6901 Orange Grove Road
Hillsborough, NC 27278
MANUAL
This manual, along with the Articles of Incorporation and the Bylaws, is one of the governing documents of the church. It contains detailed descriptions of church policies and procedures. It is authorized by Article XI.1.i and Article XVIII of the Bylaws that empower the Board of Deacons to create and maintain the manual. A copy must be available in the church office for members to inspect.
Any member may, at a regular church meeting, recommend changes to this manual and such changes will become effective upon the approval of a majority of those active members in attendance providing that a quorum is present.
TABLE OF CONTENTS
PAGE
MISSION STATEMENT …………………………………………. 3
VISION STATEMENT …………………………………………… 3
BELIEFS
CHURCH COVENANT
AFFILIATIONS ……………………………………………………. . 4
MEMORIAL ASSOCIATION BYLAWS ……………………….. 5
JOB DESCRIPTIONS
MINISTER OF YOUTH AND CHILDREN ………………….…. 11
MINISTER OF MUSIC ………………………………………..…. 13
SECRETARY …………………………………………………… 15
FINANCIAL SECRETARY ………………………………….. 17
CUSTODIAN ……………………………………………………. 19
COMMITTIES
CONTRACTUAL GUIDELINES
GRASS MOWING ………………………………………………. 21
ACTIVITY CENTER ……………………………………..………. 22
VAN USAGE …………………………………………….………… 23
APPENDICES
A: FORM FOR PASTOR EVALUATION ………….…………….. 25
MISSION STATEMENT
Our mission as a church under the Lordship of Jesus Christ is to:
WORSHIP: Celebrate god's grace and active presence in our lives.
DESCIPLESHIP: Prepare people to live Christ-centered lives.
EVANGELISM:
Lead people into a saving relationship with God
FELLOWSHIP:
Show
God's loving care through interaction.
SOCIAL CONCERN: Be actively involved in out community as we have since 1789.
VISION STATEMENT WITH GOALS
Our vision at Cane Creek Baptist Church is to be a Christ-centered church made up of people who are lovingly devoted to God and caring for others
GOAL: Jesus taught in the Great Commission (Matthew 29:19) to "go" and "make disciples." We want everyone who comes to Cane Creek to believe in Jesus as their lord and Savior -- That's how you begin to be a disciple. Being a disciple means we must be in relationship with others, those who have long been with us as well as those who have just walked through our doors. We will take advantage of all opportunities to minister in word and deed, involving everyone in the life of the church.
GOAL: We will deepen out understanding of God's love to us and strengthen our love and commitment to God.
who are committed to family-centered ministries
GOAL: Our children and youth are the future leaders of the church. We seek to provide activities that communicate God's word, that are fun, and that are open to all students in the area. As we minister to these students, we will make ourselves available to the rest of the family.
GOAL: We will provide ministries that address the special needs of young adults and parents incorporating fun, support, and understanding.
GOAL: Our senior citizens offer wisdom, experience, and a unique ministry perspective. We will continue to minister to their needs while providing outlets for them to serve others.
GOAL: We will give all ministries at Cane Creek the highest level of commitment both individually and collectively. As we do this we will continue to look for new ways to come together as a congregation in shared effort for the kingdom of God.
who are dedicated to growth in our spiritual lives
GOAL: We will make every effort to assist members in their spiritual growth incorporating traditional and innovative methods.
GOAL: We want all members to discover and utilize their gifts for spiritual growth
GOAL: Prayer is our principle means of communicating with God. We will implement prayer into all aspects of life.
and who actively support mission work in our world.
GOAL: We accept mission as an imperative from God. We will increase and expand the scope of our mission effort. Within and beyond our community. We will also continue to address needs in our own congregation. We will provide opportunity for all members to be involved in service projects.
[NOTE: The following two sections, Beliefs and Covenant, were moved here from the Bylaws in March, 2006]
BELIEFS
Scripture: The Scriptures of the Old and New Testaments were given by inspiration of God, and are the only sufficient, certain and authoritative source of all saving knowledge, faith and obedience.
Trinity: God is revealed to us as Father, Son, and Holy Spirit, each with distinct personal attributes, but without division of nature, essence or being.
God: God is the father, perfect in holiness, infinite in wisdom, and measureless in power. We rejoice that God is mercifully concerned in the affairs of all; that our prayers are heard and answered; and that our salvation from sin and death comes through the work of God's son, Jesus Christ.
Son: Jesus Christ is the eternal and only begotten Son of God, conceived of the Holy Spirit, of virgin birth, sinless in His life, making atonement for the sins of the world by His death. He was bodily resurrected, ascended into Heaven, and will return to the world according to His promise.
Holy Spirit: The Holy Spirit came forth from God to convince the world of its sin, of righteousness and judgment, and to regenerate, sanctify, and comfort those who believe in Jesus Christ.
Providence: God from eternity has decreed or permitted all things that have come to pass or will come to pass. There is no event that transpires which comes as a surprise to God. God's providential control and knowledge extends to all of creation. While God's providence is complete, God is neither the author nor approver of sin and evil. Humanity's freewill has resulted in the problem of evil. Through God's choice of self-limitation, humanity can choose to sin, and we do. But God also chooses to save those who confess their sins and believe in Jesus as their savior.
Election: Those persons, who by their faith in Jesus Christ and a confession and repentance in Christ, are elected to be saved. (See 2 Timothy 2:10: “Therefore I endure all things for the elects’ sake that they also may obtain the salvation which is in Christ Jesus with eternal glory.”)
The Fall of Humanity: Humanity was originally created in God's own image, free from sin. Through the temptation of Satan, we transgressed the command of God and fell from original holiness and righteousness our children inherit a corrupt nature opposed to God's law. We are under condemnation and as soon as we are capable of moral action, become transgressors.
The Mediator: Jesus Christ, the only begotten Son of God, is the divinely appointed Mediator between God and humanity. Having taken upon Himself human nature, yet without sin He perfectly fulfilled the law, suffered and died upon the cross for the salvation of sinners. He was buried, rose again the third day, and ascended to His Father, where He lives to make intercession for His people. He is the only Mediator, the Prophet, Priest, and King of the Church, and Sovereign of the Universe.
Repentance: Repentance describes those who turn toward God and away from their sinful ways (2 Chronicles 7:14). An awareness of the depth of one's sin and a genuine sorrow for that sin accompanies repentance.
Faith: Faith is the belief in, and commitment to God through Jesus Christ. We are saved by faith and faith alone (Ephesians 2:8) and are sanctified to a life of holiness through our continual expression of faith.
Regeneration: Regeneration is a change of heart. The Holy Spirit creates a new life in the sinful person who repents and comes to a saving belief in Jesus Christ. This new life is characterized by holiness and renewal. The grace of God is the source and completion of the regenerate work.
Justification: Those who believe in Jesus Christ are acquitted from the penalty of their sins and restored to righteousness in the eyes of God. Our justification has been made complete through Jesus Christ and is not based on merit or works.
Sanctification: Sanctification is a progressive divine act of making the believer holy. As the believer conforms more of their life to God’s moral commands, that believer grows in holiness. The Holy Spirit’s indwelling is the crucial motivator for the sanctification process.
The Church: The Church is a living spiritual body in which Christ is the Head and of which all regenerated people are members.
Ordinances: As an act of obedience to our Lord and Savior Jesus Christ, we practice two ordinances:
Baptism – A public act of immersion in water that affirms and celebrates the commitment and regenerate work of God in a person’s life. The act of baptism must be accompanied by repentance, recognition that one is saved by grace through faith, and commitment to a local congregation for continued spiritual growth.
The Lord’s Supper – An act of remembrance of what Jesus did through his death and resurrection for all who believe. The Lord’s Supper should follow the pattern of Jesus’ last supper with his disciples and participation should happen only after careful reflection of one’s relationship with God.
The Lord’s Day: The Lord’s Day finds its origin in the Hebrew concept of Sabbath. While the traditional Sabbath in on Saturday, our typical Sabbath rest is on Sunday, the day Jesus rose from the grave. Rest and worship are its hallmarks. The most important component of a Sabbath rest is not the day, but the observance. A Sabbath rest provides a balance and a rhythm for living in relationship with God. People who have jobs requiring them to work on Sunday should choose another day to rest and worship.
Resurrection: Believers will one day experience a bodily resurrection where they will go to be with God. The resurrection body may have similarities to our earthly body but will also be different in many ways.
Judgment: God is the sole determiner of one’s guilt or innocence of sin. Those who have professed their faith in Jesus Christ will be declared righteous by the grace of God and will spend eternity with God (Heaven). Those who have rejected Jesus as their Lord and Savior will be separated from God for eternity (Hell). God’s judgment is final, just, and complete.
CHURCH COVENANT
In the presence of God and this assembly, we solemnly and joyfully enter into this covenant with one another, as one body in Christ.
We pledge to strive for the advancement of this church in wisdom and holiness and to promote its wellbeing and spirituality. We pledge to contribute cheerfully and regularly to the expenses of the church, the relief of the poor, and the spread of the Gospel throughout the world.
We pledge to maintain family and secret devotion and to religiously educate our children.
We pledge to watch over one another in brotherly love, to remember each other in prayer, to aid each other in distress, to be just in our dealings with others, to be courteous in speech, to be slow to take offense, and to always be ready for reconciliation.
AFFILIATIONS
This church, by vote of the membership, chooses to affiliate with the Mt. Zion Association, the Cooperative Baptist Fellowship, the State Baptist Convention of North Carolina, and the Southern Baptist Convention.
Cane Creek Baptist Church
Memorial Association
Bylaws and Guidelines
Bylaw I: Purpose of Memorial Association
The purpose of this association shall be to maintain Cane Creek Baptist Church Cemetery and to raise funds for this maintenance.
Bylaw II: Membership
Membership rights are restricted to a right to be buried. All decisions concerning the maintenance, upkeep, finances, and changes in the cemetery are reserved for the active membership of Cane Creek Baptist Church. Membership in the Memorial Association shall be based on three levels. Determination of level of membership in the Memorial Association shall be made by the Memorial Association Committee. The levels shall be as follows:
Active Member Level – All active members of Cane Creek Baptist Church who have been active in the ministries of Cane Creek Baptist Church and have contributed at least $150.00 to the care of the cemetery during their membership may be buried in the cemetery at no additional cost. The Active Member Level includes children of Active Members and their spouses.
Family Level – Former members of Cane Creek Baptist Church and their relatives may secure a plot in the cemetery for $500.00. “Relatives” shall be defined as: first cousins, siblings, children and spouses. All other relative associations shall be considered on the Community Level.
Community Level – Non-Members of Cane Creek Baptist Church who wish to be buried in the cemetery may secure a plot in the cemetery for $1,000.00 with the approval of two Memorial Association Committee members.
Waiver of Burial Fees – The above fees for any level of membership may be waived in whole or in part where there is a demonstrated need. This determination shall be made solely by the Memorial Association Committee.
Bylaw III: Membership Meeting
The annual membership meeting shall be held on the 3rd Sunday of May each year. This coincides with the Cane Creek Baptist Church Homecoming. During this meeting a report of the financial status of the Memorial Association shall be provided along with a listing of Memorial Association Members buried since the previous Homecoming.
Bylaw IV: Memorial Association Committee
The business, administration, raising of funds, designation of grave plots, determination of Memorial Association Member Level, and any other affairs of the Cane Creek Baptist Church cemetery shall be managed by the Memorial Association Committee. These members of the committee shall be nominated by the Cane Creek Baptist Church Nominating Committee and approved by Cane Creek Baptist Church. The members of the committee shall be five in number: a President, a Vice-President, a Secretary-Treasure, and two general officers. Each shall serve an indefinite term and can be replaced at their request or removed by vote during October elections of other Church officers. The pastor of Cane Creek Baptist Church shall serve in an advisory capacity to the committee.
Bylaw V: Memorial Association Committee Responsibilities
Issuing of Burial Plots – The Memorial Association Committee shall be in charge of determining location of burial plots.
Grave Location Assistance – A member of the Memorial Association Committee shall assist the funeral home in the location of burial plots.
Collection of Fees – A member of the Memorial Association Committee shall be in charge of collecting fees for burial plots. These fees shall be collected within 1 week of the burial unless other arrangements have been made. Fees for the purchase of burial plots shall not be considered tax deductible contributions.
Designation of Membership Level – Level of membership in the Memorial Association shall be determined by the Memorial Association Committee.
Maintaining Records – The Memorial Association Committee shall maintain a plot of the cemetery for those who have died and those who have plots reserved. This plotting shall be a written record.
Manage the Memorial Association Funding – The Secretary / Treasurer shall pay all bills incurred and provide accurate records of account balances and financial situation of the Memorial Association.
Maintenance of Grounds – The Memorial Association Committee shall coordinate the maintenance of the grounds. They shall review and award mowing contracts, and approve any plantings of bushes, flowers, or trees. They shall also recruit workers and supervise any work groups for tasks that need to be done in the cemetery.
Bylaw VI: Cemetery Guidelines
Vaults – Vaults are required for all graves.
Maintenance of Individual Gravesites – Graves are to be filled with soil, packed and covered with sod level with the surrounding ground. The site is to be left clean with excess soil and stone moved to the low area on the north side of the cemetery.
Planting – Flowers, shrubs, bushes, or trees are not to be planted in the cemetery unless approved by the Memorial Association Committee.
Head Stones – All head stones must have a footing 4 inches deep and with an apron 4 inches wide.
Memorial Flowers – All commemorative flowers placed in the cemetery shall be securely attached to the head stone.
Bylaw VII: Amending bylaws
The bylaws of the Memorial Association may be amended by recommendation from the Memorial Association Committee and ratification of the membership of Cane Creek Baptist Church at any called business meeting.
JOB DESCRIPTIONS
PASTOR
Election
The calling of a Pastor shall take place at a duly called business meeting for that purpose.
Two weeks notice to all active members is required.
A pulpit committee of at least five members and two alternates, two of which shall be Deacons, shall be appointed by the Board of Deacons to seek out a suitable pastor and its recommendation shall constitute a nomination. The Chairman of the Board of Deacons cannot serve on the Pulpit Committee.
A vote of three-fourths (3/4) of the members present and voting at a duly called business meeting shall be necessary for election.
Term
The pastor shall be elected for an unspecified term.
Termination
If either the pastor or the church shall feel constrained to terminate the pastorate, the party desiring such a change shall give the other party thirty days written notice; except that in a case of gross misconduct on the part of the pastor, the church may, upon written recommendation of the Board of Deacons, immediately terminate the pastorate.
Protections
The pastor should be protected against hostile attacks and unjust criticism. The deacons will maintain open communication with the church body with respect to any accusations against the pastor.
The pastor cannot be dismissed by any person or committee (including deacons) in the church. Any dismissals or attempts thereof, must be handled in accordance with these bylaws.
In the event of prolonged illness, the church will agree to continue the pastor's financial support until such time as disability insurance goes into effect.
Sunday morning service.
Sunday night programs, including Bible training, youth activities, etc.
Weekly church program
2. The quality of sermons:
Sermons should be Bible based and reflect Biblical concern in the spirit of love.
The care and feeding of God’s flock should be the foremost interest of each sermon.
Each message should include the plan of salvation for the unsaved.
B. Pastoral Responsibilities:
1. Visitation of church members having special needs:
Sick and shut-ins
Bereaved and grief stricken
Domestic problems
Those estranged from the fellowship of the church
2. Visitation of the unchurched and unsaved
3. Counseling in the spirit of Christian compassion:
Dealing with hostility
Dealing with problems (personal, domestic, etc.)
Pre/post marital counseling
4. Officiating at weddings of church members when asked
5. Conducting funerals of church members when asked
6. Officiating the church ordinances at the appropriate times
C. Administrative Responsibilities:
1. The pastor is the coordinator of the church program, in consultation with the board of deacons.
2. The pastor directs the work of the church staff, including the Minister of Music and the Minister of Youth.
3. The pastor (or the Deacon Chairman) may serve as moderator of all church business meetings.
4. The pastor serves as consultant to all officers and committees of the church.
5. The pastor is ex-officio members of the deacons and all other committees of the church.
6. The pastor should consult with the Chairman of the Finance Committee for each annual budget.
D. Privileges Afforded the Pastor:
1. Spiritual
Adequate time will be allowed for study in:
The preparation of Bible-centered messages and Bible studies
Personal growth and self improvement
Adequate time will be allowed for prayer concerning:
Messages and studies being prepared
The minister’s own spiritual growth
Special needs of church members
2. Financial Compensation:
a. The pastor’s salary shall be commensurate with his/her needs, educational preparation and experience. The initial salary plus benefits shall be mutually agreed upon at the time of his/her call.
b. The pastor’s financial needs shall be reviewed at least once annually or sooner if necessary.
c. The pastor shall be afforded a performance appraisal, initially six months following his/her call; thereafter, annual appraisals on or near the anniversary date of his/her call. The evaluation form is in Appendix A.
d. The pastor should be invited by the budget committee to share his/her needs candidly, confidentially, and without embarrassment. The committee will give due consideration to those needs.
3. Free time for leisure and recreation:
a. The pastor shall be afforded one full day off each week. This day will be made known to the church body. Only a dire emergency should interfere with this free time, in which case additional time should be taken on another day to compensate. Compensatory time will be coordinated with the Chairman of the Board of Deacons.
b. The pastor shall have two weeks of paid vacation each year (See Section 2. B). The Pastor should be available for the Easter Sunday morning service and the Sunday morning on or before Christmas Day). The pulpit supply shall be provided in the budget for those Sundays as required. Any additional time accrued through tenure shall be agreed upon at the time of call.
c. The pastor shall be allowed two Sundays to be away for revivals. The pulpit supply shall be provided for by the pastor.
d. The pastor shall be afforded two Sundays as sick leave. Pulpit supply will be provided for both Sundays.
e. Observed holidays will be given except as specified.
f. Leave of absence for immediate family hardships will be given as approved by the Board of Deacons.
g. A written record of all leave will be kept by the Chairman of the Board of Deacons and reported to the congregation as needed.
h. Pastor Appreciation Sunday will be recognized annually in conjunction with the date set aside by the Mt. Zion Association.
A. The Pulpit Committee at the time of presenting a candidate for consideration will recommend a scale of compensation which it considers mutually acceptable. After his/her salary has been fixed at the time of the election, by vote of the church, it shall not be changed thereafter, except by agreement of the pastor and Finance Committee with the approval of the Church.
B. The Pastor’s salary shall be paid at least monthly.
2. MINISTER OF YOUTH
Purpose of Position
This position is intended to provide planning and direction for the Youth Ministry of Cane Creek Baptist Church as a means of helping each person to develop a growing personal relationship with Jesus Christ.
General Characteristics
Under the administrative guidance and direction of the Pastor, the individual will plan, organize, implement, and evaluate the Youth ministry. She will coordinate this program in conjunction with the other programs and activities of the church. When appropriate, this individual will consult with the Diaconate Board or other committees of the church.
Specific Characteristics
This position is currently part-time with a range of 10 hours per week. The individual will be expected to devote approximately 80% of their time to the Middle School & High School age group and 20% to worship/planning leadership. The Youth Minister will have one Sunday a month off for self care and family. Youth Minister is to facilitate spiritual growth in others by encouraging others to lead as well as participate in events. The church will pay for pastor/diaconate approved educational opportunities that pertain to youth ministry.
Specific Duties & Responsibilities
Set aside time for personal development and spiritual growth.
Develop
an overall written plan for the Youth Ministry in conjunction with
the Youth &
Children's
Committee which includes specific objectives and methods of
achievement, and an appropriate time frame to carry out objectives.
Plan and carry out events and activities consistent with objectives.
Plan and carry out outreach activities,
Recruit and train members of the congregation to assist in this ministry.
Coordinate
annual Vacation Bible School during Summer months in conjunction
with
Children's
leader and youth/children committee
Serve as a member and oversee the work of the Youth & Children's Committee.
Prepares reports and updates on programs for parents, church members, and other church bodies as appropriate.
Personal discipleship of Youth should always be a priority.
Compensation
Evaluation procedures will be consistent with other staff members of Cane Creek Baptist Church. A recommended beginning salary is $5,500.00 per year.
Minimum Qualifications
The individual will be evaluated on the basis of a combination of education, training, and experience.
3. CHILDREN'S MINISTER
Purpose of Position
This position is intended to provide planning and direction for the Children’s Ministry of Cane Creek Baptist Church as a means of helping each person to develop a growing personal relationship with Jesus Christ.
General Characteristics
Under the administrative guidance and direction of the Pastor, the individual will plan, organize, implement, and evaluate the Children’s ministry. She will coordinate this program in conjunction with the other programs and activities of the church. When appropriate, this individual will consult with the Diaconate Board or other committees of the church.
Specific Characteristics
This position is currently part-time with a range of 10 hours per week. The individual will be expected to devote approximately 80% of their time to the Children’s Ministry age group and 20% to worship/planning leadership. The Children’s Minister will have one Sunday a month off for self care and family. She is to facilitate spiritual growth in others by encouraging others to lead as well as participate in events. The church will pay for pastor/diaconate approved educational opportunities that pertain to children’s ministry.
Specific Duties & Responsibilities
Set aside time for personal development and spiritual growth.
Develop an overall written plan for the Children’s Ministry in conjunction with the Youth & Children's Committee which includes specific objectives and methods of achievement, and an appropriate time frame to carry out objectives.
Plan and carry out events and activities consistent with objectives.
Plan and carry out outreach activities,
Recruit and train members of the congregation to assist in this ministry.
Coordinate
annual Vacation Bible School during Summer months in conjunction
with
Children's
leader and youth/children committee
Serve as a member and oversee the work of the Youth & Children's Committee.
Prepares reports and updates on programs for parents, church members, and other church bodies as appropriate.
Personal discipleship of children should always be a priority.
Compensation
Evaluation procedures will be consistent with other staff members of Cane Creek Baptist Church. A recommended beginning salary is $5,500.00 per year.
Minimum Qualifications
The individual will be evaluated on the basis of a combination of education, training, and experience.
The individual will be evaluated on the basis of a combination of education, training, and experience.
3. MINISTER OF MUSIC
This position seeks to provide leadership in the music ministries of Cane Creek Baptist Church.
Under the administrative guidance and direction of the pastor, the individual will plan, organize, and implement the music ministry and will have the freedom to develop new music opportunities. He/She will integrate this program with the other programs and activities of the church. When appropriate, he/she will consult with the Diaconate Board and Personnel Committee for guidance.
C. Specific Characteristics
This position is a part-time position. The agreement can be terminated by either party if either party fails to uphold this agreement. The expectation is that he/she will work according to the contract specifics and as the job requires.
The minister of Music shall:
1. Plan and direct weekly adult choir involvement in worship services. The Music Director shall have the freedom to involve various instruments in worship as he/she sees fit.
2. Communicate at a weekly scheduled time with the pastor regarding worship themes, staff building, and upcoming events.
3. Fill out and turn in activity reports to pastor monthly documenting duties performed and hours worked.
4. Assist in the selecting of hymns for worship services.
5. Serve as church pianist and schedule replacement pianists in his/her absence.
6. Direct two or three special cantatas or concerts performed by the choir during the calendar year.
7. Supervise other paid/non-paid musicians.
8. Provide for a replacement in the event of an absence and make sure all responsibilities are covered for that week's worship. Three week’s notice of absence is expected with the exception of illness or emergencies.
9. Serve as a member of the music committee.
10. Schedule any special musical groups that may minister at Cane Creek Baptist Church.
11. Plan and direct an annual adult choir retreat in cooperation with the adult choir and pastor.
12. Manage the music budget working with the guidelines and amounts adopted.
13. Foster relationships with those outside of music programs to promote unity of all ministries.
1. Salary shall be paid on a monthly basis at an amount approved by the Church.
2. A phone card will be provided the Music Director for church business calls.
3. The equivalent of two Sundays paid vacation will be afforded during calendar year and one Sunday paid leave for continuing education or revivals.
4. Evaluation will include a monthly monitoring of activity reports and quarterly evaluations by the personnel committee. Other evaluation procedures may be instituted by the Personnel Committee as required.
5. The Music Director is protected under the guidelines of the church constitution regarding dismissal, criticisms, and performance appraisals.
Signature of Employee ____________________________ Date__________
Signature of Personnel Committee Chair ___________________ Date __________
Signature of Pastor _____________________________________ Date __________
4. ADMINISTRATIVE ASSISTANT
A. General Areas of Responsibility
1. Shall receive direction primarily from the Pastor, the Treasurer, and the Secretary.
2. Shall perform the duties required to operate the church office in a well-ordered manner, including general office work, maintenance of supplies and various files, record keeping and preparation of periodic or occasional reports as requested.
3. Transcribe dictation, prepare letters and documents, including letters of transfer of membership and letters of dismissal, make copies, and perform various office tasks as required.
4. Exercise tact, courtesy and diplomacy in receiving callers, personal or telephone; keep calendar of appointments.
5. Edit and prepare weekly church bulletin.
6. Help prepare the church newsletter in conjunction with church staff or the appropriate committee.
7. Financial Duties and Responsibilities:
Will deposit moneys and receipts from general and special fund collections into the designated bank accounts, and present the deposit slips to the Financial Secretary for posting in the church financial system.
Will (in most cases) create the computer generated checks from the list of authorized payables provided by the Financial Secretary and mail them to the payees.
May be bonded at the initiative of the Finance Committee.
Makes monthly federal tax deposits.
Is authorized to sign checks or drafts.
Keep records of church receipts and prepare and make weekly deposits of receipts to proper accounts as follows:
Working in pairs, according to a monthly schedule, deacons count church receipts on the church premises. Calculated amounts are recorded on a report form. The report and the money are then given to the administrative Assistant for recording and depositing.
B. Privileges
1. The Administrative assistant's salary shall be commensurate with his/her needs, educational preparation and experience. The initial salary plus church related travel expenses shall be mutually agreed upon at the time of his/her call. The position of Administrative assistant is regarded by the church as a part time position.
2. The Administrative assistant's financial needs shall be reviewed at least once annually or sooner if necessary.
3. The Administrative assistant shall be afforded a performance appraisal, initially six months following his/her call , thereafter, annual appraisals on or near the anniversary date of his/her call.
4. The Administrative assistant should be Invited by the Personnel committee to share his/her needs candidly, confidentially and without embarrassment. The committee will give due consideration to those needs.
C. Time commitments for work, leisure and recreation
1. The Administrative assistant shall have ten hours of paid leave each year. This should be arranged in advance with the pastor.
2. Unpaid leave of absence for immediate family hardships will be given as approved by the Personnel committee.
3. A written record of all leave will be kept by the pastor and reported to the Personnel committee as needed.
D. Protections
1. The Administrative assistant cannot be dismissed by any person or committee(including deacons) in the church. Any dismissals or attempts thereof, must be handled in accordance with the church Bylaws.
2. The Administrative assistant will be bonded by the church.
3. The Administrative assistant shall give written notice of his/her desire to change or leave a position with the church by giving at least thirty days prior notice to the Personnel committee.
5. FINANCIAL SECRETARY
(note: There is no such position under incorporation)
A. General Duties and Responsibilities
1. Issue checks from General Fund to staff members, designations, and organizations in accordance with church policy. Checks will normally be computer generated by the Administrative assistant on a bi weekly basis from the authorized list provided by the Financial Secretary. The Financial Secretary will sign all checks. Checks written manually will be posted to the church financial system on a biweekly basis.
2. Record bank deposits made by the Administrative assistant into the church financial system.
3. On a monthly basis, reconcile the church financial system to the bank statements, and ensure hat expenditures and receipts have been assigned to the correct budget category.
4. On a quarterly basis, or as requested by the Finance Committee, generate account balances and budget reports from the church financial system.
5. Prepare monthly payroll for church staff, ensuring compliance with all withholding, tax, and legal requirements.
6. Prepare and submit required quarterly and annual government reports.
B. Privileges
1. The position of Financial Secretary is regarded as a part time position, requiring approximately 5 10 hours per month using computer generation of checks and reports. The Financial Secretary's salary shall be commensurate with his/her educational preparation, experience and familiarity with computerized book keeping.
2. The Financial Secretary's salary plus benefits will be mutually agreed upon at the time of his/her call, and will be reviewed within 6 months, and at least annually thereafter.
3. The Financial Secretary shall be afforded a performance appraisal within six months of his/her call, and annually thereafter. Performance will be evaluated on the following criteria: (1) Accuracy of accounts, payables, and reports (2) Compliance with tax regulations and reporting (3) Timeliness of payment and reporting activities
4. Time commitments: the Financial Secretary has no daily or weekly required time commitments other than the requirement to issue checks, submit required forms, and produce reports on the agreed to schedule.
C. Protections
1. The Financial Secretary can be dismissed only in accordance with the church constitution, i.e., by recommendation of the Personnel Committee to the membership, and then requiring a 2/3 vote.
2. The Financial Secretary will be bonded by the church.
3. The Financial Secretary shall give written notice of his/her intent to resign the position at least 30 days prior to the effective date of said resignation.
4. The Financial Secretary will keep track of their hours on a monthly basis so that time requirements and fairness of compensation can be evaluated.
6. CUSTODIAN
A. The purpose of the job is to keep the facilities of the church clean and well kept.
The Custodian's work shall be supervised by the pastor and Custodian shall report concerns or observations to the pastor.
B. General Areas of Responsibility.
1. Vacuum carpet in the sanctuary and Education Building on a weekly basis or more often in the event of special activities such as funerals and special services.
2. Steam clean carpets annually or more often as needed.
3. Clean both the Men's and Women's bathroom on a weekly basis or more often as needed.
4. Clean & organize kitchen area of Education Building on weekly basis.
5. Dispose of trash collected both inside and outside the Church & Education Building.
6. Pick up extra bulletins and paper left in pew racks, sanctuary, and Education Building on a weekly basis.
7. Straighten and clean nursery on a weekly basis.
8. Straighten and organize folding chairs on a weekly basis.
9. Dust furniture and windowsills on a weekly basis.
10. Wash windows of Church & Education Building semi annually.
11. Change light bulbs in fixtures as needed.
12. Take care of miscellaneous cleaning items around Church and Education Building that supervising Pastor assigns to Custodian.
13. Purchase cleaning supplies with the understanding that custodian will be reimbursed for those supplies in a timely manner.
14. Give written notice of his/her desire to leave the position at least 30 days prior to leaving.
C, Privileges
1. The Custodian's salary shall be commensurate with his/her needs. The initial salary and benefits shall be agreed upon at the time of his/her call. The position of Custodian is regarded by the church to be a part time position. At the time this description was drafted, the position took the Custodian between 2 3 hours per week. The amount of time spent on the job should not fall below 2.5 hours.
2. The Custodian's financial needs shall be reviewed annually or sooner at the request of the pastor, personnel committee, or employee.
3. The Custodian shall be afforded a performance appraisal, initially six months following his/her call; thereafter, annual appraisals on or near the anniversary date of his/her call.
4. The Custodian will be invited by the Personnel Committee to share his/her needs candidly, confidentially, and without embarrassment. The Personnel Committee will give due consideration to those needs.
5. The Custodian shall have 10 hours of paid leave each year. This should be arranged with the pastor and the Custodian shall make arrangements with someone to care for the facilities in his/her absence.
6. Unpaid leave of absence for personal matters will be given pending approval of the Personnel Committee.
7. The Custodian is protected under the guidelines of the Church Constitution regarding dismissal, criticisms, and performance appraisals.
Signature of Custodian ________________________________ Date:____________
Signature of Personnel Committee Chair ___________________ Date: ____________
Signature of Pastor ____________________________________ Date: ____________
7. CLERK AND ASSISTANT CLERK
The Clerk of the church shall not serve as the Secretary of the corporation.
Duties
The Clerk shall keep a correct record of all changes in membership and, so far as possible, the correct addresses of members and shall, when called upon to do so, produce such records and books for inspection by any church member.
When requested at a business meeting, the clerk shall give the number of members that constitutes a quorum.
The Clerk shall keep and safeguard all records pertaining to this office.
The Clerk shall prepare the annual letter to the association of which the church is a member.
The Clerk may assume duties delegated by the Secretary.
These duties are vested in the Assistant Clerk in the event the Clerk is absent or unavailable.
8. CHURCH REPRESENTATIVES AND MESSENGERS
A. Church Representatives
1. Representatives are to be elected to represent the church to the Orange Congregations in Missions and missions and projects sponsored by the Mt. Zion Association.
2. These persons shall be nominated and elected from the congregation at a business meeting prior to the annual meeting of these bodies.
B. Church Messengers
1. Messengers to the Mt. Zion Baptist Association, the Baptist State Convention of NC, the Southern Baptist Convention, and any other church in annual meetings. organization with which this church is associated, shall represent the
2. These persons shall be nominated and elected from the congregation at a business meeting prior to the annual meetings of these bodies.
9. HISTORIAN
Shall assemble and keep in an orderly manner all valuable information dealing with the present and past progress and activities of the church.
10.ORGANIST
A. Shall play for all worship services and any other services when called upon.
B. In the event of unavailable, the organist shall secure someone else prepared to play in his or her place.
11. SUNDAY SCHOOL SUPERINTENDENT
A. Shall supervise Sunday School and all of its officers.
FINANCIAL PROCEDURES
NOTE: Most of the stuff below should be moved to the Bylaws???
D. Relation to Finance Committee
1. The Finance Committee has the duties and responsibilities for financial oversight as described in the constitution.
2. The Finance Committee chairperson will be responsible for reviewing monthly bank reconciliation and budget reports provided by the Financial Secretary.
3. The Finance Committee is responsible for developing and implementing an efficient and accurate financial system and procedures, and will provide assistance and guidance to that end.
COMMITTEES
Mission and Extension Committee
A. This committee shall consist of five members representing a cross section of the congregation.
B. They shall provide guidance and leadership regarding the mission giving and outreach activities of the church.
C. Specifically, they shall:
Submit to the Finance Committee their recommendations for mission giving in the budgetary process.
Take an active leadership role in welcoming visitors and integrating new people into the life of the congregation.
Work with the pastor in promoting and participating in mission projects both locally (including our shut-ins) and beyond.
Building and Grounds Committee
A. This committee shall be composed of seven members.
B. The committee shall have general charge of the administration and upkeep of the grounds and buildings owned by the church.
C. The committee will perform an inventory of church property in even numbered years.
D. If the committee sees fit, it may appoint a sub-committee of more members based on the needs of the committee.
Music Committee
A. This committee shall be composed of four members, one of whom shall be the Minister of Music.
B. This committee shall:
Assist with music selection when asked and to assist with special music functions as needed.
Recommend suitable persons for organist and chorister and other such positions as may be needed.
Be responsible for the care and upkeep of the piano and organ and make recommendations about the repair and purchase of musical equipment.
Planning and Coordinating Committee
A. This committee shall consist of the Pastor, the Minister of Youth, one Deacon, the WMU director, the Chair of the Missions Committee, and three others nominated by the Nominating Committee.
B. This committee shall
Be responsible for coordinating activities of the Sunday Schools and all other programs carried out by the church.
Recommend to the Board of Deacons Board objectives and plans to handle growth and, upon approval by the church, assist with implementation.
Anticipate church growth and recommend appropriate action to the deacons and to the church.
5. Constitution Committee
A. This committee shall consist of five members.
B. The committee shall meet at least quarterly to study the church Constitution and Bylaws and to make recommendations for changes to the Board of Deacons.
C. Upon request, this committee may provide its interpretation of ambiguous sections of the governing documents of this church.
6. Ordinances Committee
A. This committee shall consist of three members.
B. This committee shall:
Render assistance to the pastor and to the candidates as may be necessary for the ordinance of baptism.
Make preparation for the observance of the Lord’s Supper.
This committee is not required to keep minutes.
7. Vacation Bible School
A. This committee shall consist of five members.
B. The Chairperson shall be the VBS Director.
C. This committee shall be responsible for planning and preparing for Vacation D. Bible School in cooperation with the Minister of Youth and Children.
8. Finance Committee
A. This committee shall consist of seven members.
B. The Chair shall serve as Treasurer of the corporation.
C. This committee shall:
1. Supervise the raising of all money in the church and have supervision over all expenditures.
2. Consult with the pastor, the Board of Deacons Board, and other committees, as appropriate, in order to receive concerns and requests regarding the budget.
3. Meet to review the budget of the past year and to prepare a budget for the new year in light of the needs of the congregation and the ability of the congregation to finance the needs of the church.
4. Upon approval of the proposed budget by the Board of Deacons, the Chair shall present and explain it to the congregation, answer questions, and attain final approval by a majority vote.
5. In accordance with Article XII, consult with the Board of Deacons on all proposals for major expenditures not covered by the annual budget.
6. Promote commitment to tithing and stewardship.
9. Flower Committee
A. This committee shall be composed of three members.
B. The committee shall be responsible for all flowers for the church for all occasions.
C. This committee is not required to keep minutes.
10. Nursery Committee
A. This committee shall be composed of five members.
B. This committee shall:
1. Maintain an adequate nursery for all worship services, and special services including revivals.
2. Be responsible for providing a nursery schedule for publication in the bulletin as well as weekly reminders to members who have nursery duty.
3. Be responsible for keeping the sheets and toys clean and disinfected.
4. Receive toy donations and determine their safety before placing them in the nursery for the children.
11. Youth and Children's Committee
A. This committee shall consist of a youth group and a children's group of six members each. Membership shall include children, youth, and adults.
B. It shall be the duty of this committee to:
Meet regularly with the Minister of Youth and Children to plan, develop, and evaluate the youth and children's ministries.
Cooperate with the youth and children's Sunday School teachers to encourage attendance.
C. Two representatives from each of the groups will serve as a Search Committee for a suitable person as Minister of Youth and Children as may be needed.
12. Senior Citizen’s Committee
A. This committee shall be composed of three people.
B. The committee will plan and provide a Christmas meal for senior citizens each year.
C. This committee may also assist as needed with the Young At Heart Program.
D. This committee is not required to keep minutes.
13. Hospita