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Personnel Policy (Version 3.0—June 25, 2013)

Fairview Baptist Church

900 Charlotte Street

Fredericksburg, VA 22401

Fairview at River Club

10835 Tidewater Trail

Fredericksburg, VA 22408

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Table of Contents I. INTRODUCTION ........................................................................................................................... 1

A. PURPOSE STATEMENT ............................................................................................................ 1

B. CHURCH ORGANIZATION ........................................................................................................ 1

C. SCOPE ..................................................................................................................................... 1

D. CONTROLS OVER THE POSITION ............................................................................................ 2

II. EMPLOYMENT POLICY ................................................................................................................. 2

A. APPLICATIONS ........................................................................................................................ 2

B. EQUAL EMPLOYMENT OPPORTUNITY .................................................................................... 2

C. PRE-EMPLOYMENT BACKGROUND CHECKS / DRUG TESTING ............................................... 3

D. EMPLOYMENT AT WILL STATEMENT ..................................................................................... 3

E. PERSONNEL RECORDS............................................................................................................. 3

F. JOB DESCRIPTION & EVALUATION PROCESS ......................................................................... 4

G. MOVING EXPENSES ................................................................................................................ 4

III. EMPLOYMENT DEFINITIONS ....................................................................................................... 4

A. EMPLOYEE TYPES .................................................................................................................... 4

B. EMPLOYEE CLASSIFICATIONS ................................................................................................. 5

C. EMPLOYEE CATEGORIES ......................................................................................................... 5

1. Professional Staff ................................................................................................................ 5

2. Support Staff ....................................................................................................................... 6

3. Temporary Employees ........................................................................................................ 6

D. WORK HOURS ......................................................................................................................... 6

IV. GENERAL POLICIES FOR PROFESSIONAL STAFF ......................................................................... 7

A. CHURCH LEADERS ................................................................................................................... 7

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B. OUTSIDE EMPLOYMENT ......................................................................................................... 7

C. PROFESSIONAL DEVELOPMENT, TRAINING, AND ENGAGEMENTS ........................................ 7

V. GENERAL POLICIES FOR ALL CHURCH EMPLOYEES .................................................................... 7

A. PERSONAL BEHAVIOR ............................................................................................................. 8

1. General Conduct and Appearance ...................................................................................... 8

2. Drug or Alcohol Abuse ........................................................................................................ 8

3. Sexual Harassment and Discrimination .............................................................................. 8

B. CONFIDENTIALITY ................................................................................................................... 8

C. CONFLICT OF INTEREST .......................................................................................................... 8

D. USE OF CHURCH EQUIPMENT ................................................................................................ 8

VI. EMPLOYEE BENEFITS ................................................................................................................. 9

A. COMPENSATION ..................................................................................................................... 9

1. Staff Salaries ....................................................................................................................... 9

2. Housing Allowance ............................................................................................................. 9

4. Pay Periods ....................................................................................................................... 10

B. RETIREMENT ............................................................................................................................. 10

1. Full-time Pastors and Pastoral Staff ................................................................................. 10

2. Full-time Ministerial and Support Staff ............................................................................ 10

3. Part-time Professional and Support Staff ......................................................................... 10

4. Additional Benefits ........................................................................................................... 10

C. INSURANCE ........................................................................................................................... 11

1. Health Insurance ............................................................................................................... 11

2. Long Term Disability ......................................................................................................... 11

3. Life Insurance .................................................................................................................... 11

4. Worker’s Compensation ................................................................................................... 11

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D. BUSINESS EXPENSE REIMBURSEMENT ................................................................................. 11

VII. LEAVE ...................................................................................................................................... 12

A. ANNUAL LEAVE ..................................................................................................................... 12

1. Full-time Professional Staff: .............................................................................................. 12

2. Full-time Support Staff ..................................................................................................... 12

3. Part-time Professional and Support Staff ......................................................................... 13

B. SICK LEAVE ............................................................................................................................ 13

D. HOLIDAYS ............................................................................................................................. 13

E. INCLEMENT WEATHER LEAVE ............................................................................................... 14

F. LEAVE OF ABSENCE ............................................................................................................... 14

1. Family Medical .................................................................................................................. 14

2. Bereavement .................................................................................................................... 15

3. Educational ....................................................................................................................... 15

4. Sabbatical Leave ............................................................................................................... 15

5. Jury Duty ........................................................................................................................... 15

6. Military Duty ..................................................................................................................... 15

7. Personal ............................................................................................................................ 16

VIII. GRIEVANCE PROCEDURE ....................................................................................................... 16

A. CORRECTIVE ACTIONS .......................................................................................................... 16

B. GRIEVANCE PROCEDURE ...................................................................................................... 16

C. ARBITRATION AGREEEMENT ................................................................................................ 17

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I. INTRODUCTION

A. PURPOSE STATEMENT This Personnel Policy is intended to ensure the fair and equitable treatment of the employees of

Fairview Baptist Church. This policy manual outlines and defines the personnel policies and

practices relating to employee hiring, management, and benefits.

The Personnel Policy will be reviewed annually by the Personnel Committee and Board of

Directors to ensure that it is current. Nothing contained in this manual is intended to restrict the

Church’s right to unilaterally change the policies and procedures described herein.

In the event of a conflict between this policy manual and the Church Constitution and Bylaws,

the Church Constitution and Bylaws shall take precedence.

B. CHURCH ORGANIZATION Fairview Baptist Church is an incorporated church with two locations: Fairview at River Club

located at 10835 Tidewater Trail, Fredericksburg, VA 22408; and Fairview Baptist Church

located at 900 Charlotte Street, Fredericksburg, VA 22401. Each church location has separate

organizational structures for planning, managing, and executing programs, missions, worship,

budgets, facilities, etc.

Each location has a Pastor and Staff that guide each church location in its ministries and carry

out the operational functions required to support each church congregation.

Each location also has a Personnel Committee that implements policies and practices related to

personnel hiring and management.

C. SCOPE All employees are employees of the incorporated entity know as Fairview Baptist Church.

However, employee positions and needs are established by and assigned to each church

location (i.e. Fairview at River Club or Fairview at Charlotte Street). Therefore, each employee

will be considered an employee of the location where they work.

This policy manual is structured to serve as guidance for employees at both locations.

Therefore, unless otherwise designated, the usage of the words “Pastor”, “Personnel

Committee”, “Church”, or “Church Office” will apply to the location at which an employee

works.

The policies and benefits described in this manual do not apply to any individuals, companies, or

agencies that are under contract to provide specified services to the Church.

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D. CONTROLS OVER THE POSITION Each employee will be assigned a supervisor. For some staff members their supervisor may be

the Pastor. The Pastor will have discretion in delegating and assigning supervisory roles and

responsibilities to other staff members. Supervisors will provide the day-to-day guidance

related to employee responsibilities, duties, performance, and leave requests.

The Personnel Committee, as stated above, implements policies and practices related to

personnel hiring and management. Their work includes such areas as drafting job descriptions,

conducting interviews, determining salaries and benefits, and assisting with personnel

management issues. In hiring a new Pastor, the Personnel Committee assists the Pastor Search

Committee in determining starting salary, benefits, and leave. The purpose, functions, and

composition of the Search Committee are described in the Church Constitution and Bylaws.

The Board of Directors ensures that the personnel policies and practices are equitably applied

and fair across both locations for all employees. They also review the policies and practices to

ensure that they are consistent with the Church Constitution and By-laws, other church polices,

and applicable state and federal laws.

The Church Office at each location will establish and maintain a personnel record for each

employee. Each personnel record will contain information such as the job description, terms of

employment, eligible benefits, leave taken, background check results, etc.

II. EMPLOYMENT POLICY

A. APPLICATIONS Applicants must correctly list all previous experience, education, reference and appropriate

personal data on their application and/or resume forms, as well as provide proof of eligibility to

work required under the “Immigration Reform and Control Act of 1986.” Hiring is based upon

ability, skill, experience, character, and fitness as it relates to the job to be performed.

Applicants must provide diplomas, degrees or licenses when they are required for the job. In

addition, members of a professional association may be requested to present valid evidence of

their membership.

B. EQUAL EMPLOYMENT OPPORTUNITY Employment is granted to qualified persons without regard to race, sex, age, national origin,

color, disability, veteran’s status, marital status, or pregnancy. To deny a qualified person the

chance to contribute to the Church’s ministries is unfair to everyone and is not consistent with

scriptural principles. It is the intent and desire of the Church to provide equal opportunities in

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employment, promotion, wages, benefits, and all the privileges, and terms and conditions of

employment. The Church does, however, reserve the right to employ persons who, in the

opinion of the Personnel Committee, have a work history, lifestyle, and Christian background

and philosophy of ministry which is consistent with the scriptural principles of the Church. All

employment decisions are made in compliance with applicable state and federal law.

C. PRE-EMPLOYMENT BACKGROUND CHECKS / DRUG TESTING All Church employees will require a criminal background check prior to employment. In

addition, the Church may require other background or reference checks (e.g. financial, previous

employment, etc.). The Church may also require a pre-employment drug test at Church

expense.

D. EMPLOYMENT AT WILL STATEMENT The employment relationship with Fairview Baptist Church is of an “at will” nature, which means

that employees can resign at any time and the church can discharge any employee at any time

with or without cause. It is further understood that this “at will” employment relationship

cannot be changed by any document or by any conduct without written approval from the

Personnel Committee.

Termination: A two (2) week written notice shall be given by the Church for

termination of employment.

Resignation: Resignation by Pastors, Pastoral Staff, or Ministerial Staff employees

require a two (2) week written notice as specified in the Church Constitution and Bylaws. All

other employees are requested to give their supervisors at least a two (2) week notice. This

courtesy is voluntary due to the “Employment at Will” relationship that employees have with

the Church. Confidential requirements described later in this manual remain in effect even after

an employee’s resignation/separation from Fairview Baptist Church.

E. PERSONNEL RECORDS All personnel records are strictly confidential, and are available only to those individuals who

have a need to know for business purposes. Personnel records will be stored in a secure

container and/or will be password protected. Records will be retained on file for a minimum of

five (5) years. Any current or former employee may have access to their personnel records.

Employees are required to notify the Church Office within fifteen (15) days of any leave taken or

changes in the following:

Address and telephone number

Marital status (for insurance and tax withholding)

Name

Beneficiary as listed on employer-paid life insurance

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Number of dependents listed on employee medical insurance

Person(s) to notify in case of an emergency

F. JOB DESCRIPTION & EVALUATION PROCESS The duties and responsibilities for each employee are defined in a job description. The job

description will be made available for review prior to the time of employment. The job

description will serve as the basis for the annual evaluation, and it will be reviewed/revised

annually to maintain its accuracy and appropriateness.

Supervisors are to provide continuous positive feedback and encouragement for jobs well-done

and to address areas for improvement as they occur. To ensure that job expectations are

understood and that job descriptions are current, formal performance reviews will be

conducted at least annually by August 1st of each year. Performance reviews will include a

review of the job description and may include factors such as the quality and quantity of the

employee’s work, their knowledge of the job, and goals for the coming year. Each employee will

be provided with a written review, which the employee and supervisor will sign acknowledging

that the annual review occurred. The written review will be placed in the employee’s personnel

file, and a copy provided to the employee.

G. MOVING EXPENSES The Church may pay moving expenses of a newly employed staff member. Consideration will be

given to costs of moving household items, actual travel expenses of the new employee and

family, and the distance required to re-locate to the Church area. Moving expense costs and

coverage, if any, will be negotiated at the time of employment.

III. EMPLOYMENT DEFINITIONS

A. EMPLOYEE TYPES Employee types are listed below.

Full-time: Employees who work a minimum of 30 hours per workweek each week of the

calendar year. Full-time employees can be either exempt or non-exempt and are the only type

that receives full range of employee benefits.

Part-time: Employees who work less than 30 hours in a workweek. Part-time employees

are eligible for limited employee benefits as described later in this manual.

For changes in employee type from part-time to full-time or from full-time to part-time,

approval is required by the Pastor and Personnel Committee in coordination with the

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Stewardship/Finance Committees. For Professional Staff members (see below), such changes in

employee type may require Church approval in a regular or called business meeting as

determined by the Personnel Committee.

Note that employment benefits are contingent on the employee type; therefore, the effective

date for changes in benefits is the same as the effective date of change to full-time or part-time

status.

B. EMPLOYEE CLASSIFICATIONS Employee classifications are listed below. The classification for each employee will be defined in

the job description and is subject to change as duties and responsibilities change. Any changes

in classification will be noted in an updated job description.

Exempt: Those employees who manage the workplace, supervise the work of others,

and exercise discretion. The Pastors, Pastoral Staff, and Ministerial Staff members are

considered exempt employees unless otherwise indicated in their individual job descriptions.

Exempt employees do not have a regular eight (8) hour workday. These employees are vital to

the Church programs and membership; therefore, it is necessary that they work whenever and

however the need arises.

Non-Exempt: Those employees who carry out the operational, functional, and business

aspects of the Church in support of its ministries, members, and facilities. Support Staff and

Temporary employees are considered non-exempt unless other specified in their individual job

descriptions. Non-exempt employees may or may not have defined daily or weekly work hours

and may or may be paid as either salaried or hourly employees as defined in their job

descriptions. All non-exempt employees are required to submit a written or electronic record of

hours worked to their respective Church office each week. Non-exempt employees are eligible

for additional pay for all hours worked over forty (40) in a given week.

C. EMPLOYEE CATEGORIES

1. Professional Staff

Pastors: The pastors are ordained individuals responsible for leading the church to

function as a New Testament church. The pastors will lead the congregation, the organizations,

and the church staff to perform their tasks. The Pastor shall be a member of the Church. The

process for calling a Pastor is contained in the Church Constitution and Bylaws.

Pastoral Staff: Pastoral staff employees are ordained individuals who assist the Pastor

in his or her church leadership responsibilities. Pastoral staff employees may be assign specific

areas of responsibility as defined in the job description or as assigned by the Pastor. All Pastoral

Staff members shall be a member of the Church. The process for calling Pastoral Staff members

is contained in the Church Constitution and Bylaws.

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Ministerial Staff: Ministerial staff employees are individuals who have leadership

responsibilities over one or more of the key ministry areas of the Church. The specific ministry

area(s) and duties and responsibilities will be as defined in the job description. All Ministerial

Staff members shall be a member of the Church. The process for calling Ministerial Staff

members is contained in the Church Constitution and Bylaws.

2. Support Staff

Support Staff employees shall encompass all other regular employees that the Church

employees to support execution of Church ministries, support administrative operations, and

maintain Church facilities. The process for hiring Support Staff members is contained in the

Church Constitution and Bylaws.

3. Temporary Employees

On occasion the Church may employ individuals to temporarily backfill for existing employees

during temporary absences, to provide interim support during employee vacancies, or to fill

short-term approved positions (e.g. student interns). Temporary employees are not entitled to

nor accrue any benefits.

Interim Pastors or Pastoral Staff will be recommended by the Personnel Committee and

presented to the Church during a regular or called business meeting. An affirmative vote of

three-fourths of those present and voting shall be necessary to be employed.

Other Temporary employees may be hired by the Pastor or other person(s) designated by the

Pastor.

D. WORK HOURS Professional Staff are considered salaried, exempt employees and as such have flexibility in

establishing and maintaining their scheduled work hours to perform their responsibilities and

further the ministries of the Church. Support Staff and Temporary employees shall schedule

their work hours as requested by their Supervisors to support the operations, functions, and

activities of the Church. Support Staff and Temporary employees may be either exempt or non-

exempt and may be paid as either salaried or hourly employees as specified in their individual

job descriptions. All hourly employees are required to submit a written or electronic record of

hours worked to their respective Church Office each week.

For all part-time employees the number of hours per week allocated to the position shall be

stated in the job description. For part-time salaried employees, the level of duties and

responsibilities should be such that they can be performed within the weekly time allocated to

the position.

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Each church location will establish and maintain regular Church Office hours to the maximum

extent practical. Employees may be required to adjust their work hours to be present or

available within the established Church Office “business hours.”

IV. GENERAL POLICIES FOR PROFESSIONAL STAFF

A. CHURCH LEADERS Professional staff members are considered “Church Leaders” by the congregation. Thus, the

staff must provide strong leadership in Church program activities and ministries, convey a sense

of Christian commitment by being active members of the Church, and faithfully support and

participate in the scheduled programs, ministries, and activities of the Church.

B. OUTSIDE EMPLOYMENT No Professional Staff member is to engage in any additional employment while serving this

Church without the consent of the Pastor and the approval of the Personnel Committee. The

Pastor may not accept outside employment without approval by the Personnel Committee or by

a majority vote of the Church in a business meeting if deemed necessary by the Personal

Committee. Compensation received for providing services such as serving as a guest speaker,

leading conferences, or providing short-term consultation does not constitute outside

employment.

C. PROFESSIONAL DEVELOPMENT, TRAINING, AND ENGAGEMENTS Professional staff members are encouraged to participate in conferences, workshops, clinics,

and other engagements for professional and/or spiritual development of themselves or others.

Attendance or participation in such events is subject to the availability of funds and approval of

the Pastor.

For full-time Pastors and Pastoral Staff participation in such events is not to exceed four (4)

weeks including four (4) Sundays per year. For full-time Ministerial Staff participation in such

events is not to exceed two (2) weeks including two (2) Sundays per year. For part-time

professional staff, such time away will be pro rated as determined by the Personnel Committee.

Time away includes travel to and from engagements, as well as the duration of the event.

Attendance at local, state, or national Baptist denominational conventions with which the

Church is affiliated shall not be considered time away.

V. GENERAL POLICIES FOR ALL CHURCH EMPLOYEES

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A. PERSONAL BEHAVIOR

1. General Conduct and Appearance

Regardless of position or job, everyone’s work at the Church is vitally important, as is their

general appearance and demeanor while at work. Likewise, each employee’s conduct away

from work should be consistent with values of the Church. All employees serve as a

representative of the Church and as such are expected to display more courtesy and

understanding than is seen in most other types of business.

2. Drug or Alcohol Abuse

If at any time an employee is suspected or accused of impairment due to illegal

drugs/alcohol/controlled substance, the employee must agree to a drug test and exam at

Church expense upon demand by the Pastor or Personnel Committee. If not, the employee will

be terminated from employment.

3. Sexual Harassment and Discrimination

The Church is committed to provide a work environment that is free of sexual harassment

discrimination based on race, sex, age, national origin, color, disability, veteran’s status, marital

status, or pregnancy. No employee (male or female) should be subjected to unsolicited or

unwelcome sexual overtures, or conduct of any nature, either verbal or physical, which can be

construed as sexual harassment. Likewise, any discriminatory acts or remarks are prohibited.

Employees who believe that they have been harassed or discriminated against should report the

offensive conduct immediately to their Supervisor, Pastor, or Personnel Committee. Such

reports will be promptly investigated and appropriate action will be taken.

B. CONFIDENTIALITY Employees shall perform their duties in a circumspect manner. In the course of their work, they

may acquire information which is confidential pertaining to the Church’s internal affairs and its

ministry to its members, visitors, and to the community. Employees are obligated to preserve

the confidentiality of such information, and they are not to discuss or covey such information to

unauthorized persons either within or outside the Church.

C. CONFLICT OF INTEREST Employees shall not initiate, approve, or participate in purchases from a vendor in which the

employee or a member of his family has a financial interest, without prior full disclosure to and

approval by the Finance Committee / Spiritual Leadership Team. Similarly, employees shall not

accept employment, payment, gifts, tips, gratuities or kick-backs which would give the

appearance of a conflict of interest or reflect negatively on the Church.

D. USE OF CHURCH EQUIPMENT

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The Church provides equipment (computers, copiers, faxes, phones, cell phones, audio-visual,

etc.) to employees to conduct its business. Employees may use these office resources for

limited, occasional personal use. It is every employee’s duty to use the Church’s equipment

responsibly, professionally, ethically and lawfully.

Employees should never consider electronic communications to be either private or secure.

Users expressly waive any right of privacy in anything they create, store, send, or receive on

Church computers, cell phones, other electronic devices, or via Church internet or

communications networks.

Employees who use their personal computers, cell phones, etc. to conduct Church business do

so at their own expense and must safeguard access to any confidential church correspondence

or communications.

All employees are responsible for appropriate access, use and protection of employee and

congregant confidential personal information to which they have access. This includes storage

and distribution in written form or via electronic devices/communication networks. Such

information should be stored in locked container or password protected as appropriate.

VI. EMPLOYEE BENEFITS

A. COMPENSATION

1. Staff Salaries

Employee salaries, wages, and benefits will be reviewed annually. Adjustments may be made

based on changes in the local cost-of-living, related experience, career growth, and overall

financial status of the Church. All salaries, wages, and benefit costs will be recommended by the

Personnel Committee for inclusion in the annual budget for approval by the Church.

2. Housing Allowance

Professional Staff who meet IRS eligibility requirements may receive a housing allowance as a

part of their employment remuneration. The amount of remuneration designated as housing

allowance may be requested by the employee in accordance with IRS guidelines.

3. Overtime Pay

Non-exempt hourly employees (full or part time) will be paid at their hourly rate for any hours

worked in excess of their regular weekly hours up to forty (40) hours. For any hours worked

more than forty (40) hours they will receive overtime pay equal to time and one-half (1 ½) times

of their hourly rate

Non-exempt salaried employees (full or part time) will receive no additional compensation or

time off for any hours worked in excess of the weekly hours allocated to the position and stated

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in the job description unless the total hours worked exceeds forty (40) hours in a given

workweek. Should an employee work more than forty (40) hours during the given week, they

will be entitled to be paid at their hour-equivalent rate for the hours in excess of their weekly

allocated hours up through the forty (40) hours and receive overtime pay equal to one and one-

half (1 ½) times of their hour-equivalent rate for all hours above forty (40).

In lieu of overtime pay, non-exempt employees may take an equivalent amount of time off

during the same or following pay period with supervisor approval.

Exempt employees are not eligible for overtime pay or time-off for extra hours worked.

4. Pay Periods

Salaries and wages may be paid either once per month or twice per month at the discretion of

the employee. All salaries and wages are paid via direct deposit.

B. RETIREMENT

1. Full-time Pastors and Pastoral Staff

The Church will contribute an amount equal to 10% of the individual’s direct compensation

(salary and housing allowance) into an established retirement account. The individual will have

the option of making additional pre-tax contributions up to the maximum established by tax

law. Such contributions will be withheld from the individual’s paycheck in accordance with a

signed salary reduction agreement.

2. Full-time Ministerial and Support Staff

The Church will match the employee’s contributions up to 5% of the employee’s established

salary or wages. Additional tax deferred contributions made be made in accordance with

applicable tax laws and in accordance with a signed salary reduction agreement.

3. Part-time Professional and Support Staff

If part-time employees wish to contribute to a tax-deferred retirement account, the Church will

forward their contributions to the account in accordance with a signed salary reduction

agreement. The Church will make no additional or matching contributions on behalf of the

employee.

4. Additional Benefits

All church employees (full and part-time) are encouraged to plan for the future by contributing

to a planned retirement account. The Guidestone / BGAV accounts offer free life and disability

insurance for all participants who meet minimum requirements. Eligibility, participation and

benefits will be in accordance with the Guidestone / BGAV policy current at the time of

enrollment.

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C. INSURANCE

1. Health Insurance

The Church will provide a basic family coverage plan for full-time Pastors and Pastoral Staff. The

specific plan and associated coverage will be reviewed annually. Changes may be made based

on plan changes and costs. Employees may add additional coverage features at their expense.

The Church will provide a basic single coverage plan for full-time Ministerial and Support Staff

employees. The specific plan and associated coverage will be reviewed annually. Changes may

be made based on plan changes and costs. Employees may add additional coverage features or

family coverage at their expense.

If a full-time employee has proof of other health care coverage through a spouse, parent, or

legal guardian, or from a government subsidized health care program, the Church will reimburse

them for the cost of that coverage up to the amount that the Church would have paid for the

individual’s coverage that would have been provided by the insurance provider used by the

Church. This applies as long as nonparticipation in the Church’s insurance plan does not affect

the Church’s eligibility with the insurance provider.

2. Long Term Disability

The Church will provide disability insurance for full-time Pastors and Pastoral Staff. The specific

plan and associated coverage will be reviewed annually. Changes may be made based on plan

changes and costs. Employees may add additional coverage at their expense.

3. Life Insurance

The Church does not offer Life Insurance.

4. Worker’s Compensation

Job injuries are covered by the Worker’s Compensation Act. This insurance coverage is provided

at no cost to all Church employees. Claims will be reviewed by the insurance carrier and not the

Church. It is the employee’s duty to immediately report job-related injuries to their supervisor.

The employee may be directed to a specific physician or hospital if it is determined that the

injury may be job related. Failure to report the injury prior to seeking treatment may jeopardize

the employee’s coverage under this Act.

D. BUSINESS EXPENSE REIMBURSEMENT The Church will provide reimbursement or advanced payment for approved business-related

expenses. All business expense reimbursements and/or payment requisitions require that a

written request for payment be completed and submitted to the Finance Committee. The

request must include the Church budget account information and supporting documentation

such as a sales receipt, invoice, or travel log.

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VII. LEAVE Paid annual leave is granted to employees as a benefit for their physical and spiritual well-being.

Employees will coordinate their leave requests and report leave taken to their designated

supervisors. Annual and Sick leave may be taken in one-half (½) day increments. A record of

any leave taken by all employees will be submitted to and maintained by the Church Office.

A. ANNUAL LEAVE Annual leave includes both time taken for vacations and personal business. For new employees,

the amount of Annual Leave will be prorated for the remainder of the year and available to

eligible employees 60 days after their date of employment. Thereafter, the full amount of

annual leave will be available on the first day of the calendar year. If an employee terminates

employment for any reason, any unused accrued annual leave will be paid.

1. Full-time Professional Staff:

Employees are allocated annual leave as follows:

Length of Service* Annual Leave

0 to 3 years 2 Weeks including 2 Sundays

More than 3 years to 10 years 3 Weeks including 3 Sundays

More than 10 years 4 Weeks including 4 Sundays

One (1) week of unused leave can be accrued and carried into the new calendar year; any other

unused leave will be forfeited.

*Length of service is based on paid, full-time service in related Christian ministry or directly

relevant professional experience as determined by the Personnel Committee. Relevant

experience may include both church-related and secular experience. Previous part-time service

will be credited proportionately.

2. Full-time Support Staff

Employees are allocated annual leave as follows:

Length of Service* Annual Leave

0 to 1 year 5 Working Days

More than 1 year to 3 years 10 Working Days

More than 3 years to 10 years 15 Working Days

More than 10 years 20 Working Days

Five (5) days of unused leave can be accrued and carried into the new calendar year; any other

unused leave will be forfeited.

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* Length of service is based on paid, full-time service in directly relevant vocations or

professional fields as determined by the Personnel Committee. Relevant experience may

include both church-related and secular experience. Previous part-time service will be credited

proportionately.

3. Part-time Professional and Support Staff

All part-time employees are allocated leave as follows:

Length of Service at Fairview Annual Leave

0 to 1 year 1 week equivalent time, including 1 Sunday

if a work day

More than 1 year 2 weeks equivalent time, including 2 Sundays

if a work day

Any unused leave by part-time employees will be forfeited at the end of the calendar year.

B. SICK LEAVE All full-time employees are allocated 10 working days or 2 weeks equivalent sick leave during

each year. The full amount of Sick Leave will be available to each employee 60 days after their

date of employment, and thereafter on the first day of the calendar year. A maximum of two

weeks (10 days) of unused Sick Leave may be accrued and carried into the new calendar year.

All part-time employees are allocated one (1) week equivalent Sick Leave during each year. The

full amount of Sick Leave will be available to each employee 60 days after their date of

employment, and thereafter on the first day of the calendar year. Unused leave will be forfeited

at the end of the calendar year.

Upon termination, employees will not be paid for unused sick leave. Upon extenuating

circumstances, extended illness, or severe injury, a medical leave of absence may be requested.

(See Leave of Absence section below).

D. HOLIDAYS The Church Office will observe the following Holidays; paid time-off will be granted to all full-

time employees. When a paid holiday occurs during scheduled vacation time, an additional day

of vacation is allowed. If a holiday falls on a weekend, the preceding Friday or following

Monday may be designated as the day off.

New Year’s Day Labor Day

Good Friday or Easter Monday Thanksgiving Day

Independence Day Friday after Thanksgiving

Memorial Day Christmas (3 days)*

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*These are three (3) floating days that may be scheduled starting December23rd

through December 31st. These floating days may be scheduled on an individual basis

with supervisor approval. During the Christmas Season a liberal time off policy is

encouraged.

Part-time employees are not eligible for Holiday pay. If a holiday falls on a regularly scheduled

workday for an hourly employee, the employee must coordinate with their Supervisor to re-

schedule their work to make up for any time not worked.

E. INCLEMENT WEATHER LEAVE In the event of inclement weather, Supervisors may grant leave or delayed arrival without

impact to annual or sick leave.

F. LEAVE OF ABSENCE There may be times when emergency or exceptional situations arise which require employees to

be away from work for a lengthy period.

After an initial ninety (90) days of continuous employment, employees may apply in writing for a

leave of absence. The period of time requested for a leave of absence must be designated with

a predetermined date of return. Failure to return to work or apply for an extension by the end

of the prescribed leave period will be deemed as an indication that the individual no longer

wishes to be an employee of the Church. Length of service will not be affected by any leave of

absence taken unless otherwise specified. A record of leave taken will be maintained in the

Church Office.

All full-time or part-time Professional and Support Staff employees may apply for a leave of

absence for any of the following reasons:

1. Family Medical

Family/Medical leave may be requested when all normal vacation and sick leave days have been

used. A paid medical leave of absence of two (2) weeks may be granted by the Pastor. Any

medical leave of absence exceeding two (2) weeks duration shall be approved by the Pastor and

the Personnel Committee. Any medical leave of absence requested by the Pastor will be

approved by the Personnel Committee.

Continuation of Benefits: For a qualifying event, Family/Medical leave may be granted

for a period of twelve (12) weeks during any twelve (12) month period. Full pay and benefits

will be provided for one month. Beginning with the second month, the Church will continue to

pay its portion of the employee’s insurance premium and retirement (i.e. matching retirement

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amounts in effect at the time); however, the Church will not pay employee contribution portions

of retirement.

Qualifying Events:

Birth of employee’s child or care of such newborn.

Placement of a child with the employee for adoption or foster care.

Caring for a spouse, son, daughter, or parent with a serious health condition.

Employee’s serious health condition that prevents the employee from being

able to perform his/her job.

2. Bereavement

With Pastor or Supervisor notification an employee may be granted one week, including travel

time, in case of a death in their immediate family. Immediate family is considered to be a

spouse, child, brother, sister, guardian, grandparent or grandchild, and parents of the employee

or their spouse. The employee will be paid for any scheduled work hours missed. This paid time

will not be deducted from vacation or sick leave time and service time will not be adjusted.

3. Educational

At the Church’s discretion, up to a maximum of three (3) months leave may be granted.

Requests for an Educational leave of absence shall be provided to the Pastor and Personnel

Committee for review prior to Church approval. Continuation of any compensation and/or

benefits will be determined at the time of the request. Requests for Educational leave should

be made well in advance to allow for review and reassignment of duties and responsibilities.

4. Sabbatical Leave

After seven (7) years of full-time service to the Church, the Pastor may request a Sabbatical of

up to three (3) months with full pay and benefits without impact to annual or sick leave.

Sabbatical leave is a time away from church and congregational responsibilities for personal

refreshment, intellectual growth and spiritual reflection and renewal. During this period the

Pastor will be excused from all normal church duties and responsibilities, and will be contacted

only in extreme situations. Requests for a Sabbatical should be made well in advance to ensure

adequate planning and financial support for continuation of Pastoral duties and responsibilities

during the Pastor’s absence. Approval of the request will be by the Church in a regular or called

business session. After an additional seven (7) continuous years, the Pastor will be eligible for

another Sabbatical.

5. Jury Duty

If the employee is summoned for jury duty, time away without interruption of regular pay and

benefits will be granted with notification of the Pastor or supervisor. A copy of the jury

summons may be requested.

6. Military Duty

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If an employee has military service commitments, military leave will be granted without pay.

Employees are entitled to re-employment in accordance with applicable federal law, providing

the employee applies for reinstatement within ninety (90) days after discharge. If the employee

is a member of a reserve unit, they can be granted two (2) weeks away without interruption to

pay or benefits. A copy of the military orders may be requested by the Supervisor.

7. Personal

For reasons of extreme personal necessity, personal leave can be granted with approval of the

Pastor and Personnel Committee.

No pay or benefits are paid or accrue while on personal leave of absence. Service time will be

adjusted after sixty (60) days except when prohibited by federal law. All benefits will resume

after the employee returns from leave. Employees may opt to use accrued vacation time in

order to receive compensation during a personal leave of absence.

VIII. GRIEVANCE PROCEDURE

A. CORRECTIVE ACTIONS In all matters of inappropriate employee conduct, behavior, or performance, the Church has the

right to deal with each incident on a case-by-case basis and to determine the Church’s best

interest. It is the practice of the Church to resolve any issues informally and at the lowest level

possible, with all personnel matters held in strictest confidence. However, depending on the

seriousness of the incident, action may be initiated at any level: designated Supervisor, Pastor,

Personnel Committee, Board of Directors, or the Church in Business Meeting.

Corrective actions may include verbal or written warnings, time off without pay, or dismissal.

Any termination actions will be in accordance with the Church Constitution and Bylaws.

B. GRIEVANCE PROCEDURE It is the Church’s preference that any problems arising from employment or conditions of

employment be solved informally between the employee and their designated Supervisor.

However, employees have the right to bring complaints or problems to the Pastor or directly to

the Personnel Committee. If the Pastor is unable to resolve the problem, the matter will be

referred to the Personnel Committee. If the employee is dissatisfied with the decision of the

Personnel Committee, employees may appeal to the Church Council / Spiritual Leadership Team.

Anyone using the Grievance Procedure is assured there will be no reprisal for using this process.

The confidentiality of employee concerns is important, and employee concerns will be treated

seriously and confidentially. Likewise, employees are also expected to treat such matters in a

confidential manner and are not to discuss it outside the Church or even with other Church

employees or members.

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C. ARBITRATION AGREEEMENT As a condition of employment with Fairview Baptist Church, employees waive their right to sue

Fairview Baptist Church, and Fairview Baptist Church waives its right to sue employees for any

claim or cause of action arising out of or relating to the employment relationship with Fairview

Baptist Church, or termination thereof. In lieu of suing, any such legal dispute will instead be

submitted for final and binding resolution by a private, impartial arbitrator