DEACON POLICIES AND PROCEDURES MANUAL Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Section 9 Section 10 Section 11 Purpose of a Deacon Qualifications and Expectations of a Deacon Deacon Body Term of Service Selection and Ordination Procedures Deacon Duties and Responsibilities Deacon Body Meetings Deacon Body Officers Deacon Termination from Body Deacon Body Policies and Procedures Manual Maintenance Duration Approved by church vote on: 6-14- 15 Deacon Policies and Procedures Manual Page 1 of 11
DEACON POLICIES AND PROCEDURES SECTION 1 Purpose of a Deacon Deacons are servants of the Lord serving both the congregation and the community. A Deacon should exemplify the Christian ideal, sharing the Gospel with believers and non- believers, and should strive to consistently apply the principles and guidelines for Deacons as set forth in the New Testament. Deacons are the servant- ministers of the church. Deacons have the honor of modeling, for the local church and the lost world, God's compassion, kindness, mercy, and love. As the church compassionately cares for people's needs, the world sees a visible display of Christ's love, which will draw some people to the Savior. Deacons are to be an example of commitment, unity, and harmony in their service. Deacons are ordained to serve as spiritual leaders of the church to effectively and carefully administer the church's charitable activities. According to scripture, they are agents of mercy and distributors of relief. They help the poor, the jobless, the sick, the widowed, the elderly, the homeless, the shut- in, and the disabled. They comfort, protect, and encourage people and help to meet their needs. Along with the Senior Pastor and other ministers, they have particular responsibility for the life of the Church - to safeguard its good name, care for its fellowship, promote its unity and welfare and to actively support the critical Church initiatives identified in the Ministry Plan for each Church year. Deacons are not to act in the place of the Church, but, rather, they encourage Church members and assist in the work of the Church, referring their recommendations or concerns to the Senior Pastor and/or the membership. Deacons are to serve with the Pastoral staff and other lay leaders in: a. Supporting the Church in the achievement of its mission b. Providing care for Church members and others in the community c. Serving of The Lord's Supper d. Assisting with worship services where needed as determined by the Church Qualifications: SECTION 2 Qualifications and Expectations of a Deacon Deacons must be members in good standing of FBC Mabank and possess the qualifications stated in 1 Timothy 3:8-10, 12-13. These qualifications are listed below: 1) A man of dignity (1 Tim 3:8). A deacon must be well behaved, well organized, a man whose life is in order. This often affects such areas of life as responsibility and honorable use of language. If the deacon were not respectable, he would never have the credibility needed to feed, love, and care for the flock. 2) Not double- tongued (1 Tim 3:8). This characteristic plainly prohibits any kind of manipulative, insincere, or deceitful speech. Behind a deceitful tongue is a deceitful mind. Positively, the term emphasizes integrity of speech, sincerity, and truthfulness. A deacon must be a man of his word. 3) Not addicted to much wine (1 Tim 3:8). This characteristic sets down the absolute prohibition of drunkenness in a deacon s life. We believe it is a prohibition against the abuse of wine (or any other substance) that would damage a man s testimony in the community and ministry in the church. Deacon Policies and Procedures Manual Page 2 of 11
4) Free from the love of money, not fond of sordid gain (1 Tim 3:8). A man meets this qualification if he has an obvious understanding of the evil the love of money can cause, and then rejects the temptation it brings. 5) Holding to the mystery of the faith with a clear conscience (1 Tim 3:9). A deacon s life must be consistent with Christian doctrine. The New Testament does not allow people to separate life and doctrine. Whenever we knowingly act in a way that is contrary to God s Word and do not seek His forgiveness, we defile our conscience. Every time we violate our conscience, we weaken the Holy Spirit s convicting power and make sin and hypocrisy easier to commit. 6) Let these also first be tested (1 Tim 3:10). The deacon cannot be a new convert. A deacon s ongoing service to the church and ministry to those in need should be a well- beaten path of his life. 7) Beyond reproach (1 Tim 3:10). Beyond reproach literally means not able to be taken hold of. It relates to having a good reputation. In a way, this is a summary statement of the rest of the qualifications. When a Christian applies the principles of God s Word, and desires to deepen his relationship with Christ, the result will be a lifestyle that can be described as being beyond reproach. Character flows from values and faith. When we establish a sincere faith in Christ, godly values blossom and character deepens. Obviously, a deacon must have an excellent reputation if he is to have credibility with the flock of God. 8) Husband of one wife (1 Tim 3:12). The Greek words, which we translate as the husband of one wife, speak to the subject of fidelity in marriage, not marital status. The literal Greek phrase says, a one woman man. If married, the deacon must be absolutely committed to his wife. Many well- respected commentators agree this phrase addresses the issues of polygamy and fidelity in marriage, not divorce. However, we should not assume from this that divorce is inconsequential or insignificant. Jesus sternly warned His followers to avoid divorce. Since a deacon must be a good steward of his family, a recent divorce disqualifies a man from serving as a deacon. However, divorce is not the unpardonable sin. For example, a man may have divorced many years ago. Since then, he may or may not have remarried, and lived an exemplary and mature Christian life. This man may now enjoy a godly marriage, raising children who love the Lord, or still be single. When we take the man s total life experience into consideration, the divorce should not disqualify him from consideration as a deacon. 9) Good manager of his children (1 Tim 3:12). The deacon s children must bring honor to their parents. This demonstrates that the deacon and his wife have encouraged order and loving discipline in their home. However, these principles do not suggest that the deacon must raise perfect children. To require such a standard would render no father qualified to be a deacon. If a man has raised or is raising children who love the Lord, he will also have the ability to encourage holiness among the rest of God s children. 10) Good manager of his own household (1 Tim 3:12). The deacon must be committed to the task of being a good steward of his household. He must provide spiritual, emotional, and financial leadership of his home. If he cannot be a good manager of his own household, he is not qualified to assist in the management of the church. Expectations: In order to serve effectively, deacons are expected to live out the above qualifications according to the following general guidelines: 1) Be faithful in participation at all scheduled and called Deacon Meetings. a. If you are called to serve as a deacon, you have an obligation to be a team member and be diligent to attend meetings. Meetings will only be called for the purpose of serving the church Deacon Policies and Procedures Manual Page 3 of 11
and fulfilling the needs of the Deacon Ministry. Failure to attend implies a lack of commitment and respect for your fellow deacons, and the needs of the church. b. If you cannot attend a scheduled meeting, one of the members of the Deacon Officers should be notified in advance of your absence. 2) Be accountable to fellow deacons in your service as a deacon. 3) Encourage one another in service as deacons. 4) Be a team member and support the overall ministry of deacons. 5) Support fully the FBC Purpose Statement, its ministries, and the Constitution and Bylaws. 6) When appropriate, maintain the confidentiality of matters discussed at Deacon Meetings. 7) Deacons and wives are one; therefore, wives are expected to keep confidential sensitive subjects related to deacon matters. 8) Support the church financially as God leads you. 9) Support the staff with your encouragement and prayers. 10) Serve the membership as God leads you; be sensitive to the needs of others. 11) Encourage unity within the body; be an encourager, not a discourager. 12) Be an example to members of the body by exemplifying the qualifications of a deacon and the heart of a servant. 13) Give priority to spiritual growth as an individual, a couple, and your children. SECTION 3 Deacon Body The Deacon Body shall consist of active, inactive and deacon emeritus elected and ordained by the Church, or Deacons elected who have been ordained in another Baptist Church of like faith and order. A. Active Deacon. An active deacon shall be a voting deacon elected into the office at the beginning of each calendar year; and will be actively involved in deacon ministry activities for one year at a time. A voting deacon shall be a voting member of the Deacon Body. B. Deacon Emeritus. The office of Deacon Emeritus may be conferred on a Deacon by the Church as an honor and mark of appreciation for exceptionally long, unselfish, and exemplary service in the work of the Lord through the Church. Nomination for Deacon Emeritus shall be by unanimous vote of the DNC, and election shall be by not less than a three- fourths (3/4) affirmative vote of those Church members voting in a regular business meeting. A Deacon Emeritus may perform the duties of Active Deacons and shall be a continuous, voting member of the Deacon Body. C. Inactive Deacon. An inactive (or non- voting) deacon is a deacon who for some reason does not feel that he is able to fulfill the responsibilities as an active deacon; or does not make the list of nominated deacons to be voted on by the church for a given year of service. A non- voting deacon shall not be a voting member of the Deacon Body. An inactive deacon may request to be nominated and elected as an active deacon in subsequent years in accordance with the regular DNC procedures. Deacon Policies and Procedures Manual Page 4 of 11
The Deacon Body will conduct its work and perform specific duties of ministry, leadership and oversight of the Church, as specifically provided and outlined in these Policies and Procedures as approved by the Church, and other duties requested by the Church from time to time. SECTION 4 Term of Service As indicated in 1 Timothy 3:10, a deacon s call to service is not limited to a specific time period. 1 A qualified man who has been called to service as a Deacon at FBC Mabank may do so indefinitely in successive one- year terms, unless, and until, one of the following occurs: He is no longer a member of FBC Mabank He is no longer qualified to serve as a deacon He is no longer able to serve for some other reason Term of Office: The initial term of office of deacon shall be one year. Consecutive terms are acceptable and encouraged, for those serving well as deacons. At the completion of their one- year term of service, with the recommendation of the Deacon Nominating Committee (DNC) and the deacon s own affirmation that God s leading is for them to continue serving as an active deacon, the DNC will present the names of those deacons, whom they recommend to continue to serve the Church Body for concurrence (a vote of acceptance) in December each year. The slate of deacons shall be presented to the church each year in the November business meeting to allow the congregation time to pray about each candidate and to privately share any major concern(s) they may have with the DNC and/or Senior Pastor. Since deacons are servants of the church and serve to the pleasure of the church, the church may question the faithfulness of any deacon presented for annual confirmation, or any other time, through a private written statement to the DNC, and may request a report of services from the deacon officers. If a deacon is found lacking in faithfulness and/or deacon responsibilities (not fulfilling a servant s role in the church and/or absent from church participation), the deacons and/or Senior Pastor should take the initiative to confront the individual about these concerns prior to presentation to the church. The deacons, in consultation with the Senior Pastor, might request that any deacon be removed from active status until the deacon can once again prove his faithfulness to the church. Any inactive deacon may be brought back to the church in future annual recommendations for active status. Following any lapse of service by a deacon, the church may call for normal proven actions of a deacon. Deacons recommended to the church for continuance of active service will be those who have fulfilled the requirements of a deacon and have actively served in various capacities in a way that proves his service to the church according to the deacons and in consultation with the Senior Pastor. If a deacon for any reason becomes inactive, a report from the Deacon Officers should be made to the church at a regular business meeting. Discipline and Removal: A deacon may be removed from active status at any church business meeting upon refusal to meet the qualifications stated in Section 2 of this document. Refusal means that after a meeting with deacon officers, the deacon in question still refuses to meet qualifications and expectations of a deacon. Removal of a deacon from active service other than by completion of a term of service or resignation shall be by action of the Church. 1 And let these [potential Deacons] also first be tested; then let them serve as Deacons if they are beyond reproach (1 Timothy 3:10 NASB). The phrase serve as Deacons is a present imperative. This indicates that the action will continue repeatedly into the future. Deacon Policies and Procedures Manual Page 5 of 11
SECTION 5 Selection and Ordination Procedures The Deacon Mentoring Process: In keeping with biblical instruction outlined in 1 Timothy 3:10, FBC believes that a deacon nominee should be fully tested or proven, both in Christian maturity and in doctrinal soundness. The Mentoring Process should not be confused with discipleship training. A deacon candidate should already be proven. This is not a training to learn what it takes to prove oneself. The objective of the Deacon Mentoring Program is to ensure that FBC s deacons are fully aware of the importance of the biblical office, and to develop them to full fitness for the effective service that is called for. It is further designed to assure that any prospective deacon fully satisfies the qualifications of the office, not only in his own eyes, but also in the eyes of other people, both members and non- members of the church. While many may be considered, only those proven should be recommended to the church for the office of church deacon. The process outlined here will allow for (1) the selection process, (2) the determination of the nominee s interest and willingness to serve, (3) the evaluation of his qualifications, and (4) the evaluation of his grasp on basic beliefs of the church. I. Selection (Time Frame: 10 to 30 days, depending upon meeting times) Name Submission. Members of the church, the church staff, or other deacons may submit prospective deacon names to the Deacon Nominating Committee (DNC). The only prerequisite for a church member to be nominated for selection as a deacon is that he has exhibited a desire and a proven ability to serve others for Christ and continues to do so. It is preferred that the person being nominated should not be approached until after the DNC has done the initial evaluation. By adhering to this concept, both the nominee and the nominator may avoid embarrassing situations. At the proper time, the DNC will determine the best method and person to approach the nominee. Confidential Investigation. The DNC will privately submit all nominees names for investigation to appropriate people on the staff, within the deacon body, or in extreme cases within the FBC membership. II. Interest Determination (Time Frame: 15-30 days) Notice of Inquiry. The initial contact with the nominee will be by letter or email. Not only will it inquire about his interest and willingness to serve, it will also invite him to a personal interview by all or select members of the DNC. Initial Interview. The servant s role as a deacon will be presented, the various deacon ministries explained, and the training program outlined. The qualifications will be stressed. A decision to pursue the training may be obtained at this time, but may also be delayed by the DNC or by the nominee to allow for prayerful consideration. Report to Deacons. Unless there is a decision not to proceed with the Mentoring Program, the DNC will submit the list of candidates to the Deacon Body along with any others, thereby informing the Deacon Body who will be in the Deacon Mentoring Class. III. The Mentoring Process (Time Frame: 6 8 months) Deacon Policies and Procedures Manual Page 6 of 11
During the mentoring process, the candidate will attend scheduled deacon meetings. The candidate and his wife will also be assigned to two active deacons and their wives (mentors) who will provide practical, hands- on training: Formal Text Study: A schedule will be set for the study and discussion of Jim Denison s commentary, Studies in 1 Timothy: Care for the Church, Lesson Four Worthy Church Leaders. Other texts may be substituted at the will of the DNC in consultation with the Senior Pastor. This formal study shall be for both husband and wife, facilitated by the assigned mentors (deacons and their wives). Formal Class Instruction: Deacon candidates will be required to attend the Membership Class, the Discover Your Ministry Class, the Financial Peace University, The Way of the Master, and be a mentor for the Survival Kit for New Christians or be signed up for and attend the next class(es) offered. Second Interview: An interview of the candidate and his spouse, if any, will be conducted by at least two members of the DNC. The purpose will be to ensure the support and understanding of the spouse in the undertaking of this ministry, and to answer any questions they may have. Basic Beliefs Review: After the second interview the candidate will be given a list of questions that he will be requested to answer. The candidate will be encouraged to discuss any question with his mentor, any member of the DNC, or any staff member. It is not the intention to convert the candidate into a highly- qualified teacher, but to prepare the nominee and to amplify the importance for any officer of the church to be able to give a defense of the faith, at least in conversational terms. IV. Final Interview After completion of all the assigned work, members of the DNC (and pastor) will conduct a final interview. The doctrinal questions may be discussed, as well as the candidate s feelings regarding the call to service. V. Ordination Proceeding Immediately after the Final Interview, the DNC will make a formal recommendation to the Deacon Body. Upon the approval of the Deacon Body, the candidate s name will be recommended to the church for ordination. A period of time will be set aside for membership commentary without the candidate s presence. If no material impediments are encountered, the names will be submitted for vote by the church (per the FBC Bylaws). Shortly after a successful vote the Deacons will ordain the Deacon for service in the presence of the church body. All ordained deacons and ministers of the church would be invited to participate in the Laying on of Hands. A. Individual Deacon Service Responsibilities. SECTION 6 Deacon Duties and Responsibilities 1. In addition to performing services as a Deacon, every Deacon is expected to consistently attend Sunday School and Sunday Church worship services and to seek out and occupy a chosen place of service in the various Church ministries. 2. Every Deacon is expected to attend Church Visitation - Care- N- Share, and at least one of the Bi- monthly visitation nights (2 nd or 4 th Monday of the month). 3. Every Deacon is expected to attend and participate in the annual Deacon/Widow Banquet. 4. Every Deacon is also expected to serve in one or more of the following: a. Benevolence Ministry to Church Members Deacon Policies and Procedures Manual Page 7 of 11
i. Often involves financial counseling and support to members ii. May involve assistance in the search for jobs b. Hospital Visitation c. Widow/Homebound/Nursing Home Visitation d. New Member Visitation e. Delivery of Poinsettia Flowers at Christmas f. Serving as Bible study teacher and/or worker g. Intercessory Prayer Room Ministry h. Church Mission Trips i. Serve on Church Committees and/or Teams as elected by the church or appointed by deacon chairperson j. Deacon Mentoring Ministry k. Hospitality Ministry (Greeter, Parking, Ushering, Visitor Center etc.) l. Other new ministries as may be organized by the Deacon Officers 5. Unless prevented by service elsewhere during Worship Services, every Deacon is expected to rotate service in the following: a. Deacon of the Month b. Safety patrol during worship services (inside and outside the buildings) c. Collection of tithes and offerings d. Distribution of The Lord s Supper elements 6. Every Deacon is expected to attend regular and special called business meetings of the Church as a matter of example and service, and to offer their input and share their views on the deliberations as may be appropriate. B. Deacon Body Responsibilities. 1. The Deacon Officers and/or Deacon Body will assist the Pastoral Staff with council regarding moral, ethical and spiritual decisions in the church. They will support the implementation of the goals and objectives of the Church Ministry Plan to members, ministry outreach teams and the community. 2. The Deacon Body will seek to encourage and support the existing ministries of the Church. It will perform this duty by maintaining an ongoing knowledge of the Church ministries, praying for these ministries, and leading the Church to support the priorities for missions and ministries. 3. The Deacon Body will be a forum where new ministry concepts can be presented, discussed, and when deemed appropriate, affirmed and supported by the Deacons for recommendation to various Ministry Teams and organizations for their consideration. 4. In accordance with the Church Bylaws, the Deacon Body shall provide its input regarding the following administrative matters of the Church prior to these matters being voted on by the Church: a. Annual Budget and any amendments thereto Deacon Policies and Procedures Manual Page 8 of 11
b. Acquisition or disposition of Church Real Estate Property c. When a Pastoral Staff candidate is to be presented to the Church for hiring C. The Deacon Body will provide support to the work of committees, teams, staff or others when the church approves ministries. SECTION 7 Deacon Body Meetings The Deacon Body will meet the first Sunday of each month for the transaction of any and all business scheduled by the Deacon Body Officers (unless holidays move the date one week later). Those present and voting at the Deacon s meeting shall constitute a quorum for their meetings. The main purpose of meetings of the Deacon Body is to offer council in moral, ethical and spiritual issues; and assist in encouraging and supporting the Ministry Plan of the Church. The Deacon Body may also, when requested by the committees, teams, staff or others to whom such business has been delegated, offer council and advice. It is also an important time for fellowship, encouragement and prayer. Any time the Deacon Body meets it should assemble as a spiritual, ministry- oriented team. All Deacon Body meetings shall be open to Staff and Church members and invited guests unless there is a matter of strictest confidentiality with which the Senior Pastor agrees. Participation in confidential Deacon Body deliberations shall only be by invitation only from the Deacon Chair and Senior Pastor. The Deacon Body Secretary shall maintain minutes of all deacons meetings for legal purposes, and submit a copy to the Church Office to be placed in the permanent confidential deacon file. This confidential file shall only be accessible by Deacon Officers and the Senior Pastor. SECTION 8 Deacon Body Officers The Deacon Body Officers shall consist of three (3) officers: a Chair, a Vice Chair and a Secretary. The Deacon Body at its January meeting shall elect these officers annually. The term of office shall be one year and until each officer s successor is duly elected and qualified. Absent of unusual requirements of the Church, as determined by the Deacon Body, a Deacon Body Officer shall be limited to one (1) consecutive term in the same office. A. Duties. The duties of the Deacon Body Officers are: a. Chair. Direct and oversee the activities of the Deacon Body, conduct and evaluate Deacon Body meetings, lead the Deacon Body in being an effective ministry team and in developing its ministry plans, provide guidance as required, promote the spiritual well being of the church body in the name of the Deacon Body as appropriate, and perform other duties as may be requested by the Church. As directed by the Chair, the Deacon Officers may strategically attend meetings of the committees and teams for the sole purpose of keeping the Deacon Body apprised of significant actions of these teams. b. Vice- Chair. Temporarily fulfill the duties of the Chair in case of absence, incapacity, resignation or termination. c. Secretary. Record the minutes of Deacon Body meetings, maintain an accurate and legible file of meeting minutes, submit a copy of minutes to the church office permanent confidential Deacon file, and maintain a record of all finances and official correspondence involving the Deacon Body. The Secretary will also serve as the repository for operating policies and procedures, and maintain a copy of these policies and procedures in the church office permanent Deacon file. The Secretary may be required to Deacon Policies and Procedures Manual Page 9 of 11
temporarily fulfill the duties of Vice- Chair or Chair in case of their absence, incapacity, resignation or termination. B. Election Procedure. The Deacon Body shall elect annually from among themselves officers according to the following procedure: a. The Chair of the Deacon Body shall preside during this January election. A Time of Prayer will be set aside before the election commences. b. Nominations shall be accepted from the Deacon Body. c. All candidates must know and be willing to accept the responsibilities for which they are nominated. d. The vote for Deacon Body Officers may be taken when all of the above requirements are met. e. Elections should be held at a time when Officers can be presented to the church for each calendar year. f. In the event an elected officer of the Deacon Body resigns, is incapacitated, ceases to be a member of First Baptist Church or for any other reason is unable or unwilling to serve, the Deacon Body shall nominate a replacement officer for the vacancy within thirty (30) calendar days of such event. The election process as set forth herein shall be followed to fill that vacancy. The election shall be held no later than the Deacon Body meeting next following the end of such thirty (30) day period. C. Qualification of the Deacon Officers. In order to be eligible for consideration for election as a deacon officer, the candidate must meet the following requirements for the church year in which he is considered for election: (a) have previously served as an active Deacon for a minimum of two (2) years, one of which is the year immediately preceding the year of election (the two years need not be consecutive years); (b) be a Deacon for the church year in which if elected, the officer will serve; and (c) meet the qualifications set forth in the Deacon Body Policies and Procedures for deacons and in Scripture (1 Timothy 3:8-18). D. Qualification to Vote. Only active Deacons for the Church year in which the officer election is conducted and Emeritus Deacons are eligible to vote. E. Robert s Rules of Order (Newly Revised). In order to have a definitive procedure that will compliment this officer election procedure, Robert s Rules of Order, Newly Revised, hereafter Robert s Rules of Order, as amended from time to time, is adopted by the Deacon Body and shall apply to all Deacon Body meetings. In the event of a conflict between this officer election procedure and Robert s Rules of Order, this election procedure shall control. F. Amendment. This officer election procedure may be amended by the Deacon Body provided the proposed amendment(s) is provided to each active Deacon at least 30 calendar days before the vote on the proposed amendment. G. Deacon Officer Succession. a. Prior service as a Deacon Officer shall not disqualify a member of the Deacon Body for future election as a Deacon Officer for the same or a different officer position. b. The office of vice chair has generally been viewed as also chair- elect. Likewise, the office of secretary has been viewed as vice chair- elect. Such past procedure is not binding on this or any future Deacon Body officer election, but is provided as a historical background. Deacon Policies and Procedures Manual Page 10 of 11
SECTION 9 Deacon Termination from Body A Deacon's service on the Deacon Body may be terminated in any of the following manners: a. Death b. Incapacitation c. Transfer of membership from the Church d. By written request of individual Deacon e. By recommendation of the Deacon Body and/or the Church membership at a business meeting of the Church SECTION 10 Deacon Body Policies and Procedures Manual Maintenance This Policies and Procedures manual is designed to be a living document. To reflect changes in policies, procedures or responsibilities as appropriate, this manual may be amended on an as needed basis by a two- thirds vote in any Deacon Body meeting with notice having been given in writing in the Church s Order of Worship at least 30 days in advance of such meeting. Any proposed amendment to the Deacon Body Policies and Procedures must then be presented to the Church for approval or amended, and re- distributed to the Deacon Body. The Deacon Secretary is responsible for coordinating these updates as they are identified. SECTION 11 Duration The Deacon Body shall continue in existence until dissolved by amendment of the Bylaws. EFFECTIVE DATE: This Deacon Policies and Procedures Manual was approved by the Church to be effective June 14, 2015; and shall govern the operation of the Deacon Body hereafter until amended or dissolved by a 2/3 vote of the church body at a business meeting. Deacon Policies and Procedures Manual Page 11 of 11