SUTTONS BAY CONGREGATIONAL CHURCH ARTICLES OF ASSOCIATION As Amended September 27, 2009 ARTICLE I The name by which this Church is to be known is Suttons Bay Congregational Church. ARTICLE II This Church shall have its principal place of worship located in the Township of Suttons Bay, County of Leelanau, and State of Michigan. ARTICLE III The purpose for which this Church is organized is to worship and work together according to its mission statement, its covenant, and the practices of the churches associated with the National Association of Congregational Christian Churches. ARTICLE IV At all meetings of this Church, the right to vote upon questions involving the acquisition and disposition of property, the expenditure of money, and the hiring and dismissal of a minister, shall be confined to Members of the Church. ARTICLE V If the Members of the Suttons Bay Congregational Church decide to dissolve the church as an organization, then all assets and real property will revert to the local government or another nonprofit organization.
SUTTONS BAY CONGREGATIONAL CHURCH BYLAWS As amended September 11, 2014 ARTICLE I THE COVENANT The Suttons Bay Congregational Church (hereinafter in these Bylaws referred to as the Church) exists as a distinct body whose Members accept the following Covenant: "We are banded together as a Christian Church to maintain the worship of God; to proclaim the gospel of Christ; to develop in all a consciousness of their relations and duties to God and to one another and to inspire them with love for truth, passion for righteousness and enthusiasm for service. To this end we pledge our loyalty to Christ and covenant with each other to strive to express His spirit in our individual and corporate life; to live together as Christians and to submit ourselves to the mutual service of this Church, working, giving, praying for its increase, its purity, its peace, and seeking in every way to make it a power for the building up of the Kingdom of God." ARTICLE II FORM OF GOVERNMENT AND DOCTRINE 1. Form of Government: The government of the Church is vested in its Members. Although the Church is subject to no other ecclesiastical body, it recognizes and supports the obligation of mutual counsel and cooperation as commonly expressed by Congregational Churches through the fellowship of the Western Michigan Association of Congregational Christian Churches, the Michigan Conference of Congregational Christian Churches, the National Association of Congregational Christian Churches, and other local Congregational Churches. 2. Doctrine: The Church accepts the Scriptures as its authority in matters of faith and practice. ARTICLE III MEMBERSHIP 1. Qualifications: The Members of the Church are persons who publicly confess Jesus Christ as Lord and Savior, have given assent to the Covenant of the Church, have been welcomed into its fellowship, and have been recorded in the official church records of membership. Members whose membership has not been terminated pursuant to paragraph 3 of this Article III or Members who have not been classified as inactive pursuant to paragraph 4 of this Article III shall be placed on the Active Membership Roll of the Church. 2. Responsibilities: The duties of Church Membership include sympathy with the purposes of the Church, regular support of the Church and its benevolent interests and service in its organized work. - 1 -
3. Termination of Membership: Membership may be terminated by death, transfer to another church, or by withdrawal. A letter of transfer shall be issued by the Clerk on the request of any Member. Any Member who desires to withdraw from the Church shall notify the Minister or the Clerk. 4. Inactive Members: Any Member who has not participated in the Church or contributed to its support for two years may be classified as an Inactive Member by action of the Board of Deacons. The Minister and the Clerk assist the Board of Deacons in classifying Inactive Members during the third quarter of each year. Members who have been placed on the Inactive Membership Roll are not eligible to serve on Boards or Committees or to vote at meetings of the Congregation. Members who have been placed on the Inactive Membership Roll may be reinstated on the Active Membership Roll by action of the Board of Deacons. An Inactive Member may request a letter of transfer to another church without having returned to active participation in the Church; however, any Member may request to be reclassified from Active to Inactive or Inactive to Active. ARTICLE IV MINISTER 1. Selection of the Minister: Any minister of the Church is called by a majority vote of the Members of the Church present at a meeting where a quorum exists and which is called for that purpose in accordance with Article VIII. Any minister shall be a graduate of a seminary accredited by the Association of Theological Schools, and be an ordained minister or have an established date of ordination. The term of any minister of the Church is indefinite. A minister s relationship with the Church may be dissolved by either the Minister or the Church upon giving sixty days written notice of such action. 2. Responsibilities of the Minister: The Minister is charged with the spiritual welfare of the Church. To this end, the Minister preaches the Gospel, administers the Sacraments and has responsibility for all services of public worship. While not all inclusive, the Minister: (a) Offers Christian love, encouragement, assistance and visitation. (b) Provides leadership to envision the spiritual possibilities of the Church. (c) Assists the Christian Education Committee to formulate education programs for the Church. (d) Assists the Board of Deacons in welcoming and assimilating potential and new Members of the Church. (e) Assists the Board of Deacons in annually reviewing the Membership Rolls as provided in paragraph (4) of Article III of these Bylaws. (f) Prepares a yearly budget proposal for those expenditures that are the responsibility of the Minister and submits such budget in a timely manner to the Board of Trustees. (g) Supervises the administrative assistant(s), Director of Music or Choir Director, Organists/Accompanists, and Christian Education Coordinator. (h) Prepares a written job evaluation annually for each employee and discusses the results with each. (i) Represents the Church in the community. (j) Offers assistance and advice as appropriate to Officers, Boards, and Committees. The Minister shall serve as an ex-officio member of each Board and Committee. - 2 -
3. Minister Position Vacated: When the position of Minister is vacated, the Board of Deacons immediately arranges for the continuation of Church services. A Minister Search Committee of nine Members is formed consisting of two representatives from the Board of Trustees, two representatives from the Board of Deacons, one representative from the Christian Education Committee, one representative from the Church Staff Committee, one representative from the Youth, if available, and two Members at large. The representative from each Board or Committee is selected by a majority of the Members of the Board or Committee to which each such representative belongs. The Youth Member and the two Members at large are appointed by the Moderator. All Members of the Minister Search Committee are approved by a majority vote of the Members of the Church present at a meeting which is called for that purpose in accordance with Article VIII. It is the responsibility of the Minister Search Committee to recommend to the Church a new Minister to be called pursuant to paragraph 1 of this Article IV. 4. Dismissal of Minister: Any differences which may arise between any minister and Members of the Church shall be referred to the Church Staff Committee for resolution. In the event differences between any minister and Members of the Church cannot be resolved, the Church Staff Committee can, by a majority vote, dissolve the relationship between the Minister and the Church as described in paragraph 3.c of Article V below. ARTICLE V OFFICERS, BOARDS AND COMMITTEES The Officers, Boards, and Committees of the Church are described in this Article V. Each Officer, Board Member, Nominating Committee Member, and Church Staff Committee Member shall be a Member of the Church. Officers, Board Members and Committee Members are elected at the Program Annual Meeting and, except as otherwise provided in this Article V, serve for a term of three years. One-third of the members of a Board or Committee are elected at each Program Annual Meeting. After completing a term of service as Church Officer, Board Member, or Committee Member, any such Member is ineligible for election to the same Office, Board, or Committee for a period of one year. Each Board and Committee selects one of its members to serve as chairperson. Where applicable, each Board and Committee prepares a proposed budget for its financial needs for the succeeding year and submits such budget in a timely manner to the Board of Trustees. All meetings of the Boards and Committees, except for the Church Staff Committee, are open to the Congregation. Meeting by Telephone or Similar Equipment: A Member may voluntarily participate in a Board or Committee meeting by arranging for a conference telephone or any similar communications equipment through which all persons participating in the meeting can hear each other. Participation in a meeting pursuant to this section constitutes presence in person at the meeting. In so much as it can, each Board and Committee: (1) Reaches out to the community to share our faith and our love and to welcome others to our Church. (2) Creates awareness in the community of the activities and programs of our Church by advertising, newspaper articles, etc. (3) Supports the special efforts by each of the other Committees to reach out to the community - 3 -
(4) Suggests and helps implement outreach programs which bring our Church members into contact and relationships with others in the community. 1. OFFICERS (a) Moderator: The Moderator presides at the Annual Meetings and at all other meetings of the Congregation and serves as Chairperson of the Church Council. The Moderator appoints a Historian to keep historical Church records and documents and to collect and preserve photos, programs, and newspaper clippings of events likely to be of historical interest to the Church. In the absence of the Moderator, the Chairperson of the Board of Trustees or of the Board of Deacons, in that order, shall preside. (b) Clerk: The Clerk keeps a complete record of (1) the minutes of the Annual Meetings, all special Church meetings and meetings of the Church Council and (2) Memberships, baptisms, marriages performed in the Church, and deaths. The Clerk gives legal notice of all meetings where such notice is required by these Bylaws. (c) Treasurer: Subject to authorization by the appropriate Board or Committee, the Treasurer disburses all monies required for meeting the financial obligations of the Church, presents printed monthly reports to the Board of Trustees, presents the annual financial report to the Congregation at the Financial Annual Meeting, files with the State of Michigan an annual report required to maintain the Church s nonprofit status and arranges for other financial reports requested by the Board of Trustees. The Treasurer is an ex-officio member of the Board of Trustees. In the absence of the Treasurer, the Chairperson of the Board of Trustees is authorized to disburse the monies of the Church. The Chairperson of the Board of Trustees appoints one other member of the Board of Trustees who is authorized to disburse the monies of the Church in the absence of both the Treasurer and Chairperson of the Board of Trustees. Such an appointment shall be approved by the Board of Trustees. 2. BOARDS (a) Board of Trustees: The Board of Trustees consists of nine members. The Board: (1) is responsible for all matters relating to the custody, care and use of Church property, including maintenance and provision for custodial services. (2) invests money, borrows money to meet the obligations of the Church. Establish clearly stated investment criteria to protect and enhance the security and longevity of church monies. Buys, sells, mortgages, leases or transfers real and personal property when authority to do so has been granted by the Church. (3) arranges for minor alterations to existing Church properties at its discretion. (4) holds in trust for the Church all moneys, investments, and other funds as may be given to the Church, submitting a report of it at each Financial Annual Meeting of the Church. A financial or investment subcommittee may be established to oversee such funds and the agreed upon investment criteria. (5) secures an independent review of the Treasurer's books every year by a Certified Public Accountant. (6) fixes compensation packages for all Church employees as recommended by the Church Staff Committee if deemed financially possible. - 4 -
(7) appoints the Chairperson of the Board of Trustees to act as the Registered Agent as required by the State of Michigan for all non-profit Michigan corporations. (8) establishes a House Committee, not limited to Trustee membership, to maintain House responsibilities including special event flowers, decorations, and other duties outlined by the Trustees. (9) evaluates yearly, with the Church Council, the adequacy of the Church facilities relative to the needs of the Congregation and its programs. (10) files a license application to the State of Michigan to qualify the Suttons Bay Congregational Church as a religious organization to conduct licensed gaming events. The application form must be filed prior to the event and be signed by the Moderator, Clerk and Treasurer. The blank form and instructions for filing are on file in the Church office. (11) files a Michigan form Attestation of Compliance with Unclaimed Property Report by July 1st annually. Forms are in the Church Office. There is a monetary penalty for not filing by the July 1 st date. (12) is responsible with an administrative assistant for offering counting and depositing said funds. (13) prepares an annual budget of income and expenses and monitors it throughout the year. (b) Board of Deacons: The Board of Deacons shall consist of six male and six female members. The Board: (1) assists the Minister to envision and to achieve the spiritual possibilities of the Church. (2) oversees with the Minister, worship services and pastoral care, including administering the Sacraments of Communion and Baptism. (3) secures a substitute for the pulpit in the case of vacancy. When the Church is without a regular minister, the Deacons may themselves administer the Sacraments in accordance with traditional Congregational usage. (4) assists the Minister in welcoming and assimilating potential and new Members. (5) assists the Minister in offering Christian love, encouragement, assistance and visitation to the sick, the sorrowing and the stranger. (6) annually reviews and acts upon the Membership Rolls with the assistance of the Clerk and Minister as provided in paragraph 4 of Article III of these Bylaws. (7) arranges for greeters, ushers, acolytes, and flowers for worship services. (8) conducts a training program for greeters, ushers, and acolytes. (9) conducts a training program for Deacons on providing confidential, caring support to those in need (i.e.: death, divorce, illness, shut-in, loneliness, retirement). (10) establishes and oversees a caring ministry. (11) conducts the Missions program of the Church including the appointment of one Church Representatives for Leelanau Christian Neighbors for a period of time determined by the Committee. Honorary Deacons: The Board of Deacons may nominate a Member or Members of the Church to be elected an Honorary Deacon in recognition of past service to the Church. Honorary Deacons shall be elected at the Program Annual Meeting and shall serve for life. - 5 -
3. COMMITTEES (a) Nominating Committee: The Nominating Committee consists of three Members. The Nominating Committee nominates a slate of candidates for all elected positions to be presented for election at the Program Annual Meeting. Such slate shall be published two weeks before the Program Annual Meeting. No nomination may be presented unless the nominee has been contacted and consented to serve if elected. The right of any Church Member to make nominations from the floor shall always be recognized. (b) Christian Education Committee: The Christian Education Committee consists of three members. It is the charge of this Committee to formulate and administer the education programs for the Church. There shall be members to manage the nursery, children, youth, and adult education programs. The Christian Education Committee: (1) promotes Christian education in our Church. (2) has charge of and approves all teaching materials of the Christian Education program with assistance and guidance from the Minister. (3) recruits and appoints teachers for the Church School. (4) guides and administers, with assistance from the Minister, other aspects of the Christian Education programs which may include Youth Fellowships, the Nursery, Vacation Bible School, Confirmation Classes, and any others as deemed necessary for Christian nurture. (5) has general supervision of the Church Library. (c) Church Staff Committee: The Church Staff Committee consists of three Members elected at the Program Annual Meeting. In the event that differences between the Minister or any other key employee cannot be resolved by the Church Staff Committee, the Church Staff Committee shall request that a member of the Board of Trustees, to be selected by the Chairperson of the Trustees, a member of the Board of Deacons, to be selected by the Chairperson of the Board of Deacons, enter into the resolution process. This expanded Church Staff Committee of five can, by majority vote, dissolve the relationship between the Minister or key employee and the Church maintaining appropriate confidentiality. The Church Staff Committee: (1) employs, discharges and is responsible for all communication of Church staff matters for any church employee excluding the employment of any Minister pursuant to paragraph 1 of Article IV. (2) sets ministerial goals with the Minister at the beginning of each program year and conducts a performance review at the end of said program year. (3) creates and reviews job descriptions, with assistance of the Minister, for Church employees and updates as necessary. (4) recommends to the Board of Trustees, no later than November 1 of each year, the compensation and benefits to be provided by the Church for each employee for the succeeding year. (5) serves as the liaison between any Member of the Church and the Minister and brings to the attention of the Minister any matters which should be resolved by mutual agreement of all parties for the benefit of the Church, the Minister and any Member or Members of the Church. (6) meets at least once each calendar quarter at a time specified by the Chairperson. - 6 -
(d) Music Committee: The Music Committee consists of three members who work with the Director of Music to implement an effective Church music program. The Committee supervises the use and care of the Church's musical instruments, evaluates the need for new or additional musical instruments, and participates in the selection of persons to serve as Organists/Accompanists and the Director of Music or Choir Director (e) Hospitality Committee: The Hospitality Committee consists of six members. The committee initiates and coordinates Church social activities such as coffee hours, dinners, and other occasions that promote the fellowship of the Church. (f) Ad-hoc Committees: The Church Council, Boards, and Committees may create and dissolve special committees in furtherance of their respective duties. ARTICLE VI CHURCH COUNCIL The Church Council consists of the Minister, all elected Officers, the Chairperson of the Board of Deacons, the Chairperson of the Board of Trustees, the Chairperson or head of each Committee or other Church organization. The Chairperson of any Board, Committee or other Church organization may designate a representative to serve in place of such Chairperson. The Moderator is the Chairperson of the Church Council. The Church Council shall meet a minimum of twice a year and as needed at a time specified by the Moderator. All meetings of the Church Council shall be open to the Congregation. The Moderator, at a minimum of every five years, appoints a Bylaw Review Committee to review the Bylaws and present its recommendations, if any, to the Church Council. The Church Council provides direction on issues brought before the Church Council regarding activities of the Minister, Officers, Boards, and Committees. This shall be accomplished by a majority vote of the Church Council, and shall be pursued and reported upon until completion by the appropriate Boards and Committees. This will ensure that the efficient and orderly implementation of the Church s plans and goals are achieved. The Church Council will always seek to promote the greater welfare of the Church. ARTICLE VII ELECTION OF OFFICERS, BOARD MEMBERS AND OTHER ELECTIVE POSITIONS 1. Nominations: Nomination of any Officer, Member of a Board or Committee or of any delegate who will serve as a representative of the Church shall be made by the Nominating Committee pursuant to Section 3(a) of Article V of these Bylaws. - 7 -
2. Election: If no more than one person is nominated for any position, such person will be elected by vote of a majority of Members of the Church present at the Program Annual Meeting. If more than one person is nominated for any position, election to such position is determined by a majority of Members of the Church present at the Program Annual Meeting voting by written ballot. 3. Vacancies: If a vacancy occurs in any elected position, the Nominating Committee appoints a person to fill the vacancy for the remainder of the term of such position. 4. Full Term: A full term is at least one half of the period established by these Bylaws for a given position. ARTICLE VIII CHURCH MEETINGS 1. Annual Meetings: (a) The Program Annual Meeting to elect church members as officers, and to Boards and Committees, shall be held the second Sunday of September at a place designated by the Church Council. Newly elected members shall take office on October 1 following the election. (b) The Financial Annual Meeting shall be held the last Sunday of January at a time and place designated by the Church Council. 2. Meeting Notice: Notice of the Annual Meeting or notice of any meetings of the Congregation held pursuant to these Bylaws shall be given two weeks in advance. Notice of any such meeting specifying the time, place, and purpose is published in the Church bulletin and read from the pulpit on the two successive Sundays preceding such meeting. The Budget, Slate of Officers, Minutes of the previous Annual Meeting, or any other item requiring vote of the Congregation, shall be made available at least two weeks in advance of the annual meeting. 3. Program Agenda: The agenda for the Program Annual Meeting includes: (a) Minutes of the previous Program Annual Meeting. (b) Written reports by all Officers of the Church and by the Chairpersons of its active Boards, Committees, and other Church organizations. (c) Election of Officers, Board Members, and Committee members, as specified in Article VlI of these Bylaws. (d) Such other business which may be proposed by any Board, Committee, or by any Member of the Church, in writing and presented to the Moderator four weeks prior to the meeting. 4. Financial Agenda: The agenda for the Financial Annual Meeting includes: (a) Minutes of the previous Financial Annual Meeting. (b) Treasurer s Report (c) Presentation by the Board of Trustees of the proposed budget for the ensuing year. (d) Such other business which may be proposed by any Board, Committee, or by any Church Member, in writing and presented to the Moderator four weeks prior to the meeting. - 8 -
5. Quorum: For purposes of Article IV, Article IX or for authorizing the action described in item (2) of paragraph 2(a) of Article V, a quorum shall be deemed to be one-quarter the Members of the Church on the Active Membership Roll. ARTICLE IX AMENDMENTS These Bylaws may be amended by a majority of the Members of the Church present at any Annual Meeting or at a meeting called for that purpose, where a quorum exists, the proper notice having been given as required by Article VIII. - 9 -