may 2015 jarc report. constitution of university baptist church by-laws leadership manual policies,...

May 2015JARC REPORT

Constitution of University Baptist Church

By-Laws

Leadership Manual

Policies, Procedures, and Documents

CHURCH DOCUMENTS

JARC (Joint Administrative Review Committee) was appointed in the fall of 2012 to review the Church Constitution, By-Laws, and Leadership Manual approved in 2009.

Updates and changes were made in 2013, but never presented to congregation or approved.

Most of the 2013 changes have been incorporated in this report.

In addition all documents have been reviewed and updated to present.

Laura Morris, Ed Smith, and Debra Bryant make up the current JARC.

BACKGROUND

CONSTITUTION

Article IV – Constituency

4. Watchcare - Deleted A person may request or agree to come under the watchcare of this congregation. Such persons are not eligible to vote or hold positions of church leadership.

All references to watchcare in other documents removed.

This designation has not been used in several years. JARC recommends removing it as an option.

CONSTITUTION UPDATE

BY- LAWS

Article II. 1. – Membership2009

A. Any person may present himself or herself as a candidate for membership in this church. All such presentations will be made publicly at any regular worship service at which an invitation is given, and will be subject to the vote of the congregation. If a person is physically unable to be present to respond to an invitation, then he or she may petition the Active Deacons for the special provision of membership by proxy.

Article II. 1. – Membership2015

A. Any person may present himself or herself as a candidate for membership in this church. All such presentations wil l be made publicly at any regular worship service at which an invitation is given, and membership wil l be approved by the vote of the congregation. If a person is physically unable to be present to respond to an invitation, then a Minister may present the candidate’s request for membership to the congregation for approval by vote.*

BY-LAWS UPDATE

* Same change made for Associate Membership.

Article II.6. Membership2009

All changes in the membership roll will be reported to the congregation at the next church conference.

Article II.6. Membership2015

All changes in the membership roll (additions, deletions, and those moving from active to inactive status, etc.) will be reported to the congregation at least quarterly at a church conference, town hall meeting, or through other means.

BY-LAWS UPDATE

Article II.6.– Membership2009

Annually the Senior Minister and Chair of the Active Deacons will review the church membership roll, transferring to the inactive section those members who have moved from the area or who have discontinued their support and interest in the church for one year, or transferring to the active section those members who have resumed their support and interest in this church.

Article II.6.– Membership2015

Annually the Chair of the Active Deacons and the church clerk will review the church membership roll, transferring to the inactive section those members who have moved from the area or who have discontinued their support and interest in the church for one year, or transferring to the active section those members who have resumed their support and interest in this church.

BY-LAWS UPDATE

Article II I. Church Offi cers2009

D. Treasurer The Treasurer will be responsible for the receipt and disbursement of all church funds following the unifi ed budget concept. The Treasurer, in concert with the Finance Committee, shall establish policies and procedures for the receipt and disbursement of church funds.

Article II I. Church Offi cers2015

D. Treasurer and Assistant Treasurer The Treasurer wil l be responsible for the receipt and disbursement of al l church funds fol lowing the unifi ed budget concept. The Treasurer, in concert with the Finance Committee, shall establish policies and procedures for the receipt and disbursement of church funds…….In the event the Treasurer cannot fulfi l l the duties of the offi ce, the Assistant Treasurer wil l assume these responsibi l it ies.

BY-LAWS UPDATE

Article II I Lay Leadership2009

7. Committees and Councils The committees and councils of the church will operate in accordance with the Leadership Manual prepared and maintained by the Church Council.

Article II I Lay Leadership2015

7. Committees, Councils, and Service Teams The committees, councils, and service teams of the church will operate in accordance with the Leadership Manual and the Policies, Procedures and Documents.

BY-LAWS UPDATES

Article IV Church Staff2009

C. Church Secretaries 1. The Church Secretaries are responsible for general offi ce procedures such as: secretary to the ministers, receptionist, and other duties as requested by the Senior Minister.

Article IV Church Staff2015

C. Other Ministry Staff Other staff members may be employed to fu lfi l l ministry coordinat ion roles such as those to specifi c age groups. Qual ifi cat ion requirements wi l l be based on the specifi c dut ies. D. Church Administrat ive Staff 1. The Administrat ive Staff is responsible for general offi ce procedures such as: secretary to the ministers, recept ionist , pr int and electronic communicat ion, and other dut ies as requested by the Senior Minister.

BYLAWS UPDATE

Article IV. Church Staff2009

2. Selection of Ministers . . . Each search committee wi l l consist of e ight members: the chair of the Personnel Committee and one other nominated from and by the Personnel Committee; two nominated from and by the Act ive Deacons; two nominated from the church membership-at- large by the Nominat ing Committee; two nominated from and by the committee or organizat ion c losest to the work for which the minister is being sought. A l l the members of the minister ia l search committee wi l l be presented by the Personnel Committee for elect ion by the church in conference. . .


2. Selection of Senior and Associate Ministers . . . Each search committee wi l l consist of eight members: the chair of the Personnel Committee or their designee; one nominated from and by the Active Deacons; four nominated from the church membership-at- large by the Nominating Committee; two nominated from and by the committee or organization, selected by Church Counci l , whose work is the closest to the work for which the minister is being sought. The Nominating Committee shal l attempt to nominate members who represent diverse views, ages and groups. Al l the members of the ministerial search committee wi l l be presented by the Personnel Committee for elect ion by the church in conference…

BY-LAWS UPDATE


2. (continued)The ministerial search committee's recommendation should include the terms of the call as well as the mutual expectations of the minister and the church.


2. (continued)At least one week prior to the vote of the Church on the call of a minister, the Search committee shall make available a report of the Search Committee which shall include background on the candidate and the recommended terms of the call which shall include start date, compensation and other employment terms. The ministerial search committee's recommendation should include the terms of the call.

BY-LAWS UPDATE


3. Termination of Ministers…An affi rmative vote of three-fourths of the members and associate members present will be necessary to terminate the services of a minister.


3. Termination of Ministers…necessary to terminate the services of a minister. All termination disputes shall be resolved by a grievance process detailed in Policies, Procedures and Documents .

BY-LAWS UPDATE



4. Selection and Termination of Non-Ministerial StaffNon-minister hir ing and termination shal l be performed by the Personnel Committee in consultat ion with the Senior Minister and other appl icable ministers. Al l terminations disputes shal l be resolved by a grievance process detai led in Pol ic ies, Procedures and Documents.

5. General Requirements All employees shal l abide by the Standards of Conduct in the Personnel Pol ic ies and Procedures Handbook. (Sections added)

BY-LAWS UPDATE

Art ic le V Church Conferences and Church Year2009

1. Church Conferences

Art ic le V Church Conferences and Church Year2015

1. Church Conferences and Town Hall Meetings

B. In contrast to formal church conferences, Town Hal l meetings may be held from t ime to t ime to informally share information, seek feedback from the congregat ion, provide t imely committee reports of upcoming programs/ministr ies, etc. Working with the Moderator and the chairs of the Act ive Deacons and Church Counci l , the senior minister shal l establ ish the agenda and provide two weeks’ not ice to the congregat ion. Consistent with the cal l ing of church conferences, the two week requirement may be waived in the event two thirds of the chairs of Act ive Deacons and Church Counci l , Moderator and Senior Minister feel there is an urgency to waive such not ice.

BY-LAWS UPDATE

Article VII Interpretation, Review and Amendments

2009

2. Review of Constitution, By-Laws and Leadership Manual

On or before June 1 of

even numbered years, the Active Deacons and Church Council will establish a joint committee to review…

Article VII Interpretation, Review and Amendments

2015

2. Review of Constitution, By-Laws and Leadership Manual

On or before June 1 of

every third year, the Active Deacons and Church Council will establish a joint committee to review…

BY-LAWS UPDATE

LEADERSHIP MANUAL

Highlights Created Service Teams:

Service Teams provide a specific function in the church and have variable numbers of members who may serve multiple terms. Members are elected as listed in the Nominating Committee report. Teams will elect their own chair.

Committees converted to Service Teams:

Audio Visual Lord’s SupperBaptism UshersFloral WelcomeKitchen Transportation (Renamed Church Health Ministries Vehicle Service Team)

LEADERSHIP MANUAL UPDATE

HighlightsRecommendation to dissolve the following:

Long Range Planning Committee

Tasks reassigned to Staff Ministers, Church Council, and Active Deacons

The Active Deacons, the Church Council and the staff ministers shall be responsible for the development and maintenance of a strategic planning document which establishes goals and priorities for the church during the coming year(s). The plan shall also address and identify priorities which reflect longer term initiatives, plans, ministries and visions for the church. Once prepared/revised, it shall be presented to the congregation for review and approval. Responsible parties are encouraged to use a variety of approaches to develop/revise the plan such as retreats, outside resources, etc.


HighlightsRecommendation to dissolve the following:Fire and Safety Committee

Tasks reassigned to Buildings and Grounds Committee

Perform quarterly inspections of safety equipment items such as alarms, fi re extinguishers, emergency exit batter ies, emergency l ighting, etc.

Annually review the evacuation plans with various groups such as the ministers, deacons and choirs. Written evacuation plans shal l be posted throughout the bui lding as needed.

Educate the congregation regarding their responsibi l i t ies to report fi res, safety and security hazards, keeping valuables out of s ight, exit ing designated doors on Wednesday evenings, etc.

Annually evaluate the adequacy of our internal and external communication systems relat ive to fi re, safety and security issues (e.g. number of electronic communication units, to whom they are assigned, etc.) .

Conduct periodic self- inspection/r isk management bui lding reviews and take appropriate act ions to correct defi ciencies.


HighlightsRecommendation to dissolve the following:

Education Council – Tasks assigned to Assoc. Minister for Education

Food Committee - InactiveVisibility Committee – Inactive

Sunday Bible Study DirectorVBS CoordinatorWednesday Evening Missions CoordinatorThese three positions are assigned to the Assoc. Minister for Education

(See Education Leadership)


Recommendation to Add the following:

Ministerial Relations Service TeamI. Structure

The Minister ial Relat ions Team is to be composed of at least three church members who wi l l be elected annual ly and may serve successive terms.

Members wi l l be appointed by Church Counci l and should represent the diversity within the congregat ion.

The Minister ial Relat ions Team is to meet to elect a chairperson and as often as necessary to carry out i ts task assignments.

II. Task AssignmentsThe Minister ial Relat ions Team wil l faci l i tate communicat ion between the minister ial staff and the congregat ion and among the minister ial staff . The team wil l :

A. Listen, remain neutral, and work for clarity and channeling of concerns and positive feedback to/from the appropriate recipients.

B. Without expressing personal opinions, help staff ministers or church members interpret concerns, proposed changes, and decisions that have been made.

C. Inform the congregation of the role of this team.

D. Use discretion and off er confidentiality throughout the process.


Recommendation to Add the Following:

Welcome Service TeamI . Structure The Welcome Team is to be composed of a suffi cient number o f church members / regular at tendees to we lcome members and v is i tors at large gather ings such as Sunday morn ing act iv i t ies . The i r ro les shal l complement the work of the Ushers who wi l l we lcome members and guests into the sanctuary for worsh ip serv ices . The Welcome Team shal l meet as necessary to carry out the i r ass ignments and e lect a cha i rperson. I I . Task AssignmentsThe Welcome Team wi l l : Ensure that Greeters are pos i t ioned at var ious entrances to we lcome guests , members ,

and regular at tendees . Prov ide in format ion which may be needed and respond to var ious inqui r ies . Prov ide systemat ic fo l low-up in format ion to the min is ters as needed. Prov ide coverage for the church Welcome Center and d i s t r ibute in format ion as needed. Take or locate another member to take guests to areas of interest . (e .g . B ib le Study

C lass) Have a team member in the park ing lots on Sunday morn ing to ass i s t members and

guests wi th park ing.


Recommendation to Add the Fol lowing:

MUSIC AND WORSHIP SERVICE TEAMI . Structure

The Mus ic and Worsh ip Team is to be composed o f church members who wi l l be recommended by the Assoc iate Min is ter for Mus ic and Worsh ip , e lected annua l ly , and may serve success ive terms.The Mus ic and Worsh ip Team is to meet as o ften as necessary to carry out i ts task ass ignments and e lect a cha i rperson.

I I . Team Task AssignmentsIn genera l , the Mus ic and Worsh ip Serv ice Team wi l l ass is t the Assoc iate Min is ter for Mus ic and Worsh ip and other s taff members respons ib le for the Worsh ip and Mus ic min is t r ies in prov id ing and implement ing the Mus ic Min is t ry program of Un ivers i ty Bapt is t Church . Spec ifi ca l ly the team wi l l :

Cons ider the worsh ip needs and preferences o f the congregat ion and address these by recommending the ingred ients and s ty le o f worsh ip serv ices , inc lud ing mus ic , prayers , sermons , off er ing, Lord 's Supper , and use o f v isua l and l i terary ar ts and other too ls o f worsh ip .

Act as a sounding board for a l l members and age groups in the congregat ion . L i s ten to the vo ice o f the congregat ion at la rge so that , w i th in UBC’s s ty le o f worsh ip , the d ivers i ty represented wi th in the congregat ion i s accurate ly depicted.


Act as an action team. Assist the Associate Minister for Music and Worship in the implementation of special music programs and activit ies.

Identify and recruit individuals representing the diversity (age, gender, interest) within the church membership to ut i l ize their gifts through the music and worship ministry.

Coordinate with the staff in annual music and worship planning to include church-wide special events and celebrations.

Recommend purchase, repair and maintenance of equipment and instruments used in the music and worship program.

Coordinate with and assist the Floral Team regarding the decoration of the sanctuary for special occasions such as Easter and Christmas, and coordinate use and restoration of banners and other visuals during the church calendar year.

Assist the Associate Minister for Music and Worship in developing the annual music and worship budget.

Assist the Associate Minister for Music and Worship in securing and developing leadership for the Chapel Choir, Genesis Choir, Sanctuary Bel ls, and other groups as the needs arise.

Assist the Associate Minister for Music and Worship and other designated staff members with other tasks that may arise but are not described here.

MUSIC AND WORSHIP SERVICE TEAM CONTINUED

Recommendation to Add the Following:Welcoming and Inclusion Council

I. Council Structure The Welcoming and Inclusion Counci l is to be composed of the fol lowing: Senior Minister, a representative from the Active Deacons, Minister for Education, Chair of the Welcome Service Team and Chair of the Ushers . The chair of the Welcoming and Inclusion Counci l wi l l serve as a member of Church Counci l . I I. Council Task Assignments The Welcoming and Inclusion Counci l wi l l assess the extent to which the church is a welcoming and inclusive church and recommend/implement specifi c action plans to make our church more welcoming and inclusive. The Welcoming and Inclusion Counci l wi l l : Meet at least twice a year to ensure hospital i ty and inclusion in al l aspects

of our church l i fe, Evaluate the eff ectiveness of our new member orientation and assimilat ion Maintain a welcoming and inclusion environment in the congregation’s

awareness as a shared responsibi l i ty.


Other Significant Changes

All committee and council chairs will be members of Church Council.

JARC will be an every 3 year process.Changed Deacon Family Ministry to Circle of Caring and

changed the Deacon Election Process to current practice.Added administration and day-to-day responsibility for

Wednesday night programs to Associate Minister for Education.

Added the Chair of the Financial Stewardship Committee as ex-offi cio member of the Finance Committee.

Added annual evaluations of church staff ministers to the Personnel Committee.


QUESTIONS OR COMMENTS?

The Joint Administrative Review Committee (JARC) has completed its report and recommends that the proposed changes to the University Baptist Church Constitution, Bylaws and Leadership Manual be approved and that they become eff ective immediately. A copy of the changes which are approved by the congregation will be attached to the original minutes of this church conference.

MOTION TO ADOPT CHANGES

may 2015 jarc report. constitution of university baptist church by-laws leadership manual policies,...

Documents

church membership roll

church constitution

associate membership

church conference

church clerk

documents church documents

membership roll additions

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