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Committee Members Handbook
Revised January, 1999
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Contents:
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INTRODUCTION
Dear Member,
Membership in a Congregational church carries a special privilege - it is the
privilege of ownership. As a member of Second Church, you are an owner of the
Church, a person responsible for the continuing health and welfare of the Church
and its congregation. With privilege, of course, comes responsibility and
that responsibility means that members should be actively involved in the
life of Second Church, should participate in meetings where the right and duty
of ownership are exercised, and should financially enable the church, to the best of
their ability, to carry out its mission and programs.
This Handbook is intended as an “owner's guide” to the organization and
functioning of Second Church. We hope that when you join Second Church, you
will become actively involved and will participate on a committee.
The Handbook describes the duties of the officers and committees of the Church.
It also sets forth the procedures that help guide our meetings as well as guidelines
for the use of Church property. We hope the Handbook will answer most of your
questions about how the Church operates.
The Handbook will be reviewed and revised periodically as necessary. We
appreciate any comments from you on how we can improve this Handbook to better serve
your needs and the needs of our Church.
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CHURCH COUNCIL
SECOND CONGREGATIONAL CHURCH
OF NEW LONDON
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MISSION STATEMENT
We, the members of Second Congregational Church of New London, join
together to tell the story of God's love, to show the world the joy of
following Jesus Christ, and to embrace God's presence in our daily lives. In
Carrying out its mission, the Church does not discriminate against any person
with regard to membership or employment because of that individual's race,
religion, creed, color, sex, sexual orientation, national or ethnic origin or
disability. Open to all, we are an embracing church, celebrating unity
in diversity.
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OFFICERS OF THE CHURCH
The Chairperson of the Church Council
is the chief lay officer of the Church and as such presides at all meetings of
the Church and the Church Council and
is authorized to sign contracts on behalf of the Church, once the
contracts have approved by the congregation or Church Council.
Additionally, the chairperson serves as the liaison between the Church Council and the
Pastor, presides over the Church and Ministry Committee, oversees the
activities of Church officers, sees that official decisions are carried
out, and actively participates in the life and mission of the
Church. The chairperson, with the pastor, reviews the work of the church's
administrative assistant. The chairperson writes an annual letter
to the congregation for the pledge campaign.
The Clerk
records the proceeding of the Annual Meeting and Church Council
meetings. The clerk also keeps a register with addresses of
members of the Church, with dates and modes of their reception or removal and
keeps a record of baptisms and marriages. Inactive Members are not
retained on the annual list of members and, unless otherwise requested, are removed
from the Church mailing list. The clerk issues to other churches letters
of transfer upon request of the transferring member or the receiving church.
The clerk preserves on file all communications and written official reports,
notifies persons elected to offices and committees, gives legal notice of
meetings, writes correspondence not otherwise provided for in the Bylaws or this
Handbook, and perform other duties appropriate to or required of the
office of clerk.
The Financial Secretary
collects all monies from pledges, loose plate collections and the
Church school, including special offerings and collections. The Financial
Secretary keeps an accurate record of monies received and furnishes quarterly
statements to those who contribute regularly or have pledged. The financial
secretary deposits for use by the treasurer all funds received and furnishes to
the treasurer a copy of each deposit receipt. The financial secretary
must be bonded for such amount as the Church Council directs.
The Treasurer
pays all of the operating expenses authorized by the budget or
approved by the Church Council. The treasurer disburses missions
and benevolence funds as directed by the missionary committee, pays
communion expenses authorized by the Board of Deacons, and disburses parish aid
funds as directed by the parish aid committee. The treasurer keeps an
accurate account of all receipts and disbursements and must be bonded
in such amount as the Church Council directs.
The Assistant Treasurer
performs the duties of the treasurer in the event of the absence or
incapacity of the treasurer. The assistant treasurer attends and
may vote at Church council meetings in the absence of the treasurer.
The Vice-Chairperson of the Church Council
performs the duties of the Chairperson of the Church Council in the
event of the absence or incapacity of the Chairperson.
The Vice-Chairperson:
- Presides over meetings of the Church Council and of the Church in
the absence of the Chairperson.
- Is an advisor to and ex-officio member of the Nominations Committee.
- Is a member of the Church & Ministry Committee
- Is responsible (with the Nominations Committee) for the orientation and
training of new committee members in volunteer stewardship.
- And performs other such duties as may be assigned by the Council
or Chair, from time to time.
It is expected that under normal circumstances, the Vice-Chairperson
will become a candidate for election as chairperson of the Church Council
when a vacancy occurs.
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THE BOARD OF DEACONS
The duty of the deacons is to cooperate with the pastor in ministering
to the spiritual needs of the Church and community. They prepare and
assist in the administration of the sacraments. They assist in caring for
the poor, the sick, the sorrowing, the indifferent and the stranger.
They receive applications for admission to Church membership and vote to
accept those who meet the qualifications set forth in Article III of the
Bylaws. The Board of Deacons confirms by vote that candidates for membership meet
one of the qualifications stated in Article III of the Bylaws at least five
days prior to the Sunday when new members are to be welcomed into the Church. They
call upon new members and introduce new members into the life of the Church.
They make an annual survey of the Church Rolls and submit at each annual
meeting recommendations regarding membership revisions.
They provide for the supply of the pulpit during the absence of the
Pastor. In the event of the Pastor's resignation or
other circumstances in which the Pastor is expected to be absent for
more than six weeks, the Deacons select a candidate interim or substitute Pastor
or candidates to share pastoral duties, and negotiate appropriate
conditions of service. The selections and conditions
shall become effective upon acceptance by the candidates and approval
by vote of the Church Council.
The Board of Deacons selects its own chairperson, vice chairperson, clerk
and such other officers and subcommittees as it may choose.
The Board may appoint Junior Deacons to share in its work and mission.
Junior Deacons shall be confirmed members of the Church.
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THE CHURCH COUNCIL
Section A.
The Church Council, under the direction of the Church, has charge of the business
of the Church and is responsible for the conduct of such business. The
Church Council is empowered to act for the Church on all business,
financial, and administrative matters, subject to the limitations imposed by the
Bylaws.
Section B. The members of the church council are:
- The Pastor
- The Chairperson of the Church Council
- The Vice Chairperson of the Church Council
- The Church Clerk
- The Chairperson of the Board of Deacons
- The Treasurer
- The Financial Secretary
- The Chairperson of each of the Standing Committees of the Church
- The President of the Women's Fellowship
- Two members-at-large, elected for a one-year term by the church
members at the annual meeting.
The Director of Christian Education is an
ex-officio member of the Council, without vote.
The Church Council considers
pertinent items presented for its information or action by committee
chairpersons, Church members and others.
Persons submit items for the agenda to the chairperson of the
Church Council. The Church Council may fill
vacancies in the Church offices and committees until the next annual
meeting of the Church or until a special meeting is called for this purpose.
The Church Council defines the need for office administrative support and
shall appoint persons to perform administrative duties. The
Church Council establishes policies governing the employment
of paid administrative assistants and annually recommends to the
finance committee the salaries to be included in the following year's budget.
The Church Council arranges for the annual auditing of the books of the
Church treasurer and determines the amount of the bond for the Treasurer and
Financial Secretary.
The Board of Deacons, each of the committees represented on the Church
Council, and the Women's Fellowship may select from their own membership an
alternate to serve on the Church Council with full voting privileges whenever the
chairperson or president is not able to attend a Church Council
meeting.
The Church Council meets monthly,
except during the months of July and August, and at such other times as
the chairperson of the Church Council shall direct. Eight
(8) members of the council constitute a quorum. The
clerk of the Church is the clerk of the
Church Council. The Church Council may
create or reorganize Special Committees, as it deems prudent. The
Church Council may adopt other rules of organization and procedure as it sees
fit.
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STANDING COMMITTEES
There are currently 11 Standing Committees.
They are Arts and Music, Christian Education, Church and
Ministry, Finance, Growth, Hospitality, Invested Funds, Missionary and Social
Outreach, Nominations, Property, and Stewardship. The Council reviews the size
and organization of standing committees from time to time and may recommend
that Church members may create or reorganize Standing Committees at any duly
called meeting.
Members of the Standing Committees are elected by the Church at the Annual
Meeting and are elected for two years, half of the terms expiring each year, except
for the Finance Committee. The Finance Committee
members are elected for 3 years, one third being elected each
year. No Standing Committee has fewer than four
members. Members who have served on the
same committee for six years are encouraged to take another committee
assignment.
The Church Council may fill vacancies for standing committee membership and
chairpersons until the next annual meeting and may appoint additional
members to standing committees as it sees fit.
Each standing committee meets before or as soon as possible after the Annual
Meeting to select a chairperson. The selection
should be reported immediately to the clerk of the Church.
The chairperson of each standing committee
is a member of the Church Council and is expected to attend meetings of
the Council on a regular basis.
The Chairperson of each Standing Committee is responsible for:
- Keeping a record of the Committee business
- Filing a copy of Committee meeting minutes in the Church office
- Calling an appropriate number of committee meetings
- Preparing and submitting a budget to the Finance Committee in September
of each year
- Preparing and submitting the annual report of the Committee to the
Church secretary in December of each year.
The Arts and Music Committee
ensures that worship services and church
life in general are enriched by a variety of art programs and presentations.
The organist and choir directors serve as ex officio members on this committee.
This committee assists the organist, choir directors and carillonneurs, as
they may desire, fills any vacancies in those positions and consults with the
organist and choir directors and pastor concerning music in the services of
worship. This committee recommends to
the Finance Committee the compensation to be paid to the organist and
the choir directors, including any bonuses. The
Committee reviews the work of the organist, choir directors, and
carillonneurs.
The Christian Education Committee
directs Christian education within the
Church and all matters pertaining to
Christian education are referred to it.
This committee recommends to the Finance Committee the salary
for professional workers in Christian education.
Adult education, the Church Nursery, and the Youth Group come
within its purview. The Committee recommends the
individual to be hired as a Director of Christian Education subject to
the approval of the pastor and the church council.
The Director of Christian Education must be professionally
trained. The duties of the Director of Christian
Education are defined by the Christian Education Committee and the
pastor, in consultation with the Church and Ministry Committee.
The Christian Eduction Committee,
with the pastor, annually reviews the work of the Director of Christian
Education. The review should preferably
occur between the end of the Church School Year (June) and the
beginning of the Church School Year (September).
The Church and Ministry Committee
consists of the pastor, the chairperson and vice chairperson of the
Church Council, and the chairpersons of the Board of Deacons, the Christian
Education Committee, and the Nominations Committee.
The Committee is chaired by the
Council Chairperson and shall meet prior to each Church Council meeting
and at such other times as they may wish. The
responsibilities include:
- Support of the Pastor and the mission of the Church
- Coordination of the activities of the various Church groups and committees in their
day-to-day operation and resolve scheduling issues.
- Preparation of the business agenda for Church Council meetings
- Review of the Pastor's work and the effectiveness of the Church programs.
- Assistance to the Pastor with human resource issues, related to staffing.
- Development and recommendation of means of increasing our overall organizational
effectiveness.
- Review of the Pastor's salary and financial support (and that of the pastor's
assistant when existing) and recommendation for any changes to the Finance
Committee for the following budget year.
- Long-range Planning, including:
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Determining the needs and desires of the congregation by menas of such
things as surveys, neighborhood meetings, and self studies.
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Collecting data for use by Church officers and committees as they
develop programs.
- Planning and conducting an annual planning session
- Ensuring that a Church program and activities calendar is distributed each year.
In the process of its work each
year, the committee maintains, updates, and publicizes the long-range
goals of the Church. It evaluates the current
programs and activities of the congregation in terms of the long-range
goals. The Committee may request the
Council to commision a special committee, from time to time, to perfomr
long-range planning function within a broader context.
Finance Committee
The treasurer and the chairperson of the Invested Funds Committee serve as
ex officio members of the finance committee, with vote.
This committee shall ensure that the Church is protected by
insurance against liability and property loss.
This committee shall prepare the annual budget, prepare grant
requests, have charge of the Every Member Canvas, and have general responsibility
through the year for the financing and income of the Church through close
cooperation with the treasurer, through promotion of and education towards biblical
standards of giving and stewardship among the Church membership and
congregation, and through other appropriate means. This committee
recommends to the Church Council the amount of bond for the treasurer and the
financila secretary. The committee reviews the
performance of the treasureer and the financial secretary.
The committee conducts an annual review of
the insurance protecting the Church and reports the results at least
once a year to the Church Council.
Growth Committee is
responsilble for all aspects of attracting prospective members to the
Church, including researching means of finding names of prospective new
members, insuring that prospective members are contacted and welcomed by members
of the Church, and distributing information for the purpose of attracting new
people to the Church.
Hospitality Committee is
responsible for obtaining, instructing, and scheduling ushers and
greeters. It arranges for provision of
suitable flowers for the sanctuary each Sunday and Christmas and Easter.
It arranges for a coffee hour following Sunday services.
Invested Funds Committee
invests and oversees the endowment funds of the Church and pays the
income from
same to the treasurer in regular installments.
The committee makes regular reports of its activities to the
Church
Council. This committee is autorized by
the Church to make such changes in the portfolio as may be deemed wise
from
time to time, such changes to be reported annually to the Church.
The committee also ensures the resolution
pertaining the autorization for the purchase and sale of securities is
presented and voted upon at the Annual Meeting.
Missions and Social Outreach Committee
authorizes disbursements of missionary funds within the
Church budget, allocates missionary funds not specified in the Church budget,
allocates funds as are specified for missionary work in any bequest,
and is responsible for general missionary education of the congregation.
This committee also considers the needs of
the larger community and initiates such activities and makes such
recommendations as will enable the Church to exercise its community
responsibilities. The committee
considers the resolutions proposed for action by the General Synod and
the State Conference, etc. It may suggest
to the council new resolutions which the Church should submit for
Conference action. The committee coordinates
social action activities within the congregation and strives to expand
the concern of the congregation with social problems and issues.
Nominations Committee submits
a slate of officers, stnading committee members, council
members-at-large, and delegates to the Connecticut Conference of the United Church of Christ
and the New London Association of Congregational Churches to the Church Council
for its approval or change, and recommendations to the Church for final action
at its Annual Meeting. This committee seeks
new material for church officers, discovers the interests, aptitudes,
and capacities for services of members through the Service Questionnaire
and other appropriate means, and cultivates Christian standards of stewardship of
time and talent throughout the entire membership.
When seeking candidates for the standing committees, the
Nominations Committee shall endeavor, insofar as it is practicable, to divide the
membership of each committee equally between men and women members of the Church.
Property Committee is
responsible for the maintenance and custody of the property of the
Church. The committee supervise the custodian and
reviews his work. This committee recommends
to the Finance Committee the salary for the Church Custodian.
A member of the Property Committee is the
chairperson of the Property Utilization Committee.
Stewardship Committee is
charged with conducting the annual pledge drive of the Church.
In addition the Committee works with the
Financial Secretary to ensure that pledges are fulfilled and the Church
members are regulary informed of the status of pledged income.
The committee is also responsible for ensuring
the education of good stewarship and shall, from time to time, organize
and present educational programs about stewardship and ways in which the
congregation can provide financial support to the Church.
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SPECIAL COMMITTEES
The Library Committee is responsible for the operation of the Church
Library, maintenance of an index system, selection of books and other media, and
library staffing.
The Parish Aid Committee, consists of the pastor, the chairperson of
the Board of Deacons and one deacon chosen annually by the Board of Deacons.
The Chairperson of the Board of Deacons is
the chairperson of the parish aid committee.
This committee is responsible for the use of the parish aid
funds for those in need in the parish and community.
The committee is under the general direction of the Board of
Deacons. The pastor has the discretion
to distribute the fund for the relief of the needy, subject to the
following limitations:
- No portion of the funds shall be distributed to or be used for the benefit
of the pastor or the pastor's family.
- Funds shall be distributed solely for the relief of the needy in the parish
and community, consistent with the Church's tax-exempt purposes.
The Committee periodically reviews distributions from the Fund.
At the end of each year, it must submit a
written report to the Board of Deacons certifying that distributions
made from the fund met the requirements set forth above.
The Property Utilization Committee, consists of the chairperson or a
member of the Property Committee, the Church treasurer and one member chosen by
the Women's Fellowship annually. This
committee determines the use of church property and facilities by
outside organizations and individuals.
Principles for guidance of this committee shall be:
- The Church sanctuary is to be used for religious purposes only, unless
otherwise approved by the Church Council.
- Other rooms are to be used only by the community, youth or religious groups,
or for weddings and funerals.
- Fees for the sexton and use of the property are to be determined by the
committee.
- No fee is to be charged, except for the sexton's fee, for the use of
facilities by the Boy or Girl Scouts.
- A listing of all uses of the property by outside groups shall be kept by
the Church Secretary, and shall be available to the Church Membership.
- The committee shall submit requests for deviations from the guidelines to
the Church Council for final action or approval.
The Publicity Committee is responsible for the coordination of
publicity, in the news media and otherwise as deemed appropriate.
It announces and describes regular Church services and other
special events of interest to members and the general public.
The Ways and Means Committee is responsible for the development,
organization, and implementation of programs and activities designed to provided
additional revenue for the Church's budget.
Activities organized by this committee in the past have included
roast beef dinners and auction of goods and services.
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MEETINGS
Section A. At the annual meeting of the Church, the
suggested order of business shall be:
- Call to order by the Council Chairperson or Vice-Chairperson or, in event of
the absence of both, by a moderator pro tempore.
- Reading of the call for the meeting.
- Prayer.
- Election of a moderator in the event of the absence of the Council Chairperson
and Vice-Chairperson.
- Approval
of the minutes of the last annual meeting and of any special meetings
held during the previous year.
- Report of the Pastor.
- Report of the Chairperson of the Church Council.
- Report of the Clerk.
- Report of the Board of Deacons including recommendations regarding changes in
membership status.
- Report of the Treasurer.
- Reports of standing committees.
- Reports of special committees.
- Reports of Church organizations.
- Adoption of budget.
- Unfinished business.
- New business.
- Report of Nominations Committee.
- Election of officers, committee
chairpersons and members, delegates to the Connecticut conference and
New London County Association, and Church Council members-at-large.
- Turning over chair to newly elected Council Chairperson.
- Adjournment.
- Benediction
Section B. The rules contained in the current edition
of Robert's Rules of Order shall govern the meetings of the Church,
Church Council, and all committees and boards of the Church in all cases to
which they are applicable, and in which they are not inconsistent with the Bylaws
or special rules of order adopted by the Church Council.
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PROPERTY USE GUIDELINES
(Adopted by Church Council 12/9/97)
People actively involved in the church's mission and worship may reserve the
use of church facilities for allowed functions.
Allowed functions are those connected
with the religious services of Second Church and/or related to the
outreach programs which the Church supports.
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Examples of functions related to religious services are: receptions for
memorial/funeral services, wedding anniversaries, wedding receptions, birthdays, and
other celebrations for active members; requests for use by immediate family
members of active members will be considered.
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Examples of allowed outreach activities are: daycare and programs to help community
groups provided by non-profit organizations, support groups such as Alcoholics
Anonymous, etc. educational and training programs provided by such
non-profit organizations.
Prohibited functions are those which are
not connected to religious services or the outreach programs which the
Church supports.
- Examples of prohibited functions are: meetings in support of political parties or
their candidates; social gatherings and functions not related to the
ministries of the church; meetings groups which promote views adverse to those of the
religious community.
Restrictions
The Church Sanctuary is to be used for
religious purposes only, unless otherwise approved by the Church
Council. Consult "Wedding Brochure" (available in
church office) for the use of the sanctuary for weddings.
Procedures for Obtaining Use of the Church
Decisions regarding the use of church
facilities are made by the Property-Use Committee (see page 11) and as
needed, by the Church Council.
- Applications forms may be obtained in the church office.
- Applications must be submitted at least four weeks before the event.
- Applications must be approved by the Property-Use Committee.
- Spaces requested, fee(s) for use, custodial fee, and certificate of insurance
(if required) shall be noted at the top of the form and checked off when
completed. Fees, unless otherwise noted, must be paid in advance.
- Unless church members agree to take responsibility for an outside function, a
custodian must be present and must be paid by the organization using the facilities.
- All outside groups using church facilities shall provide a Certificate of Insurance
or, in special circumstances, a Hold Harmless Indemnity Agreement, signed by
the leaders of the designated organization. The Certificate or Indemnity Agreement
must be filed with the church office in advance of the function.
- All garbage/trash must be removed from the church by the group using the
facilities, unless other arrangements are made with the custodian on
duty for the function. Extra charges will be
incurred if this requirement is not met.
- The Church reserves the right to cancel any allowed functions for the following:
- application requirements are completed or complied with;
- required fee(s) is not received in advance of function;
- weather conditions are considered dangerous;
- group plans activities deemed not in agreement with terms of use;
- police or fire department or other authority reports negative activity.
In these instances, the function will cease immediately and the premises will
be vacated immediately. Group will not be allowed to use church
facilities in future.
- The church administrative assistant will maintain a list and calendar of all
groups/individuals using the church facilities.
Payment Schedule
The church administrative assistant will
maintain an updated list of fees for use of each room which the Church
allows for use by those applying. All rental
fees must be paid in advance of the event.
Long-term rentals will be negotiated by
the Property Use Committee and must be approved by the Church Council
A sliding scale for fees may be applied
if the organization meets charitable and non-profit criteria.
Unless otherwise waived by the Church
Council, all groups will make some monetary payment to cover church
costs, i.e. heating, electricity, water.
The custodial fee is based on the current
pay scale for that position and covers the number of hours custodial
care is required. The number of custodial hours
required for an event will be determined by the Church.
When the Social Hall is used for a
fund-raising event, for which a fee or donation is required for
admission, an appropriate rental fee must be paid by the organization or
individual.
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