration of the mutual benefits to each party under this Agreement and the Letter of Agreement, the parties hereby agree as follows: The undersigned shall protect, defend, indemnify and save harmless the LCR from and against all liabilities, obligations, claims, demands, damages, penalties, losses, costs and expenses (including without limitation reasonable attorney s fees and expenses) ( Losses ), imposed upon, incurred by or asserted against the LCR by reason of or related to: (a) GCIA s use of the Premises; (b) any accident, injury to or death of persons or loss of or damage to property relating to adjoining sidewalks, curbs, adjacent property or adjacent parking areas, streets or ways; or (c) any failure on the part of the undersigned or any other member of the GCIA to perform or comply in full with any of the terms of the Letter of Agreement. Notwithstanding the foregoing, the undersigned shall have no obligations hereunder for Losses arising directly from the LCR s willful misconduct or gross negligence. IN WITNESS WHEREOF, the undersigned has duly executed this Agreement as of the date first written above. Rev. Dr. Timothy M. Smith Rev. Dorothea Lotze-Kola PP&P Manual Page 130

131 Lutheran Church of the Redeemer Polices, Practices and Procedures MISSION HOUSE AT REDEEMER GUIDELINES Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 131

132 Mission House at Redeemer Guidelines Group Arrival The Mission House is used during most of the week for day/evening meetings and weekend church youth activities so early reservations are encouraged. Our Mission House Manager lives on site and will meet you and provide group orientation and a tour of the campus as well as review the facility policies. The Manager will be available the entire length of your stay. Please call two days prior to confirm arrival time and please inform our resident manager,, if you will not arrive as expected. The Mission House Manager contacts: Cell Phone # Main Church Office Number (8:30am-5:00 pm) Parking Please park all vehicles in the lower parking lot located behind the Mission House. Parking ID cards will be provided and should be placed in the front driver side window. While we do have security on site please remember you are in the inner city. Please do not leave any valuable in the car or in view. Redeemer Lutheran Church is not responsible for items left in cars. Security Security is provided by the Mission House Manager and the Redeemer Lutheran Church Security team.. We will provide a key for the Mission House to the Group Leader.. The key must be returned to the Mission House Manager prior to departure. The fee for unreturned keys is $ Please lock the house when you leave for the day or evening. Emergency There is no alarm system in the Mission House. In the event of an emergency dial 911 and immediately contact the Mission House Manager at. Kitchen The Kitchen is located on the first floor of the Mission House. Items have been provided and stored in the kitchen for your use. These Include assorted pots & pans, serving & eating utensils, and kitchen linens. You are responsible for providing all food and expendable items (paper products). Ice is available from the main kitchen. Please ask the Mission House Manager when ice is needed. Kitchen cleaning products are provided. Please clean (a dishwasher is provided) and return the items to the same storage cabinet when you are finished using them. Please leave the kitchen the way you found it. Garbage containers are provided to dispose of waste. Please use the liners provided. When you need to empty these containers, please use the dumpster located in the rear church parking lot. Any food or beverage left in the refrigerator will be donated to Lutheran Community Food Ministry. PP&P Manual Page 132

133 Bathroom and Shower Facilities There are two bathrooms on the first floor of the Mission House There are two shower units in each restroom of the Mission House. Guests should bring their own personal items (soap, shampoo, towels, wash clothes, Etc.). Because a variety of activities are scheduled throughout the week (including Pre-school, child care, after school, summer day camps, AA meetings, Scouting programs, etc.), you will receive information upon your arrival regarding specific times during the day that showers may/may not be taken. Meeting and Sleeping Arrangements The Fireside Room is located on the first floor.there are three large areas and one small on the second floor. The Room is configured with sleeper sofas that will accommodate. The Room is configured with and the Common Area is furnished with sleeper sofas and a conference table for 8..The group is responsible for providing bedding (sleeping bags, sheets, pillows, blankets, etc.) Additonal meeting space can be arranged based on availability. There is a fee for additional meeting space. Utilities The greatest expenses for accommodating work groups include the electric, water and sewer bills. Please be thrifty when using water or setting the heat/air thermostat. Please turn-off lights when your group leaves the house for the day/evening. Janitorial Services The house will clean upon arrival and departure. Worship Services There are three worship services held on Sundays, 8:15 AM, 9:45AM and 11:00 AM. and the House of the Rock Sunday evening service at 6:22 PM.You are welcome at the coffee/fellowship hour following all services in the Sims Atrium. Sunday school classes are from 9:30 10:30 AM. Please join us for worship! Casual dress is certainly permitted. Departure The Mission House Manager will schedule walk thru prior to your leaving. Make sure all trash is removed, all areas are clear and keys are returned. Please check prior to leaving for items that may be left behind. Redeemer is not responsible for personal items. Enjoy your visit to Atlanta and to the Mission House at Redeemer! Remember: You are staying on a church campus and your individual and collective behavior should reflect, positively, on our church and your own organization. There is no smoking permitted in any of our buildings. We do not permit drinking of any alcoholic beverages on our campus. The use of illegal drugs is prohibited. Pets are not permitted in the Mission House or on the Redeemer campus. PP&P Manual Page 133

134 Lutheran Church of the Redeemer Polices, Practices and Procedures NURSERY GUIDELINES Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 134

135 Nursery Guidelines: When completing timesheets, please record the accurate arrival time (should match start-of-shift, unless you were late for some reason), and departure time (should match actual departure, even if the shift was scheduled to go longer). Remember to sign your timesheets! Sign one right when you start a sheet, and you won t forget. For TLC/new staff, timesheets are completed as follows: o Full name and address in the top left. If you would like your check to be mailed to you, please write this at the top. o Date of shift on the left hand side of each line o Name of shift is Nursery. To be more specific, write Sunday Nursery, Wednesday nursery, Wednesday games/crafts, Thursday Mom group etc. o Record time in and time out (see first bullet). o Don t forget to sign the bottom! o Workers are paid for 4 hours, even when shifts are less than 4 hours. Arriving more than 15 minutes late to your scheduled start time, or departing prior to conclusion of childcare and clean-up will result in pay for only hours worked during that shift. Late arrivals/early departures should be discussed with the nursery supervisor as soon as possible. Closing: Wipe clean all the used and germy toys with vinegar or Lysol wipes, and put away. Jen s cell phone is Please call with any questions, concerns, or any other nursery issue. Jen is almost always in the building on Sunday mornings and Wednesday nights. Please sign below to indicate your receipt and acknowledgement of these nursery procedures: Print name Signature Date PP&P Manual Page 135

136 Lutheran Church of the Redeemer Polices, Practices and Procedures PERSONNEL COMMITTEE POLICIES, PROCEDURES AND GUIDELINES Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 136

137 Personnel Committee POLICIES, PROCEDURES AND GUIDELINES Lutheran Church of the Redeemer, Atlanta, Georgia COMPOSITION OF COMMITTEE: 1. This committee shall be composed of members elected annually upon the recommendation of the Committee on Committees. 2. This committee should, if possible include some church members who have experience in personnel matters in their secular work. 3. Any member of the Personnel Committee who has a member of their immediate family (spouse, child, brother, sister, or anyone living in their home) that is employed by the church in any capacity, shall abstain from discussion and or voting on any issues related to their employment. Members of the Personnel should notify the committee immediately if any applicant is related so that no conflict of interest will take place in the discussion regarding hiring, dismissal, or benefits for that individual. RESPONSIBILITIES OF THE COMMITTEE: 1. This committee is responsible for personnel management for Lutheran Church of the Redeemer A. Evaluate positions and recommend additions/deletions of positions putting these recommendations before the Senior Pastor, Executive Committee and Council for their approval. B. Review, update and develop job descriptions for positions needed and approved by the Council. C. Work with the Church Finance and Budget Committee to determine possible compensation for positions. D. Receive resumes from persons seeking positions with the church, with the exception of the office of pastor or any other ministerial staff positions that the church has charged specific committees with the responsibility for filling the position. E. Work closely with the Pastor Search Committee and the Church Finance Committee to develop a package for prospective pastoral candidates and other staff positions. E. Interview and recommend qualified candidates for approved positions on the church staff as authorized.. F. Establish policies to assist the church to make the ministry and work of the church staff and employees effective. G. Policies should include, but are not limited to the following: 1) Compensation 2) Workplace Guidelines 3) Benefits 4) Performance Standards 2. This committee shall provide to the congregation information and updates regarding personnel issues only as essential for the church to make a final decision regarding the hiring or dismissal of personnel. Confidentiality should be maintained at all times through this process POLICIES: 1. COMPENSATION This committee will work with the employees of the church to determine pay periods, the method to be used to record hours worked, overtime issues and payroll deductions. 2. WORKPLACE GUIDELINES This committee shall recommend to the church any policies related to personal appearance or dress code, office hours, attendance at staff meetings, tardiness or lateness, sexual or other forms of harassment, personal or romantic relationships, addictive behavior, outside employment and activities, use of church equipment, personal and ethical responsibilities, financial integrity, counseling sessions, confidentiality of church information, usage, workplace safety and security. PP&P Manual Page 137

138 BENEFITS: 1. This committee will recommend for church approval policies related to but not limited to the following: a. vacation b. holidays c. sick days d. retirement (Annuity) participation* e. Social Security compensation as appropriate* f. health care insurance and health care reimbursements as appropriate* 2. This committee will work with the Budget and Finance Committees in the areas indicated above with an *. PERFORMANCE STANDARDS: 1. This committee shall recommend for church approval performance standards that are specific, measurable, attainable, realistic, and trackable. 2. Position descriptions will be used to determine the effectiveness of the employee or staff member in relation to their work. 3. The committee will develop a performance evaluation process to be approved by the church and used annually. This committee will work with the Senior Pastor to set a time for performance evaluations. The committee may meet with the pastor to complete the evaluation or may request another individual or group within the congregation to evaluate the Pastor s work. COMMITTEE MEETINGS: 1. This committee should meet monthly. Special meetings may be called by the Chair as needed to deal with employee or staff concerns. 2. The Chair should develop an agenda for each meeting and the committee should follow the agenda. Urgent or emergency items should be dealt with in a called meeting as necessary. 3. No action should be taken or recommendations made without a quorum present and voting. 4. The committee should report to the Council on a regular basis to keep the church informed of any issues related to personnel. PP&P Manual Page 138

139 Lutheran Church of the Redeemer Polices, Practices and Procedures THE LUTHERAN CHURCH OF THE REDEEMER VISION AND MISSION STATEMENTS Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 139

140 Our Vision Redeemer is a Christian community in the Lutheran tradition serving in a metropolitan setting. The life we share is Christ centered and people oriented. The hope we bring is redemptive and life affirming. The community we build is Spirit led and transformational. Our Mission The Mission of the Lutheran Church of the Redeemer is to build a community of faith- a people of God who worship Jesus Christ as Lord, proclaim his saving grace, and, in service, share God s love with the world. PP&P Manual Page 140

141 Lutheran Church of the Redeemer Polices, Practices and Procedures FUNERAL POLICY AND ADVANCE PLANNING GUIDE Approved By: Worship Ministry Team Task Force Approval Date: 8/18/2015 PP&P Manual Page 141

142 FUNERAL POLICY Lutheran Church of the Redeemer Background In death, grief and loss are real and not to be minimized. The Church shares in this grief. We are privileged to walk with our brothers and sisters in times of sorrow, pointing to the hope that comes in Jesus and the promise of everlasting life with Him. Loved ones are remembered as children of God and more importantly, we remember and celebrate what Jesus Christ did for them and for us. Together as the church, we trust in God s promise in baptism that we are claimed by Christ forever, and we rest in the sure hope of the resurrection. Funeral and memorial services serve to worship the God who gives us life, binds us in relationship, extends his goodness and grace, and welcomes us into eternal life. Advance Planning Guide The Advance Planning Guide is the essence of this Funeral Policy detailed in one document given to the bereaved family on initial contact. It contains a funeral planning worksheet to assist the family with the multiple decisions that need to be made in the first few days following the death of their loved one. This guide may also be used by anyone who wishes to pre-plan their funeral/memorial service by completing the detachable last page worksheet that should be returned to the church office to be kept on file. I. Types of Funeral Services a. Funeral: the remains are present in the casket or as ashes in an urn. b. Memorial: there are no remains present. c. Inurnment: a brief service of prayers and readings that commit ashes to a final resting place. This can be done any time after the death. d. Graveside committal: A brief service conducted by the pastor with readings and prayers prior to committing the remains in a casket or an urn to the ground at the burial site. Committal normally precedes or follows the funeral service. e. For the purpose of this policy, the word funeral is used to signify any of the types of service listed above. II. Initial Arrangements a. For imminent death or where a death has occurred, the Church office should be contacted. b. The after-hours emergency line should be used for after-hour/weekend notification. c. Every effort will be made to have one of the pastors come to the grieving family. d. The family is given a copy of the Funeral Policy. e. If there is a Planning Worksheet on file, the church office should be notified. III. Scheduling a. Funerals are held at the convenience of the family. b. This normally occurs within a few days following death. c. The pastor will meet with the family to plan the service. d. The pastoral staff will make every effort to accommodate the needs of the family at another location, if necessary. PP&P Manual Page 142

143 e. The availability of the church building and pastors need to be verified before setting the date and time of the service. i. If the family meets with the funeral home prior to meeting with the pastor, availability of the church and pastors needs to be confirmed before setting the date and time. f. Special arrangements i. Due to Redeemer s robust worship schedule, there are times when a funeral cannot be held. These include: 1. Maundy Thursday 2. Good Friday 3. Easter 4. Christmas Eve 5. Christmas Day ii. Previously scheduled congregational or community events can be disruptive and distract from the meditative mood of the service. IV. The Service a. Funeral services at Lutheran Church of the Redeemer will follow the liturgy outlined in the Evangelical Lutheran Worship book (pages ). b. This liturgy includes hymns, scripture readings, prayers, a sermon and commendation. c. Sermon: One of the Redeemer pastors will deliver the sermon. d. Bulletins: The Church will provide bulletins for a funeral service at no cost to the family. i. The obituary, edited to reflect items of unique interest to the Redeemer community, may be included in the bulletin. e. If desired, it is appropriate to share in the Sacrament of Holy Communion with the friends and family in attendance. i. The Lutheran Church is moving towards more frequent celebration of Communion at both weddings and funerals, but it is not required. ii. All those in attendance will be welcomed at the Table. V. Flowers a. Fresh floral arrangements are appropriate on either side of the altar. i. These are best provided at the family s cost by the florist who supplies Redeemer s Sunday arrangements. ii. The florist will try to accommodate special color or flower requests based on availability. b. Silk arrangements are also available at no cost to the family from the church. c. All flower wishes should be coordinated with the church office. d. A floral spray may be used on the casket at the funeral home or during visitation. i. While in the nave (sanctuary), the casket will be covered with a pall. e. All other flowers delivered to the church will be displayed in the visitation area. f. The family should make arrangements to take the flowers at the conclusion of the service. g. In lieu of flowers, designated financial contributions/memorials to ministries or charities of the family s choice are appropriate. PP&P Manual Page 143

144 VI. VII. VIII. Pall a. A pall for covering the casket or urn while in the nave is provided by the church. b. Flower sprays and national flags will be removed from the casket or urn and replaced with the pall before entering the nave. i. The flowers and flags may replace the pall on the casket or urn after departure from the nave for use at the cemetery committal service. The Visitation a. While not part of the funeral service, the visitation provides the opportunity for family members to receive condolences and the well-wishes of friends and loved ones. b. It may be scheduled either one hour before the service or after its close and is typically hosted in Sims Atrium. c. Guest book i. The family is responsible for providing a Guest Book to register the attendees. ii. It is normally positioned at the Peachtree Street entrance to the sanctuary from Sims Atrium. d. Memorial table i. The family may wish to bring mementos and photographs of their loved ones to the visitation. ii. The church will help the family with set-up. iii. There is an overhead monitor in Sims Atrium that can display pictures as well. 1. The pictures need to be downloaded on a USB flash/jump drive. 2. The family can also consult with the funeral home as they sometimes may offer to download pictures for the family. iv. A trusted friend or family member should be appointed to gather these items after the close of the service or visitation. e. Refreshments i. The church will provide coffee and cookies. ii. Additional food such as fruit and cheese can also be added but at additional cost to the family. iii. The family may also choose to provide some or all of the refreshments. 1. This should be coordinated with the church staff. iv. The family should provide the church office with an estimate of the number of expected attendees to assist in planning the refreshments. Recording a. An audio recording of the service will be provided to the family on CD. b. Video services are dependent upon the availability on an operator. i. The family must notify the church office if they want video live streaming. ii. The service may be viewed at the Redeemer website live during the service. iii. The service may be viewed on the Livestream webpage for 24 hours after the service. iv. A video recording of the service will be provided to the family on DVD. PP&P Manual Page 144

145 IX. Photography a. No flash photography is permitted during the funeral service. b. Non-flash photography may be taken only from the balcony during the service. c. The use of personal cameras is not permitted by anyone in the nave. X. Music a. The pastor will consult with the family and the church organist to select appropriate music. i. A list of often used hymns is provided in the planning worksheet given to the family at the time of initial contact. b. As this is a service of worship, all of the music must be sacred. i. Congregational singing should be the primary music of the service. ii. If a vocal or instrumental soloist is used, great care must be taken to choose music that supports our Lutheran theology rather than just being sentimental. 1. For example, it there is a text associated with a piece of music, the themes should be of God s love, the resurrection, our hope in God, and assurance of eternal life. c. Other musical pieces are more appropriate for use in the visitation period outside of the nave. d. No recorded music is allowed during a funeral service. e. The organist is paid a fee for their participation at a funeral service. XI. XII. XIII. Military Honors a. All military honors occur at the graveside after the conclusion of the committal. Social and Fraternal Organizations a. No social/fraternal society rituals will be included in the service in the nave or at the graveside committal. b. Once the graveside committal has concluded, the family may observe social and fraternal society rites as they deem appropriate. c. Information regarding such organizations may be included in the display of memorabilia at the visitation. Participants a. Pallbearers i. The family is responsible for designating and providing pallbearers, when needed, from among friends and relatives of the deceased. 1. The selected pallbearers should be of sufficient number and stamina to carry out this important duty. ii. If this is not possible, the family shall inform the funeral home representative. iii. Honorary pallbearers are often selected as attendants at a funeral. b. Crucifer i. The pastor will work with the family to secure a crucifer to lead the funeral procession and recession. ii. The crucifer carries the cross high and leads the procession both in and out of the Sanctuary. PP&P Manual Page 145

146 1. The procession and recession members form immediately behind the cross that is carried high by the crucifer. 2. The crucifer may be followed by the presiding minister, then the pallbearers with the casket, and finally, the bereaved. a. It may be more appropriate for the family to enter from the door by the lectern and baptismal font. c. Speaker i. On occasion, it is beneficial to have a family member or one who was especially close to the deceased to reflect on his/her life. ii. The reflection should be given by only one (1) person. iii. The reflection should last no more than five (5) minutes. iv. It is helpful to have the remarks written out beforehand. v. The pastor can assist in organizing the proposed remarks of the speaker. vi. It is possible to prepare a brief reflection and have it printed in the bulletin. vii. Neither a speaker nor written words are required. viii. The attire of the speaker shall be appropriate for a service of worship. XIV. Worksheet a. At the end of this policy, there is a double-sided worksheet to assist with decisions for final preparations of the deceased. b. The worksheet may also be filled out by anyone desiring to pre-plan their funeral/memorial service i. The completed form should be returned to the church office where it will be kept on file. ii. The worksheet can be modified at any time by the individual who originally filled out the form by contacting the church office. PP&P Manual Page 146

147 FUNERAL/MEMORIAL PLANNING WORKSHEET Lutheran Church of the Redeemer Church Office: Peachtree Street, NE Nights or Weekends: Atlanta, GA Date submitted/revised: For (your full name): Your date of birth: Names and contact information (phone and ) for your relatives or health care agent (please print): 1) TEL: 2) TEL: 3) TEL: 4) TEL: TYPE OF SERVICE (check below) Funeral with closed coffin present Funeral Home: Cemetery: Funeral with urn (cremation) present Inurnment in the Columbarium at Redeemer (separate packet of information) Other: Memorial service with no remains present Graveside service only Other: HOLY COMMUNION I would like my family and friends to share in Holy Communion VISITATION (check below) Evening prior to the service at the funeral home One hour prior to the service in Sims Atrium at Redeemer Immediately following the service in Sims Atrium Refreshments at the visitation Coffee and cookies (provided by Redeemer) Fruit and cheese (at your cost) Heavy hors d oeuvres (at your cost) Family will provide some or all refreshments FLOWERS Altar flowers provided by florist Redeemer uses for Sunday services (at your cost) Flower preference type or color: Silk flowers (provided by Redeemer) MEMORIAL DESIGNATIONS I have discussed with my next of kin where financial gifts in my memory should be directed. Recipients include: I would like to discuss planned giving from my estate PP&P Manual Page 147

148 FUNERAL/MEMORIAL PLANNING WORKSHEET Lutheran Church of the Redeemer Church Office: Peachtree Street, NE Nights or Weekends: Atlanta, GA HYMNS FROM THE EVANGELICAL LUTHERAN WORSHIP HYMNAL (check desired hymns) For All the Saints (#422) Great is Thy Faithfulness (#733) Shall We Gather at the River (#423) What a Friend We Have in Jesus (#742) The King of Love My Shepherd Is (#502) My Life Flows On in Endless Song (#763) A Mighty Fortress (#504) Precious Lord, Take My Hand (#773) You are Mine (#581) Amazing Grace, How Sweet the Sound (#779) My Hope is built on Nothing Less (#597) Children of the Heavenly Father (#781) Softly and Tenderly Jesus is Calling (#608) When Peace Like a River (#785) Thy Holy Wings (#613) On Eagle s Wings (#787) There is a Balm in Gilead (#614) Day by Day (#790) Abide with Me (#629) Beautiful Savior (#838) Blessed Assurance (#638) How Great Thou Art (#856) Borning Cry (#732) Others Please have my family and pastors select. SCRIPTURE READINGS (check desired readings) Suggestions from the Old and New Testament Ecclesiastes 3:1- For everything there is a season Job 19:23- For I know that my Redeemer lives Romans 5:1- Therefore, since we are justified by faith, we have peace Romans 8:37- We are more than conqueror II Corinthians 4:16- Even though our outer nature is wasting away II Timothy 4:6- I have fought the good fight! I have finished the race! Revelation 21:2- God will wipe away every tear. Death shall be no more Suggestions from the Psalms Psalm 23 The Lord is my shepherd Psalm 42:1-7 My soul thirst for God Psalm 46:1-7 God is our refuge and strength Psalm 90 Lord, you are our dwelling place Psalm 118 The Lord has become my salvation Psalm 121 I will lift my eyes to the hills Psalm 130 I wait for the Lord Suggestions from the Gospels Matthew 11:25- Come to me, all you that are weary John 3:16- For God so loved the world John 6:37- Anyone who comes to me I will never drive away John 11:21- I am the resurrection and the life John 14:1- In my Father s house are many dwelling places Others OTHER IMPORTANT COMMENTS FOR MY FAMILY AND PASTORAL STAFF: PP&P Manual Page 148

149 FUNERAL/MEMORIAL PLANNING WORKSHEET Lutheran Church of the Redeemer Church Office: Peachtree Street, NE Nights or Weekends: Atlanta, GA PP&P Manual Page 149

150 Lutheran Church of the Redeemer Polices, Practices and Procedures U.S. FLAG DISPLAY POLICY (Worship Ministry Team) Approved By: Congregation Council Approval Date: 12/17/2013 PP&P Manual Page 150

151 DECEMBER 17, 2013 CONGREGATION COUNCIL CONSENT AGENDA ITEM 2 WORSHIP BOARD POLICY: Use of the American Flag inside the Nave (Approved by Council, December 17, 2013) BACKGROUND: The American flag is a very tangible and dominant symbol in the United States. It symbolizes what makes us a nation a nation where hard-fought battles created a country that was established on principles of freedom and democracy. It is also a nation that has throughout history strived to preserve not only our freedom, but freedom for others outside of our borders. No one underestimates the sacrifices that members of Redeemer's family and friends have made to preserve our nation's freedom. Thousands of Americans of all races, genders and beliefs gave the ultimate sacrifice of their lives to preserve the freedoms that we enjoy today as American citizens. The American flag is viewed as a symbol of patriotism to those who have served in the military and their families, a symbol that our freedom remains intact. We recognize that the American flag is a national symbol, not a religious one. However, we cannot ignore the fact that our freedom to worship the way that we do exists because of the fundamental principles on which our country was founded. There is no rule that flags are required in a Christian worship space. In countries such as Sweden and Norway, where Lutheran is the official national church, the flag is shown in church as part of nationalism. One of the freedoms that we enjoy as a nation is to worship whenever and wherever we choose we do not have a state or national church and are not bound by any law to display any flag in church. The US Flag Code has strict stipulations of where a flag should be placed in a public space. It states that "when placed in a church or public auditorium, the US flag should hold the position of superior prominence, in advance of the audience, and in the position of honor at the clergyman's right as he faces the audience." REDEEMER POLICY: (1) The American Flag shall be displayed inside the nave of the church during the ordinary seasons of the liturgical church year. This encompasses the time from Epiphany to Ash Wednesday and between Pentecost and first Sunday of Advent. (a) If Memorial Day occurs prior to Pentecost, the flag shall be displayed in church beginning on Memorial Day weekend. (2) The flag shall be located in the position that it currently occupies, to the left of the altar (as viewed by the congregation) attached by hook to the last row of choir pews, but elevated slightly to a height not to exceed the height of the processional cross that sits on the right side of the choir pews. (3) The flag may be displayed in the nave on other occasions (i.e., weddings, National Day of Mourning) or on request as determined by majority vote of the Worship Board in consultation with the senior pastor. PP&P Manual Page 151

152 Lutheran Church of the Redeemer Polices, Practices and Procedures USHER MANUAL (Worship Ministry Team) Approved By: Congregation Council Approval Date: October 20, 2015 PP&P Manual Page 152

153 June 1, 2014 Lutheran Church of the Redeemer Usher Duties and Instructions Pre-Service Setup 1. Pre-Service Setup (at least ½ hour before the service) a. Note any special service arrangements posted in the Robing Room or in the Narthex (e.g., baptisms, pews to be roped off for things like the children s choirs, candles to be passed out on Christmas Eve, Ballots for Voting, Collection of Pledges, etc.). The Head Usher and the Captains should also review the bulletins for baptisms, special choirs, etc. and confirm with one of the pastors and with the choir director if special seating has been requested, but not posted. b. In the Chancel area in the front of the Church i. Collection Plates Traditional Services 1. The large collection plate upright with the insert in front of it on the shelf in the side wall to the right of the altar 2. 8 collection plates in the slot under the shelf in the side wall to the right of the altar 3. 2 collection plates in the Balcony under the bench behind the sound board 4. 2 collection plates on a shelf in the Narthex ii. Collection Plates Jazz Services 1. 4 plates in the front pew 2. 2 collection plates in the balcony iii. 11:00 Service Check that the collection from the 9:45 Service has been taken to the Counting Room and take it there if necessary iv. Candle lighter/snuffer put in the robing room; wick checked; cigarette lighter out & checked 1. Replacement wicks are in boxes in the cabinet 2. Spare cigarette lighters are kept in a bag on the top shelf of the cabinet in the Audio Room next to the Sacristy Room v. Correct color Chasuble Robe taken out of the plastic bag and hanging for the Pastor on Communion Sundays vi. 2 water cups filled with ice and water and placed in the cup holders on each side of the Altar for the Pastors c. All lighting ON, including Narthex & side arches in the Sanctuary d. Procession Cross moved from the choir area and placed in the holder on the wall next to the red doors in the Narthex e. Bulletins i. 2 Bulletins set out in the back Choir Pew for the Crucifer & Acolyte ii. 5 Bulletins set on one of the tables outside the Library iii. 10 Bulletins set on top of the cabinet inside the back entry door iv. Stack Bulletins on the windowsill by front side door to the Sanctuary v. Stack Bulletins on the top of the cabinet in the Atrium near the door to the Narthex vi. Stack Bulletins on a shelf in the Narthex f. Front red doors, glass doors & outside doors to Atrium unlocked i. The Allen Wrench key to the Atrium doors is in the cabinet near the doors PP&P Manual Page 153

154 Lutheran Church of the Redeemer Usher Duties and Instructions Pre-Service Setup (cont.) g. In the Narthex area i. To the extent possible, keep the coat room doors closed with the lights out ii. Set out the box of correct color pocket vestments on a shelf 1. The boxes with the various color pocket vestments are in the cabinet below the shelves in the Narthex iii. Set out the red Attendance Book on the shelf on the sanctuary side & iv. date the sheet for Usher attendance Set out a blue Attendance Card by the red Attendance Book 1. The blue Attendance Cards are kept in the cabinet below the shelves in the Narthex h. Check the Bulletin for the names of the Acolyte & Crucifer i. Check that the Acolyte & Crucifer are there at least 25 minutes before the service and dressed 15 minutes before the service. If not, arrange for replacements ii. iii. Meet with the Acolyte & Crucifer regarding the service If the Acolyte or Crucifer was late and has been replaced, continue to use the replacement(s) even if those listed in the bulletin show up shortly before the service i. Check the Bulletin for any special events for which setup is needed 2. Additional Pre-Service Arrangements for Baptisms a. The Staff will hang a form in the Narthex and Robing Room stating which service(s) will have a baptism, how many baptisms, and the number of family members in the party, and will place the necessary baptism candle(s) and napkin(s) in the Robing Room. b. Baptistery Doors open c. Silver baptism bowl cleaned out if necessary d. Water pitcher filled with warm water if setup is done earlier for a subsequent service e. Fill the silver bowl with water prior to the baptism service f. Paschal Candle put in the center of the floor in front of the Choir pews for baptisms at the Traditional Services and next to the Baptistery for the Jazz Service g. Baptism candle(s) and white cloth napkin(s) placed in the Baptistery h. Place the box from the baptism candle in the pew reserved for the baptism family i. The Head Usher or Usher Captain will determine the number of pews to reserve based on the number in the party. j. Reserve the front pew(s) for the Baptism family by roping off on the Lectern side of the Sanctuary with red rope on both ends of the pews i. The red ropes are in the Robing Room in the acolyte robing area June 1, 2014 PP&P Manual Page 154

155 Lutheran Church of the Redeemer Usher Duties and Instructions Traditional Services 1. Usher Duties Before the Service a. 8 Ushers available 30 minutes before the service b. Assignment Areas before the service i. 1 at the front door; 2 at the main Sanctuary doors in the Narthex; 2 at the door from the Atrium to the Narthex; 1 at each of the doors in the Narthex to the side isles in the Sanctuary ii. For very full services - Center and side aisles to look for places to seat iii. Parishioners when the Sanctuary is ½ full An usher should be stationed by one of the side doors entering the Chancel to assist the acolytes if a problem arises with the candles c. Ushers hand out Bulletins & open the door for entering Parishioners. d. Center doors should be closed when the Pastor starts the announcements and opened when the Pastor starts the confession e. Seat late comers from the side aisles or in the balcony-not from the center aisle. Do not allow late comers to enter the sanctuary during the procession or during the confession at the beginning of the service 2. Usher Duties for Prayer Cards a. Collect the Prayer Cards in the balcony and give them to the Pastor 3. Usher Duties for the Offering a. Usher Captain - Assign Offering positions to the Ushers. See the chart in the coat room off the Narthex for positions & paths b. Ushers file in & proceed to the Altar rail for the plates c. Ushers proceed from the Altar to the center and side aisle positions to begin taking up the offering d. Ushers pass the plates down every other row of pews and COUNT ATTENDANCE. Report the count to the Usher Captain e. Balcony The Usher Captain takes the offering and count in the balcony f. Place the offering from the balcony in one of the plates before the Ushers return to the Altar g. Returning the Offering Plates to the Pastor at the Altar rail i. File in when the Offering music starts. ii. File out the side doors after the Pastor raises the plates to the Altar 4. Usher Duties for Communion a. 5 Ushers are needed 2 to pull Parishioners from the Center Aisle; 1 each at the side doors from the Altar; 1 to pull Parishioners from the balcony b. Ushers should note any Parishioners who cannot go to the front for Communion and inform the Pastor(s) for communion to them in the Pew c. After Communion, one usher should be available in the Robing Room to assist the pastor in removing and storing the Communion Robe (Chasuble) 5. After the Service a. Ushers - check the pews; straighten the Bibles and Hymnals; pick up all of the bulletins and trash left in the pews and on the floor b. Head Usher or Usher Captain take the offering from the Chancel area up to the Counting Room c. Usher Captain Complete the blue attendance card and place it on the Receptionist s desk in the Library. June 1, 2014 PP&P Manual Page 155

156 Lutheran Church of the Redeemer Usher Duties and Instructions Jazz Services 1. Usher Duties Before the Service a. 5 Ushers available 30 minutes before the service b. Assignment Areas before the service i. 1 at the front door; 2 at the main Sanctuary doors in the Narthex; 2 at the door from the Atrium to the Narthex; 1 at each of the doors in the narthex to the side isles in the Sanctuary ii. For very full services - Center and Side aisles to look for places to seat Parishioners when the Sanctuary is ½ full d. Ushers hand out Bulletins & open the door for entering Parishioners e. Center doors should be closed when the Pastor starts the announcements and opened when the Pastor starts the confession f. Seat late comers from the side aisles or in the balcony-not from the center aisle. Do not allow late comers to enter the sanctuary during the procession or during the confession at the beginning of the service 2. Usher Duties for Prayer Cards a. Collect the Prayer Cards in the balcony and give them to the Pastor 3. Usher Duties for the Offering a. Usher Captain - Assign Offering positions to the Ushers b. Ushers file in and obtain the plates from the Pastor, and proceed to the front pew and the short pew half way down the center aisle after the third pillar c. Ushers pass the plates down the row of pews toward the windows; Parishioner at the end of the pew by the windows passes the plate to the next row; Usher passes the plate to the next row when it reaches the aisle and USHERS COUNT ATTENDANCE. Report the count to the Usher Captain d. Balcony The Usher Captain takes the offering and count in the balcony e. Place the offering from the balcony in one of the plates before the Ushers return to the Altar i. Return the Offering Plates to the Pastor at the front of the Sanctuary when the Offering music starts. ii. Turn around and file out the back of the center aisle 4. Usher Duties for Communion a. 3 Ushers are needed 2 to pull Parishioners from the Center Aisle; 1 to pull Parishioners from the balcony b. Ushers should note any Parishioners who cannot go to the front for Communion and inform the Pastor(s) for communion to them in the pew 5. After the Service a. Ushers - check the pews; straighten the Bibles and Hymnals; pick up all of the bulletins and trash left in the pews and on the floor b. Head Usher or Usher Captain take the offering from the Chancel area up to the Counting Room c. Usher Captain Complete the blue attendance card and place it on the Receptionist s desk in the Library. June 1, 2014 PP&P Manual Page 156

157 Lutheran Church of the Redeemer Usher Duties and Instructions Usher Sign-Up for Special Services 1. Usher Sign-Up Sheets for Special Services (samples included at end of this document) a. Ushers are needed for the following special services in addition to the normal Sunday services i. Lenten Noon Services ii. Ash Wednesday iii. Maundy Thursday iv. Good Friday v. Easter Sunday vi. Christmas Eve b. Usher Sign-Up Sheets should be posted up to 1 month in advance to ensure that Ushers will be available Large Services on Easter and Christmas Eve 1. Christmas and Easter Pre-Planning a. The Head Ushers should meet with the Senior Pastor to discuss the Christmas and Easter Services several weeks before the services and after the Pastors and Staff have planned these services b. Be sure to check which services are expected to have a large attendance 2. Need for Additional Ushers a. Additional Ushers are needed for the largest Easter service for the overflow room(s), the main and the side aisles in the Sanctuary, particularly for the Collection and Communion b. Additional Ushers may be needed for one or more of the large Christmas Eve services 3. Overflow Room(s) a. For the overflow room(s), ensure that sufficient collection plates are out and available for the Ushers, and that the Ushers for the overflow room(s) know the plan for taking the collection and for directing people for communion 4. Attendance Count a. Make sure that an attendance count is taken in the overflow room(s). If it is not possible for Ushers to take the count during the collection, an alternative that will give a reasonably accurate count is to count the chairs after the service. June 1, 2014 PP&P Manual Page 157

158 Lutheran Church of the Redeemer Usher Duties and Instructions Palm Sunday 1. It is not feasible for an Usher to hand out both a bulletin and a palm frond to parishioners on Palm Sunday so additional people (e.g., Ushers, Greeters, children) need to be stationed to hand out the palm fronds Additional Duties for Head Ushers and Usher Captains 1. Location of supplies needed for the services a. Head Ushers and Usher Captains should know where the baptism supplies (candles and cloth napkins) are stored in case they have not been put out by the staff b. Head Ushers should know where the supply of cigarette lighters for lighting candles are stored i. Cigarette lighters disappear regularly so the Head Ushers need to purchase a supply of inexpensive lighters when the supply in storage is low June 1, 2014 PP&P Manual Page 158

159 REDEEMER USHER LINE-UP & ROUTES FOR OFFERING ALTAR Altar Rail Altar Rail Choir Choir 8 Start at first Pew 4 3 Start at first Pew 7 6 Start at short Pew after 3rd pillar 2 1 Start at short Pew after 3rd pillar PP&P Manual Page 159

160 Lutheran Church of the Redeemer USHERS SERVING AT THE 8:15 SERVICE NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) FIRST SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) SECOND SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) THIRD SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) FOURTH SUNDAY PP&P Manual Page 160

161 Lutheran Church of the Redeemer USHERS SERVING AT THE 9:45 SERVICE NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) FIRST SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) SECOND SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) THIRD SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) FOURTH SUNDAY PP&P Manual Page 161

162 Lutheran Church of the Redeemer USHERS SERVING AT THE 11:00 SERVICE NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) FIRST SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) SECOND SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) THIRD SUNDAY NAME PHONE NAME PHONE (HEAD USHER) (CAPTAIN) FOURTH SUNDAY PP&P Manual Page 162

163 USHER SIGN UP - ASH WEDNESDAY SERVICES DATE: CAPTAIN: NOON SERVICE SERVICE TIME: CAPTAIN: EVENING SERVICE PP&P Manual Page 163

164 USHER SIGNUP - WEDNESDAY LENTEN SERVICES NOON SERVICE: DATE CAPTAIN: NOON SERVICE: DATE CAPTAIN: NOON SERVICE: DATE CAPTAIN: NOON SERVICE: DATE CAPTAIN: NOON SERVICE: DATE CAPTAIN: PP&P Manual Page 164

165 USHER SIGNUP - WEDNESDAY LENTEN SERVICES EVENING SERVICE: DATE TIME CAPTAIN: EVENING SERVICE: DATE TIME CAPTAIN: EVENING SERVICE: DATE TIME CAPTAIN: EVENING SERVICE: DATE TIME CAPTAIN: EVENING SERVICE: DATE TIME CAPTAIN: PP&P Manual Page 165

166 USHER SIGNUP - PALM SUNDAY SERVICES DATE: SERVICE TIME: CAPTAIN: PP&P Manual, Council Approval Date: November 15, 2016 SERVICE TIME: CAPTAIN: SERVICE TIME: CAPTAIN: PP&P Manual Page 166

167 USHER SIGNUP - MAUNDY THURSDAY SERVICES DATE: SERVICE TIME: CAPTAIN: SERVICE TIME: CAPTAIN: PP&P Manual Page 167

168 USHER SIGNUP - GOOD FRIDAY SERVICES DATE: SERVICE TIME: CAPTAIN: SERVICE TIME: CAPTAIN: PP&P Manual Page 168

169 USHER SIGNUP - EASTER SUNDAY SERVICES DATE: SERVICE TIME: CAPTAIN: SERVICE TIME: CAPTAIN: SERVICE TIME: CAPTAIN: PP&P Manual Page 169

170 USHER SIGNUP - CHRISTMAS EVE DAYTIME SERVICES DATE: MID-DAY SERVICE TIME: CAPTAIN: CHILDREN'S SERVICE TIME: CAPTAIN: PP&P Manual Page 170

171 USHER SIGNUP - CHRISTMAS EVE EVENING SERVICES CONTEMPORARY JAZZ SERVICE TIME: CAPTAIN: EARLY CANDLELIGHT SERVICE TIME: CAPTAIN: LATE CANDLELIGHT SERVICE TIME: CAPTAIN: PP&P Manual Page 171

172 Lutheran Church of the Redeemer Polices, Practices and Procedures WEDDING GUIDE (Worship Ministry Team) Approved By: Congregation Council Approval Date: January 19, 2016 PP&P Manual Page 172

173 WEDDING GUIDE Revised 1/12/2016 Lutheran Church of the Redeemer Peachtree Street, N.E. Cathy Vogel, Wedding Director Atlanta, Georgia Fax PP&P Manual Page 173

174 PP&P Manual Page 174

175 It is the conviction of the pastors, staff and congregation of the Lutheran Church of the Redeemer that a wedding must be understood as a service of worship. Our policies for weddings are set forth here in order that each ceremony performed at Redeemer s altar be conducted in a dignified, respectful manner and as a joyful expression of Christian love. The following guidelines, policies and instructions reflect this understanding. They have been developed through years of experience as we have learned what works well for both you and the Church within the context of worship. It is imperative that you carefully read, study and follow the instructions presented in this Wedding Guide. These materials have been created to optimize your wedding preparation and to enhance your communications with the Wedding Guild members who will facilitate your ceremony. We thank you for your cooperation in making your wedding an enriching spiritual experience and a joyful occasion for all. The Redeemer pastors, staff, and members of the Wedding Guild are ready to assist you in any way we can. We want to help make your Redeemer wedding ceremony all that you desire. We share your joy as you plan for your wedding day and your future life together. God bless you! For the Congregation, Wedding Staff Lutheran Church of the Redeemer PP&P Manual Page 175

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