. I:

l>!A?CH '? 1977

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CHURCH MANUAL OF ADMINISTRATIVE

POLICIES"ANDPROCEOORES. i!'. ,: .

OF

·FIRST UNITED METHODIST. CHURCH . ·-:-·,· .. ·····. - -·· ~··

NEWTON;° NEW JERSEY .. . . .. ~ ...

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CHARLES C, :µ,;tFF, JR, ChlJRCH ADMillISTRATOR

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TABLE OF CONTENTS

Chapter

INTRODUCTION .

l • WHY THE MANUAL WAS DEVELOPED AND rs NEEDED

2. !'.ASIC CRURCI! DOGrn-IBNTS.

ORIGINAL ORGANIZATION • ·:1:; _.·. ARTICLES OF RELIGION. '.

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·-:-1·-~-,~ ·--),-('·.' .·:··. . ... - ·, BASIC STRUCTURE OF NORTHERIIJ' NEW JERSEY ANNUAL

CONFERENCE. •;..;_

3 . PERSONNEL MA.t,'UAL AND JOB DESCRIPTIONS • r~ " . - . . .

PERSONNEL MATu'UAL. • .:',{ (" ,:"".,•.•• I ·r: ·. . ....

JOB DESCRIPTIONS. I; • :·

4. BASIC STRUCTURE OF THE LOCAL CHURCH

COMMI'ITEE WORK AND JMSIC PHILOSOPHY

CHIB CH COMMI'ITEES RESPONSIBILITIES .

~ GENERAL CHURCH POLICIES ••••••

i lrrNANCIAL POLICIES AND PROCEDURES ••

POLICIES AND REGULATIONS GOVER11IN1 USE OF CRURCH PROPERTIES

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3 5 5 7

13 14 15

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33 41 41

\ GUIDELINES FOR USE OF BUILDINGS • • • • • 48 '---...... ..

6 . GENERAL ACCOUNTING PROCEDURES OF CHURCH • 55

GUIDELINES AND RESPONSIBILITIES •••••.••••• 57

BOOKS OF RECORDS AND FORMS • 60

GUIDLEDIBS TO PURCHASING. 74

7. BII,LIOGRAP!fY. • . • . • • '(6

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. INTRODUCTION

The development of a p:c nual. of administrative policies for a a local church is: necessary and iinportant. All too ofteii.'.policies

are lost in the minutes Of the governing, boahis bf ·the <church

end consequently are superceded by other policies so o°ften that

no ·clear policy is established and adhered. t_o .. A local church,

as·· happens in the business world, becomes aware of __ the need for

policy guidelines when it sincerely desires to improve efficiency . .

and alleviate conflicts end misunderstandings in the··decision

making process.

It is the intent of this manual to create a beginning of an

organized structure of the current policies of the F:!rst United

Methodist Church of Newton, !i'.J. as they are currently recorded

on the minutes of the appropriate boards and committees. It is

recognized that many policies are in existence merely because

"we have always done it this way". Perhaps by seeing them cat-

aloged and in print it may be possible that they will beccme part

of a formal policy, or may be changed to a more flexible or workable

policy.

In the course of the development of this manual, it has been

the practice of the author to have scrne of the unwritten policies

that were beinG used beccme official policies of the appropriate

board or co~mittee. The mamy people problems are really organ-

izational problems, and generally originate from inadequate organ-

ization patterns or from lnsufficient policies or operational guide-

lines. It is hoped that the entire manual will enable the ch~rch

to cperate more efficiently and effectively, and care has been

taken, wherever possible, to avoid negative, restrictive, and

legalistic terminology and philosophy.

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Any manual must b,:·· per:todi,g(lly reevaluated and revised if

':ciit is to be· an; effective .adltlini.str,;,tive .tool. in the local church.

··.This is basically·. true of· the.,l;,as.fc. book ,-'.'·The-,Dis<:ipline of the

-, United 11ethodist. Church" from which many. of the guidelines that

. ', apply- t9 the local church are extracte~ ·:. The Discipline is revised

, .. ,., a:nd reprinted every four, years, P.,.. l9cal church s.hould not be

static aµd this. continuing ,ivalu.a:\;ipn p)'.'qces 9 is necessary to

assist the chµ;r-ch in·meeti.ng tJ1e. needs .of a changipg ccrnmuoity of

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CHAPTER 1

WHY THIS IM.NUAL \'/AS DEVELOPED AND NEEDED

The First United Methodist Church has never had a formal

Policy and Procedure Manual and has operated for 145 years by

individual actions of the various board~ by custom, by assumption

and at times by confusion. Practices and policies are constantly

beiP.g reestablished, many times without any thought of consistency

and continuity. 'l'heir are no job desc_riptions for any staff

member, or even basic guidelines for committee chairmen.

First Church is a 700 member, single pastor church, located

in a small town of 8,000 people, but serving several satellite

communities. Newton is the County seat of a rural, residential • recreational area with many workers commuting to indus-try and

business 20-40 miles away. It is a conservative area, yet growing

rapidly with new families moving in from the urban and suburban

areas. The church membership is predominately middle age, middle

class families. ltlith a growing membership it has become necessary

to establish consistant policies and procedures, and not rely on

memories or "s:eat of the pants actions", or word of mouth,

The comp;lation and establishment of this manual must, of

necessity, be an ongoing projec·t .. The start has been made by re-

searchirn~ and recording all a·~tions of the Trustees and the Admin-

istrative Board from their minutes. These then were brought to

date so that only current policies and procedures were cataloged.

This same procedure applied to all other committees such as1 Counci:..

on Ministrie~, Finance Committee, Pastor-Parish Committee, etc-

Job evalti.?.tions and descriptions were made for all employees, with

their\ help and concurrance. Job descriptions of committee chairmen

and cb:nmi ttee functions we·re compiled from the 1976 Discipline anG

also frcm records of various committees of the churcht. so that

the manner of functioning in this p2.rticular church- are f'.pell~(

out. It will be very 2.pparant, as time goes on, that refineme, ..

and missing guidelinas will have to be made and added to this

m~nual, and th:.t it is a cons tan~ ongoing project that is never

really completed.

It is hoped ths.t this endeavor will nanifest itself in

greater efficiency within the church and may help to alleviate

conflicts that so often arise due to no specific rules or guide-

lines being available.

The m,ed for administrative guidelines and policies is o"'··-•·

questioned by the local church. The decision making process in

the loc.al church is guided by these policies. Sometimes they ar,J

referred tc as custom::,, traditions, and precedents. r,iany churcJ:as

have not taken the th11e to formulate the ; policies or to

put those that have been formulated into writing fo1· future refo..: ~"-

Soraetimes a group :nay become so bound by rigid procedures that tr.-is little ch:1;1ce for free expression of real differences of or'

The need is fo1· t!rn use of procedures and techniques which might

aid and affcct'docision making.

It must be of paI"amount impoz·tance that people are the key to

any decision makin~ process. Their needs are different, they a~,..o. ., . different, and therefore policies should always be written in a

flexible manner to d-:, all possible to meet their needs. Reasonable:

flexibility will build within the local church membership the cl~··

to accomplish God's will and purpose for that congregation, and

wi11,..\,draw them together in a positive commitment to each other and

to th~ church. I

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. CHAPTER 2

BASIC CHURCH lJOCUMENTS'

The basic- church·· ,tocw\\ents . .shown in this m1<nwsl are: Minutes

of the original organization of the Trustees.:. The basic guidelines

as. -stipulated in The Book of Discipline of The United Methodist

. Church: and the Articles of Religion of the Methodist Church .

. · Since we are a local, church in the connectional system, the

basic guidelines are handed down to the local church through the

Book of Discipline. This basically takes the place of By-Laws,

. since the basic· procedures for nominating and electing officers

and committees are provided in this book. There are certain lat-

itudes. and leeways within the local church a·s how tci organize and

operate the basic committees; ·a's well as· the creatic,n of additional

committees as may be required. from time. ;to time.

ORIGINAL ORGANIZATION

NINlTTES OF THE 'rRUSTEES OF THE "FIRST. METHODIST EPISCOPAL

.CHURCH OF NEWTON"

On the 4th day of October 1831, a meeting of the Congregation i.r{the village of Newton and 'it's vici nity took place, in the Court House, in -said village; agreeahly to notice given scoording to law, -when the congregation·so met proceeded to the. election of the follow-ing named Trustees:· ;· · ·

.. Samucel. Ingersoll James Iliff Leyis M. · Decamp Frances i-1:o!'an ·Azariah Davis Ira Beach John H. Hall

The Trustees then took and subscribed before Thomas Mcintine, Esq. one of the Justices of the peace of the County of Sussex, the three respective oaths required of them by law, viz; one to support the Constitution of the United States; one to bear faith and alleg-iance to the government of this State and the authority of the people and; one faithfully to execute the trust reposed in them (See file marked A)

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'l'he said Trustees then elected John ll. Hall as their president after which they prepared a Certificate naming their corporation and themselves as the Trustees of the "First Methodist Episcopal C'.rnrch of Newton" (bee file B). Trustees then ordered a subscription for a. Church, ,• Adjourned .

.. ·o • , .(Jn _l5th .February 1832_ '.J;rustees agai-n mee:t ;and ascertained that the.sum cif.$1151 had been subscribed tovards building a C)mrch for sc1id Congregation. - not cons;l.dering that sum to be

· · sufficie'nt for the purposes; they ordered further s·ubscriptions to be rai,sed - and Adj_ourned to me!i',t aga;i.n cm th,e 27th feb 1832 .

. Qn the .27th fe.lJ .1832 Trustees. again me:t 1<u:t .ha<'i no further .. information 'from their subscription papers-~ They' resolved that if. they do build. they will,_ build a house 48 by.36 feet - with a bas~nient story unde

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rneath· ~ ports iB feet h:igh,' and with a gallery-o:r-dered s~bscription papers to. be further circula,tec!. and adjourned to nieet again at the Stone House of Hall' & .Johnson;. ·on the 12th day of March next.. . -.-

On the .12th_ .of Harch 1832,. T.r~stee.~ met pgre_eable to adjourn-ment and ·ascertained the subscripti'ons to amount to $1334.

On motion it was voted that. the Trustees to buy a lot of John H ... Hall .in f;ont 0 of t·h~ Academy; the lot tci 'bf 1CJ4 'f..;et Southwest from. Luther,.Howells.lot and 74. feet from ,the !llley near Mrs . Cummins house Nortliwest - for which ·he agree.s to re.ceive $100 .and reserveds the privilege of taking up; the. si4e .. and end fence -. it' bein.g understood that his s~bscription is to be .. deducted out of the,$100.

On motion voted that we pi'.oceed to build ·a ·church on said Lot, agreeably to the dimens_ions agr<;~q- upon on the 27th feb.

The Trustees then contracted with a W. Godley of Pike County, : .. -.~~. ::; .. Penna·to•.furnish the following· lu•1ber at EnniS;·eddy, near Dingman's

ferry by the first of June next, to wit 5,500.feet siding, 1,000 feet frame and 18, Boo ft good common at an a.verage··:price of $11 per thousand feet - 7, 000 shini,les at $10 pe-r 14 - and appointed

... , .,., .. Ira· Beach to attend at. the .river and examine said l•."'lber . . ,. - ·., , -_, . ' .Doctor -Francis Moran, ;,ppoint,.;d to '70llect ;f;he ;first Install-

.·- . :ment. from the subscribers to the .subserilitio.n for. building a Church · · -~nd · directed .. to :r,ay john H. Ha.11 the amo'unt · du,e, to him for the

. . - lot of land this day bought of him,. to tal,e a Jleed .from said John

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H. Hall agreeably to a form given in ,the. discipline ·of the Methodist Episcopal Church, and deposit the resitlue o( the money in the Sussex Bank there to ren3in until 11ante.d_ for payi_ni{ Mr. Godley or some other expenses of buildinc;. . . . ·.·

The Trustees then adjourned wi_thout. api,iointing any day for another meeting .

THE AR'rICLES OF RELIGION OF THE Jfil·TRODIST CHURCH (1784)

Article. I. - Of F.aith in the Holy Trinity

· There is but 011~ .living and true God, everlastiAg, without body or parts, .of infinite power, wisdom, and·goodness: the maker and preserver of all things, both visible·and·invisible. And in unity of the Godhead there are three -persons, of one substance, po,;er, and eternity :- the Father, the Son, and -the Roly Ghost.

Article II. - Of tne ·word, or Son of God, Who Was Made _v:ery ~'.an

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Th.e Son, who is the Word of the Father,._·the very and eterr,..al GodJ of one substsince with the Father, took ma.n's.nature in the womb of ·the blessed Virgin; .so that two whole and perfect natures, that is. tp say, the Go'dhead and Manhead, were joined together in one person, never to. be divided; whereof is· one Christ, very God and very Man, who truly suffered, was crucified, de•'i, and buried, to reconcile his Father to u_s, and. to b.e a sacrifice, not only for original guilt, but also for the.actual sins of men.

Article III. - Of th~ Resurrection.of Ghrist ·-..--,

Christ did truly rise again frcm t~,e dead, and took·.again his body, with all things appe~ining·to the perfection of man's nature; whe.rewith he ascended into heaven, ·end there sitteth until he return to judge all men at the last day.

Att±c1e'Iv. Of the Holy Ghost

The Holy_Ghost, proceeding frcm the Father an~ the Son, is of · one_ substance; majesty, and glory with the Father·-and the Son, very

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Article V •. - Of the Sufficiency of the Holy Scriptures for Salvation

The H9ly Scripture containeth all. things necessary to salv-. , ation; so that whatsoever is not read therein, nor rr.ey be proved

·,- . 'thereby, is not to be required of any man that it should be believed as an article of faith, or be thought requ~site or .necessary to salvation. In ·the riame ·of the Holy Scripture we do understand those canonical books of the Old and New Testament of whose author-ity was never any doubt in the Ch_urch .. The names of the canonical bbolts are:

Genesis, Exodus, Levitictis, Numbers, Deuteronomy, Joshua, - ' -, · Judges', Ruth, The First _Book of Samuel, The Second ·Book of Samuel,

The First' Book of Kings, The Second -Book of Kings, The First Book of Chronicles, The Becond Book of· Chronicles, The Book of Ezra, The Book of Nehemiah, Th~ Book ·of Esther,The Book of Job, The Psilms; 'I'he. Proverbs,. Ecclesiastes or the Preache];'., Cantica or· Son.gs of Solomon, Four Prophets th·e, Greater, Twelve. Prophets the Less.

All the books of the Hew Testament, as they are corcrnonly received, we do receive and account canonical.

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Article VI. - Of the Old Tes_tercent .

The Old Testament is not contrary to the New; for both in the -Old and .m,w Testament everlasting life- _is offered_ to mankind by

.Christ,· who _is the only 11,ediator between God and man, being both God and Man. Wherefore they are not to be _heard who feign that the old fathers did ·look·-only for transitory promises. Although the law given frcm God" by Moses as touching ceremonies and· rites doth not' bind Chrfstians, nor ought the civil precept"s thereof of nec-essity be received in any ccmrnonwealth; yet n9twithstanding, no Christian whatsoever is free from-the obedience o"f "the· commandments which are called moral. - ·

Article VII. - Of Original or Birth Sin

_. Original sin standeth not _in the following of Adam ( as the · Pelagians' do vainly talk), but_ it ·1s the corruption of the nature of every man, that naturally is engendered· of the offspring of Adam, whereby man is very fer gone frcrn original righteousness, and of his own nature inclined to evil 0 and that continually.

A_rt icle VIII. - Of Free Will

The condition of man after the fall of Adam is. such that he cannot turn and prepare himself, by his own natural strength an~ workii, to faith, and calling upon God; .w]Jerefore we have no power to do good work, pleasant and acceptable to.God, without: the grace of God by Christ preventing us, that we m2y have a good will, and

. _working w_ith'us, when·we have that _good will.

Article IX. - Of the .,Justification of Man

We are accounted righteous before God only for the merit of our Lo'rcf and Saviour Jesus Chri-st, by fili th, and no"t' for our own works ·oi- deservings. Wherefore-, that we are justified by faith, :onlYj is _a· mo.st :,,holesohle doctr:.µe; ,-r,d ,'e:;:-y f0li -6:f comfort._ ,.;

. ; i' . - -.·. . .· . . . _Article X. - OL Good Wq:rks

.'J .-'' ;-, (' ,,: _.: Although good works/ which are,tlie'iruits qf f~ith, and follow ,~: af.ter justification, canriot_\iut_ayay 0•1r sins, and_ endure the

severity of God's judgemeri{; yet they are very· pleasing and accept-able· to God in°'Christ, and ·spring out of a true and lively faith, insomuch that by them a lively faith may be ·evidently known as a tree :i.s discerned by its fruit, .

Article XI.· - Of 1-iorlrn· of Supererogation

Voluntary works - besides, over and above God 'd cornmandments -which they call works of supererogation, cannot be taught without arrogancy and impiety. For by them men do declare that they do not only render unto God as much as they are bound to do, but that they do more for his sake than the bounden duty is required; whereas Christ saith plainly: when you have done all that is commanded you, say, We are unprofitable servants.

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Article XII. - Of Sin After JustiHcation

Not every sin willingly committed after .justification is the sin against the Holy Ghost, and unpardonable; ,ihet-efore, the grant of repentence is ·not to be denied to such as fall into sin after justification. After we hove ~eceived the Holy Ghost, we may depart from grav·e given, and fall into sin, and,. by the·· grace of God,. rise again and amend· our lives. And therefore· they are to -be condemned who say they can no more sin as lons as they.live he:,e; or.deny.the place of forgiveness to such as truly repe_nt.__ . ·- :

Article XIII. - Of the Church

The visible, Church of Christ is a codgregation of· faithful men in 11hich thie _pure Hord of God is preachfd; and.the Sacraments· duly administered according to Christ's ordinance, in all those things that are of necessity requisite to the same .. ·

· Article XIV. - Of Purgatory

_The Rcmish doctrine concerning purgatory, pardon, worshiping, and adoration, as well of images of relics,· and also invocation of saints, is. a fond thing, vainly invented, and grounded upon 'no

· warrant of· Scriptue, but repugnant to the Word of God. . . - . . . . . ! . .

Article .XV -~ Of Speaking ·i,; .the Cong;egation fn Stith a ToC:gue ,as the People Understand . '

It is a thing plainly repugmi-nt to the 1>To~d of God, and the custcm of the primitive Church, .to·ha,:e public prc1yer in the church, or to ministerthe_Sacraments, in a tongue .not understood by the 1,eo·ple.

ArticleXVI. - Of.the Sacraments - .-.-:-.:

Sa cra;;,;rits ordained of Christ ar_e not only badges or tol<ens of Christian men's profession, but -rather they'·'are certain signs of grac_e,._and_God'.s good will toward us, by which h, doth work

··invisibly in. us, and doth not only q,;icken, but_ also strengthen .and co~finn, ourf'a.ith i_n him. . . . .. ' . '\ ' -

··,.( . There are t,;o Sacraments ordained, pf Christ our :L,ord_-in the Gospel; that is to· say, Baptism and_ the_ Suppe·r of thc_,L9i;g..

These five coll'.!!!only called -sacraments, that ·is ·to, ~ay, conf-imation, penance, orders, rr:atrimony, and extrerne.'ur.cti.op, are not to be counted for Sacraments of the Gosp_el; being s~-ch .. aS: have partly grown out of the corrupt following of the apos'ties, and partly are states of life allowed in the Scriptures, but yet have not.the like nature of B3ptism.and the Lord's Supper, because they have not any visible sign or cer<cmony ordaine_d _of God-.

_· •. The S,craments were not ordained of Christ-·to be gazed upon, or to be carried about;: but that we shou_ld duly use them. And in such ·only as worthily receive the same, they have a wholesome effect or operation; but tliey that teceive them unwor1;)lily, purchase to themselves condemnation, as St. Paul saith,:

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Article XVII.·- Of Baptism

Baptism is not only a sign of profession '1u1d mark of difference whereby Christians are distinguished from others that ;;~ not baptized; but it is a sign oi' regeneration -or the .new, birth. The baptism of young children is to be retained· i.ri the church.

_ Article XVIII. - Of the Lord's Supper .~. ~ .

The Supper of, the Lord is not only ,a sig~ of the·.-'iciw.:· that Christians ought to have among themselves one -to- another-, but rather is a sacrament of our. redemption 1:iy Christl1, .. <J.e,ith; inso-much that, to such as rightly, "orthily, and with fofth receive ,the. same, the ·.pre.ad_. which we 1;,r.e,:,k is _a. partaking of, ;the body of

: ~hrist; and likewi.~e the -cup of. ,bles's-irig is a"_pf\I.t~ki.ng of: the - :tilciod_of Christ.' _-,- -.. , -._ · .. , .-- ' -_. -.-.; . ,' : :~ .::i --,

Tr."!nsubstantiation, o.r. .. the cha,nge o:f.the_substan_ce,iof bread and wimi' in the 'supper of' OU,; Lord,- canriot he 'prov'ed 'by Holy Writ, but is .repugnaut. to the. pla.in _ word,s. of Scripture, o_ver.throweth the nature 'of a sacrami;,µt, a'nd hath- given 'occasion to many super-stitions. - · · · "

The body of Christ _i,s given, taken, and. eaten in the Supper, . only after. a heavenly arid spiritual manner.: . An,d. the :me.an whereby the -body of Christ_ is re.cei ved a_nd, <=~fEen in the Slipper. is faith.

- The Sacrament. ·of the-Lord's Supper w.qs not Christ's ·_ordinance reserved, carried about, lifted up, or worshiped.

Article XIX. - O.t"Both Kind~ ' ·. ·;, . .-,.

The cup of tl'ie L_o,rc~. ':[~ not . ~o be ,_denied to \iie }a_y, neople; :for 'both the parts of the_ Lord's _Supper, .by .Chr:is.t 's ciJ:'dinance a.nd cc-wmandnient ,- ou,glit to be adrJ:nistered to all Clµ:i~I,ans alike .

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~. ;'_ .. Article XX - Of -t'..le One Oblati.on .of Chr.i~(':\ri_n1~hed upon_ .the. Cros.s , .,

, ,Th,;" offering of Christ, once n:3de, is that perfect .. . red;;;ption, -pro-pitintio·n, -_and s3ti-sfactj_on for all the sins of : -the. ,whole world, both original and actual;. and .there is. none other .· ;,.·tis:fa2tiori f.c,r sin but that alone, Wherefore the. sacrifice of , masses, in t,h1Ch, it is- CO;,mOnly S3:id that the pr.iest<doth-:offer

Christ :for the~guiqk E\l1d the dead, to have. renisi:iion_ of pa,in or >guilt, ;is .a blasJ?hemous fable and d3nc;erous qeceit. _, .-

· .. {·.· Article ·XXI. -- Of the -!'Jrriag2 of tiinisters ·. . .. , . . . . -· --~ .. ·

The. ministers--oi Christ a·re not .con!nanded by -God's.-law either to vow -the estate 'oi single lire;· or to abstain from inarr1.age; therefore it is lawful for them, as for all other Christians, to n:arry at their discretion, as they shall judge the same to serve best to godliness.

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Article XXII. - Of the Rites and Cerec1onies of Churches

It is not necessary that rites and ceremonies should in all places be the. same, or exactly alike; for they have been al,;ays different, and may be changed according to the diversity of countries, times, and men's manners, so that nothiqg be ordained against God's Word. Whosoever, through his private j1jdgernent, wU.lingly and purposely doth openly break the rites and ceremonies of the church to which he belongs, which are not repugnant to the Hord of God, and are ordained and approved by common authority, ought to be rebu]<ed openly, that others may fear to do the like, as one that offendeth against the coILmon order of the church, and wounde_th the consciences of weak brethren.

Every particular church may ·ordain, change, or abolish rites and ceremonies, so ·that all things may be .done·, to "edification.

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Article xxrrr. - Of tbe. Rulers of the Unite.a: Statd;; of · .. :,1 ··.< ·America ·--··. .. ._::,":· - ,..._ ·'

: The Pr,;-s'ident, trie' Congress,• the general assemblies, the g()vernors, and the councils of states, as the delegates of the p,eople;· a"i:-e the .rulers of the United States of America, according

"to the division of power made to them by the Constitution of the United States and by the constitutions of their respective states. And the said states are a sovereign and independent nation, and ought not to be subject to any foreign jurisdiction.

Article XXIV. - Of Christian Men's Goods

The riches and goods of Christians are not COmt(JOn as touching the right, title, and possession of the same, as some do falsely boast. Notwithstanding, every man ought, of such things as he possesseth, liberally to give alms to the poor, according to his ability.

Article XXV. - Of a Christian Man's Oath

As we confess that vain and rash swearing is forbidden Christian men by our Lord Jesus Christ and James his apostle, so we judge that the Christian religion doth not prohibit, but that a man:·.nay swear when the magistrate requireth, in a cause of faith and charity, so it be done according to the prophet's teaching, in justice, judge~ ment, and truth.

Of Sanctification

Sanctification is that renewal of our fallen nature by the Holy Chost, received through faith in Jesus Christ,. whose blood of atones ment cleanseth from all sin; whereby we are not only delivered from the guilt of sin, but are washed from its pollution, saved from its power, and are enabled,. through grace, to love God with all our h=2~ts and to walk in his holy ccmmandments blameless.

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··or'the;.Duty of Christians to the Civil Authority

• ··· _It is the 'dut1 bi, air; Christians, .and especla:!.lY. of a11 .. Christian ministers; to OQserve .a.nd obey the laws .. and.cpmmands

. of the governin,:(or ·supreni];' .$uthority of thecountry of ,,hich ''th'ei are. cii;i~ens hr subJ~cts. or in which they reside, and to

use· Bll·laudabie means to encourage .and enjoin obedience .to the : pow/ra that be .

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12

I

STRUCTURE OF THE MOiHHEfii.J NEW JERSEY CONFERENCE (REVISED JUN~ 19761

AtH·lUAl CONFERENCE

--1 R,J[l!S of Order Commillc!! J -I Committer:, on Norninutions

- I Rourd of rcnsi:,11>

-I B;:.c1rd of Trustee$

CornmiHion o,i the Sta!us and Role of Women

A11n1.1ol Conlcrl!nce Scnions Commitle"! 1-HMEP-IJBP Joint Cornmittee 1-lnvcstmcnf Porlfol:o Commillee 1--Cornmiuion on Arcf.iive~ & Hi,!'ory 1--Coun,;-il on F:!'once. & Admini;.trotion t--

Ccnlenory Fund & Pre-a~hers' Aid Sotlety

COUNCll ON MINISTRIES

Committees: losk Fore'-"~' Central Office & Pcnonnel loy V'/orkers Study Commo.mknli".ln~ Pcnsi;,n Endowment Coordin:ition of ?rogrcun & Budget Ouodrf.<nni::::i! Emphash Lcoder:;hip De·1elopment Slruclur~ St"Jcly Rc~eorch & P!onnit1[l Women ;. Miniitry Study

I I I I BOA.RD OF CHURCH BO,\ilD OF SOARD OF GLOBAL eoARD OF HIGH!:R t..ND SOCIETY DISCIPLESHIP M!NISfRIES EDUCA.TtON AND

Discipl~ship .MINISTRY Division of Tru~\ees Division of

Socio I Actio!"l, Oivisior1 of Ecumenical & Division of Gencrol AdtJlt lntcrreligio•J s Enliifme.il &

Wcliarc: t.li:i.islries Conccr,u Personnel Human Divi~ion Division of

Rclo!ions of Divido11 of

\Vodd Pc,or.c (ll!l\f'S, Edu~oti::Hl & Eq·Jitob!e

P-P.ligio>1 t Conf...,rcnc:e~, Cullivot;on S::ilori~s

Roe<? P.~lrc,cz!; Divi,ion of Division of

Divisinn of Higher Ech:cation Divi~ion of Children; tlcolth •

lnlerpn:tollon Ministries WoHon.• ,, Coonpus Minislri,:1 • S,i;:rvic~ Division of Divhion of

Division of Ev::ing,,!i~n, Mis~ir:ins Divi1ion cl

Er:1,;,r~ir1g Socio I Di~hi::.n of The luy DiYision of Worker

r~sueJ Wonhip Po~lond Division of Coun1eling Division of

Youlh Service lh'J" Ordained Minislri·~s • Ministry

Division o; ramily Divisio,i of Ministries United Methodist

Division of toity Women

lJ

PC:RSO'.HEL WIANUt'\L AND JOB D":SCRIPTIONS

The purpose of the personnel man11al and job descriptions is

to stimulate and ~row the personnel of the church. In a small

church the pc,rsonnel can and should include those laity who are

e-ivi.ne; of their time in positions that would normally be paid

staff positions in a lar,,er church. 'l'hese people a.re the backbone

of the local church, without whom the church co:.1ld not survive.

When attention is given to the individual work and contri-

bution of each worker, whether paid or volunteer, the worker will

respond by giving his b·'!st work to the church. i'lhen clear instr-

uctions and effective training are given, people will know and be

able to do what is expected of them. When performance is checked

from time to time, the workers will know how well they are meetinp;

standards and expectations, and will be stimulated and want to

work and decelop further. They will be concerned about the overall

effectiveness of the total ministry and missions of the church.

\1her'.'l the church does not have written job descriptions for

the worker, each worker should be asked to submit his own evaluation

of his position so that a proper description can be prepared, allow-

in,o: for the free expression of the personality of each indi vi.dual..

Areas of overlapping and conflicting duties should be given special

attention so as to prevent potential conflicts.

1)

PERSONNEL MANUAL

I. ABSENCE

1. !Rath in the ifilllediate family of a regular worker.

Grant time off with pay up· to three working days for funeral s.ervices. 1· . •

2. Personal illness. All absences must be repc,rted to the .. church

....... Tgis is especially important,since . : . . . ·_.., and the reason for such absences.

all absences. that exceed a certain .number of days, are .not paid

absences. Employees with one to five years of .servici; will be pe.r-;, . . . ·. . .

mitted five ~aid days of absence in.any c~lendar ye.ar .. Employees .. . . . _;· . ·,

with five or more years of service will be permitted E,ev:en, yaid ~ ·.-. - . . . • . - ,_.. .., _,I

days absence in any calendar year. Absences cannot be accumulated

from one year to the next.

3. Jury Duty. Employees are encouraged to coop:rate .in e.itizen

responsibilities. The worker on jury duty will receive full pay.

in addition to his jury fees.

II. EMPLOYEE BENEFITS

1. Advance Salary. An emplpree may.receive. in adv?nce his

salary check if its normal date of issue falls within hi$ vacation ·., !:" ,· -·

time. Nonnally checks. are not given in advance.

2. Car Expense. Car expense shall be determined. eadLyear by

the Personnel Ccmmittee and reccmmended.to the Finance Committee.

3. Group Hospitalization ... The Chu:;ch $hall provide a group - ·- ...

hospitalization plan for the ministerial si;;qff, .Dependents are . -· . :: ;_:;: . ,, ~-: .

covered and the church shall pay the full plar:i. ·, '.~: :, .: . . . \ . . . - '

_,:-

4. Pension Plan. The church shall !)rovide a Cpn:ference. Pension : ': _::·.< .

plan for the ministerial staff.

5. Holidays. The following holidays shall be included: New

16

New Year's Day, Washington's Birthday, Memorial Day, July 4, Labor

Day, Thanksgiving ( 2 days), Christmas Eve ( one day) and Christmas

Day (one day). A holiday which falls on Saturday shall be observed

on the preceding Friday; a holiday which falls on Sunday shall be

observed on the following Monday. However, the Pastor or Adminis-

trator may alter dates and stagger work schedules in order to main-

tain operational requirement_.&.-~.. :·,.;._;:,

6. Vacation. Annual vacation with pay is provided each regular

employee, and employees will arrange to take regula~r:·,uu,atiqps on a

scheduled b.13,sJ,.s ., :-' '.];he ·-chur,ch _plan"'provtdes that .the Senior Pastor ··-·-------------·------·--·--------·--·- . - - --- ...

. . _;will, receive one, month va_cation, ·when ·taken. in the summer} Each · . ., --. . . . . . ,- ...

· f\ID.Ployee erllployed frcm. -qrie tO: ten· years ·'sha.11:_·_bee'< entitled' to··,tw<Y

_. weeks_ vacation wi;th,;regular. pay, Each emplcyee who has completed

more_,_ than ten ye!"rs service wi:th the. church will be entitled·, to·: three

__ .weeks, vacatio_n, with ·_regular pay:.: Employees.' with,-20 years, of.::service '

wtth·:the,-,church. i'1·:u ,l:ie: entitled( to'-four:· weeks vacation: .. ·:: -

--. J Employees, du:M:ng·their first year• s service with· the · church

shall.not be entitled to::vacation privileges'except.-after'the first

six months. As early in the calendar year·as possible;· the·'vacat.ion

-- -,..I ~ahegule,will be determined so that vacat:t:ons_ ma:1(.be-ai:ranged in a

manner .. :to interfere the },east :with •church opera'tions< ', ·'" -

The regular vacation period is May 1 to Octooer 1. As "far a:i'

possible all vacations should be taken,,a;._uri,_o·g_\tl1a:t:: p,,,i:-::J.od; IiExcept-

t;.ions .to .a,ny proyisions: ,of this vscation_policy __ ,<i:11· b<c -handled on

an ·inf)Jyidyal :basis ,r_ith the approval of the administrator and the

pastor. . ' .\tj

· .. III. SALARY ADMINISTRATION

S!Jlary- admin~,stration sha:n -)?e in accordance with policies

and prac,t.ices established· by. _the L_ay,_Persp()n_ej,_'Cominittee in the

case .. pf la_Y employees ·and the, ·Pastbr'-Parish· Committee in thi,:··case

;--

17 :i ....... • - •

of ministerial staff. Reccmmendations will be made by the Adminis-

trator to the Lay Personnel Committee concerning merit increases for

lay employees. The Lay Personnel Committee recommends the salary

structure for the ccming budget to the Finance Corr,mittee. Upon

termination employee shall receive pay for unused earned vacation

time.

IV. -MISCELLANEOUS

1. Work-day schedule. The regular daily work hours for the

church office are frcrn 9:00 to 3:00 Monday through Friday including.

a 60-minute lunch break.

2. Normal retirement date· is not mandated for lay workers.

This shall be subject to review by the Lay Personnel Committee.

3. Application. Applicants for employment will be expeeted

to make application by written form and will understand that

references will be checked.

DIRE:CTOR 0-F MUSIC

ORGANIST

PIA NI~

DIRECTORS OF YOUTH CHOIRS

i ! \ \

STAFF ORGANIZATIONAL . CHART

PASTOR

I , CHURCH SCKOOL LEAD~RSHIP·

CHURCH J).DMINISTRATOR

CHURCH , . SECRETARY

FINANCIAL SEC\tETARY

COUNTING TEAMS

TREASURER

CUSTODIAN(S)

. ' !YOUTH - -. . .. C.OORDINATORS

. . ~. \

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JOB DESCRIPTION: _Pastor

Princina.l function: The pastor is responsible for providing

• administrative. leadership for the church and for using his_ skills . . . . '. . .. .· . . . .

in proclm~ation and pastoral care ,in meeting the needs of persons

in the church and COILmunit~.

_Responsibilities:

1. He is the spiritual_leader and overseer of the congregation.

2. __ l?rovi_de administrative leade_rship for the total church program.

-"3, --Serve as co.:.cha:i.rrnan or delegate and share the leadership of the Administrative Boqrd.

4. Serve as chairman or delegate and share the leadership of the Charge Conference. _ ..... _______ .... __

5. Proclaim the gospel and lead the church in proclaiming the gospel to the church and community.·-

6. Lead the church in a caring-ministry for persons in the church and the community.·

: '( Lead -o~ delegate the leadership of the congregational services; pla,n, c_oordinate and evaluate c_ongregational services. ,-

8. Preach at all worship services which include preaching or arrange for .some.one ,d~e .. to per"forrn this function.

:.:: . :· ·;· .: .:: .. -· ·· .. ·.: . . . '

9. Serve as chief executive officer of the church.

10. Recorrmend and advise' "on. the s'election of-~11 staff members and "detenniriing their dtifies .• . .

· .. ·i'f .i>

11. Give supervision. to oth'er merilbe:rs of the church staff according to the organization set forth in the Church Organizational Chart. ---·

12. Plan for and provide leade-rsh_ip in the observa·nce of the church ordinances.

13. Conduct funeral serv1ces and wedding ceremonies as he is able.

14. Appoint cotl)IDittees as sef.' forth in the Discipline and other special commitf.ees as the chur·ch may request or deem advisable from time to time.

. ' - .

20

JOB DESCRIPTION: Church Business Administrator ,.

Principal Function: . The" church business administrator is" appointed

. by the Administrati:_,e'Board,· .:itll the approval of the Pastor to

relieve the church boards and the pa.star ·of adminis·trative de.:>.ails

and to conduct the business affairs of the church·. in ·an ethi·cai

and business-like manner. The administrator functions in the role : ·' .11 ·- .. ~ -i t, . : . ·. -·. ·

of an enabler .. ·.one ,who ca"rries ciut the vision •of the staff and

,.boards and. makeo, it, happe,n .. His role. is not to take .over functions . . .

which lay people are presently .. Jerfomirig, but rather to draw more

arid incii-e 1ay· pea:r,1e into ;~'rv1Ce in the task _of tne church and

fac~lit;,t,e, thei,:r, work.

Responsibilities:

1. ·,.

· Office .Management Supervision of Personnel A,ccounti.ng for fuµds .

· Se'iection of Office Equipment Physicaf' arrangement . . . . Membership records

... ·.__·

.. )· .. ·.--:

Other matters as may be ,elated to office operation ·: ;·_. - ;""_ . ·. . . •'

2.

.· .,_., .

ii,airit~tiance and Use 'of Faci:tities Supervision of Custodial Personnel Record oi Equiprnerit .. · . .. S9fety an_d Fire, Regulations Schedule use of physical 'facilities Insurances · · · :J ··r-1 .i:.: ·: .. "

· .c. ·,.,f; Superv1sion'o:t' 1Pµrchasing' Supervision 'oi''piirchasfrig of ·all l;'aterial,_· supplies and

equipment ·~:· ,..:. · Set up purs,ha~ing procedu_res Maintain records·; . .. Schedule purchases . . .,,

· 4. Ad~:l.nist~1'tlbil 0:f Budg~ts ·' ' 1-!aintain records

.. Preparation of reports :i-. ·. . · _ ,. - · - ~ ·re-'. ·:· - · ·.·_f-: · · Interpretation· ~f \Ju_g~ts . , , .

· · · ·-'··~ · !-~~-1--·~r ~

5. Staff Relationship iii tlfi ' Lay Personnel CCilllllittee Stewardship and Finance Commission Board of Trustees Council on Ministries Administrative Board Ex-officio member of all ccmmittees within church Pastor and Staff Team

6. Direction of Progrnms Annual Stewardship Campaign Stewardship Education

-:'I'ime/'ral~nt:. Prog:r,c::is

21

7. Church Business Adminsitrator may serve as Church Treasurer.

JOB DESCRIPTION: Director of Music

Princiml Function: The Director of Music is responsible for assistinc; the church in planning, conducting, and evaluating 8: c~;npre}?ensive music roini~try.

Responsibilities: ... 1. Dir~ct the planning, coordination,

of .a compre.hensive music ministry. operation, and evaluation

1

2. Coordinate the church music midstry with the· calendar and emphasis of the church.

3. \fork with the music comrni ttee in determining music ministry goals, organization, leadership,. facilities, finance and administrati.on process. ·

.. 4.. Assist the pastor in planr.iirig congregational services of the . chu-rch; be responsible for the selection of the music.

5. Direct music groups and congregational singing.

6 .. Be responsible. for. enlJ "ting and training leaders for the church music ministry in cooperation with the church nom-inating committee.

7. Supervise the work of all :music leaders in the. music ministry.

8. Work in cooperation with .the appropriate persons in select-fng, enlisting, .training and counseling with song leaders, accompanists, and other musicians who serve: in, church· program organizations. ...---· ·- ·-··

9. Coordinate the .performance. schedules of music groups and individuals in the functions of the church, ·

10. Keep informed on current music methods, materials, promotion and administration, utilizing them where appropriate.

11. Coordinate the training and use of instrumentalists and vocalists in groups or as individuals.

12. In consultation with the music corr,mittee prepare an annual budget to be recommended to the Finance Committee.

JOB DESCRIPTION: Director ( s) of Youth ,

Princinel Functi on :. The Dir ec tor (s) of Youth i s/a r e responsible for l eadi ng tlie church -i n planning, conducting and evaluating programs of activ i ties and r ecreation for the church youth f rc m grades 7-12.

Responsibilities:

1.

2.

Direct t he planning, .. -cocirdinatf on, conducting and eval uation _of , r ec re at i on a.cti :vities for t he youth .in tne:. cbur.cn/·· ..

• • '.' I ~ • • ' . ~ . ' ' ' . :· ·.

Coordinate the re creation activities with the ca l enaa·r and emphasi s of the church.

3. Arrange l~isure time activities • '• ·- . .. · . .. ..

4. · See th a t .. the facili:Ues : o:f .th e Ghur ch a re .. . : ····· ·

parti cipat i on, a nd meet t he maximum needs .... ·• .. :. ,.'. ,membershtp. : : r .· .. . >· -.. :. :. · .

accessible, in vite of the youth

5,. Serve as resource person( s •) aa ·d advisor to church youth .

,~·x,\ ·~·:>·)~.,~ ·s~p~i;i~~\fe in;~nt~ ~;; .'\~a re , : rep~i:r , and storage of act-ivities 'arid. recreation equipmeqt suppl i es~

_ ....

.. 7. , Pr.ovj,.q_e -~e pres~ntati _on. for tpe · church youth in . pla noing, ·- .:. cond.uct i ri.,i:and _evalu at i ng i::e:cre~tion activities that

invofve · other church e s . and gr oups .

8. P~o~o't;/actl vities and. r e~!r~ation f'or all youth in a .,bc1],aqced. ,pr;ogram thai;;, wlli;~ ~nify and •correla .t e ·.the social

... ).ife. :;of; youth.; : ' ; ~.. . . . . . . . · . , . -

9. Recruit an d enl i st workers needed for the youth's activities .. ,. , .. and .recreation pr ograms. ·., ... _ .. ' ... ' . ... ,•' ' ' ' .. .

.10 . . · it•• • ••• • ..., :

Relationshi PS :

The youth director ( s ) shar e s a direct relationship with the Pastor in all hi -s work and prograr.c . . ··He/ th ey a r e dir ectly responsible fo the ·Past or in a ll activities. · ·

" . . •.

;. .. :... . .. .

~ . ~,,. . .. .. : .: .. .... ··: ·: . . . • , r t • . •

; .;. : . . ·: . .. · . . . . ::·? :·.

22

..... 23

JOB DESCRIPTION: Financial Sec:retary

Princinal Function:. The Financial Secr.etary shall receive the contributions to the local church, keeping records of .the contributors and their paytt1ents, and transfer them promptly to the treasurer:

Responsibili:ties: ·'.

,-····· ··' ,, .

1. Post offerings weekly to individual accounts;" file commitment envelOP5'S a nd tally she.et for future . .re{eren<:e.

2. Receive and answer queries conceridng contributors accounts.

3. ,, Be'. responsible· for ·get ting commitment cards and .envelopes to new meinber'ii; ·

.4. Responsibility for reg>Jlarly reporting to.the.Finance and . ·.' . Stewardshii:{C'oinmitlee :in ··a regularly ·aesigbat.edJormat 'the

'foilmiing intormation: - ·:.. . ·. .

a. Total value of c;iu:nitments for the year b. Value of commitments due to date

,:,,.,, c. 'Amount.received on. comniit~ents to date; ·indicat1ng any · ··difference· between· the··two totals; ·

·. ·: .i. 5.

d. Value of anticipated receipts from non-commitment sources to date. . ... ,,.

e. Value of actual receipts frcm such non-commitment-:sources· f. Total receipts to. dclte compa.:ricd. w.ith .total anticipa:t;ed . ·. ,; . -· ' ,.; . . . - -

receipts to date :I "t

Resporisibility for ''ibutciri•, ori a. time , Committee. :.

sending out re.gular statements .to· contr~ :frequency as ·d1stermined by the iinance

6:"' ·Responsibility for deve).oping forms of the individual g1vinis records, in conj u·nction with the ·chuich. i?usiness

· Administrator.

JOB DESCRIPTION: . Church Treasurer

Principal Function: The Church ':rreasurer is r.es.ponsible for maintaining the church :finencia'l records a)id for preparing .periodic financial reports. The basic bookeeping system is a · double-·entry systeiz(wi'th Cash. Disburse-ments arid .cash Receipts Journa'is., General .Ledger Account ·Book/ Single Master.·Checking Account 'arid a· Single Master Savings Account. ·.There are

, ·three primary accou'nts: Ci1rrent E::,cpense;. Beneyolence,. anfWorld Service; . and Building Fund. Secondary accoui:ts are: Memorials .and Special Gifts;

Sr. M.Y.F.;Jr. M.Y:F.>; arid Churth School Account. All entries made are to ·confo:nn to ·the Chart. of Account.s as provided in the church record keeping system. ·- -

.... ..!

24 ),'

; '. .. ;_'

Res£Onsibilities: ---·~--···· - . ····- ..

1. Post· receipts and disburserrrentS. of. all accounts according ·to the adopted financial system of the church.·

2. Prepare bank reconciliation statements each mo.nth.

3. Prepare and issue checks ,.in accordance with chur·ch policy .

. , 4 ~ · ,Prepare monthly financial reports to the Finance and Steward-ship Ccmrnittee on standard format in ·accordance with church acc6unting ~oiicy. ·.. . ·

5. Prepare monthly trial balance. of all accounts as per church accounting proceduri .

.• 6. · .. Keep'-accurate a~.d <let.ailed records,of . ·:forms provided for the adopted .church

all transactions on accounting'and reporting

7.

8. ...... ~; ' .. ·.,

procedure. · ·

All vouche·rs, invoices, cancelled. -checks and re·cords shall be kept and filed neatly in order', 't'o assist the .regular audit. Al:\- .such recbrds shall be reta_ined, and sto,red in a safe, dry place for at least five (5) yea:n3. . ,, ,-,

;·, -

Dioburse funds to the causes for wl;dch. they have been contri-. pute<l. NEr funds will be di~{ributed without a proper voucher -.or signed authori·zation.

Relationships:

Th_e. Church Treasurer shares an interesting network ·of· .relationships which include:

1. Memb:e:r'ship in the Charge Conference, on the_ Administrative Board; and on the Finance arid Stewardship 8o!T]tllittee. (Discipline p.243.3a; 248; 260.3)

2. ... . .

With the Chairperson of the Finance-and-Stewardship Committee. The treasurer shall prepare written repor.ts :for tll~ Chili.,,..c,<:: · person. Such reports will. be the ba-sis upon\1h:i;ch :the'~Finance.

,_iand Stewardsliip Committee can make their reglilar·-'.repo:rt to thE . , ; - Administrative Board~ •. . . -, .. -. . .

3. With the Administrator?. ''The Administrator is responsible for the administration ot ~11 .Pti.as.es. o:f ~r.ork. of the local ch.urch: You wi11 · need·· to work. closily vtth ;thi_s. person, . providing· him with all copies of ~11 repo-rfs 'that you prepare and seeking his guidance and help. -The treasurer will receive from th~ Adminis-trator a Tally Sheet indicating the amounts -of monies deposited, along with the information regarding the sources from which the monies were received and the purpose for which they were given. The treasurer will also receive frcm the Administrator vouchers or signed authorizations covering all items of payment.

-

JOB DESCRIPTION: Church Secretary

Principal Function: The Church Secl'ttary is responsible for performing secretarial duties re.la.tedto the Pastor's ministries, sec.retarial duties related to the J\ilministrator's functions and all.other duties as may be related to general church office work.

Responsibilitiesi

1. Gathering information, typing the stencils, proofreading and mimeographing the church newsletter and Surid.ay bulletins.

2. Writing thank~you notes ·regarding memoria.ls, SJ?edal· gifts, etc.

3. Operating the mimeograph, folding and addreasograph machines, and electronic stencil maker for all work requiring the use of these machin2s and for all departments o:f the church:-·· . . . .

4. · All typing,. miscellaneous correspondence, :filing a.s may be ., .reqµired by. Pastor and Administrator. This includes secref-

arial work :for other members of· the program staff,. as: inay. be required.

5. Recruiting any needed volunteers for church .offi<::e· ,rork.

6. Sending notices of meeting dates and times to· cornrnittees:·and officers as required.

7. !f;aintaining the acldressograph plates and ma.Hing file-, 0 ···:.:., •• :

8. Annually preparing and mimeographing the Annual Report for the Charge Conference.

9: ~swering the telephone and iaking tnessages as required.

10 .. 1v1aintAi.nins -f:.he rn~1n.l,c:i.·c:hi.1· :fjJe., :i_n~lnil:ing a list or·:file of college students .

. ~ll- .. :A .. ll the mechanical work regar.ain_e.; rn~:l'JJne.fl, Cliu.t·ch. llnlletin ··inserts, etc.

J::>. MnJntaJn Church Calen9cf!r.

13. Prepare baptismal and membership certificates .and have them . properly signed. .. , ... -····· ·

14. Prepare li~ts 'of'.ne~d~cl office supplies, maintain a regular inventory of office supplies and' order them throu.gh proper channels.

15. Schedule the use of rooms and facilities ··for church and non-church groµps. under the direction of_ the Administrat9r.

16. Dispatch promptly all incoming mail to the recipients.

1 7. Pick up mail at post office box.

25

-.i

18. ,· Maintain desk file of names and addresses ·and telephone iiumbers of all members. .

19. Notify pastor and othe.r concerned persons about illness, · death; problem<,,. <etc.

20. Transcribe dictati"im.

21. Serve as Assistant Financial Secretary and record receipts in absence of Financial Secretary.

22. Perform other duties as assigned.

Work-day schedule

The regular daily wprk ho•Jrs are from 9:00 to 3:06 Moi:iil.ay through Friday including· a 60-minute lunch break.

The surrmer regular daily work hours (July and. Augu.st) are frcm 9:oo·to 12:00Monday through Friday.

JOB DES'cRIFTION: Organist

.Principal Function: The Organist is responsible for serving ·as ·organist· in the ·services apd activities of the church.

Responsibilities: .. J· :"

26

l,. Play for all services of the church, both ·regular and special as. directed·. by ·the Director of Music. . . . . .

2. Play for special meetings within· the church, such as: ·weddi'ngs, funerals, ,and other occassions when requested .

.-.-: -

3. Accompany choir rehearsals as directed by the. Director of Music.

: ·;re;~[;'·,-:.,..,:..~-: - . - .· i_ --_-:~ _---. • •• , '

· 4··:· ·'·Maintain an.· a'.cc.urate account of organ needs a.nd maintenance - + .... and notify the administrator .

• ,~ ,• :: ;_· f;[ ~r.·.--.· ;:; _,_ . ~ . ,.

5. Perform other duties as assigned ..

Vacation: The regular via"cation period •is. May: l to Oc.tober 1, As far as possibl~ all vacations shall be taken during this period. Organist shall be entitled to a vacation period covering five (5) Sundays. The Ac.:ministrator shall be notified so that a substitute can be obtained.

JOB DESCRIPTION: Pianist

PrincipBl Function: The Pianist is responsible for serving as pianist in the services and activities of the church.

Responsibilities:

• l. Play f'or. aJ.l servi_ces of the church, both regular and special .as directed. by the Director of Music.

2 .. Play. f'or speGial mee.tings within the church,. such as weddings, . .'f'.unerals, and wly,n. request('d.

3. Accompany choir reh0arsals as directed by the Director of' Music ..

4. Perf'orm other duties as assigned.

JOB DESCRIPTION: Cu~todia n ( s)

Principal Function: The ,custodian ( s) is responsible, f'or .maintaining clean bu~.lding~. ready f'or use f'or church. activities.

Responsibilities: l. M!3int;ain floors. according to schedule; dust. f'urniture and

'ii,quiprnent, wash walls and wihdm,s,. and vacuum, carpets as scheduled.

2. Maintain clean r,;,strooms and.replenish sup91ies.as per schedule.

3. Make request to Administratol:' for cle'a.ning and ·maintainance supplies and equipment as needed.

4. Check with Administrator and the Weekly Use Schedule f'or special assignments.

5. Move furniture in classrooms as scheduled f'or regular use as per schedule.

6. Prepare facilities f'or special use as requested by Admin~ istrator.

7. Empty all wastebaskets, garbage and trash containeo,s daily. Clean garbage cans and garbage dolly weekly.

JOB DESCRIPTION: Sunday Counters

Principal Function: 'I'he team of counters each Sunday is responsible f'or the receipts of' that Sunday and the proper counting, verif'ica-tion of amounts, recording on a f'ormal Tally Sheet, preparing bank deposit and making said deposit in night depository.

Responsibilities:

1. Irrmediately f'ollowing each worship service sort .all envelopes, loose offering, church school offerings and any other of'f'erings into separate piles.

2. Count the money in each envelope, making certain the amount enclosed is correctly marked on the outside in the appropr-

'! r•.

·.,

iate place. Verify from the master commitment file the amount of the commitment made and the amount; r'.:.ce~red,. ,,

3. The procedure to .. be follo:,,ea, in recording on the 'l'ally Sheet is spelled out in;·a separate .. Accounting and,.Re.po:tt.ii:ig Section of the Policy and Procedure Manual. · ··' .

. . .. ,,

4. '.I'he source of the receipt must be properly identified ·an the Tally Sheet.

5. Endorse all checks "for deposit only" as ,,ell as· First United Methodist Church.

6. . '· -ti

·-: .~ .: . 7. Commitment envelopes .shall be colla.ted numerical:,ty for"" ,:+c

posting by the Financial Secretary. All other ·receipts ;iil :-'I:b~f1::~·f marked for her information. ;·-·_ .: ·--·'. .. · .. -~:::· --~,._---~ .. _ .. -:-.. - :-·.

; '. ,. __ ..,' "8. · Three ·copies of the Tally Sheet shall be preparid;. on'e· for

the Financial Secretary; one for the Admi.nistrator; and one for th.e Church Treasurer.

,:-.

. ,

. : ,:;_~--. : . .').;

.. -~.[ ·.;"

.,

.-.[~t:

'· _')

''.

28

29

CHAPTER 4

li~SIC S'J'RUCTURE OF THE LOCAL CHURCH

{c-ouN~~L ON ruNrs~RrE:3'!--~L __ "~··-·---l_ioono-.. -. ·oF · T.RUSTEES

IL t:: . -=-:::, I IBffILDING .'',; GROUNDS .I -·-1STEERING CO/IIMJTTES( · ·! . , C_OMMITTEE. ( annointed ll -I ·

i.-~~=··-· ~'·-tsT[:\'lA.RDSlUP & FIW1NCE COMMITTEE/ AGE LEVEL•'co-ORDINA'l'ORsi·

.

-- -Fatnily Life -Youth

!PASTOR PARISH REIATIONSI i-------1_ !C OMrU'i'TEE . . ; I

-Adult . I :. JIA? .P1'R SO.NNEL: c OMMI'.i'TEE I ~ppointed). ··

WORK AREA CHAIRMEN .. · 1 . .. . ·. . · · -Ecuinenical Af'fairs ... ' · . . . _· 1NOMINAT!_£NS :COM~1ITTEE!

'- -Evano-elism ·. · ·. c· · ··· ·. · . -Educ;tio.7/c hu;:-.ch_ .Sch?~.1 fR'Ecoifr:i. s ,& H.ISTQRY COM!UT@ -Membership Conservation · _· --,·-·----~ -Mission/Social Concerns· jifUDIT_'GQMMIT'l'EE.J. .. -Worship/Music · ·· · · ·

COMMITTEE CHA IR ME ti.· -Chancel ,Committee:

'- -C ommunioli :·stewards I -Acolytes -Receptionists

1-Ushe~r~s'---- ___ _

\ \

'

MEMORIALS & SPECIAL GIFTS i------- 1COMMITTEE ,· ':

. --·· •··

1------,!couNTING Jwo;vr STEWARDS!

-·------1L'f'A.RSOW\GE C Olii1ITTEE ( anpointed) I

30

COMMI'PI'EE WORK Ai''1l BASIC PHILOSOPID'.

The congregational-elected committee-rattern os church or:eration involves five basic principles:

1. Di versification. This ILeans the multi plying and dividing of responsibility into as many different units as possible.

2. Participation. The enlistrrent of as n:any people as possible in the program of the church believing that the more persons enlisted the greater will be their interest and their con-tribution of tirre and talent. People should be enlisted in areas where they have ability and interest so their par-ticipation will be enthusiastic and dedicated.

3. Congregation authority and control. The governing body of the church is the congregation. All church committees are accountable to the congregation f'or pror:er functioning and efficient oreration. All persons are elected by the church.

4. Balance of responsibility and authority. Persons and com:n-ittees designated by the church to rerform certain functions are held accountable by the church for produci.ng results and, therefore, must be given authority and freedom within the area of tteir work to act according to their best judgement. This is particularly true in reference to the church budget. Com.~ittees are given authority to operate within the approved church budget in accordance with the Financial Pol· cies and Procedures which state the proper procedure for t.he authoriza-tion of exrendi tures.

5. Staff relationship. The Pastor or staff rrember shall relate directly to each church and Trustee's coillllittee. This is an effort to coordinate the work of the committee with the total church program, and to provide prorer services to each committee,

(

31

CHURCH COMMITTEES ~ESPONSIDIL:CTIES

The Administrative Board

Initiate planning Set goals

Receive reports Authorize action Determine policy

Provide support for approved ministries

Evaluate ministries Review the state of the church

The Ccuncil on Ministries

Assist the board in the development of goals

Consider,. initiate, develop, and coordinate proposals for ministry

Submit proposals for ministry to the board for revision and appropriate action

Recorr;rr:end the finances, leadership, and facilities needed to undergird the proposed ministries

Implerrent pl~ns for ministry appproved by the board

Assist the •board in the evaluation of ministries

Many ~dministrative ,Boards have become simply a rubber· stamp,

approving with little discussion goals and program proposals

presented by the Council on Ministries. For s.?IT.e boards, this has

•een an ego-shattering experience. The crux of the problem has 'been

this: "When any group is too far removed from the process out of which

programs and goals errerge, it feels cut off from any vital involven:ent".

The situation is correct by involving the Administrative ~oard in the

planning and goal-setting process; this can be done without minimizing

the functions delegated to the Council cin Ministries. "People support

what they help create". Here is a format which can bring the council

and the board into a more dynamic relationship in their planning and

goal-setting responsibilities. This step-by-step procedure may 11e

-help:'ul: t· I'

I .\'. 32

Step 1 The Administrative Board and Council on Ministries

involve the congregation in providing data for the olanninF pros:ess.

7-,c--._~-,.'.-,-.--:-,--.\-,-: ~~~.-----,----

Step 2·: .,· , · i: ..

Data from the congregational 'study are examined· by·.'the .. Administrative Board, then· referred to the Council on Ministries for study - -....

. . . ....

. \ ;

··'Step J · · ,., The.Council on lllin.i.str.i.es examines·data1 makes further study; if necessary1 recom-mends ,;;oais and program•· · proposals to the Adminirtrative Board.

. '

. ~-:, . . -~ .

Step 4

-· .. Step .. 6 . .. .,, .. The Councii· on Mirrf:strtes,

under the- direction, of. t.h~ Administrative Board; develops appropriate evaluative methods for checking goal and program progress .

I ...

Step 5 The con,.,o-regation receives

goals and program proposals1 become interested, supportive, a.nd inyolved through previous participation in4ata g~-piering.

/·· . ;· ·: ...

.

The Administrative Board receiy~s goal recommendattons and program proposals from the Council on Ministries and support recommendations. from its committees;-determ.i.nes if necessary personnel, funds, and facili tie's are' 'available; sets·goals1 referes goals to G-01,u:1cil on M.tni:,ti:Jeei. for,. implementation through its various task forces,· work areas, and coordinators;· reports to the.-_congregati_on~, .; .·.,

f':" • • .: •.

. . , -~ i: : .. f' :: :=·.~ -

ADMINISTRATIVE: BOARD

Purpose: The purpose. of the Administrative. Board shall be to initiate,plann;tng,.receive r~ports,. set objecti,ves· and goals,·.,.· authorize action,. determine policy, evaluate the church's . ministries, 'and review the state of the church.

,. ·.,,.;

Meetings: The Administrat_ive Board shall ,neet bi-montljly. . ...... . Si;ecial rr2eting;,_ m?"y. be oydered by the Admipi.stra.ti Ve :foart)>r/ciiile~--;' )Jy the chaiq:er~on pr· the ,pastor'. • :'.; :i:r · ·

·.~ -. ; . · .. -Quorum: .. The constitute a. in~)abets present a.tahy clllly.annouµced "zreetibg shail.. :,,·,,,:;

quorlln\•· "_···:_'·,::. :: i.·;: ...

~l~mb~;ship: The Administrativ~ .Bo13rd. is zrade up or the. foll.owibg. . persons-:. plus. t.he Trustees, thi;,· cha.irpei·son of t.he Committee,s J.is.te.d. ·. and n,embers'-at-large voted. a.t the annual. church: ch;arge .conferei:i,c'e: .:.- . Pastor; Administrative Board Chairperson; Vice Chairperson; Lay Leader; Associate Lay. Leader; Administr_ator; T.reasure,:.;. Financial .Secretary; ,, UMW President;' Lay/tlcen:it:er fµmua1, Conference; Reser.ve/Lay. Member Annual.. C::oru'erence; f;,ec/Enlistrr:ent; Health/Welfare Fle.p; UMYF Presi.dent; .. : ,. , ::: Chafq:erson:. Cowi.c:.l on Ministries Steering Committee;.· Age Level Co~ : •. ordinator.s; i?ork Area.. Chairpersons; and Youth Member- CounciL on , , .... , M:lnistr:1es S~eering Committee_. All pe:ssons ~hall be me~bers f'.or-one :(~) year ...

Re iiponsi bili ties: 1.. Administering the· o;~~nization· of the local church '.· 2.

.... E~taalisb the goai~ for th<c! m1nistrie 9 of: ;\;he local cb.urch Elect lay officers and members of the Administrative Board

as are· authorized, by the -Discipline.-, ...... Rece.ive _re.pOI'ts aud ·-review the state of the ·Churc:O. · · :_;-.:.;·_i~-:····-······ 'Provide ne~e~sary'p~rsonnel anci. budget :t9 i~pl~y,e?t appr9ye,t,·,

programs Recommend to the Charge Conference the salary and other

remuneration for the pastor and staff after consulting with proper committees.

Estaalish the budget

3. Promote all benevolent causes authorized by the General, Jurisdictional, Annual, and District Conferences, and encourage support of World Service, conference, and other benevolences

4, It shall provide proper and adequate support f'or the financial needs of the church, and all obligations assumed by the church

33

34

COUNCIL ON MINISTRIES

Purpose: 'l'he purpose of the Council on Ministries shall be to consider, initiate, develop and coordiria{e''proposals for the church's strategy for mission. The council shall submit its plans to the Administrative Board for revision and appr~priate action. Upon adoption of the program by the Administrative Board, the c·oµncil shall implerr:ent the plans which have been deveioi:,ed; . " . ·. - ''c .. ; . . . -.-j": ::~~-: __ :::-Membership: Mcst ·'of.the rr:em'rers :or iohe·counc'il are perscitis whq'\:iav:e:·· another designated leadershij:,'res'i.',onsibility ln the local· churcii·.·,,iphey link the specific role with the work of the council. And most of these rr.embers also ·serve' as 'members of the Adiniriistrati Ve :)card·. Meino~rf(:oiC: the- council are~' Chairpers'on of the Admini-strative Board;· Pastor ;·.,:·1 \;' Coordinator· of family life; .Coordinator"cif youth ministries·;· Coord:i:natbr of adult ministries; Chairperson of Ecumenical affairs; .Chair:person of; Evangelism; Chafrrerson cif· education;' Ch'airjoerson of missioris/scie'.faf:i' •. concerns; Chairperson communion ste1-1ards; Chairrersori acolytes'; ·chair·-,, rerson receptionists.; and Chairperson ushe.r_s. ·

.. . . .. - . . . . . ··~ .. , -- -. - -· ··-·. -; .

Because of the. large nuriitier -of ·reople''involved, a steering'· Cornrri'ittee "··: has bee,n'.forined, wbich shall func':tion hi place' of the' large council ,,,,.· until definite :programs a:fo·. evaluated' end planned.· 'Thfs Stef/rirrg Cbimn-i ttee>has, the foiloi'fin'g statea· purpose·:·.,·· "To' hct 'as a "think' tiink" . .fo!.; the, generation of; ideas :for' church' program1i"and activitie'i'.'' 'rt'is'Cnot( the'·!'unctiori·of ·the"committee ·tcr'be iiwo1ved' in the. progr!ims'_e.xcei,(in.: an advisory ·capacity and a rei'i::rtiitii:ig capacity.: The s·pec'ific comrri:i.;-''' tees that accept the ideas, genere.ted'wi11 be the working"agen'ci:e'1 ;·' ·'.·iii;

:_ Bj;eering, Cormnittee ·is ail •·"enablihg'' .committee.;·. ' ' -·: · · ::: ".,,.<'f,T,, .u,,;,., •., , .. ,:., - ,,

T_he Steering Co,nmi ttee shall be elected by the Charge Con:fel'.'enc1;? _ €Ind _ c-shall serve for a rcriad of one year~ ~ · ·., · ,.,.c,.·:-:0~0··,_-

•• . ..L ::.-: .!.:-1"' ;·: :·,· ·:;·_~:· :.-_ .··~ -~- .. ':,

Meetings: The Steering Collll!littee shall meet mnnthly with the .. .· exception-of'.July and August; ··Si\eciai meetings reay'lie ·caiied"by i11e Chairi:erson ·,0r:'the'' Pastor., -- · · ·,.i'·

~ ·. - ; :r·

.! . .-::-.

• ._]. .. -··· ~ _~.·,·:···,· ... _

.. -,,:,~ ... _._ ' .. ·1· ...... _

~,:

. _. .. .. ; .

35

JOARD OF TRUSTEES

Purpose: The Board· ot Trustees works as an agent of the Charg,;.: · Con:ference· and .. as a comnittee of the Administrative lloa,:,d. ·As. a·: conunittee of the Administrative lloard, the trustees. have ·the general responsibility for the care, maintenance, smooth operation,: inte]J.igent, and dedicated u_s_e and general oversight of .all the property of the . . ,.:.: church, both real and.. personal. The trustees are concerned ,with.the .·: physical as well as the legal entity of the organization· and tpe .. · building and personal property of,the institution.

1"eetings: The Board of Trustees shall n:eet bi-mo::,thly.·:. Special':,; .. i<.L· meetings may be ordered by the chairperson or· the pastor, · The ,· Trustees shall meet in June of each year, immediately after the Anoll'l,l Conference for the purpose of election of officers and re,- ·· orgtititzatiou: n· , ......

Quorum:- A quorum shall Ce five rr.em"pers voting and in attendance-.·.·:;. __ . .. .t:_

Membership: Th~ Trustees ·shall ce ~lected at the Anr.iual. Charge' , ... Conference, The. memc<cership·:~hall ce nine. {9) t,:.ustees; of:'whictr· ·,· .. , t:hree (3) shail.be elected annually;· .The .. term of trustee is for three (3) years and the Trustees. shall be divided into ·,class·es· ..... · .. ·• designated by years serving. Any trustee elected to replace a current trustee who resigns, le.aves .the church, is incapacitated. ·. and cannot serve) etc. shall serve the unexpired term:of' the trustees ,. he is ·replacing. . It is customary. that no trt1<>tee shall se:rve more than ·two' (2) consect1tiv_e terms. · lie may· serve again, however,: if he has been °off. the·boai'd_for one {1) year or more. At least two-thirds of the truntees; including the chairperson, must be members of the United Methodist Church.

- :; .-,;:_\." -- .. ·.. . .·, I ,, .

Resjaon~l-billtl.es: · The basic responsibilitil"s. of ,the Bos1r4,,of,,Trustees are sr:elled out in the Discipline of' the United· Methodist Church and should be follo~ed. •· .. J . :.

_.;r' 3 - i· ·. · B~ILDING ATu1) 91'.ovrws '/ori;MITr~, '. Purpose: The Building and Grouo.ds Gornm.:l;t:tee is. a, sub-committee; appointed by, 'arid amenable to the Boajd".·of Trustees. .The . committee is charged with''fhe responsibility of: 6vers~eing the maintenance, repair,· upkeep ~-~ci·tiverai1· appearance of the. chur.ch. property._ The·

· :, col3'.tiittee shall'make··recomrcendations ·tci the trustees as to work necessary for the upkeep of the property, suggestions for ways to improve the methods of ,upkeep, etc. The conunittee is authorized to spend no more than $100.09 for any repair or item at any one time. The oomrnittee shall work with and through the administrator toree that the building and grounds are maintained in the cest possible conditions at all times.

Meetirrgs: The Building and Grounds Corrnnittee shall meet monthly to ascertain all items of repair and upkeep. Special meetings may be called by the chairperson, pastor or administrator.

Quorum: A majority of those present and voting shall constitute a quorum at any meeting.

36

Membership: The n:embers of the commi rt t ee sball 1be appointed by the tru.;tees .. Jor .. a 9.ne,_(l) year term. One n:ember shall 'tea rnember of the Board. of· T!µst~es a.nd··sball ' act .as liason . befa,1~e11. th~ cc;,?Imittee and the .. trus :tee s. · The committ ee · shall el e ct from its . members a . _.. . chairt;rs,;n/ vie~ chairperson · and :secreta.ty...-. . . . . . ;'. . ·::.~-:

... .. ,.' ' -' . . . ~: " ' ,.: . ' .. : . . . ' ;-... ~ .:. :.:· ... ..... ' t •. ; . •

.: . . S'l'EWARDSHIP · AND FINANCE : CO.MMI'ITEE . ~ ' . .

:' .. .. :· ·

Purpose: Th~ purpose ··r;f tlie . Stewa.r : .. ~hip : ~n.d finance .. Ccnnmi ttee is to ··: ·.:,:. :: assure that adequate fin-ancial ' r·esources a:re availabie to en.able the? ·=:t:?: · church to .fulfill its. ntif?sion in the world , in the name and .. for' the·,::.i·:. ·:·· .. sake of Jesus. Chr i st:_t ·and to· help administer . . those reso.urces carefully . . on behalf' of ... the . c_oiigregatfon ; ' It :is· the· f'~ .ther. pur_po$e of the:· ... :: ... Z.::.: . ..-:L . committe~ .. to keep tbf ·¢6ngregation , inf or.med /of. pr.oi:er stewardship ot: t:J'::-:~.: the church's resources. 'and · to iead the way -:i;n, ,prom9ting t:rue c:µ:dst 'i~n -'.'·.:T stewardship within the church and the chur .11!1 families. · · ·::,::.:-

. • ' ·· ~ ;) .': · .. >j ;i ·. ,": ... . . .. .

tJ.eetings : The steifardsni.P -and::Finance . Gomntit~ee shall. mee:t. ~ontbly, with the exception of July and August. Speci~l ztee·t'ings inay''be cailE!a.·:~;·· by the ch?,°i;r_J:;er,'.?Oh-·;ar the ::pa;s·to.r-.·' .. :,.. .. :.,~., ..

• <.· . ·,·.r;· :::· : :• .: •: ... . :• .... • • . ·=~ ·.. • ! .; ~ '' ', j :•, 'H :' . .. ; . . :· . • ·. · .. ,. .., . . ··.· . .o:'!;~ :: ... ... . ·:·· . . ~: ·-· .>~:::;;~~~;;~-~·-~

Quorum: : A majqri t'y c;:if_ the . ·::meci_bers present ·.and yo,ting shall . c:qnst..ttiite· ·;--· a quorum . .. ,:;;.;·,: . ..... '.:_ :·:,.· .. :':··,·.,:.:. '·.: .' .: .. '.. .· -·):: .. :·:.·" ,·.·.; ·.-·· :.-.. : .. :· ;-;' ,.a·· .. ·.:_.=:.:

• · :. :, : '~ ·) .: ~ · ''.".. a, ~

Memb.er,s.,h_ip: .. i''~:e: mem!:>~rs s'ball' 1:ie :eiected '.:·e.:t ~~~ ~ .iuinual Charge . . · · .. : ,;,; Conference for:·~ peribd or··-oiie -year~> The ch~~:r::i;:,erson shall also be . .: .;::: electe(i by the Anriu'._a:I··char .ge ··conf'e.r'ence. · '1,be.· committee ·· shall elect .:s a s~.cre:tar:v from :){3 i1o1fr'"rcemb'er-shi~, to ser:v:~ ror a fe!'iod of one year •. .

. ·: .. . . . :. . t. ... . .. . : .. t • t · · .:~: '; , • • ·:. : t' . . . . ·~-

:Responsibilitiesi '. ..: .. :.=-

·:-,,1~:.:·.'.ro. l,'e~~~'{e alJ. . _requests f'or funds which are to be. iDcluA~d:,:,.::· ':J.: :·ir;i 'the ~.~t.uiua1:·°J:;udget·~· and ·from-:t.beot :to.:compile the proposed .

. . ···bud'get';· ··Efo:~11 '~eqil~~s will come. from ·: all .gr-01.i°ps .:wi'tbin-~t~e-·-~.2:: chlU'ch needing funds to under gird the .tt .:grapi: ~soa ;!"9.~o~if·/: to fulfill the .. 8~~+.~ . set by the Administrative Board. , " ;-'---.,,_

. :,· ·.:.·.:·.,, .;.,; .• . . : ,: . ··/. T".: ':· . :::: :.. .

2 . :1'9~:pr_e~i?nt to the. Administrative Board the proposed budget, ~---·.':.,.:. ~s·,~:~·oitp~led .f:i;-om:the··:soi.i:rces listed above? ;J q~-r.ev.1,~l-1 ~~ .a~ . .. · .. · J4e: bfisis .for the 'Jbolial Stewardship Campatgn. i, :· ~. ,:. : ·ji:·i-~·~-~~ · . .. · · :.. . · : :·: ·t:: .·r ·. · .. · : ·. ; · . . ...... _ ... : . . · ....... . i.:. .~t:~; :-, . . .. . -..... . ... . ·-·· ' .· ... ·····:.,·;.. ·.

•,"· .. :: ·.-, ,,,3 : .. ro develop and imp l ~ment procedur.e ,u.:, .. ~1.,u::h ,as· the 0

Annua.i ':'·-~· .. :. . . . . .. .-: '.. Ste .wa'rdshi p Campaign; '.. to ·. as sure · !:tbat· ._s µffi ci~pt .funds 'id)J. b'e ·:

··:: ~-··· ava.i,Iable to support .'the .ministri .E!.$ :t:eP.F;eseo,ted · b;{\~e -'6~4g~t / 0 ..... : ·~ t', . . ·., • .• 4'; :: ·.:t • . :.,"': ' .

0

:' · . ... , • • : . • • ·· ·.#. ' ~.\~:- -~·: .•·

:::::; 4_.~_;)?6 recommqnd ·.to the Ad~itii ·st:r.ati ve Boa:i:-cl, fqll9~ini ~he ~tili.i:ia~ . ~~·.":;_~ · s:tewardship Campaign; .:a budget f .or t~e . Op!Iling year; .aµc[.'to. _-.

re-commend throughoµt• the :i-year such adj~~tments i.Q.:the. J>uqget·!~s . • l)JB.Y be . required by the changing financial si tuation ···o:f·· the church. · .... · .. .. . . · . : .. ·.

,.' . . . .' ~:·:· . . i;" .;._t .. :: .. . . J ·.:•:,·.

' , -.1·

·~ -. • ' 4,.• ·,

···!· . ··: :: . ·.

.. ~·- .. ·- ·-···-· · j · .. . :':;.i.''"J ... :;::.

5. To administer the financial resources of the congregation in accord ;;ith: .the po1icies adopted by the· Administ,;ative 11oi!rd. Such po.LiciE:s·· shall· be part -of- tte · .permanent records::.Of the Administrative ~oard.

. ';~ .

37

-.6. To make· provis.'..ons for the annual audit of records of:13,ll financial_ officers of all organizations of the local: church, and provid<a!· 't'eport of the audit to tµe. Charge Conference·.:.

7. •ro provide and on going,' year long, stewardship emphasis to _the congr_egation on. the philosophy of "God's Share-" commiti;nent, and to encourage true Christian stewardship within .the:,congregation.

PASTOR -PARISH RELATIOIJS COMMI'I'I'EE - ;-.;

Purpose: The primary purpose· of· the Pastor-Parish Relations Committee is to.aid the pastor in making an effective ministry by teing available for counsel, keeping the pastor.advised concerning conditions within the congregation as they affect relations between the pastor and people, and continually interpreting-to the people the nature and function of the pastoral. office,.:

Meetings: The committee shall meet at least quarterly-during the year. It shall. rr:eet ·at, tµe request of the bishop, ·the district. surerintendent, the-pastor; or the chairperson of the committee.· The committee -shall meet only with the knowledge of the pastor and/or the "district superin-tendent. It may meet with the district surerintendent without the pastor being present; however, when the pastor is not present, the. i;astor shall be informed_prior to such meeting and imnediatelythereafter be brought:intd consultation either by the committee or by the.district superintendent. No secret meetings of the·comrnittee are allowable.

Memtership: The-,comrnittee·is rr.ade Up of nine (9) members, -all ._-elected at -the Annual.' Charge Conference; Three (3) memters' shall be elected annually for a three (3) year·term. The·committee shall be divided into classes designated by years serving. Any me!!lber elected to replace a current member who resigns, leaves the church, is incapaci-tated and cannot serve, etc. shall serve the unexpired term of the member .he replace-s, The chairrerson shall be ele-cted by.the-ArinuaLCharge Conferen~e._,,,-., ·:·.· ,-:- ,·,.,-·"

Responsil:tili ties: .-.:!-r_ '.-... .i .--. "

1. The primary responsibility of the committ~e is to aid the pastor in making an effective ministry by being avai'lable·_

,:c,_f'or .counsel.

2 .- · f.l'he· responsibility of keeping the pastor advised conce'rn/og_ conditions within the congregation as they affeC"t relations

. :betweei:r -.the :pastor 'end the people,

3. · ,The responsibility of continually interpreting to the people ·~ the:,.nature and f:mction of the ·r-a·storal office.

4. :'lesponsibility to be at all times ·senoitive··to·:'the· relation-ship cetween the paotor and the people, and should it becoµ:e

'.evident to the coir,r.iittee that the H,st i'.nterests· of th~ c-hurch •', ., and.· pastor 'will be 'set\'ed 'by a: change' in ·iastoria',· Jt'shall

confer 'i-lith the ·pastor· and· furnish this itifor.rtiation·; ·

-5. The corr,'lli ttee ·sh,., .. ll coor-erace. with the· pastor,• the:: dfdtri·ct .< .t:: supei-intiendeht, u.nd th6 bishoj:, i:n- securing rastoral leadership,·

- .. and its relnt.ions<h"p to th?'· ·ct\str:Lc:t su):er·intenden't and the bishop ,,,all b2 :c.dxico:'.'y only.

·•'·• .:. 6. The pastor nr,_ci c0m•01i·i;t,,.~ ~h?ll coc'fer to provide for the

ti1res of t.be yea:'.' ,,,,..,,:, ·c'0 2 P"'" to-r is td be out of the P4pi_t_ ":' ;_~ ·: and· away f'roJ1 tht::: In;.rlf:~1 rcc,po11c~ibtlities. · · ' ... -:. ·

. ':.::.• .. '.. ·-·,r·.'.;·

7. · Develop retorr..rer.i.ationo·.·f01··.t11ec'fl.nnncial support: of 'tiiii · · ·, pastor,,nnd oth2r. empJ.oyed personnel of' the :congregation:·' This::·:.

includes ,,ot only cc.sic s2J.ary figure, but :.:· r l ·~de·s :·provf sloris_. .. , for vacation tiL=, holidays, sick leave, continuing education,

• ·:o:-: housing,. heal th insurance,., pensions :and social 'seclll"lty} :.aria:::'''.·'._', . . . . . . .. ·., .. ~ · ,.-· .. :·.e:cattendance · at professional· conferences and ·other ·meetings· re-··· -,lated·.to·:·their 1-:ork, :.. · ·:· ·. · , .. ..-: · · · •' ,:,._· :,:;

.... ,..;_;:·

8. After :consultation withcthe·:pastor, ih:l:s committee shall ., :, : j ·recomn:end. ,to th? ··Administrcitive 'Boatd··-r:ersmmel · for other ·' !. · professtona1·mid 'lay staff<positi6ns created.by: the board i

··but,not subject,.to.:episcopal a:ppointrrent; ':: · · ·' · ·

9. :·;.::'!··· . ., -,~::.:.:· ~;-·_r::'.·:l·. .::-: .···-,, ,·

Be responsible for the Lay Personnel Committee which is appoint,:d by the,Administrative Bo=d 'but· .. Ts respon.sil:ile . t_o the· Pastor~Parish Relations ,Committee.' ·,, · :;-,

LAY PKlSOrITJZI: COMI,U'CTEE ·. :· · :. ~J. • ·: ' :}

. ,·~ '! ·. t

J" ·_. • • . • • . '1 .... • ;'· .. ~: ••

Purpose: .,·The. Lay Persdnnel 'Committee •is ap'pointed ·by the ".Adiniriisfiiatfv;{' J;pgr!i· to .care for matters· relating to a1i:·e1nplojed-·lay pe":fsonnei.·:·, Tliis··,:·: committee shall be resp0nsib.lc to the Pastor-Parish Committee, ·and''>ih;'re '·' necessary anci approprie::-;e t.?1e Pantor~-Pe..Tj_sh CoI:'mittee shall r~pp_rt. to the Administrative Bo2ro.. · ,· ... :·, ::·_•:.,.•_:_'::.!.'

11,eetings: · The.re .sh"'.ll b.2. 2.t, lc,?.st t.uo ·.(.2:) iieet;_ngs per year. fi°pecial ., ,meetings.. m-;iy :be -~~2:led• ,by the,· ccl:iairr::erson or the'· pas~or.

l{em\::ership: The !]1em'cersb.ip 8):,::,,11 :::, appointed by the Administrative Boe.rd a_s.;_:follows :,,c·,·:·.•.· ·,.-.,:: ,. , '· ': :: · • ··

1, .. : <::h1;1Jrper.son:. shell.:' be.';a ·rep:_--es,;,,1:':3tive·· froJii"the ,pastor~Parish Committee~ .·-·r :-i.~i-'.i .: _;. ·-·~ 7::-·:, !::, .. !;·_ :i'.-:J:.

2. A representative from the Board of Trustees

39

3. A representative: fromths, Finance Corr.mittee

.4 •. A :representative from· the Administrative Board

·_5. · A 'ri:<cember a large to·.be selected by the Administrative ·Board

6. ·. Th<a church administrator shall .be a member ex-officio.

The rrembei's shall ce· appointed for a period of one (1) year • .. ----: .::: .-.

Respons.ibili t;Les: · . 1. The development of job descriptions for all lay personnel.

··:X .:·-. ·-- ·--· .... 2· •. 'The set.ting of wages, worldng conditions,. fringe benefits,

vacations, .sick· 1e3,ves,, insur_ances·, et_c .. for a1L lay.::.: , i:ersonnel. ., .

3. Ee available to counse-1 ,lith any .lay _empl_oyee Qll:.·Job_-problems and woik re1fl.ted items. · , ·

4. To create an outlet for .a. more .. ef'.fective and satisfying relationship with the employed 1.ay staff •

. NOMiffATIONS COMMITTEE

Purpose:: The pu,pqse. of the. Nominat:j.ons- Corr,mittee ,sh_a11· be to guide theAdministr:ative Board on-i:ersonnel matters (other:tban emplpyed staff) so a~ to· coordinate. ,th~ leader-sh:!,-p and. service·needi, with·: J;ersonnel <Jf -\;lie, COngregationT Working- in·; relationship to the·,council on Ministries ,and the. committees of the- Adm:l.nistrattve Board ·-in both

· :l. ts· r1ominatioiis and personnel guidance.

Meetings:: .The. commi t;.tee shall n:eet as required during the yei!,1;'--to provide the proi:er i:ersonnel needed ~with:l.n the church :for .,the ·_ · functioning of all committees. The meetings shall be called by the pastor.

Membership:· . The comrni ttee .shall be composed _of nine· (9) msl)lbe,rs. plus the raster ~- ~haii-miin. All n;ember_s shall- serve for a term of three (3) years. and shall be elected· at the Annaal Charge· Conference·. The committee 'shall be. divided' in.to classes designated by.years serving. Any member ·~l~~ted to ,;,eplace a cu:·rent me~ber who resi'gns, .leaves· the church, is incapacitated ·and ca2not serve, etc. shall serve the unexpired term _of the rr.ember he rep).':lces, All nominations: sha),) .. come from tlle · floor at the Annu2.l Cl13.r13e Conference. The .committee' shall eiect a se~ret~ry from among its r.1ot1bers.

,· ··'., :] .. :,•_

... -,· ;_'. .

:; REC9}1DS AND HISTORY. CO(cIHTTEE

Purpcse: . The. Records .and History Committee shall be,. responsible . f'or preparihg' ancl m~intaining a history of the loC8l church from the Fme. of. organization; sha;n J?r.ovide · for preservingcithe. same in· pe1·mane'irt form; shall bring the history up to date at the close of each year;. end shall provide.,for .the preservation ·of ali' recor<'.i's,.and historicel' materials rio. l~nger in current use .

• . . ·., ... --.::: ... ~.:- !:_;~_.:·~

Meetings: There ~holl b<c at,lealclt :One (l)n:eeting·per year! .. Special me~tings may be called by the chairperson or the pastor .

. _:.-,,

·1-iembe'r.shi1J'i The committee shall be, compose(( of no 'less ,than seven'( 7) me,~bers eledt~d at the A'nnual Charge .Coni'erence for a period of one year. The chairperson shall also be elected at the Annual .Charge (::onference .. , · _:,· .. :· .. ,. '. .. '',· ·.

Responsibilities: The responsibilities were spelled out in Pµ_:t:P:?3~~: .. ~~9-VE'.,~.:,· -,./ .. ,S-·· :.:·.,.:·

AUDIT co:1::HT'fEE

Purpose: The corBnittee .shi0i'n rr.ake provision for an annual aucli t of the recorcls of the. financial.officers. of the local churchcs.n,E'.

' Eiha:\,l repo~·r to th,/ Charg';' .Conf;;p;:ence. The· audit 'sh6iilcl. riotirially' be,')nside"within a·.mohth after. the .. close;of .. thfc fiscal· year, or··'a,F· soon' ii s ''a 11 fina ncia], recorcls Jbookee;ping ·a ccqunts, ·:ca nee 1led' .·::·

;''.ctiecJ,;s/in".Oic~~-' ,and .voucher~) can be.::asserr.bled. ,An audit 'H;:.'' ;: 'advisable.at ,i;';yt:foie''durin[l the·year when·thenc·:is a- change='ihf',::.: the office of the treasurer or financial secretary. er the treasurers of a rr.ajor, orgq,n/ :"ltion .re.lated .to. the church{' : · :cL ...... :;:_- ··: ':_ .-,~ ' -:: -;· . ) . - . : . . . ·- . :_.· . - . . - .. . --. . - . ":::'".::"

- ·- . .,. . ..

Membersh'ip·: .. The comriiittei shall .b_e e).ect~d, at the Annual: Cha'r);es:c', ·C·onference and· 'se·.;v,( for ~ period of one year.

. ,·.:·,··.:c\r s;.:(;: "·Purpose: ·:The i,e.ho:~i~ls and Sped.al Gifts Ccn:mittee shall be·

resPonsibie' 1':fbr.-:6ie1:~."e.e·f ~g the. funds. ·:rece_i-~ed·.: as memorials :r.:'·' · ·and ··special .gj:fts' ·~.hrou,(1ou'o the .. year. · They shell be respons:l:blEio. ·

r·Or'-·detcrf!1·i·ni'Ug apnrop_~::.i~te us~ .o/: F,:a:i.d ft1nd~:; only- af'er. Con:.;,i·· -i~·i.::· SUl t8 ti0"1J i-Ji th. the~ doTiors. - .. -· : ·~,~,_ '~ :.-:.:··:: ..

MEMORJ:J\J,S A'{D,.SPECT.AL GIFT;:; .CO:-c'HTTEE

: .• : :£ :. ,.; . '.. '

r11e~tinf2;S;;:: "Th~re.:fh-3il ·1J6 -~t · .. ~ ?:-">.~~ ··go~r.-(.4.) ··-meetings·· e·at!h-··yea~:J···.-,., .. : Special meetingR s:1011 be c1:C:.C,d :,y the chairperson or the pastor.

l·'.embership: The ccmmJ.ttee shall be elected by the Annual Charge Conference for a period of one year. The chairperson shall also te elected at the Annual Charge Conference. The members of the committee shall elect a secret2ry fro~ their members.

Responsibilities:

1. To administer funds received as memorials and special gifts.

4o

2. To consult ,dth donors of .given funds as to their wishes for gifts or special u:ses·:

3. Have available·possible ;;oJectsi'or gifts that potential donors might select for their gifts.

41

4. Maintain an up to date record of all,. memorials and special gifts .. in the p~oper books of rernethbr~nces :'. Prepare an up to date listing of all gifts and funds rec~ived be:t~een

: ~_.,·'the yearly Anniversar:r Sundays for publ~cati:cin and dedic-ation at the Annual Service.

: ~' ·. ;•

COUNTING RC')!!, STEWARDS

Purp9Se: The purpose of this committee is to provide teams IDf Counters ftir each Sunday. 'They ,a'r:e .re·sponsibl·e for the receipts of that Sunday and the proper counting, verification of accounts and amounts, recording on a formal Tally Shee.t;'- preparing the bank deposit and making siad deposit in the night depository.

Membership: The committee shall be elected at the Annual Charge Conference for a. p~ricid of' one Ci) 'ya1r. ,· The chairperson shall also be e.le cted at the Annual Charge Conference.

,· '. . " : . ' .. ·'

Resi:,onsibilities: The responsibilities are listed on page .. 27 under Joo- :Description for· Sunday c·ciu.nt'ers ,,. ··· ··' ''

PARSONAGE CWMITTEE

.• Putpose: The 'Parsoriage Committee is a sub-coilinil.ttee a'ppointed by the A'.;1rnini~trative. Beard apd amenable to th.e ~.dmini_s:trative Board. The·· committee is charged with the responsibility of overseeing the general condit:'..on of the Parsonage and. grounds .. It.J.s.,also a function: of the·. ct>mmittee .to' meet .. with :the. Parsona·gi{ family and determine any problems that may exist 1'ith tlie build\9g; and/or general living conditi6ns.

Meetiniss: •· The committee 'shall meet· at least. every six- months with the Parsonage family to ascertain. if all matters are.in order. Special meetings· m,iy be called by the chairperson. or the ~as tor.

Membership: The committee shall be appointed 'by.the Administrative Board each year, and be subject to rey:i,ew y"'.arly.

Responsibilities:. Listed und,er the l'urpose above, .

. ' .

··: .-,:

CHAPTER· 5:

(}ENER,\L CHURCH,. PQLICIES · .,, .

S~veral ,pol.icies and procedures in the local church are

.. by ~e,cessity ·Of a genera:Lpature ... The.se us.ual·ly pertain to the

total membership and ministry of the church. They are grouped ',. -.

together for efficiency and easy reference, and the pertain ; : -. ,-. ·-

... ----·-to use of buildings.,: pu)llic:ity,·. memorials and special ·gifts~· .•

.. wedding.s,· and f.i.nan;:,e,;,.:

·c.: FINANCJAL ·.F1LICIE!3 /;ND .PROCEDURES .:::,.:..

The Finance Committee shall have the responsibility of ·· .. 1...,:. ...... , ··-,.

~-' •••• J •••

administering the Financial_,.Po.licies,:irnd ·Procedures ils · out-; . ,.

lined below:

t;· Tbe .Chyr,'rl;t treasurer,: shall.; lle the. custodian'.of al:L:.f..hutch

· , .. '0 ·, ·. :.'f&na.i't,hat.· ~0me,~nd~~ \ti; b;;dget contr~l ~~,;~~··Finance .·',, .; , .• ":. :_.. ... • -., ·: -· .,. '·- -, -· . . • . - . --:· • . • r

. '·: C .. ·Commifl;e~_'.'_· :· He ,·sha 11 meet. ~egularly y;ith .the· finance· ;, .. - . , ..... ·' .. . . . . ... . . . ..

Ccirr.nii.ttee and. slia111' be responsible ,.f_or. the· preparat.ion ·- -- . .. .

· .. of. the .. m.9nthly .fingncial sta:tement:,to .the cglI!!ll:j:t;tee,.·:·\' - .. , -. -.. , :·,-··. : . - . ,.... -· -· . ___ .;.. -··· -

•. First Urrl ted /',ethodist t;hurch .shall require c;,n].cy one:.: .\ .· , . -_ - .. ·. r-· .- -

signature ( Tteasllrer).

3. Handling of Money - The Sunday Counting Tcarii~'\~·h·a°ff'l:ie'·

responsible for counting, recording and verifying all

receipts from the offering. The deposit will be made

immediately in the night depository. All inoney received

during the week shall be in the care of the Administrator

and proper deposits shall be made by him and records

kept and given to the Financial Secretary.

42

'". : .!:: ~-

4. Purchases - All purchases of supplies, equipment, and

services shall be made only on a duly authorized purchase

order frcm and shall be made by or through the Administrator.

It shall be the Administrator's responsibility to ascertain

whether . .there are. i;ufficisnt funds available 'for the ..

purchase, or whether a' special appropriation shall be made.

5. All monies collected through .. other groups within the church

that 'fiave the:i.'r. owr:i' treasurer 'shall be reported to the

Administrator on proper reporting forms so that these

can be incorporated into a unified reporting system of

total chu~ch activity.

6. All special o~ferings that are asked and approved by the . ,. .:.

United Metho'2::~··, Church shall be properly recorded. Some

askings are not considered a part of the budget and no

amount is suF,gested as a goal. There is usually a special

envelope .offered. to be used. No other offering will be ·._·_:·:

taken by the .. church or a,;y org:rnizntion unless nuthorized

. . ' by iche 'chCirch ..

7. The signature of the Church Treasurer sh:iJ.l be sufficient ··. ·:

evidence of authority to transfer, convey, or deposit.

fun~l;~in the namee · of the church.

8. There shall be an annual :iud:i.t of sll booJ,-.s and :,ccounts

bf the church.

9. Use of F~cilities monie.o received shall be divided a::. follows:

Curren~ expense 7~; Benevolence 10"/,; Building Fund Capital

Improvement· 2C'p. Thi,; i"ormula is subject to revision by the

Adninistrati ve Board as required. :,;: .i.

.. _, j

44

POLICIES AND REGULATIONS GOVERNING USE OF CHURCH PROPERTIES

WEEKLY NEWSLETTER ·

.i.' .:.cThe church publication, ,,:.,ich is the Weekly Newsletter, is

-,a. means of ·communications· from ·the. Pastor to -the congregation, and

is to used as· much as :pcssible·f.or news about the activities to

, < tak.e _place within_ O!!r congregation·. To aid the ·understanding,

.these policies _will b_e _ followed;

.. 1. Mater_ials s_ubmittfd· for_ publication in the: newsletter,

must be submittecd-_in written fo;rm well: in· advance of the

desire,d .publication date_i·.,_Sinc.e- there. -is a ,very tight

schedule required from the_ ~:!,me of· preparation and delivery

to the.post .Offtce,, it_ i~: necessary that __ all mat<ei:ials be

_submitted no -later than Friday noon· for the fol1:cvir.g weekly

.~ _,

2. -· 1",ate_ri?1s· submitted must ·.be. fn the ·nature ·or announcements

of· future ·activities, not reports ·of ·,,-ctivities past.

_-:,,·:{·.Ji.' -Every~onslilera.tion will"be giv·en .. each'area"of':the church

life, but the editor must reserve the ':right :to<make decisions

,_, as to. priority and· ·contenf,

USE 01" CHURCH OFFICE. FACILITIES AND. SERVICE .

The church office arid staff -is 'avallable to heip and assist

-,any <eJrga n;i.zation within the church "in the matter or pr''inting notices,

minutes, tickets, booklets, etc. However, dUe ·,to the ·:other work-

loatis in ,_the effic:e.• .it is necessary to ·make the-' following policies:

- ·,:_l ,-.-, Mats,r.ial,s 'submitted for reproduction muBt -be ·,typewritten

·,.:and mqst-. __ be in da'rk type:, c:ft faint type ,;iU":not reproduce

45 ..

with .the electronic stencil and it then bcccmes necessary :• 1,.

for the church secretary to retype the entire piece. This

. adds considerably. to ·the work and time involved . . '

2. Mate.rials su1:-mitted.must be submitted well in aduance of

3.

the desired completion date. Every cons:j,deration will be .. I:·

given to completing the work within the desired tim_e fr_ame,

_but, the cooperation of the· submitting_ parties is necessary.

_S_ince Mondays ·and· Tuesdays are required for the weekly

cewsletter, no material can ·be accepted for production

before Wednesday.·. This will allow reasonable time for

completion by the end of the week. T'h.Li time schedule

does not apply to a large project, such as annual reports

or bool<:lE'ts;· ·all''.of :which require longer time.

Decis.ion as ·to scheduling and.'.priority of work shal],,-be .· . ·.' ,__ .

at .the .discretion of· the church secretary and the admin-. J • • -

istrator-.

GENERAL POLICIES

· ·1. Any consideration of special uses of the property of. this

· church •will be guided_ by ~he fact :that ... it has. been dea-icat.ed ..

·ta ·worship, teaching the Bible, evangelism, character'·

building, and related activities.

2. · Regularly scheduled meetings and. services shall '.bave prior

c{;'iin-to spce, facilities, and equipm_ent ordinariLy'used

by them.

ADMINISTRATIVE

1. Before scheduling an activity requiring a meetins room or

other space assignment, a request for such space shall be

made to the church office, so that all assignments may be

46

coordinated and recorded on the church calendar of events. It

is p"Tt is particulnrly import.ant that the· scheduling of "Wedding

2. Organizations,. groups, or individu';ls not ,{.part of this° church

sheil "ch"atinel their r~qi.iests for ·s'pace; irJ "writirig, t"cr the

3; """Ir' the e;eneral policy as approireil by'the Church ·is· ,)ddged

·inadequate to cove1: a ipecific case', ·a ~ommittee. composed of the

·pastor,· Administr~to:r; Chairperson' of \ii~· Administrative Board,

and the Chairp~rson of the Board' of ·T,:.ustee~, shall determine

the appropriate action require&-.'''

1. The policy 6f our'·church sha'lt.'bf't6 uJ~ .the total church facilities

to the'best advatit'1ge·c;r the ch6r6h in carrying bui the p~rpose

··incl the spirit cif the· church i Ail long as pc,licieii'a:rJ kept we

shall endeavor to bring as many people as possible 0iriside the

church buildings J.n order t.o .. some ),ay. influence them towards ., .. :.,_ ~: ,r, Christ.

··-1- ,. .i.'-',· ... ·

2. The use of decoratiqns~ the changln(;; _of furniture, attachment .-, :.'-' ·.:' _;- . . . \ •. -... -·· ·, . .

of meteri.als to uc,lls, and .it.c·s .of 1J .similar nature shall be •. :;· :·_ '.' '··. . . . . . ' •; ... '( ..... .I

done only with th,? advice EJnd ;:;onseqt of a coc:mii;te~ .. cpmposed of .- . . . -. ·- ; ... -.-~ :

the Pastqr, Admil)istrator, C'.1~I1°perso,i of .the Administrative Board, . . ... . !··- . . . . . . .. ,- ..

and Chai~person of .the Bo3rd of .rr~st~es. -;:;". ·.·. j''.,- ·,·:.: ' .. ·:. : ·._ •. :-.- . .'._.·_·.-~ .. ..

3. The Pastor will instruct florists and decorator~,. in church

policies concerning the decorating of the sanctuary.

j . - j '

... '

4. The organ is under the care and supervision of the Director

of Music and may not be used without his consent. A policy

is provided specifically for this.

5. No temporary structure will be· built anywhere on the pren;ises

without the consent and supervisicn of the ccr;;u;i ttee mentioned

47

in item 2. This refers to ~uch structures as platforms; structures

or devises that attach to the floor, wall, or ceiling; or those

that may damage coverings.

6. Use of any portion of the property shall conform to town fire

and safety ordinances.

7. The custodian·and personnel of the church shall.move all equip-

ment and furniture when it is necessary and shall see that it

is in the proper place for regular meetings.

S. Use of the kitchen and it's equipment may not be made except

with prior arrangement with the Administrator

9. No flash pictures shall be taken during any regular scheduled

church service in the sanctuary or chapel, except by prior

arrangement with the Pastor.

EQUIPUENT

1. Projectors, records and other audio-visual equipment of the

church shall be loaned only with the approval of the Admin-

istrator; and cnly then ,.,hen properly checked out through the

church office.

2. Lending of equipment other than visual aids, projectors, records,

etc. is to be done only through the church office. A written

record of loaned equipment must be provided. Normal requests

must be approved by the Administrator, ~hile unusual requests

must be approved by the committee composed of the Pastor,

.:i\atriinistrator., Chatrperson of the Administrative Boe rd, and

4!:J

.,

the ChairJ)erson ·o'f the Soard of Trustee:,'";:,

.. R~~COF{J O? ;.,~,JliIP!,.:2:i\7'1' }~OF?[{Q~.~~D

Items 3o!.~rov;ed.:

~_-_D .. c; ;tr· 1-p-f·iQf{ ___ I'iescl'i.ption._',_· ____ _

r\1umber ____________ --D~·s·cr~ iJ)tio'D._'.-_'. :_• ---------------Date 3·~ri61vect . Dat~ ''Returned ------------- --~---------I agree to take fuil r-espc:i;1:e,fbili ty for 'the 'above:''i terns while they

are a,va;/ :trim the church "pi6perty. 'rn 'the event they ark lost or

ct.amaP:ect ;· r· w.ri1 re'imburse ·tiie ctiur¢H"a s'ur:tici'eii.t airiourit to

replace them. ;:._' ,"..:. -,. 2,

Signed'. -------------------~ ._ -:"!- (Or:ganization) . ; ~'

,,;, . . (Tear Here') ; . . ;_c; :1

···.>·:-·

This is to certify that; .... · .. · ·::: .. . ~'.'' .... -. .~ . . ,. return~t: .. the fo~.l.owing items in ,s_ood condition,

.-,.- ... --~---cle script io:i,_ _______________ _

Number : ,~,~--~---

Sir,;ned ~.....,....,..,..,.., .-----=c-c:~--=-----,--~.--.-)----' ·ch,ii:'ch Repi:'eseri.tat1.ve

GUIDELINES F'OR USE OF BUILDINGS

REQUEST FOR USE OF FACILITIES

( TO BE RETURi':ED TO THE CHURCH CF'FICE)

Group or organi zat i on using the b ui ld ing ~~ ~~~~~~~~~~

Ar ea or sectio n of building to be used ~~~~~~~~~~~~~

Please list below the names of' tv o persons whom we may contact in

case que stio ns arise concerning t ime, ro om arrangement_, equipment

nee ded , etc .

Alt e rn3t e contact person Phone ~~~~~~~~~~ ~~~~~~~

As the person representing t:le above group or organization., I have

r ead the rul es and regu l atio ns concern i ng the use of the church

building and facilities., and I wi ll see that our group is :-'f8 re of

its r esponsibil i t i es and accep t s and fulfills same.

First Unit ed gethodist Church Phone ( if not l is ted above)

Newton, Hew Jersey 383-4450

The above fonn must be signed by the repretentative of the g!'oup or or g,9niz.ation requesting space use . The following pages are t he "rul es and .r egula t io ns" re:ferred to in th e above form.

50 SPECL'\L 1-IE-!O TO GROUPS DESIRING TO USE THE FACILITIBS OF TllE FIRST UNITED METHODIST CHUHCH OF I/E:·iTOri: (TO BE KEPT BY PEHSON IN CHARGE FOR REFERENCE)

TO: ---/1rea of: building to be used -------Date requested_ Time requested ------------ -----~--------! TO Bio ,"ILLED lli 'BY CTruRCR SECR;o;TArY,

r(eys - - PleDSe pick U1) }Jot needed; church ·will be open ____ _,

Pnone He,-; · ·· · to make orrangernents. WTE_3_:_________ --- -----

t,OR USE OF KITCRSi'I -- ?1,,a~e e·:~t. .. J.n.touch _witr.1

..... - -· ---

The Dcccmpa,iyitlg "RULES GbVE?iiDTG M USE0

0F EUILD!rfG AND GROUNDS" represent the :policy of our /1dministrati ve Board. T'ney a.re designed .to provide en uocreratanding and a guide. fo;:;..cth~-use -of---the church facilities; -The following outline will serve es a reference guide for you. ., ,

I. GENERAL POLICY - Basic rules and regulations. Please read these carefully.

A. AUTHORIZATION FOR USE Jl.i'ID CONDITIONS TO USE

!l. Rule_s for all groups and indivi.duals---Our general rules,concerping. what is permitted and' what. :i.s riot pl:!rmitted, responsibility or' persona in charee, key~., .etc.

C. 6tii.t~iHart - responsibilities of groups <:hen custodial 11ork beyond.n9nnal cleaning, etc., is required.

II. FOR SPECIAL-llON--CHURCB ACTIVITIES-·~-Special-i!L."'o·:rmatioh for the general public regarding procedures and restrictions on use of .the. buL]..ding. , :-.u.

···--···· .. --·· ... ·-... - ···---·------..

A. Permis.sion ~ Regular U_se - S:pecial."·ini'onmit;io_n for. groups. seeld;ng,:permission tci Use· the church over an extended. period for regular meetings to be held veeJr.ly 1 _ month:J_y, . etc. .• .. ,J. . ·,, . ,:---·

B. P_eroi_ssion s One_ Time UEe,,, ·.

C. Use of' 1(1tchen - Co_:0s:itions and re.strictiov8 .on .~i;;e of ~:t~.c~e_n.-

D. Chancel end Nave - Restrictions. on use. -· .. -------· .. ------- - ---·-- ----------------·--------

E. Heat - information 04 heat which.is progranun,eq for areas o:f.~ullcl.tng reciuested · for use . . - - _;

. r: .. F. Eq.ui.r:ment..--~ Rules on moving of equipment from one area to enotherr-.

restrictions on movements of pianos.

G. DonationG - Table on ":hat should cover expenses throug,h use by groups outside the congregation. . . . -· . . . .. - ..... - ..

incurred by church

R. Parking - This inform8t1on is especially imp9;tant for la;rge ~-eetings. r -~ .._.. . ~ . . ·. - : _,:: . ; •. ' . ·.; . ; ·. . . . , ~-

I. Lig.lJts ,:. Lo~stion of S~•itches .. l:!ay be_ helpi\t:t if ~'OJ c;ohot find how to turn' oft a· ·certain ·°l'l.ght :· ,.,.,-. ·· · ·' ·

I G~lEP.ilL

RULSS COVZill/Il'lG '.l.'!IB USE OF BUILDING ArID GROUNDS First United l-!ethod:lst Church

111 Ryerson Avenue - P. 0. B-:ix 201 Newton, Iles, Jersey OT86o

A. AU·TilORIZA~1~IO!l Ia'OR 1JSE ltlIT) COl!DITION.'.:: 01? tJSE

51

6/1/75

1. The Atliliini:::;tratJve Board :JS the nc!Elinistrut).-:re bod~t of tl1e church { 'Which body includes all r..ri,2rnb".?1~G of the Board of Trustees) sball ho\re full charge of the buildingJ fac.iliti.~s and grou11ds s11bject to J_i°i.nitations acd require-men·ts of the D:1.scipli.n.e oi' TI1e i,fethodist Church. -

2. Perm:lssie:n fo1· uoe of the cl1urcf1 s!iall not be gi ver1 fo_r purpose, programs and acti ·v1.ti8s contrHry to Chr:i.stian beliefs ond practice.

3. The ruler. of thiG docic:merrt sh&ll c1pply in all situations.

B. RULES FOR ~£i.LL GRCliJ."IS Ai'!D IN"\'IDDIJ!\J::.; 1. Use of the building shall be restricted to that portion of the building

for \lhich permission .·as c_;iven except it shall be underatood that any group in Any part o.f the building shall be free to use the restrooms.

2. Groups using the building shall use the entrance th3t is nearest or mo,r~ convenient to the area they are using, or the entrance designated by the /\dx:iinist:r,ator on certain occasion,, so as to cause as little conflict as possible with other meetings, services, etc., which may be in progress at the some time.

3. At no time shall there be any use of intoxica·t:ine beverages on the church property.

4.

5.

No piano in the church shall be moved by anyone without the approval of the music cor:~'11ittee.

At no time is smoking permitted in the church building.· (Note: This rule is instituted as a matter of" respect for the church as a house of" worship and a matter of convenience which ,:olves many- cleaning problems; In vie"W of the feet that wost meetings are only a few hours long we· feel it is· no ser:tous ) .. nconv-enience to an;)'one.

6. The persoo. or persons in charge o:2 c: sroup - church or· non-church, for ch11rch puryc,ses or r.a:.~.; other p1J.rr;one - shall be responsible t·or the care and use of ~l1e ci1urch.

7. Ti."1e }:itche:1 en-trance sl1Bll not (;,::,-·.1fJ0<l o;.~(Llnar.tl~l ns a11 entrance, and the kitchen shall be kept. locked ~t the di.scretion of the Kitchen COlt!ll-ittee ·when it is not tn ,.1oe.

8. !my group using the building for ,rny purpuseG other than regularly or specially scheduled church activit.5.es shall assume all responsibility for all claims resulting from accident, theft, or any other cauae.

9. At the conclusion of any activity, the room or area involved shall be cleaned and restored to its original condition.

(continued)

I\tl.GB 2

10. No group of children or youth shall use the building at any time without an adult :tender be:i.n.g pres·;-nt ..

11. Ke:ys fo1:· the purt o:f the l;u.ilding requested to be- used sre available on a short-tcrn1 basis i'rom the r.:hurcl1 office. In no c2se st1a~.l a pe~son using o key hov(~ a cluplicat~~ t:t::ide. Persons in charge shall, ,,hen they lock the buildJ.ng, chcc1-.. ~;1ind.o-:.1f; to sec thot they ure clo:;ed nn:.1 chec1: all doors through ,Jhich anyone 1::, :,- l~.f.l\'e en::.ers-d or left to c1t1':e su:r:e tb.ey ere properly· closed .9 ud lo(:::l~ed.

12. 'rhe :rerson :f.n charge o:i.-. a group ot· <:icti .. .;lt~t shall be responsible for ze-ei,::e; that llghtr; .')re tur·:led on. 011d off' end tl~..,..;1.t ::..he building is un-loc};.ed an.d. lor:ked _

C. C'1JS'IQDIAN

1. The custodian is resp.~nstble fo"· generul upkeep and cleaning of the church, and unless extra aer;,ice,"3 e::e req1.ti1·ed, no further rentaneration is required.

2. All (;roups, ho·,:ever, should be responsible for returning rooms to their original set-up :folloving meetings since area r"8y be used again before cleaning.

3. When considerable extra cleaning or work is demanded of the custodian as the result of use by some group, some "remembrance" to the custodian is in order.

t,. Any group desiring extra services by the custodian in setting up, or arranging a room, or in moving equipment should consider a fair amount in return for services perfo!1tled.

PLEASE t,OTE: If you think your group may not notice the "HO Sl.:OiCING" sign.s, you will find that an announcement before the social period requesting th,it members of the group observe the "NO SIWKING" rule will avoid any embarrass-ment. Suggestion: "The church here has a "no-smoking" rule and rzspect-fully requests you ·not to smoke in the building".

52

II FOR SP.C:CiilL f'.0'1·-CHURCH AC'l'I.'ITIES (all those activities un-releted to the church programs regardless of 'Whether or not part1cipauts ore rnenbers of' t}1e congregation.)

A. PE.:1}1ISSIOi1 FO;t R..':'1ULAF. USE

1. Spec:l2l p2rn:.i.ssfon for use o:f the building for other th,m nctivitie:, ,,h:l..:h are a part of the I-'l'Og:czm of" the Firut United l·Jethc.dis"G -Church o-r !le:wton is required on the part of' both church members and others.

2, All pe=its for u:,e )f the building shall be terninated on June 30th of each year. Appl icet!.cn, or req,1nst for rcn2Fal of application may be made DS early c<S lfoy 1st for tbe f'ol_~.:,wing year bcg:!nning July lot.

3. T;1e Administrative :Soa::d sl1all lwve the power to rewke or terminate any and all pennits for use of the church for non-crmrch activities at its discretion.

4. Because of the cxte~~i ve use o:f ·[;he facilities by the congre.,atioo, non-church groups cannot be generally ecoommod3ted :for regular monthly meetings, with the exception of a very f'e,? groups vhich are willing to be shifted around ss is demanded by the uae of the building for church. purposes.

Il. PEEl-lISSION F'OR OlIE-Til-IB USE ---Such permission is required on part of both churcl1 me;nbers & others.

C. USE OF KITCH.EU

1. Tl1e use of th2 l~itcllen shall be penni·tted on the pert o:f any grou.3) :for non-church purposes on!.y under th~ s1...1.pe1-vision of :p,2rsona Cesignated b3.r the Kitchen c,,r..,"ittee. Exc·~ptions ".lltiY be given only in case of light refreshments being serv.ed, ,v!th neitl1a1'" th,2 d:!.sh,.13sher nor coff'eeri:aker bzlng used.

2. Normally no non-church grr.n.1.p sbll be given u"'e o:f the kitchen or Fello-.,-ship Rall for ser.ring me8ls or •:public di~::J'J:i"s" o:,:a "rec:;ptions" on ·t.heir own~ Exception::. n1B;r be mad,:! onl:y for s0~e e:!. vie ar1d reli:;ious g:rou~s if a npecii'ic reque9·~ is approved o:r the Kitchen Ccrn'.llitee and/or Adminis-trative B.:,Brd. When pl'lv:!.lege :1.s 1:,rsnted, nue inroediately above applies.

3. The dir:;h1:anh7.:l"' nnc'i. col:Le';:;n.::!:ero ulialJ. be 01J·~rsted O".:tly by :9ersons auth6r-1.zed by the Kitchen Coro:rd.ttee.

D. CP.Jt.!;8EL AiID 11/~VE - - -The Chanc.:el and :,in-..-~ of the ch1..1rct1 sh-'311 not be Ufh::::d by ncin-churcb groups 01· for non-c:11;.rch purposes.

£.. !!EAT - - -is controlled by sevt,c-day time clocks and L; progre;n.mcd weekly. t·lhen meeting ls ochedulf!d. and cl•.;a::ced on -our calendar, heat l-1111 be automatically turned on end of:f ,it proper timeo for areas to be used.

1. Any group usinc; th., church for non-church purposeG i:ahall not mo•:e tables and cl1airn fro?:\ one room to another vithout specific pennission for S3tne b~int: specifically granted at time. permission .for the t1te bf. the buBi.lli'Ql ts given.

2; No group sh3ll ;r,ov"' such equ1proent wtthout the pe~son in charge oost::1ins f\111 respon3l1)1lity for extrc·roe i;are b.:;ini3 tn1<en to ltJ.c1tt.fe r-1r-1?~01 t11-:," .. ·i'lf' <loll:r-t1,.~,~~':i _r. ·i:(, ·tY1;;i1, .. : t·j::~t-~-...,"11.- ei·

G. roNATIONS TO COVER EXPENSES

As a non-profit, religious organization, we do not make a charge for use of the facilitic,,. However, ve do request a donation to cover the expen-ses involved. Under normal µsag,:;,, the minlr::ium donations listed belo" "111 take care of the church expenses.

IIU!!!ber of persons in group: unto 50

One meeting room _ Fellowship Holl ( onl--~~, ),--- 15

51-100 None x 20

101-150 150 up available

x x 25 30

FelJ.o;rshlp Hall and ~~K~i_t_c_h~e~n~f~o~r-=l~i~g~h~t-"r~e~f~r~e~s~h~m~e~n~t~s~~~~~~~2~0~~~~--'-~25.~~~~~3~0~~'""""345~-Fellowship Hall and meeting room 20 25 30 35

Fellovship I!all and meeting room and Kitchen for light refreshments

Fellowship Hall and Full Kitchen use for Public Dinner, includes use of stoves, dishwasher and other equipment

25

4o

30 35 40

45 50 60

WREN A GROUP USES Tai FACILITIES WITH REFRJ;SEM&NTS OR A MEAL BEING SERVED BY 'iliE CBURCll, AN ALI.011!\NCE .FOR EXPENSES INCURRED IN THE USE OF THE FACILITIES WILL EB INCLUDED DI THE PRICE OR Alt.OUNT Q,UOTED FOR FOOD SERVICE.

R. PARKilTG ---Al.l groups usJ.ng the church must comply with the signs indicating traffic direction and perking. Aisles in the parkln.;; lot should be left free at all tines. At no time shall there be parking in the "Entrance Driveway" or next to the cu:.-b by the side.,,alk around t.he front and side of the church.

I. LIGRTS ---Lie:r,ts one"."ated from switches in various locations: (front entrance of cht.,Tch faces 11~:.-th.)

Vestibule_ - on Sout11 ~vBll n,::ar doors into Iia1-the}( an(t on lTorth wall by entrance doors.

0 1.xtsid::! Front - .in VestibuJ~e, '..lest of entrance d,:,ors. l·iart!le;~ - on !Tort11 gnd f3outri 1-1aJ.ls. liall·vays - at each end. and entrance ( tr.:r t::·ial and error until J'OU get the

right one). !{itchen - ifort11 0n·5. Sout11 ·wP.lls. Fellow;;hi? F.311 - in Jdtchm:-., b;y ctoor on North "all, and in Chapel on West wall. Sta;,;e FloocJ.light, - panel board in hol.l.way beside Fellowship Hall (breaker /,•18) Cl1ap~l - }lest 'rrinll, South side. Nave - In !farthex on South wall next to Nave ( top switches operate up-lights; --bottc-m switches operate do;m-lights). Q£_oncel - on South wall, near arch. Classroocs - all s~itches near entrance doors. Basez::e!lt Hallway - switch at each end. West Outside Flood - panel board on South wall of Chancel (breaker J,f1S). P0rkin,>; Lot Flood - from nanel board in hallway beside Fellowship liall

.· ,-{ hreak"r /t-10) . -

Last lfome - First Name Key Locstion Key flo.

Organization

In the times in which we live today, surely all can realize the need to keep the church building locked when 1t 1a unattended since it represents en investment of more then $400.,000 and since -we must fulfill our duties and responsibilities in ord~r to be free of negligence in the event of the necessity to-file insurance claims. In the best interest of all concerned, we have adopted the following

. policy on keys;

'

55

l. Keis '1ill be issued (a) to those :paid personnel, (b) to heads of organizations., (cJ to others ~ho for som~ reason must · have e key, and (d) to others cutside the coog~gation responsible for groups meeting in the church. Keya 'Will be 1ssu&d through the church o!f ice only. '

2. Those vho ere iesued keys shall not have any dupl1cetes reade nor allw any duplicates to be made ~rem keys in their possession, end shall et ell times be responsible for the use of said keys. · · ·

]. Those having keys io:med theni es a result of some office .illich they hold shall· .. surrend~r their key through the church office ( not to their successor) 'When their term of office ends. The same applies to all. paid personnel,

4. Those having keys shall be responsible for locking the bui ·lding upon leaving vhen they have entered 1t privately or after the close of a meaticg of which they are in charge or for which they have asaumad the responsibility of opening end closing the building.

5. When leaving and locking the building, persons shall check o·ther doors H' there is the possibility that other i,:,:."sons may have left the building from another exit, thus leaving a door unlocked . or not pr.operly closed.

6. Those having keya shall be responsible ~or checking lights vhen leaving the building. Special care should-be taken to see that restroo~ lights are turned oot. ·

I subscribe to the above policies and have received a key {or keys) as indicated at top of this page.

NOTE· KEYS ARE AVAJLABLB AT THE CHURCH OFFICE FOR A SHOHT. TEP1.f PERIOD 'IO Th'OSE WHO A..~ SERVI?iG AS CHAIRPERSONS OF' SUPPEBS, PROGRA.'-!S, SPECIAL Ch1JRCH-WIDE oa ORG.ANIZ.ATIC:T.Cu. ACTIVITIES, ETC., CALLll1G FOR RFZQUENT ACCBSS TO THE BUILDilfO FOR A PERIOD OF A FEW DAYS. SUCH KEYS SHALL BE Im'IURNED FOLLOWING THE SPECIAL EVENT. ------------------·-------------~~-·---------~---------------------~--------------Key returhed to church Date ~~----~~~~--.--.- BY__,_,,...,.._-.-....-~~~~~~~~~~--

To • ~~~~~~~~~~~~~~~~

Firat Uoi1:led Methodist Church, Nelfton, ?Jew Jersey

CHhPTSR 6

GENERAL ACCOUNTING PROCEDURES OF CHURCH

CHURC!l ACCOUNTING

1. If churches are to carry out.their total program effectively, thei;c.ec anomic affairs must, be. managed as completely as those of successful commercial business.

2 •. Because churches. are service-producing rather than profit-making institutions, their accoutin 5 ,procedures will differ·in' some respects from those· of commercial businesses, and t·hese diff-erences can be identified •

. J. Periodic accountint; to membership for their individual gifts · ... on a regular schedule is a service of primary consideration

·and responsibility of church business management.

56

4. Accounting for all church receipts and-expenditures in a business-.like manner is a basic function of church business management.

5. Churches have both the opportunities and responsibilities for setting examples of ethical practices· in business management• in the community. ·

PURPOSES OF CHURCH ACCOUNTING

1. To furnish complete, accurate, orderly and timely financial information to church fiscal agents necessary for the proper

· handling of receipts and expenditures. ·

2. To provide the official body of the church the records and reports needed for planning and budgeting the. resources of the con-gregqt~.?n. . -- . ·

. J. To k~Jp individual members. currently informed on the status of their financial steward$hip commitment.

. : 'l

* From 'ilalker, Arthur L.; Church Accounting Methods, Prentice Hall, Inc., N.J. 1964

BTJDGSTI NG DON' TS *

Don't install a budget system until leaders are willing to accept or comply with full cooperation.

Don't divide responsibility below the level of policy and program determination.

Don't let the budget be a creation of the programs-and-budget committee alone. It is essentially an operational function of department heads. The committee is the coordinator and advisor. Explanation of variances from the budget is the responsibility of department heads,

Don't place budF,et authority in the hands of anyone with partisan influences.

Don't force budgets on departmental heads. Make the budget a joint venture. Wofk out the results together.

Don't present a master budget plan without consulting all parties concerned.

Don't classify all expenditures on the same basis. Consider as "ur,"':ent", "current", or "desirable" projects.

Don't fail to ~ave a definite plan for administration of the budset after it has been established.

Don't overlook the unique opportunity afforded to the programs-and-bud~et committee to act as liason between the various oper-ating and staff departments.

Don't permit anyone on the programs..:and-budget committee to have an indifferent attitude toward budgeting. An entheusiastic attitude is a.requisite of a successful budget.

Don't fail to keep and circulate an up-to-date budget procedure. Refer to it frequently.·

Don't fail to praise individuals who are responsible for good plannins and performance, and don't fail to assist those whose planning is below par.

Don"t depend entirely on a tailor-made budget from a publication. A ~encral outline of a budget may be available, but usually this form will require adaptation to your specific require~· ments.

* From Seminar on Church Administration and Finance, Candler School of Theology, Atlanta, Georgia; 1976

i I \

•

51

PRINCIPLES Ol' INTi:oRNAL CQN'rROL

1. Responsibility, accountability, and authority for the per-formance of each duty must be :fixed. Individuals must be identified,~~

2. 'i'he accounting procedures ai:id operations must be separated, An employee/volunteer should not be in a position in which he has control o:f the records and at the same time control of the operations giving rise to entries in the records.

}. All available proofs elf accuracy should be utilized in order to assure correctness of operations and accounting.

4. No one person should be in complete charge of a business transaction.

5, ;;;mployees/volunteers must be carefully selected and trained.

6. Employees/volunteers should be bonded.

7. ':':mployees/volunteers should be rotated on a job, if possible,

8. Operating instructio:1s for each position sho1,1ld be reduced to .. writing.

9, The protective advantages of a double-entry system o:f account-ing should be stressed.

58

10. Controlling accounts should be used as extensively as possible.

11. Mechanical equipment should be used, where feasible.

GUID:':LIN2S .ArfD RESPONSIBILITIES

The following explains accounting principles and is specif-

ically designed to explain the sys·tem now used at First United

and is intended as a guide and reference .for succeeding treasurers.

It is intended to be readily understood and to use a minimum of

records and yet be complete :fo·c all purposes. This. system o:f

record keeping will enable the treasurer to make a full account-

in,s to the Pastor and the Finance Committee and ultimately to the

Administrative Board. It will help the Pastor prepare the Local I

Chutch Report to the Annual Conference. !

59

INTRODUC'l'I ON

Prc;K:i.' st·2·.vc-,rciship requires that the congregation needs to

· e kept l.nfo1·:r.ed about its financial affairs. If the congregation

u!'lderst,u,d,, h,:;., funds :c.-ce ust~d in carrying out the programs of the

church, interest will be increased in what is being accomplished

C!.r1d SLtl)I)O:t~t ·Nil]. be cr,~:ourage_d fer tl1e prograrn and services the

church offers to peoplo.

1, The conr;r·egaticn receives its information from meaningful

financj_al rcpor·ts. Th2se repotts musti

--Be r->a:~i.ly und01·stood by any member who studies them to s~ek info.rrna.tion;

--,le all inclusive, covering the activities and oper;:::::..,,1:; of th:, church and its organizations;

--Provide a comparison with a budget, a tool to help persons responsible to use resources wisely and efficiently;.

--Be prcpDrNl on a timely basis to allow a change in plans or prompt co;:-rective action when necessarys

--Be o:i--1 ct con.stant ba,sis throug.b~ ft number of accounting perio6.s to parr.ii t historical comp2.risons and recognition 01 ... ti-·erids ~

2. A f;oocl f:i.n2:ncial record system provides the data for mean-

l.·11,~:.f'11 l .,....-... Jo .... + ...... r-1--i.'nclur"s .e.t,1el"~ fea+ures· .- ,...... __ .;.. ~l J • ..,,:). - l, -- .• ~.,:.. ~.. ...;,,._.. ("". "' ...

--!>. cl:c~~ .... ·t of· acc0iJ1~ts sho·,...,i.r.ig tYl1a·t; accounts the church 11~l"l""';

to r·8:,:;c,,rd ctt1d. re;)oY·t :1. ts financi~tl transactions on a 11n5 forr: ba.s.1.s ~ It st101.11d I)ro, .. i 1:Ie .for storing and accum-ula·ci.n-:; financ i.al in:fori'latio.r, in a form which is ready .ior Uile fo~- 2.J.J. reports throt>.c2): the year and for prepar-i.n8; t\·,:, 'i,or. .l r: r:1;rch H,eport to the Annual Con:ference at "(he'end·0f ·t1. 1·ear.

--A vov:':cr :.,y,;·· .:m in wh:ch expenditures under each budiet class.i..ficat.io;, s.r-e a>.t~horized by a person designated by the Ad1oinistr~tive Board.

- .. r,·,ternal. cor.trol, accomplished by dividing responsibility a.mong different persons \vho handle -mone:l and prepare records in such a way that their records must balance against each other and m8.ke thorough auditing possible,

\ 3. R'csponsiblc of:ficors and groups in the functioning of the financial record systems ctre:

\

\

60

--C9unting Committee (Team) which receives all contribution,; each Sunday, opens all church ·offering envelopes and verifies the amount enclosed with the amount commited, and the amount written on the face of the envelope, prepares the money for deposit, prepares a cash receipts voucher (Tally Sheet) for the financial secretary, the treasurer, and the administrator ..

--Financial Secretary who receives the offering envelopes and other evidences of money received and a cash receipts voucher (Tally Sheet) from the counting team. These source documents m.ust add up to the amount of the bank deposit. The financial secretary posts all receipts to the indiv-idual accounts, prepares a monthly report to the Finance Committee, and sends statem~nts to all contributors of

.record periodically as directed by the Finance Committee.

--Treasurer who receives the cash receipts voucher (Tally Sheet) and the bank deposit t.icket: posts all receipts to

· cash receipts journal. The treasurer writes checks for ~., -_ disbursements when authorized by propoerly approved vouchers, remits benevolence money regularly to the co'nf-erence treasurer, and disburses funds to the designated causes for which they have been contributed, being careful to keep separate from other funds. The treasurer posts disbursements ·to the cash disbursement journal, reconciles the monthly bank statement with the checkbook balance, posts all monthly totals to a general ledger control book, takes a monthly trial balance of all accounts, and prepares a monthly treasurer's report for the Finance Committee on properly authorized form.

I+. Many congregations have recognized the advantages of a central treasury with a single master bank account and a master set of financial records, serving the treasury needs of the congregati.011 and all its organizations. First United has taken a partial step in this direction, with the cons-idation of many separate accounts into a master system. There are still several outside treasuries not yet consolidated into the master system. Since at the present time, the church has more than one treasurer, ~ consolidated financial report should be prepared jointly at least once a year, preferably at year end. This would tend to show the overa.11 activities and work of the entire church in one report rather than from fragmented reports.

\ I ', '

5. In order to follow the current financial record system,

ttw following pages show forms and reports that are

utilized and maintained 'by the treasurer. The yearly

budget adopted. by th·2 /\ dministrati vtc, :Soard becomes a

plan for carry in,; out the chu.rc;1• s program through

effective use of fina:icial resources and a basis for

comparing and controlling actual expenses. The following

records are illustrated:

--Cash Receipts Voucher (Tally Sheet)

--Chart of Accounts

--Cash Receipts Journal

_ --Cash Disbursements Journal

--Voucher

--'rreasurer' s Report Form

..:-Re8ord of Contr.ibutions

~. O.~

No ·---'-'---CASH RECEIPTS VOUCHER First United Methodist Church

Ke,,rton, New Jersey Date _____________ _

REGULAR OFFERING

From Envelopes Plate Offering Church School Offering

Reimbursements - Books, ·supplies, etc.

Checks - Non-envelope

Special Envelopes and Folders (Specify)

TOTALS FOR CA'.rEGORUS

CURRENT

$ ------

(front face)

BENEVOLENT PUILDING

~~------ $ ___ _

xxx.x:xxxxxx xxxxxxxx

• • •

~11::t·:ORIAL FUND - Receipts

Checks or envelope

RECAP FOR THIS SHEET

Current Expenses

Buildi't.g Fu'2d

Memorial Fund

COMBINED GRAND TOTAL

From

Totals Frcm Above ,, "------$ -------.. , ·.P _____ _

A ·.P===== $ ------

Bank Deposit $ __________ _

Copies to: Treasurer Financial Secretary Administrator

In Memory/Honor of

To·rAL

AJcJJSTMENT Period / /-/

$ -------$ -------~~ -------., .p====== $' -------

CORRECTED I TOTAL

$ -------A ~-------$ ____ _

$ ==== $ ____ _

Counting Ccmmittee Signatures·

1 D 1. • l 102. 1 103

201.1

101 .1 102 303 .1 301-1-.1 J04.2 J04. 3 J04.4 J0 1+. 5 301+. 6

305.1 306 315 316

lf01 401.1 401.2 401.J

402 402.1 402.2 40J 401+ lJ.O 5 hQ,S 407 403.1 403. 2 409.1 l}09. 2 4-10 II 11 lf 12 l} 1) 414 l~:._ 5 lJ-1 r; 41 -; 413

,• '1

I i

Cast1 in Bank - Checkin~ Account Cash :.n Bar1k - sa,ririf;s .~ccour1t Cash on Hand - Imprest :ash

Envelopes, Com~itmen·ts & Gifts 1?late Cif'ferir!..r.::s Chu .. cch SchouJ.-·G:ffcrinr,r:s Sas·ter Envelop2s rrhanks.?,ivirrS Envelopes Christmas En~.;elopes Lenten Coin Folders AdYent Coin Folders Special Congregational Appeal

Use of Facilities Initial Offering; Envelop.c,s Trustees (Endowment) Interest Barned

Salary of Pastor (Total Dnl:,·) Pastor-Salary Pastor-Expense Pastor-Social Secllrity· .. ;2-10·.·rance Salary of Youth Coord.ina:ors (Total Only) Salary-Youth Coordi~ators Expenses-Youth Coordinat~rs Salal'.'y-Organicit Salar;1-Cf1oir Di1"'S!C~1J:--Church Secretctr.)"'-3.::1 la:-:1

. ......, .· ·,r-/,-.! . .J.-. ..... ,4· .... Custodial :)er·~ 1c::..,, 'J ·.--.,\_.,__._ta,. • • • ..., ... , ; .- :i ... : , ...... ;"'"' ., ~ - .t" p D1sc.1pl1.n?t:t~~, 1..,1J..:.. -···· .. -·- .•. -.--v.:. ~rer:ce

lfti-li·tics - Churc:r: Utilities - ~arsa,,:,~~ Fu-=l - Chuc,~,·, F!J.el - Pa . .c::;o?·;(t!.r3 Ir~s1.11·;:;i.(1ce :J . l~l1ur·ch Jchoo.l. ;;.:p?: t,::;

j · • i 1 ; ~· - -· ., ..... ...l _ ... _:.,y F1 os·t:.=.tgf! ~:1.11r ... t · --··;: ·:· ~- · ···

1:' •

.., . .,. ..... j .... ~ ..... -· ---· -Of'fice :~JJI)pl.lt,'• . .... , J • ·· -~ -r ... -')::~

C -t d'·l "U\)Ol,,,·, llv _.o J.a ~J ' . ~ .. ,· ...... , ,,.,. !

r,!oj-::-c Ser·.ri.c,~·: .: , ··-·--- · · ., . ._.. . . ; ~--.. -~ ...... -:1~ .... Chancel Comr.itt .•?•' .,A,,a ..... ,

·11-- .. ·'("''" ........ .. }f.,Jc:;ic (".: ornTf\1. '. 1-••·· . ~. • F'ello 1.vship If oiJr ·: r. r··:--::J~,

64

CHART QF ACCOUNTS - \10RLD SERV;ICE & BENEVOLENCE ACCOUNT

AC C DUNT NlJf,1BER DESCRIPTION

101.1 102.2

201.2

301.2 303.2 305.2 307 .1 JO?. 2 307,3 307 .4 307,5 307.6

308.1 308.2 J08.J J08,4 308,5 308_. 6

J09 310 312 313 J14

101. 3 102.J

201.3

301.3 305, 3 305,4 31?

1,19 1120 421.1 421.2

'\ \ i '\

Cash in Bank - Checking Account Cash in Bank - Savings Account

Prepaid Pledges

Envelopes, Commitments & Gifts Church School-Offerings Use of Facilities Conference Quadrennial Emphasis Methodist Homes of N\J, General Advance Special-Fadely Ministerial Education Fund Black Methodist Colleges Missional Priorities

One Great Hour of Sharing i'!orld Communion Sunday United Methodist Student Day Human Relations Day Methodist Hospitals Christian Education Sunday & Conference Student L"-

World Ser,rice & Conference Benevolences School of Missions UNICEF Pastor's Discretionary Fund Titheing Account ·

BUILDING FUND, IMPROVEMENTS, REPAIRS & MORTGAGE

Cash in Bank - Checking Account Cash in Bank - Savings Account

Prepaid Pledges

Envelopes, Commitments & Gifts Use of Facilities - Repairs Use of Facilities - Capital Impro,rement Fund Garage Sale

Debt Retirement - Mortgage Principal Interest Expense Repairs to .Buildings - Church Repairs to Buildings - Parsonage

!1.CCOU~·i'I' tTU:,1Bf,SR DESCRIP'l'ION

422,1 422.2 42J.1 Lf2 J, 2 424.1 Lf21f, 2 425 426

101.4 102.4

JlB,1 J18. 2

101. 5 102-. 5

319

426

'\ \

Repairs to Equipment - Church Repairs to' Equipment Parsonage Equipment P.epJ.acement - Church Equipment Replacement - Parsonage New Equipment - Church r·ie1.•1 "'2:q uipH1en~t - Parsonage li'tano,1 & Organ Maintenance Maintenance Supplies

/r,SMORIALS AND SPECIAL GIFTS ACCOUNT

Cash in Bank Cash in Bank

Memorial Gifts Special Gifts

- Checking Account - Savings Account

SR. METHODIST YOUTH FELLOWSHIP ACCOUl''l'T

Cash in Bank - Checking Account Cash in Bank - Savings Account ·

Income-Sr. M.Y.F.

Expenses-Sr. M.Y.F.

66

CP.-CE-11 ' __ ____....:...--·

CR-B',Y-9

WORLD SERVICE & BEHEVOLE~lCB ACCOUif'f CASH RECEIPTS JOllRJlAL

cn-B-9 BUILD!TIG .?Ul!V,DffttJ\TF,!£SUTS, REP;.H( & MCRTG.AGE CASH RECEIFTS JOUF.nAL

-------·- ...... ·-- ·· ........ --- .

i i 1

.,. '

.. ,- ......

· .:J,qc o1.~

~ .... 'fa.!..

405

.f .. ~cour

.. t'

··------

--- -------- ·------·--JS:U . ....L _.J..~.L._1.~--~.:l..:COL.lt-, ......... ..,.,.__.,.4·Q.:;.O:ic=--...--,,;1c.:,lL ___ 4....;l=.:2::.-__ '1,._J::..;~.c--Do. t o . .CHJ( A.!WUNT ---U -T_I_L_I_T_l _:S_s __ _,._ ___ F1_·u_E_L_· ____ ...., Ch• Sch c,c l :-c :-. tngfl crncc

tu;>rH ~~ 19 7'/ : ,tE.SCIHP':'ION # _..._.....___,~,-------~~~~---~~~--

3-?.-7!. JorMy Centr,:..1 P &: Lt.l33~P.

;t 3-3-71 An:orict:.."'l Bibh Soei ot y-f33r,9

l7S-B-5

$

·2.21.0~ .

13.90.

Church

, 196:.9l.

t . II

'

S 1. & M~il~ Ch.\.1rch · Pn r~ vne. l't up P i e ~

·,3Q~H . l

I'. ' ,; . , ! .

WCRLD SERVICE AND 3ENEVC LEl;CE ACC::)U.NT CASH DISBURSEMENTS J GUP.!lAL

Dat~

19?7 '

Z>-2- 77.

Dat~

DESCF.I PTICN . CR.X ..

·# ::o. N. J . .r .. nnua.l Conf . 13:$90

.,.

- ..

1Cl.2 309 ·. 307.6' ... ·_··_ ...,. .... HO ,AJ,!OUIJT 'N •. s. &,. ..Q.UP.,P l"'~fl I l __ .Ma tra .~{,:,mo.~ Min., Educ .• Go n·. ,t.<lv. BL . }.'.,t,h~ School or

$ 1 Conl'.Ben~:E};n~h~~i:, :: o r N.·~· :, . .. r'und .Fadcill l 11· · Col .t1S.!!_.~ - ... 1r~1on~

· ·419 .. · .. 47.0 • •* - ~ ~-

!,'.CR'NAGE

.. :!

CASi:i DISBURSE.?,'.ENTS J OURilAL

. i

f . i

:'•21-'l •"" .... 42'1 ·2 · · ... .(!.?? ·1 .. • .. 122 .y · "'~ .... 5 · ·.-..... t- " . . ... . .. . .• ., . rt---- .. c, _ •. _ _._ .... ____ ;.ix.-

REPAIRS-BUILD Di G REFAIRS-EOUIFmm T . i!l.llO..! !(.: .••

. .....,._~J~--L- ,.tr.i,r:£,.;].{~W!'.~ ro"",3'-"_t-._ .... c_h_u'"'r_c __ :.h..,_.=·" _P'f-"oa._r...;..3,_o_n __ .~ ... !!.'-" ....... _c ..... h_u_r_c_h-,-...... ''-"':P_e._r_~_o_n.,_fl~~.;..c;~a......:.~;.. , I

1977 D~SC.RIP'l'JGN

2- 15-77 Cur lt0n Sprs5u~

2-28 - 7'/ N::1wton Tru:;t Co.

1337·1.

1338 0

I '

;14 7 ~ 25

438 65.

. . ,; ;

I

i + t 21s .~o·.

~~?~251; I I

I •· ···1 . "· I . ! :\ I

·-- -·-i - .. - ,.·, . - - -

! ' .

: . . : ........ ------·· -··· .... ···-----· . - ...... ,. - ··.- - .. ·· · .. ... ·- i .. , -

:.-::-·- · ... W, ... _-.:-; uc.c: ·I }:c. r·-! i -- ·· l t·· -I ~-I !-I L...-

?.&.rned.

!Jli ICE r' - ··---i ... -· .. ;""""-

1

' ' ~==!~- ... :~

_:... -G,:l!ERAL LEDGER

--------------.·--'---~-+-'-"3"04",'-··.:..!cJ'---'--"~"()1;.;,cc·•,.=2 ____ Z::·"o:".::1c,•,.c3,::·,-.-cc·~i------';,'-'o"-'-'-'-"•"4'----~'--~30.1,.5 4.13 4 l.8 _J,.ccoun ti. - 1· SFECIAl. SJNELOPES cum FGL!),;;,s -- lErnBURSE, 'f SUPPLE_J

r."r',scu.lf'l', ION ··-,. CR -·1 E L Th~nks- .. d O"r,· c• "• 1 ,·-O""•hi · )' - - r, , n~ ... 11r · · ,..~._...; ..... -a..,. L~nt?n A -vvnt ,.1. · .... '" - "- : ---.:ill.L..---'-·-'--cc.-----------~1-------4-------,---~gi v: ing; .. --~-~-.: · ·. --· -· ,-~ 304.G

40G

Sp~cial Cl:ngr•gntionn hppe~l

Custodinl SeFVicc

G E1l EP.AL LEDGER

" 'oo "1 .. 120)25

1 I : ! ! I I

\ .· :-:.·-~·-· J ·-~---"----+:---·--'----.,!i ______ '----------

A;: := :___fulE,]'R!Jilll ___ ~=:~ .,~,-]~ ~-• ~--, -, ····,·=-------~-,---_,,-----,----~-----·--, ,: ;t . I ir i:

I , I ii

. '

I

I o f

,,:·;.:,;==.:---.a.·~-~m· ~(i/-f"f='f"~·-,-,·~ _,;,.,._: . .,.~-~· .:;::·. - ·-= ;-;,,• I . ..._, :::=-- '"i' ' "'""' -,,-::::=-.:.': •~·--=:= "'="~ ,._ '="J',"=--,,..,.Q,n=;,-=-:..= 'lnn'-':'f!l"·.,....=<f i's~ ,~-:,.:::- •• -""°'\ ~' = -=··,-=;-r,-•TJ' - . . ....!.r .. kJ• · ,,'):i ·"-J.:fti~ ·~.~.;.:...::;.:.~· · ·.- : .. . ' .. .... ,~. _ . ., ........ 4.JQ.t,u ..... :;·· ..... ,_•\.; ·)I':~- ·· . .. .. . c..;~ .::'.J' ~·-·· . ... ~ ~~~~~~~ . .. ... ; . ,JV t.. t.£.,~~~ ;&; ·c·;.fi .. ' :. I' .f i: j l I! fi • I ~c.~_1,W'I'i!-.- .. ______ __________ ,, ........... - ... - .... ....:~----··-- ·-- .DnLG..r,.:"..~~;'I.;l~-~irr::;-t;-Un,. . ...Ki..th., .i1 ~UT>,PJLRtl,.,_ lfo1t.h .. ___ iiJL• -~g_y_~~ Ti3__h_l_li~~JL-IJ ,i . .. " ., r·- .. ;.i JI 1~ ~ .. NO •.. . :: ·=-DF.SCRlP.T!O!J . •. ,-- ___ _ L"' . ..,.jR . .- _.B,:>.~u: ..• _::. Sundn.v_ .• . :~Stu. Do. ___ .JL~t,1p.?n.v. .. :1.!_!q_~p~ tnl ,1 ,Snn!!~ •• J: Ape t • ., .... [..-=-. !! '. II !t , . I lj · : t '1·1 · ! · I ! ; i I ; : l : · I : , I ii · l : 111 1 ~ : 11 .: I i: '! 1 . · .

1j '1·! 1 tt-···-···1: --· .. .. ;1~-1 .. :...1 h :·· !· · -· lfl·: ·j· : -.-l-rjl ····1·;i . l!!·:·1'-1-· ·· "1·1~"\: ... , '1r·~·:1: ··1 ii····- 'i --.,1-2 ,1 . , 1_,r_:_ . . •.· ii. _: .. II ,, . . \ r . [ , ' • ' • ,, \

~

. . --: . _ :I, - jl . -~ . ; .. . I . . j' : . , . . ; : ;. ~- : - · 1'. • ~- • ~. :. j i1· • . I: . . . , r,l ' . 1' ... · 1 r1· ' I ~·---' fr '' I • f I : j , ! i!' . !) ; , ~ : '. · !, · · ' 11 · : ; ! I ~ I ', ;, '·'· ·1 'r . J r, ·, I' . . "" ,I J l . 11 • . •• I I • : • ~:-:.:.:.':', .:..··- , .. lL .. ··=··-··- ' • E ~ .... L t.J i jl ., . l . , .......... ·-·Ii • •. • ,. ~- ,.- \ ~ . .., 't.. ..,,t_._ .. 2U • .. ....... . ... ......._ V,oi; .4. • ...... .. . J. • .~__Jl _ _ ..__..._ ........ ______ _ _

' l:!'I .......

_ ,, . ·- · ···-------- ·----- -·····"'·-- ·- ·-. .

..l..LJ l'SOi:l ~l\.t!! ~ r,1.,.1 , 1:.1'.)X .:..VJ.

I~eY.'\, ...... , llew Jer ey 07860

SHIP TO

PIB1CHASE ORDER NO. ---~------

Dste ------

------------·---------

QUANTITY I PRICE i '.l:QTJ,L '

DESCRIP~ION -

1 ---1=: . .. I

-1----r-I I

--- I - - -ORDERED BY

BILL TO: First United Methodist Church P.O. Box 201 Newton, N.J. 07860

ATr: Treasu,rer Church Office Phone

. ( 201) 383-4450

~ ':'"~ 0

I I I ,.,_ . I t:j . ~

!-" t,;

ll) ,.;i <+ '" ~

H >-3 0 ..,. til

I @ I 0

i d H (0 ,.... 8 <

1"' 0 () c ~ 0

18 :r. :D

~ 0 . , n . :r. g

"' f.! I i';j ! 0 I ,:,: I. --· s:l ~

0.. gJ (JJ ,.,

t:-J )-<~

c (0

. t:l ll)

<+ ,o

CURRF;N•r EXPEt:SE

AGGOtJ::rr !iIB-IBER ACCO Dt'i'T

1;()2

403 !,o4 405 iill \12 2~13 415_ 1~16 1,17 l;.J.8

lfC-3.1 li--C2: .. 2 !+09.1 1,09.2 410 i.c6 4l~L

401.1 401.2 401.3

-----CONtfSCTIO!-It~ .. L 1\D:,CTilIS'I1RATIO:N

Diaciplin~.,-y Ob!.i.;;n.+,ior.s

Youtll Coo:rdinJ.tors Org,,nist Choir Director Church Secret.s:cy Clmrch School Supplies Post.?.5e & i,lailing Exroense s Office Suppli·es & Subscrlptions Misc. Servic;,s & SuppLtes Chancel Co:rffi'!.i t;tee P,.,xP!ns~ s Muaic Committee E.:<pensea Fello•,ship Hour Exr,enses

Total Program Expense

OPF.RJ\TIUG EX?2NS!i:

Utilities - Church Utilities - Parsonage Flte l - Church. Pu.el - r-a.rconD.g~ Insl!rence s ( nll) Custc<l lan/Custo·Hal Services CustcKlisl Supplie3

Total Operating Expense

Pasto:c - S,,lsry Pastor - :t,·:p--').n3c~ :J Pastor - Socinl 3ecuri ty Alloctc.:c.~e

·rotr:.l t~1.nister:tal Suppo: .. t

SOURCES o.? nrcoi-~c: Envelop:es, Co,mnitirencs & Gii"ts Plate Offering3 Church School Offeringa Spacial Envelo;es & Coin Folders

A .C C O UN T.

$

$

$

1977 YEf-4~ BtJ1JGE?

2,000 1,550

-0-3,800 1,200 1,000

.2,000 -0--0-50

-0-11 000 , ---

3,300 700

4,220 81w

3,600 6,500

40-0 $ 19,5r.,o --~

$ 13,000 1,500

-~..L.900 $ l:..--?ct.?-0~ :t, 52,7cG ~""'---

ACTUAL ~"TH YEAR 'ID l .. ,

... -----•? === $

$

$ $

$- -====$ $===$====

$ $ 301.1 302 303.1 ]G!+ 305.1 JOS jl) Jl6 317

$ 32,750 3,CCO 1,000 ·2 > 5C'() 6,000 Ua>e of FSJ.c1.l1tiirn & Custodial Reimburs 't

l/1/77

Initio.l Offering E.nvelores Trtirrtees (Eud.o~:(l"C,ent Fund) Interest &:irned Ga:cne;e Sal:, Proceede Sp.,cial App.cal to C-:,ngre ga't;ion

(1)

110 3,300

200 1,000 2,&'Kl

$-===

JL":1 3crr .1 307 .2 310 3<:r? d 307. 1~. 3c;1.5 307 .6

'">r")l,;_:

303.2 305.2 31h

l!l9 !,20 1,.21.1 421.2 l;22.1 i.22 ,2 1~23 .l t23. ~!. h2!1 .1 l;.24.2 h25 1~.26

301,3

71 n-1')""'-!\ ..... ,......,., ··11-.. ..., .... -:...-..·· .> . .ll,..:'...'\.::...,, .. ,.i.:..'. 0 .nr.:,[-1..,HT1

J.OT PERIO.D _________ --'_i;t.rrcua::i ---------

World. Fcr"'ric:f.." f.·. Ccni'c~l"'enc;= .E~ne\.~. Conferen~ Qv£t.r!.r~n...:.-'1ial ~::!ph .. 'l~i.3 J,1,~thc-..diGt r:Icr.:e~; of il. J.

Cc-crmitrr:e:1.t Envelo.pes &. G:tfts Church S cb.ool Offerings tjoe or F-'.!Cilities (10:,) 'fi"theing Account Sp~ci~l Envelo}:es ~ Askings of Budget

TO'fAL

l'JT7 . ACTUAL .I.-~.l~. P.(_:P..Q2'11 _J~~;n 1Ei'B '!Q D.~r.:~;_

lCO l (',() s~;5 391,

-.J.:29_ $ 8,275

:r:""--~

$ 6,550 150 475 750

Items 350 $ 8-i~

t,;.•-~!a

$==--$

$

BlTLLDDiG Fl,":,')..., I!,U:-1lOVEH&",'I'S, .REPAIR & E)RTOAGZ ACCOL"i'l'

•

Debt Retl:rement - 1,!ortg;:;t.ge Interest EJ:p<:!11::.e Rep.9.i1·s tQ Euilclj_.ng - Cbt1rch Ilepairs ·to Buildiu;; ~ rsrson:i.ge Rerairs to ~-1,.iipT,en-t. - Chv.rch Rer..airs t;o E-c;_nJ.prr.e~.t - Purson.s.g~ Equtp~nt Ile ::.lacer:·e:trt - G!1u.rcl1 Equipmen-'c R~1,ilu.c~r..:2nt - FttrsoJ1e5e flew Equipr:en t - Ch.u.1·ch flew Eq_t1ipr.:ent· - P3r:Jc.c-.ars-= P1..nnoG C-:. Or!}l:-...'1 ?-,:J.1ntell-':!.nc,.:! r.1.aint,enn.:nce Suppli.es

'1'01'/\L

Envelo-::es, Con;,'ilitrr:ent.s & Gif·ts Gani tai Improveinent Fund

.TOTAL

(2)

$ 2,'{00 2,625 1,000 2,590

500 400 225 -0--0--O-II50 500

~~_?,.99!::

$ 9,iico 1!590

:U.~o

ACTUAL @Nl'R YEAR TO DAT;i_

$ $

$===

$ $

$ ...:==:==$

TREASURER'S REPORT fer PERIOD -----,----- through. ____ _

SUi:li',1ARY StLEET

CURREfiT EXPENSE ACCOUNT

OPENING BAI.ANGE l./1/ RECEIPTS THROUGH ----,-----DISBURSE!,!Ei'iTS THROUGH

CLOSING Btil..lHiCE

WORLD SERVICE & BENEVOLENCE ACCOUNT

OPENH,G BAIANCE :!./1 RECEIPTS THROUGH

DISBURSEMENTS 'l'HROUGH CLOSING B!\.LANCE ----

'-----. ., $ =====

$

$ =====-BUILDING FUUD, H!PROVE1iiENTS, REPAIRS & MORTGAGE ACCOUNT

OPENING BAk'U,CE 1/1 $ P.ECEIT-TS THROUGH ------ $ DISBURSEMENTS THROUGH '------CLOSING B!\.LANCE ------ $

MEMORIALS & SPECIAL GIFTS ACCOUN'.I'

OPENING BALANCE 1/1 RECEIPTS THROUGH -----DISBURSEMEl'<'TS THROUGH

$

$ CLOSING BALANCE_ ------ $=-======

SUNDAY SCHOOL SAVH:GS ACCOUNT BALA~fCE $ ======

JR. M.Y.F. SAVINGS ACCOUN'.r R'\IANCE $ ======

SR. M.Y .F. SAVINGS ACCOUIIT BAL.'\NCE $ =====

<XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX.XXXXXJCXXY~XXXXXXX

COMMENTS,

" XXXX..'i;XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

DATE_..~~-~~~~~ 1/1/7~

( J) ~-~~-----~~-~Treasurer

~r;,::rs IS J\ Qt;1\.{\1I:G.?.I,Y REPC!"-~T. Ci? GIVINGa IT CO~l'.t.TiiS FOUR C;.\ROO?P~S SfIBSTS

1 ·pLCS /.~ REGC:RD S:'CR I'ri.3 CRURC!I (G"ilCE.

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FIRST QUARTER

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GUIDELINES· '1'0 PURCHASING

To best promote economies of ourchasing and also reduce

duplication of effort, purchasing of supplies and materials

will be centralized. A better control of budget expenditures

will be accomplished by the use of Purchase Requisitions or

Orders. These Purc~1se Orders will be recorded and approved

at the Church Office.

All ·purchases must be submitted to the Vendor on a Purchase

Order Form. Invoices and materials received that are not cov0red

by an authorized Order will be subject to return to the Vendor

and/or lengthly delay in payment of the invoices. After delivery of the material has been made, it is necessary

that the material be checked and approved before payment will be

made, The Office Copy of the Purchase Order will become the rec-

eiving slip and must be signed by the person checking the order.

Make sure that all packing or delivery slips are also turned in

to the Church Office for proper processing.

The Church Office is anxious to assist with ·your purchasing,

so that problems and delays may be avoided and at the same time

the Church can realize good value for the least possible cost.

USE OF PURCHASE ORDERS

Purchase Orders are available at the Church Office, and are

to be used for all items which are being purchased, for the Church

and are being paid for by the Church,

Please indicate whenever a check must.accompany the Purchase

Order.

,.·11The Church Purchase Order must

has heir O\m form or requisition. ' '\ J

be used even though ~he Vendor

74

The Purchase Order ohall be filled out and left with the

Church Secretary or Admi.nistrator for recording and- mailing. DO

NOT SEND THE ORDER DIRECT TO THE VENDOR.

In the rare event that time requires the order to be handled

over the telephone, a confirming Purchase Order must be filled out

in the same manner as described. 'l'his too shall be sent to the

Vendor mark::!d "Confirming Only"

The follo;ving headings must be filled out before submitting

the Purchase Order for mailingi

1, Purchase Order Number 2. Date J. Vendor 4. Location to which merchandise is to be delivered 5. Indicate items by manufacturer; brand name, catalog number

and full description at all times when possible. 6, Quantity and size of items. · 7, Estimated unit-cost and total COl3t 8·. Name of person requesting i terns and Department requesting

items.

The original (white) copy will be mailed to the Vendor.

The green (second) copy will be retainad at the Church Office and will be used as a receiving slip.

The yellow (third) copy will be retained by the Administrator for cost purposes.

Your cooneration in following this procedure will make a

simpler method o~ controlling purchases, expediting payment of

invoices, 2.nd·:iss:.ire that all items ordered are received as ordered.

ThaP>A'< you fer :lour cooperation.

The abov~ ~uidelines were sent to all departments for their use.

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75

_C}f:_lPTER 7

BIIiLIQ~:1:".PHY

Dayton, Edward. IL , '.['ools for 'I.' ime MaP.agement. Grand Rapids I Z ondervan Pu,,lishing House 197!,

Ditzen, Lowell Russeil, Handbook of Church Administration.· New York1 The rnacM.i.llan-co:-1962

G ray 0 ohe-·• N '""n° 0 ''Ln" t'·~ rhi·•·ch "o_.1.·· .1. Ci',ur, ch Busi· n<>S"' - t I\ '-' - .:.. I; • • ~::::..'....:!:::.c}...:_.~~.~ 'W .l. ~.·~ ~...cc.~'~ - ~ - ..... Administrat;,_on. Ti:nid, Oklahor,1a; Haymaker Press 1971

. , Man:,,cging the C hurclL.Y.2.:l. 2, Busine~,s Methods. Enid,. Oklahoma; Haymaker Press 1.970

Holck, Jr. Manfi.·ed, Accounting Methods for the Small Church. Augsburg Publishing House 1961

Holck, Jr, Manfred, Money and Your Church...._How to Raise More ... Hovi to Manage .i.t Better. New Canaan,Conn. 1 Keats Publishing· Inc. 197'}

Judy, Marvin T., The Meltiple Staff Ministry. New York, Abington Press 1969

• , The P2rish Development Process. New York, -~--a--,--,--~,--~ Abington Press: 1973

Leas and K:i. tt}.aus, C hnrch Fights, Managing Conflict in the Local Church. Philadelphia: Westminster Press 1973

Miner, John B., The Ch·,llenge of J,1anagiwr,. Philadelphia1 W.B •. Saunders Company 1975

Noble 3.nd Niswonger, £, ccou.ntinr; ?rinci ples. Cincinnati: South-;vestern. Pu.l>J.is>.ing Co, 1957

Riecke and E s.1)ie, OT.1:J2i,rtuni ti,2:s in s·tcv1~rd ship. r-1asl1ville: Disciple-ship Rescources 1975

Schaller and Tidwell, Cr,,ativ,c Church fldministrati.on. New York! Abi:-igton 1975 ---------·

Schaller, Lyle E., Tl"n Change A€:ent, 'J.'he Strategy of Innovative Leadership. Nashville I Abington Press 1972

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·---~·, .!:J:ey, That's Our Church. Nashville1 Abington Press 1975

Press 197if'" • • '£he Decision-Makers. Nashville I Abington

Staff,, Seminar Church Administration and Finance. Emory University 1June 1970 I '

J-Ianrlbook for Local Finar.cl.al Record sxstern, written by John Espie 1970

Young, Robert A., Tha :Q_e,elou:nent of a Church Manual of Administr;,,_tive 0 olici8s. Louisville, Church Directori.r Publishers 1975

United Methodist Church, 'fhe Eook of D_i_sciuline of the United 1f:etho<list Ch~ch. li::tshville I Uni·ted Methodist Publishing House 19 7b

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