EMMANUEL BAPTIST CHURCH Victoria, B.C.

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1 Policy: #1 Policy Title: Personnel Guidelines Coordinator Responsibility: Personnel Purpose: To provide clear and equitable terms of employment for all staff. 1. Job Descriptions Job descriptions shall be maintained and revised as required for all Pastoral and salaried staff positions. Descriptions shall be developed by the Personnel Coordinator and Lead Pastor and shall be approved by the Board. Staff members shall sign a copy of the position description indicating their knowledge and acceptance of the position expectations. 2. Recruitment Non-Pastoral Staff Any vacancy is announced in the Church bulletin, through other Baptist Churches in the area, and through newspaper advertisements if necessary; Candidates are interviewed and selected by the Personnel Coordinator, Lead Pastor and the other Board member most closely related to the area of responsibility; The moderator receives a copy of the "Letter of Offer of Employment" as advice to the Board The bookkeeper receives a copy for payment of salary and benefits and Records of Employment. The successful applicant will receive a "Letter of Offer of Employment" and a Memorandum of Understanding specifying the conditions of their employment. All applicants will be on three months probation upon commencement of employment. 3. Recruitment of Pastoral Staff Upon the occurrence of any vacancy in the pastorate of the church, the board shall act as a search committee with power to add; the committee to be chaired by the personnel coordinator and shall follow the rules as laid out in the bylaws. There will be a written and signed Memorandum of Understanding between EBC and each pastoral staff person containing the details of their employment. This and other documents related to employment shall be kept in the employee s personnel file in the Church Office. 4. Sick Leave a. Pastors and full time staff shall be credited with 15 days sick leave each year, to a maximum of 180 days sick leave. On termination of employment no payment shall be made for accumulated sick leave. 1

2 b. Subrogation Clause: A staff member or pastor, who is paid for sick leave as a result of an accident or other cause, and recovers the cost of these sick days, shall reimburse the church for the sick days paid and shall have these sick days credited to their sick time allowance to a maximum of 180 days. 5. Annual Vacation Allowances for All Staff: One to four years: minimum of 3 weeks Five years plus: minimum of 4 weeks 6. Pastoral Absences Pastoral absences for participation in CBWC, BC Area Meetings, conferences, or camps; for teaching at Carey or Regent Colleges; or for other activities of the CBWC are approved by the Lead Pastor and reported to the Personnel Coordinator. 7. Pastoral Education Leave Pastoral staff is entitled to two periods of five working days each per year for approved educational leave. Unused educational leave may be accumulated over two years but not to exceed four periods of five working days each. A brief written report to the board is required upon completion of the leave. On termination of employment no payment will be made for unused portions of educational leave. 8. Pastoral Days Off Pastoral staff shall have two consecutive days off each week, designated as his/her time off and is free of all pastoral obligations. Days off shall be scheduled in cooperation with the Lead Pastor. 9. Leave and Vacation Record and Approval The Lead Pastor shall approve all staff vacations and leaves. The Lead Pastor or designate shall keep a record of all absences and a schedule of all vacation, days off, and leaves. 10. Benefits a. All full time staff will be eligible for payment of fifty percent (50%) of their BC Medical premium upon commencement of employment b. All full time staff working 40 hours/week may apply for the following benefits upon commencement of employment at the cost and/or the church contribution in effect at that time: i. Canadian Baptist of Western Canada Pension Fund ii. Dental and Extended Health Benefits iii. Long Term Disability Insurance iv. Life Insurance c. Part time staff employed for more than 20 hours/week may upon commencement of employment apply for some of the above benefits with the cost and/or the 2

3 church contribution in effect at that time. Cost and/or contribution would be in proportion to hours worked. d. Term or contract employees will not be eligible for benefits. e. It is not the custom of EBC to provide a Housing Allowance in addition to annual salary. EBC will comply with all applicable Canada Revenue Agency rules related to housing, medical and other benefits. It is the pastor's responsibility to obtain the "fair rental value" of their property for the housing allowance. It is also the pastor's responsibility to inform the bookkeeper in writing at the beginning of each year how much Housing Allowance is intended to be claimed so that the bookkeeper can correctly withhold statutory deductions. It is also important to inform the bookkeeper of any changes in the housing situation. 11. Personnel Performance Reviews for Pastoral and Non-Pastoral Staff a. Annual performance reviews for pastoral staff and non-pastoral staff will be conducted by the Lead pastor and Personnel Coordinator. b. Annual performance reviews for the Lead Pastor will be conducted by the Personnel Coordinator and church Moderator. c. Staff will sign their performance review document indicating they have seen it and that they agree or disagree with it. d. The signed document will be placed in the employee s personnel file in the office of the Lead Pastor. The signed document for the Lead Pastor will be filed securely with the Personnel Coordinator. e. The review process and final document will include the following elements: i. Self evaluation ii. Review of Job Description and ministry responsibilities that are going well and those that need additional support or attention iii. Feedback from board and church members, pastoral staff, office manager iv. Goals for the next year that are specific, measurable, achievable and realistic including timelines v. Summary document combining all of the above 12. Criminal Record Checks: All employees are required to submit to a Criminal Record Check as a condition of employment. All employees working with children under age 19 are required to comply with Emmanuel s safety requirements as outlined in the Christian Education and Child and Youth Safety policies. 13. Vehicle Insurance: Pastoral staff members that are required to use their vehicles for church business for more than six working days/month are required to carry business use insurance with 2 million dollars liability coverage. EBC will pay for this increased cost where applicable. Date Ratified by Board: May 8, 2006; Revised: September 27, 2006 Date Revised: January

4 Policy: #2 Policy Title: Guidelines for Personnel Coordinator Coordinator Responsibility: Personnel Purpose: To define the annual responsibilities of this position: 1. TASK: Formation of nominating committee. When: First board meeting of the year. Other: See by-laws regarding committee membership. 2. TASK: Keep and provide an up to date record of Board and Diaconate membership representatives for the current year. When: First board meeting of the year and as needed. Other: Record position, person in the position, date of appointment, whether or not the appointment is full or part-time, and the end of term date. 3. TASK: Activate the nominating committee. When: Early September or as needed. Other: Determine which positions (board, diaconate) need to be filled. Work towards establishing a full list of nominees by the first week of November. Solicit recommendations from the congregation in October. Provide a complete list of nominees to the congregation two weeks prior to voting. Introduce nominees to congregation the Sunday prior to voting. 4. TASK: Prepare a draft personnel budget. When: By first board meeting in November. Other: Consult with bookkeeper and Lead Pastor in October. For examples see draft budgets from previous years. 5. TASK: Confirm that staff performance reviews have taken place annually When: June 4

5 Other: Consult with the Lead Pastor to be sure that an effective procedure is in place to conduct staff reviews. Personnel coordinator and moderator will review the performance of the Lead Pastor. 6. ESSENTIAL READING: The Personnel Coordinator should be familiar with the following material: 1. The E.B.C. Constitution & By-laws, April 22, The E.B.C. Personnel Manual 3. Employment Standards Act 4. Employment Standards Regulations 5. Canadian Baptists of Western Canada Employment Guidelines, Pastoral Service Agreement and Salary Grid Guidelines 6. EBC Board and Meeting Guidelines Date Ratified by Board: May 8, 2006 Date Review Completed: January

6 Policy: #3 Policy Title: Responsibilities for Personnel Coordinator as required by EBC Bylaws 1. The Personnel Coordinator shall be responsible for all personnel policies of the Church, on behalf of the Board. 2. The Personnel Coordinator, on behalf of the Board, shall be responsible for the annual performance review of Pastoral staff. The Personnel Coordinator shall enlist the assistance of other Board members or other members of the church in conducting performance reviews. 3. The Personnel Coordinator shall keep the Board informed of the performance review results and any personnel issues and matters of concern. 4. The Personnel Coordinator shall be the Chair of the Nominating Committee for the Board and Diaconate. 5. The Personnel Coordinator shall be responsible for the coordination of all staffing and hiring activities of the church. Date Ratified by Board: May 8, 2006 Date Review Completed: January

7 Policy: #4 Policy Title: General Responsibilities for Personnel Coordinator Term: 3 years SUMMARY OF POSITION Board member responsible for all church personnel and administration of church policy as it affects the staff of the church. Liaison between the church and its employees: Pastor(s), Custodians, Office Staff, Groundskeeper. RESPONSIBILITIES: Draft policy statements and submit them to the Board or congregation as appropriate. Administer church policy as it relates to personnel including: work conditions salaries, allowances, honorariums and other benefits vacations filling of vacancies Draft annual personnel budget with consideration of the annual salary guidelines provided by the Canadian Baptists of Western Canada and present it to the congregation. Initiate and participate in staff performance reviews. Provide leadership for congregation in affirming and supporting pastoral and support staff Be a liaison between the church and its employees regarding: Working conditions Salaries, allowances, benefits, honorariums Holidays Vacancies COMMITTEE responsibilities: Nominating Committee Chair Search Committee Chair Personnel Committee Chair Date Ratified by Board: May 8, 2006 Date Review Completed: Revised March 4, 2012, Reviewed January