6901 Orange
Grove Road
Hillsborough,
NC 27278
************* 5th
D R A F T
*************
(March, 2002)
MANUAL
This manual is a part of the Constitution and Bylaws and is
authorized under BYLAW VI, Section 5, Paragraph H, which empowers the Diaconate
to:
create and endorse revisions to a Policies and Procedures
Manual which shall contain all currently controlling policies and procedures
governing all aspects of the church's affairs including committee
responsibilities and authority, staff job descriptions (including that of the
pastor), policies regarding the handling of funds, use of facilities, and employment policies and practices. A copy
of the Manual shall be available in the church office for any member to
inspect.
Suggestions for additions and changes must be reviewed by
the Diaconate and approved by the church.
NOTE: Contains two
changes: pages 5 and 14. Also see pages 18 and 21.
TABLE OF
CONTENTS
PAGE
MISSION
STATEMENT
.
3
VISION
STATEMENT
3
AFFILIATIONS
. . 4
MEMORIAL
ASSOCIATION BYLAWS
..
5
JOB
DESCRIPTIONS
MINISTER OF YOUTH AND CHILDREN
.
. 11
MINISTER OF MUSIC
..
. 13
SECRETARY
15
FINANCIAL SECRETAARY
.. 17
CUSTODIAN
. 19
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.
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:
A.
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.
B.
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.
C.
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.
D.
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
A.
Issuing of Burial Plots The Memorial Association Committee shall be in charge of
determining location of burial plots.
B.
Grave Location Assistance A member of
the Memorial Association Committee shall assist the funeral home in the
location of burial plots.
C.
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.
D.
Designation of Membership Level Level of
membership in the Memorial Association shall be determined by the Memorial
Association Committee.
E.
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.
F.
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.
G.
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
A.
Vaults
Vaults are required for all graves.
B.
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.
C.
Planting
Flowers, shrubs, bushes, or
trees are not to be planted in the cemetery unless approved by the Memorial
Association Committee.
D.
Head Stones
All head stones must have a
footing 4 inches deep and with an apron 4 inches wide.
E.
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.
--
END --
JOB DESCRIPTION FOR PASTOR
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 Gods 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 ministers own spiritual growth
Special needs of church members
2. Financial
Compensation:
a. The pastors 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 pastors 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
Pastors salary shall be paid at least monthly.
JOB
DESCRIPTION FOR MINISTER OF YOUTH AND CHILDREN
This position is intended to provide
planning and direction for the Youth/Children's Ministryas a means of helping
each person to develop a growing personal relationship with Jesus Christ.
Under the administrative guidance and
direction of the Pastor, the individual will plan, organize, implement, and
evaluate the Youth/Children's ministry.
He/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
and the Church Council.
This position is currently
part-time. The expectation is that the
individual will work 10 hours/week from September through May, and 30
hours/week from June through August.
The individual will be expected to devote approximately 70% of their
time to the Middle School & High School age group; 20% to the kindergarten
6th age group, and 10% to worship/planning leadership.
The Minister
of Youth and Children shall:
1. Set aside time for personal development and spiritual
growth.
2. Develop an overall written plan for the
Youth/Children's Ministry, which includes specific objectives and methods of
achievement, and an appropriate time frame to carry out objectives.
3. Plan and carry out events and activities consistent
with objectives.
4. Plan and carry out outreach activities, including
contacts with students at schools, home, or work.
5. Recruit and train members of the congregation to
assist in this ministry.
6. Coordinate annual Vacation Bible School during summer
months.
7. Assist in leading and planning worship, including
preaching exposure if desired.
8. Assist in leading workshops and training sessions for
Sunday School teachers to further develop their skills.
9. Prepares reports and updates on programs for parents,
church members, and other church bodies.
10. Consider the personal discipleship of Youth and
Children to be be a priority.
Salary will coincide with
qualifications, subject to negotiation with interested and qualified
applicants. Evaluation procedures will
be consistent with other staff members of Cane Creek Baptist Church.
The individual will be evaluated on
the basis of a combination of education, training, and experience.
Signature of Youth/Childrens Minister
_________________________ Date___________
Signature of Personnel Committee Chair
_______________________ Date____________
Signature of Pastor
________________________________________ Date
___________
Signature of Personnel Committee Chair
_______________________ Date ___________
JOB
DESCRIPTION FOR 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 weeks 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 __________
JOB
DESCRIPTION FOR CHURCH SECRETARY
A. General
Areas of Responsibility
1. Perform general
office work, maintain supplies and various files; keep records and compile
these into periodic or occasional reports as requested
2. Transcribe
dictation, type letters and documents, make copies and perform various office
tasks as required.
3. Exercise tact, courtesy and diplomacy in receiving
callers, personal or
telephone; keep
calendar of appointments.
4. Edit and prepare weekly church bulletin.
5. Help prepare church
newsletter in conjunction with church staff or appropriate committee.
6. Serve on the church council keeping official minutes and
records.
7.
Keep records of
church receipts and prepare and make weekly deposits of receipts to proper accounts as follows:
Procedure: 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 is then given to the church
secretary for recording and depositing.
.
8. Perform other office duties as requested.
B. Privileges Afforded the Church Secretary
1. The Church Secretary'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 Church Secretary is regarded by the church as
a part‑time position.
2. The Church Secretary's financial needs shall be reviewed
at least once annually or sooner if necessary.
3. The Church Secretary 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 Church
Secretary 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 Church Secretary 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 Afforded the Church
Secretary
1. The Church Secretary 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 constitution.
2. The Church Secretary will be bonded by the church.
3. The Church Secretary shall give written notice of his/her
desire to change or leave a position with the church by giving at least fifteen
(30) days prior notice to the Personnel committee.
E. Financial
Duties and Responsibilities
1. The Church Secretary 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.
2. The Church
Secretary 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.
3. The Church Secretary may be bonded at the initiative of
the Finance Committee.
JOB DESCRIPTION FOR FINANCIAL SECRETARY
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 Church Secretary 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 Church Secretary 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
Afforded The Financial Secretary
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
Afforded The Financial Secretary
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.
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.
JOB
DESCRIPTION FOR CUSTODIAN
A. Purpose of
the Job: To keep the
facilities of Cane Creek Baptist Church clean and well‑kept.
B. General
Areas of Responsibility.
1. The Custodian's work shall be supervised by the pastor
and Custodian shall report concerns or observations to the pastor.
2. 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.
3. Steam clean carpets annually or more often as needed.
4. Clean both the Men's and Women's bathroom on a weekly
basis or more often as needed.
5. Clean & organize kitchen area of Education Building
on weekly basis.
6. Dispose of trash collected both inside and outside the
Church & Education Building.
7. Pick up extra bulletins and paper left in pew racks,
sanctuary, and Education Building on a weekly basis.
8. Straighten and clean nursery on a weekly basis.
9. Straighten and organize folding chairs on a weekly basis.
10. Dust furniture and windowsills on a weekly basis.
11. Wash windows of Church & Education Building semi‑annually.
12. Change light bulbs in fixtures as needed.
13. Take care of miscellaneous cleaning items around Church
and Education Building that supervising Pastor assigns to Custodian.
14. Purchase cleaning supplies with the understanding that
custodian will be reimbursed for those supplies in a timely manner.
15. The Custodian shall give a written notice of his/her
desire to leave the position at least 30
days prior to leaving.
C,
Privileges Afforded The Custodian
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: ____________
CONTRACTUAL
GUIDELINES
Each year the
Building and Grounds committee shall select a person or business to maintain
the grass for all church owned property. The form in Appendix B shall be used
to secure bids.
POLICIES AND
PROCEDURES CONCERNING FACILITIES
The church makes its Activity Center available to members of the church and their
families. In addition, the building
may also be used by individuals and groups approved and recommended by the
church.
1.Those wishing to use the Activity Center should contact
the church office to reserve a date on the churchs calendar.
2. Reservations should be made at least thirty days in
advance if possible.
3. Activities sponsored by Cane Creek Baptist Church have
first priority in scheduling use of the building.
4. Non-church activities should not be scheduled to conflict
with ongoing activities and meetings of the church unless approved by the
churchs Buildings and Grounds Committee.
5. Keys for the building, and check-in and check-out
procedures will be coordinated through a representative of the Buildings and
Grounds Committee.
6. Users will receive a copy of the form in
Appendix D which must be signed to acknowledge agreement to the terms and
conditions for use of the building.
1. No alcoholic beverages, narcotics, firearms or fireworks
are allowed in the building or on the grounds of the facility.
2. Those using the building and/or property are responsible
for any losses or damages incurred to the building or property.
3. Cane Creek Baptist Church is not responsible for any
losses, injuries, or damages incurred by individuals or groups using the
building or property for a non-church sponsored activity.
4. Those using the building are responsible for supplying
their own disposable paper and plastic products: cups, napkins, plates, table
cloths, eating utensils, etc.
5. Those using the building are welcome to use the Activity
Centers kitchen and its equipment including pots, pans, etc. (non-disposable
items only).
6. Those using the facility shall leave the building,
equipment and grounds clean and in proper order. (See clean-up procedure list attached).
7. Cane Creek Baptist Church does not charge any fee for the
use of the building or grounds.
However, maintaining the building and grounds, including electricity,
water, maintenance, etc. is an ongoing expense for the church. Donations from those using the building for
non-church sponsored activities are welcome.
Church Van Policies & Procedures
A. Purpose of
Van
The church van is to be used to assist the church in
carrying out its mission. Its use is to be restricted to church‑sponsored
activities, functions, and business. The van will not be used for the personal
convenience of church members.
B. Administrative Supervision of Van Usage
The pastor shall generally be in charge of the van. The
pastor will maintain custody of the keys, and authorize use of the van. The
pastor may delegate this authority to others as deemed appropriate.
C. Schedule of
Usage
If needed, and as the usage of the van increases, a calendar
will be maintained, setting forth the schedule of the van. Where there are
duplicate needs for the van at any given time, the pastor will determine which
need takes precedence.
D. Records of
Usage
A log shall be maintained for each trip made. The log will
show the driver's name, purpose of the trip, time of departure and return, and
odometer reading at departure and return.
E. Expenses of
Van
A record will be maintained of all expenses incurred for use
of the van. Expense categories will include the following: A. Operating
Expenses ‑ Gas B. Repair and maintenance C. Insurance & License, tax,
fees. The church shall maintain a monthly record of all expenses in order to
allow adequate funds to be budgeted in the following year.
Use of the mobile phone in the van shall be restricted to
official church use. Personal calls should not happen unless it is an
emergency.
F. Driver
Responsibility
Driver responsibility is all important, and the following
areas should be emphasized: ‑ The safety and comfort of driver and
passengers is of utmost importance. ‑ Driver should be a minimum of 18
years of age. ‑ Observance of all traffic laws and regulations is
paramount.
Courtesy to other drivers should be given at all times as
those driving and riding in the van are representatives of God and of Cane
Creek Baptist church. Each driver is expected to familiarize themselves with
operational aspects of the van when using it for the first time, especially
with regard to items which may be needed such as a spare tire, jack, emergency
lights, etc. All reports and records will be completed as specified elsewhere.
G. Maintenance
The van shall be maintained in good working condition at all
times. At regular intervals or as needed, the van shall be serviced
(lubrication, oil changes, inspections, etc.). Tires and other replaceable
parts should be checked and replaced as needed.
H. Breakdowns & Emergencies
In the event of a breakdown on a trip, the driver should
contact the pastor I , or assistance on how to proceed. If the driver cannot
reach the pastor, wrecker service should be acquired and the van should be
towed to the nearest garage. If a minor repair is needed (less than $100.00), the
repair can be authorized by the driver so the van can proceed on the trip. If a
major repair (over $100.00) is needed, the driver should wait until
authorization is given by the pastor or any current member of the Board of
Deacons.
In the even of an accident, the following steps should be
taken:
1. If there are
personal injuries, medical attention should be obtained as quickly as possible.
Usually this can be done by calling police and rescue squad by dialing 911.
2. The accident should be reported to the police/highway
patrol before any movement of the van is attempted.
3. If a collision
occurs with another vehicle, the name, address, and telephone number of other
driver(s) involved and their insurance carrier should be obtained.
4. The pastor or any deacon should be notified immediately.
I.
Miscellaneous Expenses of Driver
The driver will be reimbursed for expenses incidental to the
trip. This includes gasoline, parking fees, etc. Receipts should always be
obtained for out‑of‑pocket expenses.
J. Location of
Van When Not In Use
The van will be kept either in the fire station or church
parking lot when not in use.
APPENDIX A:
FORM FOR PASTOR EVALUATION
The Constitution of Cane Creek Baptist
Church affords the pastor a performance appraisal on the anniversary of his /
her call (see By-Law VII: Pastor; Section 3-D, letter c). In accordance with the Constitution, the
Personnel Committee would like you to evaluate the pastors performance based
upon the categories of the Church-Pastor Covenant. Please rate performance
by circling:
Excellent Very
Good Good Fair Needs Improvement
Poor
Also, please add any additional
comments below the item that would be helpful for our pastor in improving his
service to Cane Creek Baptist Church.
You may remain anonymous in this evaluation if you choose. All evaluations will be weighed
equally. Please return this form to the
Personnel Committee chair.
Sermons
E VG
G F NI P
Communication in Worship E VG
G F NI P
Sermons are Biblically Based E VG
G F NI P
Public Prayer Leadership E VG
G F NI P
Are You Being Spiritually Fed? E VG
G F NI P
Comments:
Availability To People
Exposure to Community E VG
G F NI P
Visitation of Members/Attendees E VG
G F NI P
Outreach to New People In Community E VG
G F NI P
Comments:
Administration & Organizational E VG
G F NI P
Competency
Provides effective leadership E VG
G F NI P
in meetings
Organizational skills E VG
G F NI P
Leadership in General E VG
G F NI P
Staff Leadership
Comments:
Communication within committees E VG
G F NI P
Attempts to keep committee chairs E VG
G F NI P
Informed
Communication of total church E VG
G F NI P
program to congregation
Promptness in returning phone calls E VG
G F NI P
Comments:
Is easily reached at home E VG
G F NI P
office or church office
Gregg is working as much as I expect E VG
G F NI P
him to
Gregg is efficient in getting things E VG
G F NI P
done in timely manner
Comments:
Bible Studies are informative and E VG
G F NI P
spiritually rewarding
Devotionals at Wednesday Night E VG
G F NI P
Program
Comments:
Please feel free to use back of this
page to share other comments or concerns.
APPENDIX B: FORM FOR BIDDING ON
MOWING
Contractor: Cane Creek Baptist Church
6901
Orange Grove Road
Hillsborough,
NC 27278
Work consists of mowing and trimming
grass in two areas of church property.
Bidders will make offers separately, on either or both of the properties
described below.
Property #1: Referred to as Church lawn on grounds.
This area is adjacent to the main church building. The bidder will be shown the exact
boundaries and ground to be mowed and trimmed.
Property #2: Area is adjacent to Cane Creek Church Activities Center and some right
of way along Orange Grove Road between the church and Activities Center. The bidder will be shown the exact
boundaries and ground to be mowed and trimmed.
Property #1: The grass should be maintained at a height of approximately 3
inches. Frequency of mowing will be
determined by time of growing season and moisture. It is expected that mowing will occur once weekly during the
early growing season, and less frequently in the latter part of the season when
the weather tends to be hotter and drier.
The successful bidder will be responsible for keeping the grounds neat,
mowing as frequently as growth requires.
Property #2: This property is not lawn quality ground. Grass height should be kept at 5-6 inches in height. It is expected that mowing every two weeks
would be sufficient, with some variation according to time of year and
rainfall.
The successful bidder will be paid for each time the properties are
mowed; therefore the bid will be on a per-time-mowed basis. The successful bidder will determine the
frequency, first, and last mowing, according to the above specifications. The successful bidder will be paid
monthly, not later than the 10th of the month following, upon presentation of a
written bill. The bill will state the
number of times the property was mowed in the billing period.
The bid will cover the _____ growing
season. The contract may be extended
beyond this period by agreement of both parties.
The contract may be terminated by
either party with two weeks advance notification. The contract will not be terminated by the contractor unless
there is non-performance of work or other just cause.
I understand and agree to the terms
and conditions of this bid. I have
reviewed the properties to be mowed. My
bid is stated below.
Property #1: $___________ Per time
mowed. Property #2: $_______________ Per time mowed.
Bidders Name:
_______________________________________
Address:
_______________________________________
Telephone:
_______________________________________
Signature:
_______________________________________ Date: __________
APPENDIX C:
FORM FOR USE OF CHURCH FOR WEDDINGS
Thank you for including us in your
wedding day! We are glad that we can
provide a location for you to get married.
Its easy in the midst of all the details to forget some things so were
offering this checklist of things that need to be remembered and taken care of
once the wedding is over.
Please remember the following things
and then assign someone to be responsible for checking these items off:
_____ Flowers and
candles are welcomed for your wedding day.
Please make sure that if youre using candles that all wax is cleaned up
from the floor and the candle holders
_____ The pulpit,
the chairs, the piano, and the altar table are all moveable. If you want to move them to accommodate your
service, feel free to do so. Once the
wedding is over, these items must be put back in the location they were found.
_____ If youre
using programs for your service, please be sure that all of these are picked up
and thrown away. Please look carefully
on the floor, in the hymnal racks, and outside the building to be sure that all
scrap paper is cleaned up.
_____ Once your
wedding is over, vacuuming will need to be done. The church has a vacuum cleaner available for use
_____ Trash can
liners are available for clean up. We
ask that all trash be put in bags and
taken care of by the clean-up person.
If you do not have a pickup or vehicle that can haul trash, please talk
with the minister to make arrangements for this to be disposed of.
_____ We have
chairs and tables for use. You are
welcome to use them in whatever arrangement you find agreeable. Please remember that these must all be put
back where they were found.
_____ You are
welcome to put decorations up on the church grounds but remember these must be
cleaned up afterwards. This includes
all paper, confetti, and streamers.
Also, if the couples car is decorated, please make sure that anything
that falls off is picked up.
_____ If you use
the Activities Center, vacuuming, sweeping, trash clean-up, and restoration to
the way it was found should also be done.
_____ Please
remember that we do not allow smoking or alcohol in any of the buildings at
Cane Creek Baptist Church.
_____ We prefer
that flowers, ribbons, or decorations not be taped to the pews. If they just hang over the edges, that is
fine but tape often removes the finish and leaves a sticky residue.
There is no charge for the use of our
facilities provided that the items above are adhered to and carried out. We do ask that a donation be made to help us
cover cost of utilities, etc. A
suggested donation is $50.00 but we leave the amount up to the
individuals. If clean up after the
wedding is not done or damage occurs, the couple getting married will be
responsible for paying for the clean-up.
In the event that damage occurs or clean up is not done, the wedding
license will not be mailed until things are taken care of. Its best to have
someone other than the bride or groom be in charge of clean-up.
The person we have chosen to be
responsible for clean-up is:
Name: _____________________________________
Address: _____________________________________
_____________________________________
_____________________________________
Phone: _____________________________________
Please return this form on or before
the day of wedding rehearsal. Well
make a copy for you to give to your cleanup person. Again, thank you for
letting us share in your wedding day!
Grooms Signature: ________________________________________
Brides Signature: ________________________________________
If you have a wedding coordinator or
someone in charge of decorations, its wise to give them a copy of this so they
can make their preparations accordingly.
Those who are not members of Cane
Creek Baptist Church should make the check payable to the pastor of Cane Creek
Baptist Church
APPENDIX D: FORM FOR USE OF THE
ACTIVITIES CENTER
_______________________ requests permission to use the
Activity Center of Cane Creek
(name)
Baptist Church on ______________________
(date)
1. No alcoholic beverages, narcotics, firearms or fireworks
are allowed in the building or on the grounds of the facility.
2. Those using the building and/or property are responsible
for any losses or damages incurred to the building or property.
3. Cane Creek Baptist Church is not responsible for any
losses, injuries, or damages incurred by individuals or groups using the
building or property for a non-church sponsored activity.
4. Those using the building are responsible for supplying
their own disposable paper and plastic products: cups, napkins, plates, table
cloths, eating utensils, etc.
5. Those using the building are welcome to use the Activity
Centers kitchen and its equipment including pots, pans, etc. (non-disposable
only).
6. Those using the facility shall leave the building,
equipment, and grounds clean and in proper order. (See clean-up procedure list attached).
7. Cane Creek
Baptist Church does not charge any fee for the use of the building or
grounds. However, maintaining the
building and grounds, including electricity, water, maintenance, etc. is an
ongoing expense for the church.
Donations from those using the building for non-church sponsored
activities are welcome.
Please mark off items once they have been completed. All items on this list must be completed
each week or after each usage unless otherwise noted. Please help us keep the Activities Center clean and usable!
______ All kitchen equipment, utensils, pots and pans,
dishes, etc. should be washed, dried, and returned to their proper storage
location.
______ All trash should be put into bags, the bags need to
be tied, and they must be put outside the kitchen door in the large trash
container. If the trash container is
full, do not put the trash on the ramp!
Leave it tied up at the back door.
New trash liners should be put in the inside trash cans.
______ All counters, tables, and sinks should be wiped down
with an all-purpose cleaner,
disinfectant cleaner, or cleaning solution
of 1 part bleach to 10 parts water.
______ All leftover perishable food should be given or
thrown away. To eliminate leftover food
from spoiling, only staples and non-perishable foods (salad dressing,
shortening, Parmesan cheese, soft
drinks, etc.) can be stored in the refrigerator.
______ Large quantities of leftover food can be temporarily
stored in the freezer, if it is properly
sealed in freezer bags or containers and
labeled with the date and contents.
______ The coffeepot should be emptied, cleaned, and rinsed
out. The iced tea and lemonade
containers should be emptied, rinsed out,
and stored with the lids off to dry.
The beverage
cart should be wiped clean and moved back
to the kitchen area.
______ All toilets need to be flushed and cleaned.
______ All floors should be swept. Drink areas in the kitchen must be mopped.
______ All chairs
and tables must be put back in original positions.
______ Double check
gas stoves and electrical appliances to be sure they are off.
______ Check the
furnace/air conditioning. In winter
months, the thermostat should be set a60 degrees when leaving. In the summer, the thermostat for air
conditioning
should be turned to off.
______ All trash on grounds should be picked up and put in
trash container outside.
______ One member of the clean-up crew should collect the
wet dish towels and wash cloths and
launder them at home, returning them before
the next supper.
______ Any cleaning supplies that run low or are needed
should be noted on the supply reorder
forms on the clipboard, dated, and signed.
______ All the doors and windows should be locked when the
last person leave.
I have read and understand the information above, and agree
to abide by these policies in using the Cane Creek Baptist Church Activity
Center and grounds.
Signed:
____________________________________
END OF P&P
MANUAL
11/24/01 file: P&Pmanual(5th draft).doc