POLICIES & PROCEDURES

Transcription

1 POLICIES & PROCEDURES These are the policies and procedures guiding Bethlehem Baptist Church in order to effectively follow Jesus and fish for men. BETHLEHEM BAPTIST CHURCH 9600 Midlothian Turnpike, Richmond, VA 23235

2 CONTENTS I. Constitution II. Organizational Structure and Ministry Definitions Senior Leadership Team Deacons Outreach Team Missions Team Ministry Team Worship Team Administry Team Team Functions and Responsibilities III. Personnel Policies and Job Descriptions IV. Appendices: Annual Budget, Forms, etc. V. Revision History 1

3 I. Constitution (Organized 1790) Preamble: In order that the witness of this Church may be carried out in accordance with Scriptural doctrines; that its worship, teachings, ministry and fellowship may be conducted in harmony with Christian principles; and that its business affairs may be administered in an orderly fashion and in a responsible manner consistent with Biblical teachings, we do adopt and set forth this constitution and its accompanying policies and procedures. Article I. NAME The name of this organization is Bethlehem Baptist Church of 9600 Midlothian Turnpike, Richmond (North Chesterfield), Virginia Article II. PURPOSE The purpose of this church is for the advancement of the Kingdom of God through the proclamation of the Gospel of Jesus Christ. This is to be accomplished through divine worship, the preaching of the Word of God, and the promotion of an earnest Christian life and service on the part of its members. Through the instruction of its children to love, honor and serve the Lord; the winning of the lost to Christ; the sending of the Gospel to all nations by support of missions, both national and international, the church does endeavor to further establish Christ s Kingdom on earth. Article III. AUTHORITY & GOVERNANCE The government of this church will be under the Lordship of Christ and under the leadership of the Holy Spirit and is to be vested in the body of believers who compose it. This body has full and final control over all organizations, teams, groups established by it or individuals employed by it. This church is subject to the control of no other ecclesiastical body or individual but is fully autonomous. At the same time this church recognizes and sustains the obligations of mutual counsel and cooperation which are common among Baptist Churches. In so far as practical, this church will cooperate with and support those organizations and fellowships with which it has aligned and affiliated. (For Scriptural Authority see Organizational Structure). Article IV. AFFILIATIONS This Church is affiliated with churches of the Baptist denomination through the Middle District Baptist Association, the Baptist General Association of Virginia, and the Southern Baptist Convention. 2

4 Article V. DOCTRINE This Church will accept the Holy Scriptures as its sole authority in matters of faith and practice. This Church acknowledges that the Holy Scriptures are of God alone, and as such, constitute the only doctrinal positions acceptable. In addition, we adhere to The Baptist Faith & Message (2000), a statement adopted by The Southern Baptist Convention as our doctrinal position. Article VI. CHURCH CONVENANT Having been led, as we believe by the Spirit of God, to receive the Lord Jesus Christ as our Savior and, on the profession of our faith, having been baptized in the name of the Father, and of the Son, and of the Holy Spirit, we do now, in the presence of God, and this assembly, most solemnly and joyfully enter into covenant with one another as one body in Christ. We engage, therefore, by the aid of the Holy Spirit to walk together in Christian love; to strive for the advancement of this church, in knowledge, holiness, and comfort; to promote its prosperity and spirituality; to sustain its worship, ordinances, discipline, and doctrines; to contribute cheerfully and regularly to the support of the ministry, the expense of the church, the relief of the poor, and the spread of the Gospel through all nations. We also engage to maintain family and secret devotions; to religiously educate our children; to seek the salvation of our kindred and acquaintances; to walk circumspectly in the world; to be just in our dealings; faithful in our engagements, and exemplary in our deportment; to avoid all tattling, backbiting, and excessive anger; to abstain from the sale of, and use of, destructive drugs or intoxicating drinks as a beverage, to shun pornography; to be zealous in our efforts to advance the Kingdom of our Savior. We further engage to watch over one another in brotherly love; to remember one another in prayer; to aid one another in sickness and distress; to cultivate Christian sympathy in feeling and Christian courtesy in speech; to be slow to take offense, but always ready for reconciliation and mindful of the rules of our Savior to secure it without delay. We moreover engage that when we remove from this place we will, as soon as possible, unite with some other church where we can carry out the spirit of this covenant and the principles of God s Word. ARTICLE VII. STATEMENTS OF FAITH AND PRACTICES ON MARRIAGE & HUMAN SEXUALITY A. Marriage: Marriage is a biblical institution established by God as clearly described in the scriptures. Bethlehem Baptist Church recognizes that marriage is the uniting of one man and one woman in covenant commitment for a lifetime. Accordingly, this Church, its pastors, staff and members will not participate in same sex unions or same sex marriages, nor will its property or resources be used for such purposes. B. Human Sexuality: The Bible teaches that legitimate sexual relations are exercised solely within marriage. Hence, this Church opposes all forms of sexual immorality, including adultery, homosexuality, and pornography. 3

5 Article VIII. ORDINANCES The ordinances of this church will be two: A. Baptism by Immersion: The Pastor, with the Body of Deacons, will arrange for baptismal services as often as is deemed necessary. B. The Lord s Supper: The ordinance of the Lord s Supper will be observed a minimum of one time per quarter (each 3 months), and no less than four times per year. Members who are unable to partake of the regularly scheduled ordinance because of their status as shut-ins may request that the Pastor and/or their Deacon administer the ordinance privately with them as routinely as possible. Article IX. MEMBERSHIP Membership with Bethlehem Baptist Church will be open to any individual who requests membership by any of the following: A. Baptism: Any person professing Jesus Christ as personal Savior and Lord, giving satisfactory evidence of his/her commitment to Christ and Christian service and sharing the views of faith and practices held by this Church, may be baptized by immersion and received into membership. B. Letter: Any member of another Baptist church, or immersed member of a church belonging to another denomination sharing the views of faith and practice held by this church, may be received by letter of recommendation from their former church. C. Statement of Experience: Any person who has been immersed and who shares the views of faith and practice held by this Church, but does not have the regular letter of dismissal and recommendation, may be received by vote of the Church upon statement of Christian experience. A notice may be sent to the church of another denomination, informing that a name can be removed from their roll, after he/she has been received into membership of this Church. The request of any person for membership candidacy in this church will be acted upon at the service in which their decision was made. Their request will be made known to the membership attending such service and the member or officer of the church making the request known will call for an affirmation vote by the members present. Actual membership in the church will be affirmed and implemented upon satisfactory completion of an approved membership orientation, to be conducted by the pastor or designated leader. Baptism of new members, and full membership of all member candidates, will be effected only after completion of the orientation. If any person would remove from this community, a request for transfer of membership should be made promptly. When requested by another church, a letter of transfer for a member will be 4

6 granted without action by the membership. Any request for termination of membership (except by letter) will be brought to the Church Clerk, who will inform the congregation and make changes to the church roll accordingly. If a member is absent from the Church for a period of two (2) years, and during that time no satisfactory communication, either personally or by correspondence, is received, the name may be referred to the Church Clerk to place the member s name on an inactive roll, but it will be filed in such manner as to indicate that the person named has been a member of this church. Should any case of gross breach of covenant, or of public scandal occur, the Church will endeavor to resolve the offense but should such efforts fail, the Church body may proceed to declare the offender to be no longer in the membership of the church and the offenders name struck from the roll of membership. Such declaration to be made as a result of a majority vote of the membership present at either a regularly scheduled worship service or a special meeting called to adjudicate the matter. Any person whose membership has been terminated may be restored to membership upon evidence of repentance and reformation, by vote of the Church. Article X. OFFICERS The Biblical officers of the church are pastor(s) and deacon(s). Other officers named and recognized by the church will include: Clerk, Treasurer, Trustee(s) and other such officers as may be needed to do the work of the church and will be under the direct control of the church, elected by the church, and will report regularly to the church. Article XI. CHURCH FINANCES The system of finances used by the church will be the Modified Budget System. Membership in the church involves and presupposes obligation to support the church and its causes with regular, proportional tithing and, in addition, love offerings, special gifts and bequests as led by the Holy Spirit. Article XII. OTHER FINANCIAL ORDER Bethlehem Baptist Church is organized exclusively for religious, charitable, and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue code (or the corresponding provisions of any future United States Internal Revenue Law). No part of the net earnings of Bethlehem Baptist Church will inure to the benefit of, or be distributable to its members, trustees, directors, officers or other private persons, except that Bethlehem Baptist Church will be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of Section 501(c)(3) purposes. No substantial part of the activities of the organization will be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization will not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Bethlehem Baptist Church will not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under Section 501(c) (3) of the Internal Revenue Code (or corresponding provisions of any future United States Internal Revenue Law) or (b) by an organization, contributions to which are deductible under section 170(c) (2) of the Internal Revenue Code (or corresponding provisions of 5

7 any future United States Internal Revenue Law). The term for which this organization is to exist is perpetual, except that upon dissolution of Bethlehem Baptist Church the Trustees will: A. Pay, or make provisions for, the payment of all the liabilities of Bethlehem Baptist Church. B. Dispose of all the assets of Bethlehem Baptist Church held exclusively for the purposes of the church, and dispose of the church's assets in such a manner, or to organizations which are organized and operated exclusively for charitable, educational, or religious purposes, as at the time will qualify as an exempt organization under section 501(c)(3) of the Internal Revenue Code (or the corresponding provisions of any future United States Internal Revenue Law). Any such assets not so disposed of will be disposed of by the Court of Common Pleas, as said Court will determine, to organizations which are organized and operated exclusively for such purposes. Article XIII. AMENDMENTS This constitution may be amended at any scheduled general session of the Church, by a twothirds (2/3) vote of the members present, provided the proposed amendment is submitted in writing to the Senior Leadership Team and is published and distributed in four consecutive Sunday bulletins prior to the session. Article XIV. CONSTITUTION EFFECTIVE DATE This Constitution takes precedence over any other constitution that is dated prior to January 1,

8 II. Organizational Structure and Ministry Definitions ORGANIZATIONAL STRUCTURE Scriptural Authority Bethlehem Baptist Church is committed to follow the Leadership of God, and to submit to His authority as expressed in His Word, the Bible. The Baptist Faith and Message, 2000, is an expression of our doctrines. As the Scripture teaches, members of Bethlehem Baptist Church constitute a body of baptized believers, actively seeking to know and do God s will. As such, we exercise the priesthood of believers, believing that God speaks to and through each believer, and that each member may express his or her understanding of God s will for the direction of the church s ministries. General Sessions A quorum of Bethlehem Baptist Church members will gather at least four times per year to constitute a General Session. Each General Session will be scheduled by the Senior Leadership Team for the second Wednesday of each quarter, or the 2 nd Wednesdays of: March, June, September and December. Other General Sessions may be called as necessary or appropriate. The purpose of the General Session will be to hear reports from ministry leaders and to insure accountability for the excellence of ministry as agreed by the church. One time each year, the church will meet in Annual General Session to approve the vision, ministry objectives, goals, and the resources anticipated to carry out the ministry. Each year, the church will vote on the Senior Leadership Team in September, with the Annual General Session to be held in December. Team composition is presented and annual budget to be approved in January. 7

9 Senior Leadership Team Composition: Senior Leadership Team is composed of the Senior Pastor (Coordinator / Convener); all ministry staff members; a Deacon Representative and the Leader of each of the primary teams of Outreach, Missions, Ministry, Worship, and Administry, plus 2 members elected at large. Responsibilities: The Senior Leadership Team is charged with planning, coordinating and evaluating the church s programs and ministries. It serves as a forum for the church s leaders to guide planning, coordination, conducting and evaluating the total work of the church. The Senior Leadership Team depends on the various church organizations to implement the church s program according to their assigned tasks. As coordinator of the Senior Leadership Team, the pastor is able to lead in developing a unified program that gives major attention to priority needs. Organizational Relationships: The church body in General Session. (See General Session ) Principle Function: To assist the church in determining its course, and to coordinate and evaluate its work. Under this team: All teams and/or church-approved ministries, permanent and temporary. Method of Election: Church leaders become members of the Senior Leadership Team as a result of election to designated church leadership positions. Term of Office: Corresponds to the term of office in church-elected position. Pastor and ministry staff members serve on the Senior Leadership Team for the duration of their ministry. 8

10 Duties: Annually define and recommend to the church for adoption, the Vision, Mission, Objectives and goals, along with the budget proposal necessary to meet the goals and conduct ministry. Coordinate and lead the church in all phases of ministry in accordance with its vision, objectives and goals as defined through Scripture and agreed by the church body in General Session. Plan, convene and coordinate Quarterly General Sessions for the entire church body, with one of the four meetings being an Annual General Session. Meet one time each month for coordination, consultation and planning, or as often as the senior pastor may deem it necessary. Four of those meetings should take place 2 weeks prior to the Quarterly General Session in order to prepare for the General Session. Help the church understand its mission and define its priorities. Coordinate studies of church, community and world needs. Recommend to the church coordinated plans for evangelism, missions, Christian development, worship, stewardship, and ministry. Coordinate the church s schedule of activities, special events, and use of facilities. Evaluate progress and the priority use of church resources, including human, spiritual, financial and physical resources. Conduct an annual audit of financial and physical resources, to be reported and approved by the church. 9

11 Deacons Selection: The recommendation for selection of a Deacon will come from the congregation and from the Deacon Body to the Senior Leadership Team for presentation to the Church for approval. Chairman of the Deacon Body, in consultation with the Pastor, will contact the nominee and advise the Senior Leadership Team of acceptance. The Senior Leadership Team will bring all approved deacon nominees before the Church and advise the Church of the Deacon Body membership. Number: There will be one (1) active Deacon for approximately fifteen (15) active families. Term of Office: A Deacon is to serve actively for four (4) consecutive years. After an inactive period of one (1) year immediately following his active term, the Deacon may be called to serve for another term, and this cycle of active service followed by an inactive period may be repeated as called. In the case of an inability to complete the four (4) year term due to health or other circumstances, the Deacon Body will select and recommend a suitable replacement to be approved by the Church body. Duties: It will be the duty of the Deacons to visit church members; assist the Senior Pastor in the administration of the ordinances, advise and cooperate with the Senior Pastor in working out the general policies employed by them in the administration of their office and minister to their assigned families. The Deacons will serve the church by recognizing the physical and spiritual needs within the membership, and planning with the Senior Pastor, to meet such needs. They are to have oversight for the discipline of the church and in all matters strive for peace and harmony within the membership. In case of inability to serve or absence of the Senior Pastor, subject to advice and conference with the Senior Pastor, the Deacons will be responsible for pulpit supply. Deacon Emeritus: Any Deacon having rendered long and honorable service may be elected by the Deacon Body to life membership and may attend all meetings, functions, or ceremonies. 10

12 Outreach Team Acts 1:8; Matthew 28:18-20 Composition: (1) Team Leader and (3) Members. Responsibilities: The Outreach Team is charged with planning, coordinating and evaluating the church s outreach ministries helping the church to make and baptize disciples of all families and individuals within the surrounding communities. Within an Acts 1:8 model, the Outreach Team focuses evangelism on those people (families and individuals) living in our Jerusalem. This may include internationals living in our Jerusalem, in which case the Outreach Team would work jointly with the Missions Team, the Missions Team taking the lead. Organizational Relationships: Senior Leadership Team. Principle Function: To assist the church in promoting evangelism and leading involvement in outreach, to evangelize and to share the Gospel of Jesus with families and individuals living within the church field. Method of Election: The Leader of this team will be nominated by the Senior Leadership Team. Members of this team are nominated by the Senior Leadership Team and elected to serve by the church body in General Session. Additional members will be selected by the Leader of this team in cooperation with the Senior Leadership Team. Term of Office: Corresponds to the term of office in church-elected position. 11

13 Duties: Annually define and recommend to the Senior Leadership Team for adoption; the vision, mission, objectives and goals for Outreach, along with the budget proposal necessary to meet the goals and conduct ministry. This will be in line with the overall Vision and Mission of the church. Coordinate and lead the church in all phases of outreach and evangelism in accordance with its vision, objectives and goals as defined through Scripture and approved by the church. Meet as necessary for coordination, consultation and planning. Coordinate and promote regular training in personal witness and evangelism, to equip and encourage all members to a life-style of personal witness and evangelism. Oversee welcoming ministries for new guests, and assure timely follow-up for visitors. This may include establishing and maintaining a welcome center, special gifts for visitors, etc. Plan for and promote church and community outreach events for the purpose of promoting good-will, building relationships and sharing the Gospel. Establish and maintain a database of prospects, working through Sunday School as appropriate, in order to reach them for Christ through personal relationships. Utilize and maximize media to creatively communicate the Gospel and outreach events. 12

14 Missions Team Acts 1:8; Matthew 28:18-20 Composition: (1) Team Leader and (3) Members. Responsibilities: The Missions Team is charged with planning, coordinating and evaluating the church s missions ministries helping the church to make and baptize disciples of all nations, tribes, peoples and languages (Rev. 7:9). Within an Acts 1:8 model, the missions team will focus evangelism on those peoples not normally in the scope of the immediate church field, and may work within the church field to reach cross-culturally to include internationals living in our Jerusalem. Organizational Relationships: Senior Leadership Team. Principle Function: To assist the church in promoting and leading involvement in cross-cultural missions in both North America and internationally. Method of Election: The Leader of this team will be nominated by the Senior Leadership Team. Members of this team are nominated by the Senior Leadership Team and elected to serve by the church body in General Session. Additional members will be selected by the Leader of this team in cooperation with the Senior Leadership Team. Term of Office: Corresponds to the term of office in church-elected position. 13

15 Duties: Annually define and recommend to the Senior Leadership Team for adoption the vision, mission, objectives and goals for Missions, along with the budget proposal necessary to meet the goals and conduct ministry. This will be in line with the overall Vision and Mission of the church. Coordinate and lead the church in all phases of missions ministry in accordance with its vision, objectives and goals as defined through Scripture and approved by the church. Meet as necessary for coordination, consultation and planning. Coordinate and promote regular missions studies, using Southern Baptist missions educational resources from the Woman s Missionary Union, The North American Mission Board, and the International Mission Board, as well as from other Southern Baptist resources. Plan for and promote annual missions prayer and giving emphases, such as Associational, State (Alma Hunt), North American (Annie Armstrong) and International (Lottie Moon). Lead the church in adopting mission s strategies to make and baptize disciples (Matt. 28:19-20). These strategies should focus on unreached or under-evangelized people groups. Establish mission programs of helps and Gospel sharing cross culturally either locally or abroad. Organize and promote mission involvement opportunities, such as sending mission teams from the church. 14

16 Ministry Team Ephesians 4:12 Composition: (1) Team Leader and (4) Members. Responsibilities: The Ministry Team is charged with planning and overseeing a ministry of nurture and service to church members, enabling them through training and service opportunities, to be salt and light in the community and to serve others through Christian love. Organizational Relationships: Senior Leadership Team Principle Function: Ensure that the congregation follows Jesus by knowing and doing His Word. Method of Election: The Leader of this team will be nominated by the Senior Leadership Team. Members of this team are nominated by the Senior Leadership Team and elected to serve by the church body in General Session. Additional members will be selected by the Leader of this team in cooperation with the Senior Leadership Team. Deaconess Representative will be selected by the Deaconesses. Term of Office: Corresponds to the term of office in church-elected position. 15

17 Duties: Annually define and recommend to the Senior Leadership Team for adoption the vision, mission, objectives and goals for Ministry, along with the budget proposal necessary to meet the goals and conduct ministry. This will be in line with the overall Vision and Mission of the church. Provide for discipleship, nurture and fellowship for the congregation through Sunday School and small group Bible study. Conduct a Christian education program beyond Sunday School, training the congregation to follow Christ better, and to live as successful Christians. Provides leadership in the areas of hospitality (food services), media library, archives and other service ministries. Work with Deacons and Deaconesses to promote a spirit of love and caring throughout the congregation. This includes ministering to those who have become inactive because of poor health or who need encouragement to live out their commitment through the church. Work with the Outreach Team to provide community ministry or services geared to help people in physical, emotional, educational, financial or other needs. Proactively provide community development opportunities with the dual purpose of helping and sharing the Gospel. Lead the church in ministering to individuals and/or families in crisis, assisting with appropriate resources to help in times of need. Oversee a human needs response ministry, helping people in real time, while communicating the love of Christ. Coordinate transportation to support the ministries of the church and its members. Assure the coordination and provision of transportation ministries within the vision and goals of the church. Work with Deaconesses and/or Deacons as appropriate, to coordinate events such as weddings, funerals, baptism and communion. 16

18 Worship Team Psalms 150 Composition: Worship Team is composed of the Minister of Music (Team Leader), (1) Member of the Choir and/or Praise Team, and (1) Member of the Media (Audio-Visual) Team. Responsibilities: Worship is the experience of encountering Holy God through Jesus Christ, resulting in reverential awe, praise and adoration. Worship is experiencing the Presence of Holy God in total submission to His Person, His Word and His Will. The Worship Team will work with the pastor(s) to ensure the congregation provides opportunities for worship that help persons develop and strengthen their relationship with God, so that they may more faithfully follow Jesus and fish for men. Organizational Relationships: Senior Leadership Team Principle Function: Planning and leadership of Worship and any Special Services. Coordination and planning of worship will be within the guidance of the Senior Pastor. Method of Election: The leader of this team will be the ministry staff Minister of Music. Additional members will be selected by the leader of this team in cooperation with the Senior Leadership Team. Term of Office: Minister of Music will serve on the team for the duration of their ministry at Bethlehem Baptist Church. Corresponds to the term of office in church-elected position. 17

19 Duties: Annually define and recommend to the Senior Leadership Team for adoption the vision, mission, objectives and goals for Worship, along with the budget proposal necessary to meet the goals and conduct ministry. This will be in line with the overall Vision and Mission of the church. Pray and prepare the kind of worship experiences which bring glory to God and inspire His congregation to truly worship Him in Spirit and in Truth. Become familiar with the congregation and community to plan appropriately for worship experiences. Become familiar with the overall vision and ministry goals of the congregation and write objectives to help achieve these goals through worship. Write policies and procedures to guide the worship of the congregation. Support the pastor(s) in planning worship. Identify, enlist, train and support leaders (e.g., worship, prayer, etc.) for the congregation s worship ministries. Help the congregation become aware of the meaning, purpose, and practice of worship. Promote and support music leadership in the church. Support other formational/educational experiences for the congregation so that persons of all ages better understand the meaning, purpose, and practice of worship. Encourage wider use and understanding of the physical environment to optimize opportunities for worship. Provide ushers for welcoming guests, collecting offerings, and overseeing perimeter security. 18

20 Administry Team (Properties, Finance, Personnel and Governance) 2 Corinthians 9:12 Composition: (1) Team Leader and (3) Members. Composition to include; (1) Properties, (2) Finance (Treasurer and Secretary) and (1) Personnel. Organizational Relationships: Senior Leadership Team Principle Function: Guide the Biblical stewardship of financial, physical (properties/facilities) and human resources that God provides for the fulfillment of the vision. Responsibilities include overseeing that stewardship, in order to facilitate the mission of following Jesus and fishing for men. Method of Election: The Leader of this team will be nominated by the Senior Leadership Team. Members of this team are nominated by the Senior Leadership Team and elected to serve by the church body in General Session. Additional members will be selected by the Leader of this team in cooperation with the Senior Leadership Team. Term of Office: Corresponds to the term of office in church-elected position. 19

21 Duties: Annually define and recommend to the Senior Leadership Team for adoption the vision, mission, objectives and goals for Administry, along with the budget proposal necessary to meet the goals and conduct ministry. This will be in line with the overall Vision and Mission of the church. Provide oversight for Personnel policies and Administration. Oversee, care for, maintain, and supervise all local church property. Receive, record, properly receipt, and administer all gifts that are made to the congregation. Assist the Senior Leadership Team in conducting an annual audit of financial and physical resources, to be reported and approved by the church. Create policies and procedures regarding managing church property, handling contributions and disbursing funds. Properly invest all trust funds of the congregation and distribute designated gifts appropriately. Ensure that all organizational and legal documents of the congregation are up to date and in good standing. Be responsible for adequate insurance coverage on all church property and to secure adequate liability coverage for church staff and volunteers. Ensure an annual financial audit of the church books is conducted. Create policies and procedures regarding the use of church property. Identify, enlist, train and support leaders for the congregation s property and finance ministries. Compile and submit a comprehensive annual budget proposal which incorporates all ministries of the church. Create and manage a long range strategic plan, which will recommend the tactical direction and activities necessary to ensure growth in membership, retention of members, and spiritual growth of members. 20

22 Team Functions and Responsibilities Senior Leadership Team A. Auditing Team. The Auditing Team will consist of three (3) members, appointed by the Senior Leadership Team. This team will audit the books of the Treasurer and Financial Secretary and will report their findings to the church in General Session. In addition, the Auditing Team may recommend to employ the services of an independent auditing firm to audit, evaluate and report on the financial records and procedures of the church. B. Capital Improvements. The Senior Leadership Team will put together a one (1), two (2), three (3), five (5), and ten (10)-year program that will be part of an organized architecture design for present and future use of the entire facility and land. The purpose of this team is to determine priorities for the use of capital funds and to develop a long-rang plan for capital spending. C. Parliamentarian. The Parliamentarian will see that parliamentary procedure is followed according to Bethlehem Baptist Church Policies and Procedures. All questions of order not here provided for will be decided by rules of Roberts Rules of Order. Ministry Team A. Deaconesses. 1.) Selection: The recommendation for selection of a deaconess will come from the church body and Deaconesses for approval by the Senior Leadership Team. Chairwoman of Deaconesses, in consultation with the Pastor, will contact the nominee and advise the Senior Leadership Team of acceptance. The Senior Leadership Team will bring all approved deaconess nominees before the Church and advise the Church of the Deaconess membership. 2.) Number: There will be one (1) active Deaconess for approximately each fifteen (15) active families. 3.) Term of Office: Deaconesses are to serve a minimum of two (2) years with the option to serve another two (2) years with mandatory year off after the four or two-year term. 4.) Duties: It will be the duty of the Deaconesses to assist the Pastor, giving special attention to the needs of the membership. It will be the duty of the Deaconesses to assist with the Baptismal Services and Communion preparations. B. Hospitality Team. This team will provide suitable decorations for services of the Church. The team may call to its aid others who are willing to offer flowers for the Church. This team will also plan and supervise food service and decorations for Church suppers, receptions, fellowships, etc. 21

23 C. Media Library Team. This team will select books, tapes, etc.; promote the use of the Library, determine Library policies; recommend necessary equipment; be custodian of Media equipment. The Library Team will supervise the operation of the Library. The Library Team will catalogue the books and tapes; keep posted and punctual library hours to circulate and receive books; keep accurate records. D. Sunday School Director. The Sunday School Director is responsible to the Ministry Team for planning, conducting, and evaluating the work of the Sunday School. The Director will give direction to the enlisting of workers for the Sunday School. Give support and guidance to other officers in accomplishing their work. Give specific assistance to each department director in accomplishing his/her work. Determine training needs of the workers and develop a comprehensive training program. Lead workers in setting challenging but reachable goals. Give direction to the selection and proper use of Sunday School curriculum. Determine financial and physical resources needed for the Sunday School and recommend these needs to the Ministry Team. Maintain and use records for the Sunday School. Report periodically to the Senior Leadership Team on the progress of the Sunday School. Worship Team A. Ushers. There will be a minimum of twelve (12) ushers. It will be the duty of the Ushers to receive the offering at all regular worship services, greet and welcome the people, visitors and guests as they enter the church; assist in seating the congregation, especially visitors; and prevent interruptions and distractions during the services. The Ushers will monitor the property during the services, secure windows and doors and see that everything is in order at the close of services. B. Media Team. It will be the duty of this team to provide audio and visual services for all Church worship services and any special events where appropriate. The team will also coordinate the proper maintenance and replacement of the audio/visual equipment as adequate funds allow and will furnish the Church Media Library with master video or audio tapes of all services, as the Library may require, in order to fulfill the Library s ministry needs. 22

24 Administry Team A. Clerk. The Clerk of the Church will keep in a suitable book a record of all actions of the Church. The Clerk will keep a register of names of members with dates of admission and dismissal or death, together with a record of baptisms. The Clerk will issue letters of dismissal voted by the Church, preserving on file all communications and written reports. The Clerk will see that notice is given of all meetings where such notice is necessary, as indicated in these Policies and Procedures. The Clerk is an ex-officio member of the Senior Leadership Team. B. Trustees. There will be five (5) Trustees elected by the Church for an indefinite time and they will serve until their successors are elected. C. Finance Team. The Finance Team will consist of the Treasurer, Financial Secretary, and (3) additional members elected at the Annual General Session. This team will receive from the team leaders their budget requests for the coming year. This team will prepare annually a budget and present it to the Church for discussion, the church will then formally adopt it at the December General Session. It will be the duty of this team to hold regular meetings and take account of the financial condition of the Church and make recommendations considered appropriate; also make recommendations when requests for unbudgeted expenditures are made. It will also be the duty of this team to pass on all unbudgeted bills approved by the Church and authorize the Treasurer to pay same if funds are available. Special funds may be sought only upon approval of the Church after having been presented to the Finance Team for its recommendation. The team will at no time either increase or decrease the budget without making recommendation to, and receiving approval from the church. D. Personnel Team. The Personnel Team will be part of the Administry Team, with particular oversight of staffing. E. Properties Team. This team will have charge of the total Church property with the exception of the Cemetery, keeping the Church informed as to the needs, etc. This team will oversee replacement of equipment. The team will be responsible for opening and closing the Church for all worship services. This team will supervise the work and evaluate the performance of the custodian. 23

25 F. Cemetery Team. The Cemetery Team will consist of two (2) members elected by the church, one of which will be designated as Team Lead. All church trustees will also be members of the Team. A Judge of the Clerk of Court in Chesterfield County must certify the Team Lead. This position is to be lifelong or until resignation. The team will be responsible for maintaining the cemetery grounds and keeping all records of the cemetery plots. G. Financial Secretary. The Financial Secretary will keep individual records of gifts made by members of the church. Such information and statements as the Finance Team may authorize will be kept balanced with the Treasurer s books and will be checked by the Auditing Team when auditing the Treasurer s books. H. Tellers Team. The Tellers Team will consist of nine (9) members, one being designated as Team Lead not to serve more than two (2) consecutive years. None of the members of this team will be members of the Finance Team and only one (1) member of a family to serve at the same time. This team will furnish a weekly report of receipts to the Pastor, Student Pastor, Treasurer, Finance Team Leader, and Financial Secretary. This team will promptly notify the Treasurer of the receipts of any specially designated funds so he/she may instruct them where to deposit funds. I. Nursery Ministry Coordinator. The Nursery Ministry Coordinator will be responsible for the following: 1.) Formulate and execute a plan of promotion and publicity, encouraging the use of the nursery by members and visitors. 2.) Establish a rotation system for volunteer workers, recruiting and managing a rotation where volunteers are back-ups to paid employees. Each volunteer worker should be on duty only occasionally, ideally no more than one hour per month. 3.) Work with the church Personnel Team for engaging and / or dismissing paid Nursery workers, setting salary, or other personnel matters where counsel and guidance may be needed. With Personnel Team, maintain files on each employee, assure favorable background checks have been completed and all applicable employee laws and regulations are followed in any hiring/firing process. 4.) Set up with the Church Treasurer the employment, salary, and method of payment for each employed worker. 5.) Receive and manage feedback on nursery ministry needs from nursery clients and from the senior pastor. 6.) Manage the ratio of workers to number of children. (On Wednesdays, for example, only one paid nursery worker may be needed instead of 2, or a combination of volunteer and paid, to be determined by the Nursery Ministry Coordinator based on a set ratio of worker to number of children.) 7.) Assure background checks on all paid and volunteer workers. 24

26 III. Personnel Policies and Job Descriptions CONTENTS A. Church Employee Categories Called Staff Support Staff B. Employment Procedures C. Termination Procedures D. Other Employment and Interim Positions E. Working Relationships F. Leave Of Absence G. School Attendance H. Working Conditions I. Pay Policies J. Benefits for Full-Time and Part-Time Staff 1.) Insurance and Retirement 2.) Vacation 3.) Sick Leave 4.) Revivals and Speaking Engagements 5.) Holidays 6.) Civil Leave (Jury Duty) 7.) Military Leave 8.) Bereavement Leave 9.) Family and Medical Leave 10.) Benefits for Special Employees K. Performance Appraisal System Performance Goals and Objectives Performance Appraisals Coaching and Mentoring L. Position Descriptions Senior Pastor Student Pastor Minister of Music Church Secretary Custodian Organist Pianist 25

27 Purpose The purpose of these Personnel Policies is to establish guidelines for the effective administration of Church staff members called or employed by the Church. Information contained in these policies and job descriptions is not a contract with employees and does not give rise to legal rights for employees. The Church reserves the right to modify the Personnel Policies and Job Descriptions at a General Session. A. Church Employee Categories. Employee categories are defined below. These terms will be used throughout this handbook in relation to certain practices and benefits. Called Staff Full-Time: Positions relating to the primary ministries of the church that include but are not limited to: 1.) Pastor 2.) Student Pastor Part-Time: Persons employed to direct a ministry of the church for a specified number of hours each week that include but are not limited to: 3.) Minister of Music Support Staff This category includes organist, pianist, paid musicians, nursery workers, office personnel, custodians, kitchen employees, etc. Probationary: A period of 60 days will apply to all categories of support staff. Regular: Employees who have been with the church more than 60 days and who work at a set number of hours per week but less than the normal full-time schedule. Temporary part-time: Employees who do not work on a regular schedule or who may be employed for a relatively short period. B. Employment Procedures. Senior Pastor Recognizing that a Christian endeavor needs an earthly shepherd working with our Heavenly Shepherd in order to minister to and lead its members, this Church will always be headed by an accredited, ordained Southern Baptist Minister. This shepherding position is to be held by the Senior Pastor. Calling a Senior Pastor: As soon as possible after the Senior Pastor position has been vacated for any reason a Senior Pastor Search Team will be recommended by the Senior Leadership Team. This team will be elected by the Church to seek another suitable Senior Pastor, and their recommendation will constitute a nomination. This team will bring to the church for consideration only one person at a time. 26

28 The calling of a Senior Pastor will take place at a meeting called for that purpose, of which at least one (1) week s public notice will be given. Vote will be by ballot: an affirmative vote of three fourths (3/4) of those present, and voting, being necessary to call. It will be the duty of the Senior Pastor to officiate at all regular and special services of worship. The Senior Pastor will be responsible for the quality of services of the Church, and therefore will have determining voice in deciding who will lead services on special occasions or in the absence of the Senior Pastor. The Senior Pastor will administer the ordinances pertaining to Baptist practice; be present at all general sessions of the congregation whenever possible and will, in cooperation with the Deacon Body, appoint all teams whose appointment has not otherwise been designated by Church action, serve as ex-officio member of all Teams of the Church, and will perform the various other duties pertaining to his office. Called Staff (Student Pastor and Minister of Music) 1.) Senior Leadership Team selects a Search Team to be approved by the church body to help recruit for each vacant position with the exception of the Senior Pastor. 2.) Review and/or possibly amend the position description. Recommend any change in the position to the church through the Senior Leadership Team. 3.) Develop selection criteria based upon the perceived job, experience and educational requirements of the position. A pay-benefit study may be conducted. 4.) Dissemination of pertinent position information to possible resources (e.g., seminaries, denominational offices, past staff members, etc.) 5.) Review all applicants against the selection criteria. Additional information may be requested as the review process proceeds. 6.) Recommend to the Senior Leadership Team a priority listing of applicants based on qualifications. 7.) Interview and/or review in view of a call the applicants in priority order. 8.) Recommend the most qualified applicant to the church in general session. Support Staff 1.) When a vacancy occurs, the supervisor will review and/or possibly amend the position description. 2.) The supervisor will review all applicants in view of the qualifications needed for the position and select the one who will best suit the job. Personnel Records A personnel file on the Senior Pastor will be maintained by the Personnel Team Leader, accessible only by the Deacon Body Chairperson. A personnel file will be maintained for each employee. This file will be kept in a secure location, available only to the Senior Pastor and Leader of the Personnel Team. The file should contain all records pertaining to the employee such as an employment application form, proof of citizenship, annual performance evaluations, IRS Form W-4 for Employee Withholding Allowance Certificate, etc. Records received of background investigations by the Virginia State Police will be maintained in the personnel file and available as stated above. The Personnel Team will be advised by the Pastor upon receipt of investigation reports. The Personnel Team will review 27

29 completed background investigations (received from the Virginia State Police) and advise the Personnel Search Team prior to presenting any motion to hire an individual. The Senior Pastor (in his capacity as chief administrator) will have the primary responsibility to administer the policies contained in this procedure. He will maintain, or cause to be maintained, adequate records to verify compliance with this procedure. Within 10 days after the end of each calendar quarter, he will file a report with the Personnel Team showing the dates of all compensated absences for each employee. He will also file a similar report with the Deacon body of all his compensated absences during the year. These reports will be retained and will be used to verify the consistent and fair application of these policies to all employees, without special consideration to any employee(s) unless properly authorized by the Church body at a business meeting. Application for Employment Once an application is reviewed by the Personnel Team, the chairperson will: 1.) Notify the applicant whether there is a position to be filled at this time; 2.) Schedule an interview if a position is vacant; and 3.) Will keep the application on file for ninety days. Background Checks Employment will be contingent upon a successful background check performed in accordance with State Police guidelines. C. Termination Procedures. Voluntary Termination 1.) Two weeks written notification must be given prior to the effective date of resignation. Failure to make proper notification could result in the loss of any accumulated benefits. 2.) In the case of called staff, the resignation must be announced at a church meeting. Involuntary Termination 1.) Any church employee may be terminated involuntarily for unsatisfactory performance, failure to adhere to established personnel procedures, or behavior unbecoming a Christian (as determined by vote of the church). 2.) Support staff may be terminated by his/her supervisor with the approval of the Administry Team. 3.) Called staff members may be terminated by the church. Such action may be initiated by the Senior Pastor and the Administry Team. In case of involuntary termination of the Senior Pastor, The Administry Team, with the counsel of the Deacon body through the Deacon Chairman, will constitute appropriate action and/or recommendation to the church body. 4.) Called staff terminated involuntarily may be given up to three (3) months severance pay and benefits as determined by the Administry Team. 28