New Beginnings Missionary Baptist Church of Chicago, Illinois, Inc. A Not for Profit Organization By-laws Contents Page Article I. Election of Deacons B-2 Article II. Duties of Standing Committees B-3-6 Article III. Use of Church Buildings, Grounds, and Property B-7 Article IV. Duties of Councils B-8 Article V. Purchasing Procedure B-8-9 New Beginnings Missionary Baptist Church Bylaws revised 8/2004 1
New Beginnings Missionary Baptist Church of Chicago, Illinois, INC. Bylaws The bylaws of New Beginnings Missionary Baptist Church are established to define the specific duties, responsibilities, rules, regulations, and procedures of the church (see Article XVI. Bylaws of the constitution) as they relate to the church's purpose (see Article II. Purpose of the constitution). Article I. Election of Deacons The procedure for the election of deacons shall be as follows: During the December church conference the deacons shall present for church approval the number of deacons needed to accomplish effective deacon ministry for the coming church year. During the month of January each year, nominations for deacon will be accepted. Any member of the church shall be eligible to nominate a fellow member by filling out a deacon nomination form and turning it in to any deacon, the church office, or placing it in the offering place in a worship service. The persons making nominations must sign the deacon nomination forms and the persons being nominated must give their permission before the form is turned in. A subcommittee of deacons shall examine nomination forms turned in and request nominated members to submit a form detailing their beliefs and Christian testimony. After information has been gathered from all nominees who wish to be considered, the nominating committee and the active deacons shall meet to determine a slate of nominees for each vacancy. Each nominee shall have a personal visit from an active deacon(s) designated by the deacon chairman, to ascertain that the nominee is willing to serve and to discuss the expectations of the deacon ministry at New Beginnings Missionary Baptist Church. The nominees will be presented to the church during a special called conference in February. Information about each deacon candidate shall be published in the church newsletter prior to election. The slate of nominees shall be submitted in alphabetical order and presented to the church for a vote by secret ballot on the fourth Sunday of February during the morning worship services. A joint committee composed of active deacons and nominating committee members will tabulate the ballots. The moderator shall appoint this committee. Following the election, the pastor and/or deacon chairman will notify all nominees of the results of the election. The church will be notified at the next general meeting and through the church publications. The period of service of a deacon shall be for life and shall commence on the first Sunday following the election. The nominees receiving the highest number of votes and accepting the call shall be declared elected. New Beginnings Missionary Baptist Church Bylaws revised 8/2004 2
Article II. Duties of Standing Committees Section 1. Nominating Committee - The Nominating Committee is charged with the responsibility of nominating voluntary personnel for the Sunday School and other organizations of the church. Throughout the year, this committee shall have the responsibility of nominating to the church persons to serve in the various capacities and positions of the church and its organizations and on the Committee on Committees as vacancies occur. Any member of the church shall have the privilege of making nominations to any member of the Nominating Committee prior to the December church conference. Section 2. Stewardship Committee - The Stewardship Committee shall promote and engage in a stewardship program that will encourage the spiritual growth of the membership. They shall also educate the people of the church in the concept of total stewardship and its Christian commitment. The Stewardship Committee shall be elected from the church membership with the church treasurer as an ex officio member. This committee shall meet once each month, with additional meetings as they deem necessary. Prior consultation with the Stewardship Committee must be obtained before non-budgeted expenditures are proposed at church conference. The Stewardship Committee shall oversee and instruct on the methods by which department/committee heads or other authorized church members may receive/disperse the funds needed to fulfill that department's/committee's responsibilities. The Stewardship Committee shall also appoint the counting committee members, oversee the counting procedure, and provide help, if needed. The Stewardship Committee shall make a written monthly financial report available, which shall be submitted to the church at the regular church conference. They shall also make available to each department/committee head a quarterly report on the status of that department's/committee's budget. The Stewardship Committee shall prepare a proposed budget and shall submit it in the regular church conference in December, to be voted on during a special called conference in January. In preparing the budget, the Stewardship Committee shall confer with the head of each department/committee as to its needs. The Stewardship Committee shall allow the deacons to review the proposed budget for informational purposes. This committee, in conjunction with the Buildings and Grounds Committee, will have the responsibility of keeping the insurance needs of the church up-to-date. The Stewardship Committee will coordinate an audit to be completed by an outside auditor annually or upon special request. Section 3. The Building and Grounds Committee - It shall be the duty of this committee to give attention to the state of repair and appearance of the buildings and grounds making such repairs and improvements as are included in the church budget or otherwise authorized by the church. It is also the responsibility of this committee to procure the utilities necessary for the church as set up in the budget. This committee shall inform the chair of the deacons and the Stewardship Committee of their recommendation for non-budgeted items prior to any recommendations to the church. The committee shall be responsible for the work of other personnel providing contract services relating to maintenance, repair, and operation of church property. The chairman of the committee shall be responsible for purchasing materials specified in service contracts. Section 4. Baptismal Committee - The Baptismal Committee shall assist the pastor in the preparation for and the observance of the ordinance of baptism. New Beginnings Missionary Baptist Church Bylaws revised 8/2004 3
Section 5. Flower Committee - The Flower Committee shall be responsible for flowers in the sanctuary at all regular worship services. This committee shall oversee the disposal of all flowers that are not picked up by the givers on the following Monday morning. Section 6. Church Ushers - This committee shall be responsible for recruiting and overseeing the following duties of the church ushers: serve as the pastor's assistants in the worship services; monitor lighting, heating, ventilation, and seek to prevent anything that would bring discomfort or distraction; seat people at appropriate points in the service without using the center isle; accompany the worshiper to the desired seat and assist in their being seated as may be needed; and be near the exits at the close of the service especially to greet visitors and to introduce them to members or church staff. Section 7. Harvest Day Committee - This committee shall be responsible for making and implementing plans for the annual Harvest Day including recommendations for the use of the Harvest Day offering. This event occurs on the fourth (4th) Sunday of October. Section 8. Personnel Committee - This committee shall assist the church in matters relating to personnel administration and management. The committee shall seek out and recommend to the church such staff members, as the church requires except those otherwise provided for in the Constitution. When considering personnel in a specific area, the committee responsible for that area shall be consulted. This committee shall prepare and update, as necessary, a Personnel Handbook that will contain position descriptions, and other pertinent information needed to perform the management of salaried church staff personnel. In the event there is a need to fill the position of Senior Pastor, the Personnel Committee will be responsible, in consultation with the Pastor Search Committee, for securing an Interim Pastor to serve until the Pastor Search Committee has filled the vacancy of Senior Pastor. Section 9. Scholarship Committee - It shall be the duty of this committee to consider applications for scholarship funds to active church members pursuing a Christian education major or minor who have established their intention to be involved in Christian ministry. To apply for scholarship funds for Christian educational pursuits, the following information must be submitted to the committee in writing: full name, mailing address, age, testimony of faith, area of Christian ministry being pursued, explanation of need and intended usage of funds, current school enrolled or accepted if applicable, amount of request, and date needed. Section 10. Multimedia Committee - The Associate Pastor, Music and Worship, shall serve as an ex-oficio member of this committee. This committee shall be responsible for the purchase and maintenance of the sound and projection equipment. This committee will monitor the quality of sound during worship services and special events as directed by the Associate Pastor, Music and Worship. This committee must keep an adequate number of trained technicians to assure that every service and special event can be heard with quality and excellence. This committee will work under the leadership of the Associate Pastor, Music and Worship, in the performance of their duties. Section 11. Kitchen/Food Service Committee - This committee will be responsible for the operational needs of the kitchen. Committee duties and responsibilities are as follows: organize and maintain organization of kitchen supplies; maintain a supply inventory, establish menus for New Beginnings Missionary Baptist Church Bylaws revised 8/2004 4
the special services; authorize the purchase of appropriate food stuffs and necessary paper products; and coordinate the preparation of the meals. This committee should submit and coordinate its recommendations regarding equipment to the Buildings and Grounds Committee. Section 12. Special Ministries Subsection A. Deaf Ministry Committee - This committee does not exist. The Deaf Ministry Committee shall consist of three (3) members and shall be charged with the following responsibilities: oversee the ministry to our hearing impaired members; suggest ways in which ministry can be improved; provide special programs/projects for the hearing impaired; strive to make the entire membership aware of the needs of the hearing impaired; provide opportunities for learning sign language; and provide opportunities for the hearing impaired to become involved in ministry. Subsection B. Homebound Ministry Committee - This committee does not exist. The ministry to our Homebound Members is coordinated by the Sunday School Department. Subsection C. Special Needs Committee - This committee does not exist. This Committee will aid New Beginnings Missionary Baptist Church in ministering to children, adults and their families who require individual attention based on their unique needs. The purpose of the committee is to reach out to those with physical and/or mental disabilities and their family members, by ministering to both their spiritual and physical needs. The committee will coordinate activities with the Special Needs Class Sunday School teachers and with the VBS Director(s) to ensure the effectiveness of this ministry. Section 13. Mission Development Committee - This committee does not exist. This committee shall be responsible for monitoring current mission activities, identifying new opportunities for missions that the church may actively support, and keeping New Beginnings Missionary Baptist Church membership and staff informed of status and changes. This committee shall be responsible for setting mission budgets and offering goals in cooperation with the Stewardship Committee. This committee shall have the authority to appoint subcommittees as needed to accomplish their duties. The membership of this committee shall include the Brotherhood Director and the WM Director serving as ex-oficio members. Section 14. New Member Fellowship Committee - Not Used - The recognition of new members will be coordinated by their respective Deacon Family Minister at the next church wide social event following their becoming a member. Section 15. Special Events Decorating Committee - This committee shall be responsible for decorating the Sanctuary and Fellowship Building and may be called upon by other Committees or groups for assistance as needed. Section 16. Prayer Coordination Committee - This committee shall include one (1) deacon selected by the Deacon Chairman. The committee shall be charged with the following assignments: organize a church wide prayer chain which should dovetail with other prayer chains already existing, including the deacon, and singles prayer chains; set up and maintain a prayer list in the Church Office, updating this prayer list with new requests and answers at least once a week; coordinate special prayer times such as cottage prayer meetings before revivals, and other New Beginnings Missionary Baptist Church Bylaws revised 8/2004 5
special vigils as needed by the church; and promote all prayer activities, actively enlisting people for the prayer chain and promoting prayer opportunities. Section 17. Office Automation Committee - This committee shall provide recommendations for procurement of automated office equipment (including computing equipment; computer software/operating systems; data communication devices; telephone equipment; Internet connections; e-mail; duplicating equipment; mailing equipment), service contracts, training and maintenance. This committee shall work with other committees and church staff, as needed, to maintain the automated office equipment at the level of modernization allowed within the church budget. Section 18. Recreation Committee - This committee shall determine the recreation needs of the church; enlist coordinators and coaches as necessary; budget for recreation needs; oversee equipment and sports leagues (softball, basketball, etc.); work in cooperation with the Buildings and Grounds Committee to organize recreation as needed at church gatherings, such as the annual Church Picnic. Section 19. Transportation Committee - This committee shall oversee maintenance and policy of New Beginnings Missionary Baptist's transportation needs. Duties of this committee include setting policy, clearing drivers, planning and performing regular maintenance, performing major maintenance and planning for future church needs. Section 20. Extended Session Committee - This committee shall be responsible for recruiting and scheduling adequate volunteers to provide child care for children ages 0-3 years old during the Sunday morning and evening worship services and special events as needed. Section 21. Wedding Committee - The duties of this committee are to oversee and coordinate weddings and related events according to established policies as described in Article IV, Section 2, and to serve as a liaison between the church and the wedding party. Section 22. Committee on Committees - This Committee shall have as its charge the filling of all committee openings each year (with the exception of itself). This committee shall also be responsible to fill committee vacancies that may arise during the course of the year. This committee shall consider the need for the formation of new committees as ministry opportunities increase and the elimination or restructuring of committees that have become non-functioning. The Committee on Committees shall also maintain an updated Committee Guidebook that will be used to assist all committees in understanding their roles and duties and how to carry out basic committee tasks like bringing motions, and requesting funds. Section 23. Senior Citizens Committee - This committee shall minister to the needs of our active senior citizens through the scheduling of group activities, and day trips. The goal and purpose of this committee is to cultivate disciples, reach people, enrich lives, and focus on spiritual development. Article III. Use of Church Buildings, Grounds, and Property Section 1. The buildings, grounds, and equipment of this church shall be used in accordance with the purpose set forth in Article II of the constitution. Reserving the buildings, grounds, and/or New Beginnings Missionary Baptist Church Bylaws revised 8/2004 6
equipment must be done thirty (30) days in advance so that the decision can be made by the Church Council, or if deemed necessary by the Council, the decision can be made during church conference. Any requests concerning the use of church buildings, grounds, and/or equipment shall be submitted through the church office, using a "Building Use Request Form," to the Church Council so as to prevent conflict in the regular programs of the church. The Council will review and approve or deny requests, provided that such requests are in keeping with the purpose aforementioned. When a final decision is reached, appropriate notification will be made to all involved. In all cases, with the exception of funerals, requests should be submitted at least thirty (30) days prior to the date being scheduled to allow adequate time for processing. Fees for non-related New Beginnings Missionary Baptist Church functions shall be as follows: Fellowship Hall only - $150.00 and Fellowship Hall and Kitchen - $250.00. All fees are charged per function. Upon consideration of the Church Council the fees may be waived. Section 2. The "Wedding Policies and Procedures" document governs the use of church buildings for a wedding and related events. These policies are monitored and enforced by the Wedding Committee. Current fee schedule includes: Sanctuary for rehearsal and wedding -- $0 for active members, $100.00 for non-active members and $300.00 for non-members, Fellowship Hall for rehearsal dinner -- $75.00 for active members, $125.00 for non-active members, and $250.00 for non-members, Fellowship Hall for reception -- $75.00 for active members, $150.00 for nonactive members, and $300.00 for non-members. Cleaning Service fees are charged over and above the listed fees and are based on the current contract amounts. Article IV. Duties of Councils Section 1. Church Council - The Church Council shall consist of the pastor of the church and other staff members, chairman of the deacons or his representative/designee, Sunday School Director, WM Director, Brotherhood Director, and Discipleship Training Director and the Chair of the Buildings and Grounds Committee. The council shall consider objects of general interest and shall seek to unify and coordinate the work of the church. The council shall act in an advisory capacity only, making its recommendations to the several groups involved in the church. This committee's chief function shall be liaison and curriculum planning. Section 2. Music Council - Not Used - The Associate Pastor, Music and Worship, is responsible for the planning, coordinating and evaluating of the music ministry calendar. Section 3. Preschool Council - Not Used - The following groups shall designate members as automatic appointments to this council - Preschool Sunday School, Preschool Choir, Mission Friends, Weekday Preschool Committee, and Extended Session Committee. The Council shall consider objects of general interest and shall seek to coordinate the Preschool Ministry of the Church. The Council shall act in an advisory capacity only, making its recommendations to the several groups involved for their use in decision making. Section 4. Children s Council - The following groups shall designate members as automatic appointments to this council - Children s Sunday School, Bible Drill Team, Girls In Action (G.A.), Royal Ambassadors (R.A.), Children s Choir. The Council shall consider objects of general interest and shall seek to coordinate the Children s Ministry of the Church. The Council New Beginnings Missionary Baptist Church Bylaws revised 8/2004 7
shall act in an advisory capacity only, making its recommendations to the several groups involved for their use in decision making. Section 5. Youth Advisory Council - The Youth Advisory Council will work in cooperation with the Associate Pastor, Youth and Young Singles, through support and personal involvement to perform the following duties: - Assist in planning, coordinating and evaluating the youth ministry calendar - Promote youth involvement in the over-all church program - Advise church leaders, committees and organizations of the needs and interests of the Youth - Listen to the needs of teenagers, parents and the Associate Pastor, Youth and Young Singles - Assist in determining youth ministry policies - Act as a sounding board for problems and issues facing the youth ministry. Article V. Purchasing Procedures To insure good business management of our monetary resources, the following guidelines will be used in making all procurements for the church. Budget expenditures Expenditures of less than $2,000.00 require approval of the appropriate department head, committee chairperson, or 1st signee for line item in budget. Expenditures of greater than $2,000.00 will require at least three estimates, quotes or bids from three (3) sources, plus prior expenditure approval of the Stewardship Committee. Expenditures of greater than $5,000.00 will require at least three (3) estimates, quotes, or bids from three sources, plus approval of the Stewardship Committee. It will then be presented to the congregation for approval. The lowest evaluated bid will be accepted unless just cause can be shown otherwise. Non-competitive budgeted expenditures are exempt from this process; e.g. literature, salaries, utilities. Approval of Stewardship Committee is required to expend more funds than allocated on budget items during a budget year. The chairperson of the Stewardship Committee or designated representative is authorized to approve emergency expenditures not to exceed $2,000.00. Non-budgeted expenditures require Stewardship Committee consultation and approval before being proposed at church conference. Designated Accounts at the end of each budget year, the Stewardship Committee will review the purpose and current status of any designated fund with a remaining balance. Setting up a designated fund requires prior approval of the Stewardship Committee. The following information will be needed: Name of Fund Date of Set-up required Date of Dissolution or Total Expenditure of the Fund Purpose of Fund (Sources of income and type of expenditures) Authorization required for expenditures Person/Committee responsible for Fund New Beginnings Missionary Baptist Church Bylaws revised 8/2004 8
New Beginnings Missionary Baptist Church Bylaws revised 8/2004 9