Constitution, Covenant, and By-Laws of
First Baptist Church of St. Simons Island, Georgia, Inc.
Preamble
The following principles, policies and procedures are established for the guidance of the worship and activities of the First Baptist Church of St. Simons Island, Georgia, Inc. They shall be known as the Constitution, Covenant, and By-Laws of this Church.
Adoption
This Constitution, Covenant, and By-Laws are adopted the dates listed for each section and supersede all prior constitutions, covenants, by-laws, practices and policies of this Church.
CONSTITUTION
This Constitution was voted on and adopted by the Church on August 22, 2012
Article I - Name
The name of this Church is First Baptist Church of St. Simons Island, Georgia, Inc., first organized in 1938, and later established as a non-profit corporation, pursuant to the laws of the State of Georgia, in 1981. It is hereinafter referred to as the “Church”.
Article II - Statement of Faith
Baptists are a people who profess a living personal faith. This faith is rooted and grounded in Jesus Christ who is "the same yesterday, today, and forever." Therefore, the sole authority for faith and practice among Baptists is the will of God in Christ which is revealed in the scriptures and interpreted to each believer through the Holy Spirit. Also, in keeping with the doctrinal statements in THE BAPTIST FAITH AND MESSAGE OF 1963, this Church affirms that "any group of Baptists, large or small, have the inherent right to draw up for themselves and publish to the world a confession of their faith whenever they may think it advisable to do so." Thus, the Priesthood of All Believers and the Autonomy of Local Church Congregations stand as the dual pillars upon which we formulate our Statement of Faith. We further assert that such doctrinal statements are only a guide for the interpretation of the Christian message and have no authority over the conscience.
Article III – Vision, Mission, and Core Values
Section A. Vision.
To be a family of believers sharing God’s Love and Grace with all people.
Section B. Mission.
To help people:
Experience God through Jesus Christ;
Grow through Bible study and prayer;
Celebrate God’s presence in worship;
Give hope and help to those in need; and to
Provide a sanctuary of love and Christian fellowship.
Section C. Core Values.
1. Biblical Foundation. We study and teach God’s written word, acknowledging its authority and celebrating the story of the revelation of God, inspired by Him and written by His people, so that all might come to know the Living Word, Jesus Christ.
2. Prayer. We are committed to pray faithfully, both individually and as a church, seeking God’s will.
3. Worship. We are welcoming and inclusive of all people in worship that exalts God with awe and wonder, celebrates Christ with joyful song and thanksgiving, and submits to the Holy Spirit in reverence and humility.
4. Stewardship. We are dedicated to the stewardship of our lives and resources, recognizing our spiritual gifts, and offering them sacrificially and joyfully to God through service to His church.
5. Missions. We share the love of Christ and offer His redeeming grace by meeting the spiritual, emotional, and physical needs of our community and the world. 6. Community. We embrace the diversity of our congregation and are committed to develop unity and common purpose, enabling all to participate, to serve, and to lead.
7. Freedom. We believe in the Priesthood of All Believers, affirming the freedom and responsibility to relate to God in our own personal way, as we are led by the Holy Spirit.
Article IV - Ordinances
We adopt the ordinances of Baptism and the Lord's Supper as the fullest expressions of the Christian experience.
Article V - Governance and Affiliations
Section A.
The governance of this Church is vested solely in the body of believers who compose it and who shall determine all matters of policy and governance. It shall be subject to the control of no other ecclesiastical body but shall recognize and sustain the obligations of mutual counsel and cooperation which are common among Baptist churches.
Section B.
So far as may be consistent with the principles and teachings of God's Word, this Church may cooperate with, have representation in, and make financial contributions to such and as many denominational organizations as the Church may designate from time to time.
Section C.
As to the doctrine of this Church, it shall receive the scriptures and leadership of the Holy Spirit as its authority in matters of faith and practice.
Article VI - Amendments
Proposals for change of the Constitution, Covenant, or By-Laws shall be made by presenting a written proposal to the Constitution, Covenant, and By-Laws Committee for action in accordance with the By-Laws. Any proposal and recommendation, created in accordance with the By-Laws, shall be presented to the Church in writing prior to discussions with the congregation with finalized copies furnished at a business meeting one month prior to a Church vote. Church vote can be a called church conference without further discussion after Sunday services. Amendments to the Constitution or Covenant shall be by two-thirds vote of the Church members present and voting. Amendments to the By-Laws shall be by a majority of the Church members present and voting.
CHURCH COVENANT
This Church Covenant was voted on and adopted by the Church on May 15, 2022.
As members of this church, we covenant with God and each other:
We Confess
-Jesus Christ is Savior and Lord
We Acknowledge
-Our common calling to follow Christ
-Our dependence upon God’s grace
-Our need to be led by the Holy Spirit
-Our need to be a part of a church community
-Our responsibility to study and apply scripture to our daily lives
We Choose
-To love, care and pray for one another
-To listen to one another
-To acknowledge our differences and use them to find a more faithful witness
-To participate in the ministries of the church
-To walk together, serving one another, our community, and our world
First Baptist Church
By-Laws
These By-Laws were voted on and approved by the church on January 12, 2025
Article I – The Congregation
Section A. Membership.
1. Requirements. The membership of this Church shall consist of those persons who have confessed Jesus Christ to be their Savior and Lord, and who have:
a. Been baptized by immersion or upon statement of Believer’s Baptism by another Christian Church.
b. Accepted the Church Covenant; and,
c. Been accepted by vote of the Church.
d. None of these membership requirements shall be waived without the advice and consent of the Senior Pastor.
2. Privileges. The privileges of membership will include:
a. Gathering together and experiencing all opportunities of worship, services, and ministries of the Church.
b. Voting on all matters to come before the Church; and,
c. Holding office and service positions.
d. Being eligible to serve as a Deacon.
3. Responsibilities. Members are expected to:
a. Be faithful in all the duties essential to the Christian life
b. Regularly attend the services of this Church
c. Give regularly for its support and its causes
d. Share in its organized servant ministries, and
e. Represent the Church with integrity at all external events and activities.
Section B. - Removal from Membership.
1. Upon occasion the need might arise to remove a person’s name from the Church’s membership rolls.
a. Deceased person’s names will be removed from the church roll by church administration.
b. Members may resign their membership or transfer their membership upon written notice to the church.
c. When it is established that a member has united with another church, status of membership in this Church may be determined by church administration.
d. A member who relocates to a new community and is unable to continue active or Watch-Care membership may be removed from the church rolls.
Section C. Special Relationships.
1. Special relationships allow one to participate in all aspects of the life of the Church with the exception of voting privileges and Deacon eligibility.
a. Associate- Associate relationships shall be provided at the request of confessing Christians who request participation but choose not to move their church membership from their home church.
b. Watch-Care: Individuals who are physically unable to fulfill the responsibilities of active membership can still be recognized as part of the church family.
c. Inactive/ Non-Resident Membership: Members or others who relocate or cannot participate may be classified as inactive.
Section D. Meetings.
1. Regular Meetings. For public worship, preaching, instruction and evangelism, the Church shall maintain, and foster meetings as follows:
a. Regular meetings shall be held each Lord's Day, and each Wednesday evening. Each of such meetings shall be under the direction of the Senior Pastor or the Senior Pastor's appointee.
b. The time, place, and structure of regular meetings may be modified upon recommendation of the Senior Pastor, after discussion with and approval of the Church.
c. For study and instruction of God's Word, there shall be Sunday School classes for all ages, meeting each Lord's Day, unless modified by recommendation of the Senior Pastor and approval of the Church.
d. The Church may conduct evangelistic meetings and events from time to time. Suggestions for such meetings and events shall be presented to the Deacons and may occur when recommended by the Senior Pastor and approved by the Church.
2. Business Meetings. The regular annual meeting of the Church shall be held at the time of a regular church conference during the fourth calendar quarter of each year, at which time annual ministry and committee reports shall be presented. Public notice of this meeting shall be given at least ten (10) days prior thereto.
a. Regular business meetings for the transaction of all business except the call of a Senior Pastor shall be held at such time as recommended by the Sr. Pastor or Deacons and approved by the Church. Such meetings shall be held at least quarterly. The schedule of these meetings shall be presented for approval by the Church at the regular annual meeting.
b. The Senior Pastor or the Chairperson of Deacons may call special business meetings, the purpose of the meeting being stated at the time of the announcement.
c. A member(s) or a committee chair can propose to the Sr. Pastor or the Deacon Chairperson a need for a special business meeting. The Sr. Pastor or Deacon Chairperson will issue notice through the Administrative Staff to the congregation, of the purpose of the meeting and the meeting date of either a scheduled business meeting or a special called meeting.
d. At any of the regular meetings for worship or business, the Church may, without special notice, appoint representatives to denominational meetings or conventions.
e. A majority of those members present, and voting shall determine any matter voted upon, except as otherwise provided in the Constitution or By-Laws.
f. The Chairperson of Deacons or their designee shall preside and act as moderator at all business meetings.
g. In the absence of the Church Clerk at any business meeting of the Church, the moderator shall appoint a Temporary Clerk to record the action of the Church at such meetings. Recorded minutes of the meeting or actions of the meetings will be forwarded to the Church Administrator for retention in the archives.
h. All business meetings shall be governed by ROBERT'S RULES OF ORDER. Questions shall be resolved by the moderator or by a parliamentarian appointed by the Chairperson of Deacons.
Article II – Church Governance
The governance model is one of shared and collaborative leadership. It seeks to promote the engagement of the Church, and to develop lay leaders. Open dialogue is encouraged to solve problems constructively and address conflict effectively, and members are encouraged to engage through their own unique gifts. The model encourages a bottom-up style of servant leadership and seeks always to serve the fellowship and promote organizational health and wellness. Authority is replaced by consensus, collaboration, and facilitation.
Section A. Deacons.
1. Selection
a. Deacons are elected directly by the members, and are expected to minister, serve, and fill leadership positions in a wide variety of areas. There is a minimum of 12 Deacons, but the current number of Deacons may be determined by the ministry, service, and committee needs of the Church. The number can be changed and approved during Church quarterly business meetings.
b. The term of office for Deacons shall be three (3) calendar years, with a rotating system of annual replacements. A member whose full term has expired shall be ineligible for reelection for one (1) year. Someone who is filling an unexpired term shall be eligible to serve a full term during the next Deacon selection cycle.
2. Mission. The mission of Deacons is to support the ongoing health of the fellowship by ministering to the congregation by building relationships, providing servant ministries, and ensuring ongoing Church health.
a. Congregational Ministries
1. Utilize and grow your God given talents for the leadership and service to the Church.
2. Perform Sunday duties, prayer Deacon, Lord’s Supper serving and preparation, welcome center (attendance), etc., as defined in the Deacon Body Guidelines.
3. Be knowledgeable and aware of church programs, activities, missions, and needs.
4. Assist ministers and staff in matters of welfare and service to the congregation and community.
5. Attend and be engaged in Church worship services, fellowship, and discipleship opportunities.
6. Build relationships with people and families within the congregation.
b. Servant Ministries
1. Participate in the Church’s Wednesday night services and activities.
2. Participate in various church sponsored community missions and outreach.
3. Participate in the Church’s Hearts & Hands Ministry.
c. Church Health Ministries
1. At least one Deacon should serve on each standing committee, Minister Search Team, and Transition Team.
2. The Deacon Body recommends for church approval church members to serve on the Nominating Committee, Ministerial Search Teams, and Transition Teams.
3. Review and recommend for church approval the proposed annual church budget developed by the Finance Committee.
4. Review monthly church financial reports prepared by the Finance Committee for quarterly reports at church conference.
5. Approve designated mission expenditures and any unbudgeted expenditures exceeding the annual non-budgeted monetary threshold.
3. Qualifications
In electing Deacons, the Church shall elect members, twenty-one (21) years or older, who are or will have been active members of the First Baptist Church of St. Simons Island, Georgia, pursuant to Article I of these By-Laws, for a minimum of twelve (12) calendar months prior to the date of the nomination of Deacons. They shall be honorable, true servants of God who conform to the meaning of the word and practice of the New Testament as reflected by the principles set forth in First Timothy Chapter 3:8-13 and Acts 6:1-6. They shall be the servants of the Church and zealous to guard the unity of the Spirit within the Church.
4. Election
Early in the month of October the mission, responsibilities, and eligibility requirements of Deacons and the methodology and timing of Deacon selection will be communicated to the Church, and the Church will be informed of the number of Deacons to be selected during this cycle. This will occur over a period of several weeks to promote awareness of the election process, its importance in the life of the Church, and to allow eligible members to consider their choices.
a. Prior to the first Sunday in November, members will be advised of the upcoming election of Deacons, so that anyone may notify the office requesting to have their name removed from consideration prior to nomination. This will occur over a period of several weeks to promote awareness of the election process, its importance in the life of the Church, and to allow eligible members to consider their choices.
b. On the first Sunday in November, the list of eligible and willing members for Deacon Service will be presented to the Church, along with the current number of positions that will need to be filled. It will be recommended that the list be taken home, studied, and prayed over in anticipation of voting the following Sunday.
c. On the Second Sunday of November, each member will cast their votes for the appropriate number of members, as announced by the Deacon Chairperson.
d. The Pastor, Deacon Chairperson, and Deacon Vice Chairperson will contact those nominated in descending order (by number of votes received) until the positions are filled, discussing with each the Biblical qualifications, requirements, expectations, and willingness to serve.
e. Once the required number of Deacon nominees have accepted, the list of these will constitute the nomination of Deacons. This list will be published by the Church prior to the first Sunday in December.
f. On the first Sunday in December, the Deacon Chair or their designee will present the group for election by acclamation by the Church.
5. Replacement and Additions
a. When it is necessary, the Deacon body will determine if a replacement is required to fill the remainder of the vacant position calendar year. If a replacement is desired, the replacement should be selected by the Deacons from previously ordained Deacons.
b. Anyone selected as replacement for the remainder of that calendar year will be eligible to serve a full term during the next Deacon selection cycle.
c. Additional Deacons can be elected as the need arises during the Quarterly Business Meetings.
6. Officers
a. The Deacon body is responsible for selecting officers for the coming year with input from the Sr. Pastor who must work closely with the Deacon officers.
b. Officers are 1) Deacon Chair, 2) Deacon Vice Chair, and 3) Secretary.
c. During December the outgoing Deacon Chair will coordinate the election of Deacon officers for the coming year.
7. Ordination
a. Deacons not previously ordained will be ordained at a special service within sixty (60) days of their election, to be administered by the Senior Pastor and the Deacon Chairperson.
Section B. Ministerial Staff.
1. Structure.
a. The ministerial staff will consist of a Senior Pastor and such additional ministers as the Church may deem necessary.
b. Additional ministerial staff positions will be identified and described in the appropriate written job descriptions. Copies will be kept on file with Personnel Committee documents within the church office.
c. The ministerial staff will be subject to, and governed by, job descriptions, personnel policies and procedures established by the Personnel Committee and approved by the Deacons and the Church membership in a business meeting.
2. Senior Pastor
a. Responsibilities
1. The Senior Pastor shall promote the spiritual growth and health of the Church and will oversee ministry to the needs of all Church members, and others as appropriate. The Pastor will provide spiritual and moral leadership, in collaboration with lay leaders, through preaching, teaching, counseling, and by example. The Pastor will provide leadership, guidance, direction, and mentoring to Church staff.
2. The Senior Pastor is expected to attend and report at Deacons’ meetings and Church business meetings.
3. The Senior Pastor is expected to attend and participate in meetings of the Long-Range Planning Committee.
4. The Senior Pastor is responsible for oversight, monitoring, management and leadership to all Ministers, Administrative staff, Preschool staff, and other Church employees. Ensure that all appropriate evaluations are completed and retained.
5. Other specific responsibilities may be defined in personnel policies, the procedures and job descriptions as approved by the Church.
b. Selection
1. When the need arises, the Deacons will recommend a Senior Pastor Search Committee, which shall consist of at least seven (7) active members representing a broad spectrum of the church, to be approved by the Deacons and presented to the Church for approval.
2. The Committee will bring to the Church for approval only one person at a time and their recommendation shall constitute a nomination.
3. Election shall be by private ballot with the appropriate person participating and affirmative vote of at least three-fourths of those members voting being necessary to elect.
4. Church approval shall take place at a business meeting called for that purpose of which at least ten (10) days advanced notice shall be given.
5. The Senior Pastor, upon acceptance of the call will serve indefinitely at the will of Church, or until resignation.
3. Other Ministers
a. Criteria
1. All ministerial positions report directly to the Senior Pastor.
2. Ministers are selected based on the ministerial needs of the Church and their level of expertise.
b. General responsibilities include
1. Becoming members of the Church
2. Promoting the spiritual health and growth of the Church through their specific areas of responsibility
3. Working in collaboration with lay leaders
4. Attending and reporting at Deacon’s meeting when possible
5. Additional specific responsibilities may be outlined in the job descriptions and personnel policies and procedures.
c. Selection
1. The Deacons are responsible for recommending search committees for all ministerial staff positions.
2. Recommendations for membership on any ministerial search committee require approval by the Deacons and the Church with a congregation vote in conference.
3. After approval of the Search Committee by the Church, the Personnel and Finance Committees will provide pertinent guidance and direction to the search committee regarding the position.
4. A search committee shall bring to the Church for consideration and approval one person at a time and their recommendation shall constitute a nomination.
5. A candidate to fill a particular ministry position must be approved by the Church. Church approval may take place at a regular or special business meeting, of which ten (10) days advance notice has been given stating that the vote will occur.
6. The minister, upon acceptance of the call, will serve indefinitely at the will of the Church, or until resignation.
4. Ordination
a. The Church will perform ministerial ordinations when recommended by the Deacons and approved by a majority of the Church following established ordination protocols.
Article III – Administrative and Support Staff
Section A. Positions
1. The number, responsibilities, and configuration of the Administrative and Support Staff of the church are determined by the current needs of the church. This applies to both direct employees and contract employees. All positions are determined by the joint efforts of the Senior Pastor, the ministerial staff, appropriate committees, and the Deacons.
2. Current active positions are to be published and retained in church documents.
Section B. Structure
1. The Administrative and Support Staff will be subject to, and governed by, job descriptions, personnel policies and procedures.
2. With input from existing staff and appropriate committees, the Personnel Committee will develop job descriptions for each administrative or support position.
Section C. Supervision
1. The Senior Pastor will act as the supervisor of the Administrative and Support Staff and will be responsible for ongoing direction and review of their activity and ensure an annual review of each direct or contract employee is conducted.
2. Although the Senior Pastor has ultimate responsibility for supervision, day to day responsibility can be shared with other staff members or committees. These supervising staff members or committees should be involved in both periodic and annual review of the status and performance of each position.
3. All performance reviews will be retained in appropriate church documentation and storage. Similarly, any disciplinary reviews will be documented and retained.
Section D. Selection Process
1. The Senior Pastor and Personnel Committee will be responsible for recruiting Administrative and Support Staff.
2. Other Committees can be utilized in recruiting and hiring recommendations.
3. The Finance Committee is to be consulted regarding salaries and wages.
4. All hiring is to be reviewed by the Deacons.
Section E. Dismissals and Terminations
1. All occurrences of dismissals, resignations and terminations should follow appropriate personnel policies and procedures and be with advice and consent of the Senior Pastor.
Article IV – First Baptist Church Pre-School
Section A. Purpose
1. The First Baptist Church Pre-School was formed to utilize the Church’s current facilities and perform a service to the community by providing pre-kindergarten day care and Christian aligned education for children. The Pre-School began operations in the beginning of the 2018-2019 school year.
2. The Pre-School operates as part of the church (one Federal Tax ID) and is considered a Ministry of the Church.
Section B. Organization
1. The Pre-School prepares its own annual budget with oversight from the Pre-School Committee and the Finance Committee. The budget will be approved by the Deacons and the Church. Some itemized Pre-School expenses are absorbed by the overall Church Budget. Although the intent is for the Pre-School Budget to reflect break even operations because it is a mission of the Church, funds from the Church’s general account might be required to be transferred to the Pre-School.
2. The Pre-School has its own operating staff, including Director, personnel, teachers, and assistants. All staff are employees (or volunteers) of the church and subject to all established church policies and procedures as proscribed by the Personnel Committee and Approved by the Deacons. All staff are mandatory reporters of any observed or suspected improprieties, including but not limited to abuse or neglect, to their respective supervisors.
3. The Preschool Director provides general monitoring and oversight of the Pre-School operations and personnel. The Director reports to the Sr. Pastor or Sr. Pastor’s designee.
4. The Pre-School Committee assists the Pre-School personnel with the entire operations, personnel, and policies of the Pre-School.
5. The Pre-School is governed by and subject to State Guidelines for Licensed Pre-Schools.
Article V – Trustees
Section A. Selection and Officers
1. The Trustees shall be composed of five members of the Church.
2. They shall be elected by vote of the Church upon the recommendation of the Nominating Committee.
3. Their terms of office are based on a rotating system of five-year terms, with the term of one member expiring each year.
4. A member whose term has just expired is ineligible to serve as a Trustee for a period of one (1) year.
5. The Trustees shall elect one of the members to serve as Chairperson and one to serve as Vice Chairperson.
6. The Chairperson shall coordinate communications with the Senior Pastor, the Deacons and the Church.
Section B. Responsibilities
1. The Trustees shall hold title to the Church property and arrange for and keep in effect such insurance as is wise and in keeping with sound business practices.
2. They shall execute all deeds, debentures, mortgages, liens, transfers, leases and other legal documents for and on behalf of the Church, but shall have no power to buy, sell, mortgage, lease, transfer, or encumber any property of the Church without specific vote of the Church authorizing such action.
3. The Chairperson of the Trustees is the de facto Chief Executive Officer of the corporation, satisfying any legal requirement for such a position, but exercising only the duties and powers specified in the Constitution or By-Laws. Another current trustee shall be named as de facto Secretary of the Corporation.
4. The Trustees are responsible for all legal matters involving the Church including hiring of and coordination with attorneys as needed by the Church.
5. All insurance requirements should be reviewed and approved by the Trustees and submitted to the Deacons for approval.
6. All rental agreements, and rental agencies required for any Church owned properties are the responsibility of the Trustees. This includes any renewals, displacements, or other rental activities.
7. As legal representatives, Trustees are responsible for oversight of the Church Endowment Program.
8. The approval of any three active Trustees shall be sufficient to discharge any of the duties of the Trustees.
9. They shall ensure that the annual corporate registration with the Georgia Secretary of State is maintained, and one current trustee will be assigned as the Registered Agent of the Corporation with the Church’s address listed.
Article VI – Church Clerk
The Clerk shall be nominated by the Nominating Committee and approved by the Church and shall serve for a term of one year and may be appointed for successive terms. The Clerk shall keep an accurate record of all actions of the Church, shall attend all business meetings, preserve and file all communications and written official reports and give legal notice of all meetings where such notice is required by the Constitution or By-Laws.
Article VII – Committees and Mission Teams
Section A: Standing Committees:
The following nine committees are considered permanent standing committees of the church and should function continuously for all proper church operations. The committees should meet as needed, but no less than quarterly. The committee should report, by either the Chairperson or an active Deacon, its activities and recommendations to the Deacons and the Church on a regular basis or at quarterly or scheduled church conferences. Each Committee should record and maintain the minutes of all meetings and activities and copies are to be retained in the church office. Meetings, communications, and votes must be in person, virtual meeting, or e-mail participation.
1. Membership
a. Active members and non-members with particular knowledge, skills or desire may participate in appropriate committees. Unless otherwise specified in the By-laws, membership of active church participants for other committees shall be nominated by the Nominating Committee and approved during an appropriate Church Conference. It is anticipated that nominated members should be knowledgeable and/or experienced in the background, needs, and mission of that particular committee.
b. Each standing committee should have at least one currently active Deacon participating.
c. A suggested minimum number of members is listed for each Standing Committee.
d. Each committee should elect its own Chairperson, who does not have to be an active Deacon.
e. Normal terms of service will involve a 3-year participation, but extenuating circumstances may extend the term.
2. Personnel Committee
a. The Personnel Committee shall consist of a minimum of 5 members. The Senior Pastor is an ex-officio member.
b. Responsibilities
1. Policies, Procedures and Adherence:
a. In concurrence with the applicable committees draft and define written appropriate Personnel Policies and procedures for all church and pre-school employees and present these to the Deacons for approval.
b. Participate in monitoring of church operations involving policies and procedures.
c. The Committee will review compliance by all church employees with the Policies and Procedures Manual. The Committee may make recommendations to the Deacons as needed to address deficiencies.
d. Maintain a record of current job descriptions for all church employees and positions.
2. Staff Hiring Assistance
a. Coordinate and assist the Senior Pastor in job descriptions, applications, and recommended selection of persons to fill each administrative position and support staff.
b. Coordinate and assist as needed the Pre-School committee in job descriptions, applications and recommended selections of persons to fill each Pre-School position.
c. Recommend to the Finance Committee for Deacon approval salary and salary increases for Administrative Staff.
d. Assist the Search and Transition Teams for Ministerial hires and salary recommendations.
3. Evaluations
a. With the Deacon Chair prepare yearly evaluation of the Sr. Pastor
b. The Senior Pastor to conduct yearly evaluations of all other church ministers and staff personnel and review and discuss these with the Personnel Committee.
c. Be available to review yearly evaluations of Pre-School employees prepared by the Pre-School Committee.
d. Retain and store all evaluations for church employees, including Ministers, staff, and Pre-School in a confidential church office file.
3. Finance Committee
a. The Finance Committee should have a minimum of 3 members.
b. Responsibilities
1. Financial Reporting
a. Oversee accounting functions of the administrative staff, including church and Pre-School.
b. Perform monthly review of financial statements and reconciliations.
c. Deliver monthly summary reports during Deacon meetings.
d. Prepare and deliver quarterly financial reports to the church during business meetings.
2. Salaries
a. The Finance Committee will coordinate with the Personnel Committee for proposed salary increases for existing ministers and staff, including Pre-School.
b. The Finance Committee will coordinate with the Senior Pastor, Personnel Committee, and Preschool Committee regarding initial salaries for any new employee of the church or pre-school except ministerial staff.
c. The Finance Committee will coordinate with appropriate Search Teams for new ministerial positions and with any Transition Teams for interim ministerial positions.
3. Budgets
a. Coordinate with ministers, staff, and standing committees to prepare an annual budget for the upcoming church year.
b. The proposed budget is to be discussed and approved by the Deacons prior to presentation to the church.
c. The Finance Committee will recommend the annual non-budgeted monetary threshold for Deacon approval.
d. The proposed budget is to be presented, explained, and discussed during the current year December quarterly conference.
e. Approval, without discussion, of the proposed budget will be during called church conferences at the end of both services on a Sunday morning.
4. Expenditures
a. Mission Offering payments, even though budgeted, amounts and then disbursements should be approved for payment by the Finance Committee and the Deacons.
b. Other normal budgeted expenditures do not require Finance Committee or Deacon approval.
c. Non budgeted expenditures exceeding the annual monetary threshold require Finance Committee and Deacon Approval.
4. Preschool Committee
a. The Preschool Committee should have a minimum of 7 people. The Senior Pastor, Pre-School Director, Chair of Personnel and Chair of Finance are automatic members. Other members are nominated by the Nominating Committee. Members should be available to volunteer in Pre-School activities.
b. Responsibilities
1. Policies and Procedures
a. Create, publish, and maintain all necessary policies and procedures regarding the operation of the Pre-School as a mission of the church to the local community.
b. All policies and procedures shall be consistent with the principles, tenants, and general mission of the church.
c. Ensure that all staff and student parents understand and operate within the established policies and procedures.
d. Retain all Preschool records.
2. Operations
a. Establish staffing levels, student/classroom levels, and organizational support levels to ensure successful operations.
b. Establish and publish appropriate school calendar dates.
c. Oversee curriculum development and application.
d. Establish tuition rates for students.
3. Budgets and Expenditures
a. Coordinate with the Personnel Committee and Finance Committee all Preschool employee Salaries including annual raises.
b. Coordinate with the Finance Committee for preparation of the annual budget for church consideration and approval.
c. All non-budgeted expenditures greater than the annual monetary threshold should be approved by the Finance Committee and Deacons prior to execution.
d. Investigate appropriate agencies to apply for and monitor grant proposals to supplement financial operations.
5. Facilities Committee
a. The Facilities Committee should have a minimum of 5 members, all active participants from the church body. It is especially important to have members that demonstrate knowledge and proficiency in building or ground construction and maintenance. Sub-committees are anticipated under this committee.
b. Scope: All existing church properties, including but not limited to rental properties, Preschool properties, Mission Houses, parking lots, landscapes, vehicles, and equipment fall under the care of this committee.
c. Responsibilities
1. Coordinate all building and equipment maintenance items.
2. Coordinate all existing church grounds and property maintenance items.
3. Coordinate all church transportation vehicle maintenance.
4. Coordinate all church technology requirements, including upgrades required.
5. Obtain outside contractor bids as necessary for completion of either maintenance or capital improvement items. All non-budgeted expenditures greater than the annual monetary threshold should be approved by the Finance Committee and Deacons prior to execution.
6. Propose to the administrative staff custodial requirements of either in-house or contract custodial employees.
d. Budget and Expenditures
1. Submit to Finance Committee proposed annual budgets for building and grounds maintenance items and anticipated capital improvements to existing church buildings, equipment and properties.
2. All non-budgeted expenditures and budgeted expenditures greater than the annual monetary threshold, including annual contracts, should be approved by the Finance Committee and Deacons prior to execution.
6. Long Range Planning Committee
a. Long Range Planning Committee should consist of the Senior Pastor, Deacon Chair, Deacon Vice Chair, Past Deacon Chair, all other standing committee chairs, two other current Deacons and at least two currently participating church members who are not currently serving Deacons.
b. Long Range Planning is responsible for proposing the future direction of the church relative to Mission, Properties, Buildings, Ministries, Worship Formats and Relationships. All proposals for change should be routed for approval through appropriate committees, Deacons, and the Church Congregation.
c. Responsibilities
1. Assess and plan for future utilization of existing church buildings and properties, including rental properties.
2. Assess and plan for future utilization of expanded or modified church buildings and properties.
3. Assess, plan for, and monitor any co-tenant relationships.
4. As Capital Campaigns are created and maintained, the Long-Range Planning Committee should prioritize the expenditures related to the campaign and recommend executing appropriate portions as monies are collected.
5. Assist the Ministerial Staff in determining, coordinating, and explaining any proposed changes in the worship or meeting times or formats to the Deacons and the congregation for their approval.
7. Congregational Ministries Committee
a. Due to the broad reach of this committee the number of members is not limited but should include a current active Deacon. Members of the committee should be active participants within the church. At the discretion of the committee sub-committees or working teams may be created and populated as needed to carry out the responsibilities of the committee on a voluntary basis. Participants on this committee can serve for an unlimited term, but the Chair of the committee should rotate after a 3-year term.
b. Responsibilities
1. Assist the ministerial staff, administrative staff and Deacons in providing appropriate ministries to church families as they arise.
2. Assist the ministerial staff in coordinating Wednesday night activities.
3. Coordinate Sunday morning fellowship opportunities.
4. Assist the ministerial staff in welcoming all visitors into our fellowship and assimilation of them into appropriate church functions and programs.
5. Help coordinate new member information and opportunities.
6. Assist with and help coordinate any bereavement activities for church participants.
7. Assist with and help coordinate any special activities or social events that may arise.
8. Missions Committee
a. The Missions Committee should be the oversight committee for all activities related to local, national, and worldwide missions both denominationally and otherwise oriented. An appropriate minister is automatically appointed a member of this committee. Other sub-committees or teams might be created to facilitate the execution of supported ministries.
b. Responsibilities
1. Determine and evaluate mission efforts to be supported by the church.
2. Recommend to the Finance Committee any monetary support anticipated to be included in the annual budget for each ministry effort.
3. Recommend to the Finance Committee, Deacons, and the church any disbursement of funds as they arise.
4. Review, support and coordinate any non-monetary mission activities of the church.
5. Promote and report mission activities periodically to the church.
6. Coordinate with other Special Committees or Teams that are responsible for self-directed mission efforts.
9. Nominating Committee
a. The Senior Pastor, Deacon Chair, and Deacon Vice Chair are automatic members of this committee. Three other members are nominated by the Deacons and elected for the upcoming year at the fourth quarter Church conference. Normally terms of service are for 3 years, followed by one year of ineligibility.
b. Responsibilities
1. Solicit church participants for their participation in various Standing and Special Committees based on their expertise in particular areas of church life.
2. Recommend to the church for election all members of the standing and special committees and teams unless otherwise specified by these By-laws. A proposed membership roster for the coming year is presented at and voted on in the fourth quarter church business conference.
3. Whenever the need arises for additional or replacement members of any committees or teams this committee shall recommend to the church the election of these nominations. This nomination and election can be at any church business meeting without prior notice.
10. Constitution-Covenant-Bylaws Committee
a. This committee should consist of at least 4 members, one of which should be an active Deacon.
b. Upon occasion related church documents must be reviewed, updated or amended. The requirement for this review can be originated by the Deacons or the Church business meeting.
c. Responsibilities
1. Members should be available to assist the general Church membership in responding to inquiries or interpretation of current documents as situations arise.
2. Review current documents for applicable alterations due to new or added church affiliations, missions, doctrines, facilities, or programs.
3. Ensure that all documents are in accordance with appropriate state and federal laws and regulations.
4. Any changes to documents, either amendments or revisions shall be presented to the Deacons and the church during communication periods allowing for appropriate feedback from participants.
5. After presentation and review the final proposals for change should be presented to the congregation as offered for approval. Proper notice of an impending vote is required ten (10) days prior to the vote.
6. Amendments to the Constitution or Covenant shall be by two-thirds of the vote of the church members present and voting. Amendments to the By-Laws shall be by a majority of the Church members present and voting.
Section B: Special Committees and Teams
Special Committees or Special Teams can be established as needed or proposed by the Deacons. These committees/Teams can be continually operational or established for specific purposes, which once completed can be disbanded. Except as mentioned below for specific Teams, the number of members is flexible as dictated by current requirements and should be nominated by the Nominating Committee or Deacons and approved by the church in an appropriate business meeting. Any concerns, recommendations, or advisements from the committees should be presented through the Deacons and Congregation.
1. Ministerial Search Team (Committee)
a. Whenever a ministerial position approved by the church becomes open, a Ministerial Search Team shall be established. A search team would consist of a minimum of seven (7) active church members, but more can be proposed. The Deacons should nominate members of any search team representing a broad spectrum of church members and propose those members to the church for approval. If the ministerial search is for a Senior Pastor and a Transition Team is established for continuity, a member of the Transition Team should also serve as a member of the Senior Pastor Search Team.
b. Responsibilities
1. The Search Team should use available resources, recommendations, and services to determine a methodology for locating potential ministers.
2. Meeting regularly the Team should review appropriate application resumes, do appropriate background reviews, and discuss/interview with any candidates they discover.
3. The team should coordinate with the Finance and Personnel Committees on appropriate compensation and how allowances and compensation packages are configured.
4. After appropriate reviews, interviews, or visits the single preferred selected candidate shall be presented to the church and their presentation shall be considered a nomination.
5. A candidate to fill a particular ministry position must be approved by the Church. Church approval may take place at a regular or special business meeting, of which ten (10) days advance notice has been given, stating that the vote will occur. Voting will be by secret ballot.
6. The minister, upon acceptance of the call, will serve indefinitely at the will of the Church, or until resignation.
7. During this process all Team and candidate discussions are confidential but periodically the status of the process should be communicated to the church body.
2. Transition Team
a. In the absence of a Senior Pastor, a Transition Team should be established to assist the ministers, staff, and the congregation in ensuring ongoing church leadership. A Transition Team would consist of a minimum of five church members, but more can be proposed. The Deacons should nominate members of any search team and propose those members to the church for approval.
b. Responsibilities
1. Determine if the church should require an Interim Pastor or other Ministers. If an Interim is needed, the Transition Team should use available resources and recommendations to secure a compatible Interim Pastor and their reasonable initial term of service.
2. The Transition Team should coordinate with the Personnel and Finance Committees on appropriate compensation.
3. The Transition Team should propose the Interim to the church congregation for approval and endorsement.
a. In the absence of an Interim Pastor, the Transition Team should use available talent, recommendations, and other resources to ensure a pulpit supply for every Sunday. The pulpit supply compensation should be reviewed with the Finance Committee.
b. The Transition Team should assist other ministers and all staff personnel in monitoring and providing required leadership in ongoing church and office operations and functions.
c. While in the transition period a member of the committee should regularly attend the weekly staff meeting for proper communication of needs and direction.
d. Periodically, the Transition Team should communicate plans and schedules to the Deacons and the Church Body.
Article VIII – Disagreements
Section A: Disagreements and Resolution.
1. Given the diversity within the general membership and the independent characteristic of Baptists, it is inevitable that differences of opinion, disputes, and related issues will occur from time to time.
2. It is in the best interest of the Church and in our mutual benefit that each member assumes personal responsibility to strive to resolve disagreements in a timely manner and on a one-on-one basis if possible.
3. This should be done prayerfully with a tolerant, acceptant, and respectful spirit.
4. If disagreements or disputes develop about church operations, church members or church staff, the first step to resolution should be earnest prayer and reflection by individuals for guidance and direction.
5. Any discussions with the ministerial staff will be held in strictest confidence.
6. Should a member have a disagreement with any church position or church program, any ministerial or lay staff, or a fellow member they should endeavor to settle the disagreement quickly, quietly, and with minimal escalation within the church.
a. First efforts for resolution should be person to person with the individuals directly involved. This should not be an attack, but a discussion. All participants in such discussions should be allowed to explain their concerns and desired resolution.
b. Should individual discussion not resolve issues some member or members of the ministerial staff should become involved. Unless personally involved, the Senior Pastor would be consulted. Ministers would listen to all sides and try to mediate an agreeable solution.
c. If the disagreement persists, then individuals should present both sides of the disagreement to the Deacons. Should a disagreement be brought to the Deacons by either the Ministerial Team or individuals, the Deacons should listen to both parties, and in an Executive session weigh the discussions and offer solutions to the disagreement as expeditiously as possible by voluntary responses by one or both parties.
d. After their review the Deacons should vote on future directions to be taken to resolve the disagreement.
e. If the parties involved cannot or will not accept the solutions offered by the Deacons then the Deacons may call a Church Business Meeting and present both sides of the disagreement and allow the church membership to vote on an appropriate resolution.
f. Such a vote by the church shall be binding.
Article IX – Ordinances
Section A. Lord’s Supper
The ordinance of the Lord’s Supper shall be observed by the Church at least once every calendar quarter. The Deacons and the Senior Pastor are responsible for scheduling, preparing and serving this ordinance. All members of the Church and other Christians may join in the observance of this ordinance.
Section B. Baptism
The ordinance of Baptism may be administered to any person upon public profession of faith and acceptance of Jesus Christ as personal Savior and Lord. The Senior Pastor is responsible for scheduling and administering the ordinance. All others requested to administer Baptism shall do so only with the approval and under the direction of the Senior Pastor. Baptism may be administered at any worship service.
Article X – Appendices
Section A. Creation and Modification of the Appendices
The Appendices to the Constitution, Covenant and By-Laws may be created, added to, or modified in any manner by a vote of the Deacons. Recommendations for changes may come from the Senior Pastor or other ministers, the Pre-school, the Deacons, or an existing committee or ministry Team.
Section B. Index
1. Church Organization
a. Ministerial Staff
b. Preschool organization and staff
c. Administrative staff, support staff, and other employees
d. Volunteer Workers
2. Special Committees
Special committees can be created as needed to meet immediate or ongoing church needs. The list of these committees should be maintained within the Appendices.
3. Ministry Teams
Special ministry teams can be created to facilitate ministries of the Church and provide appropriate support to the ministerial staff and the Church congregation. The list of these teams as they are created should be maintained within the Appendices.
4. Personnel Policies
Once personnel policies and procedures are created and approved by the Deacons, the approved documents should be retained in the appendices and made available to Church members on request.