Transcript JARC REPORT May 2015 CHURCH DOCUMENTS Constitution of University Baptist Church By-Laws Leadership Manual Policies, Procedures, and Documents.

JARC REPORT
May 2015
CHURCH DOCUMENTS
Constitution of University Baptist Church
By-Laws
Leadership Manual
Policies, Procedures, and Documents
BACKGROUND
 JARC (Joint Administrative Review Committee) was appointed
in the fall of 2012 to review the Church Constitution, By -Laws,
and Leadership Manual approved in 2009.
 Updates and changes were made in 2013, but never presented
to congregation or approved.
 Most of the 2013 changes have been incorporated in this
report.
 In addition all documents have been reviewed and updated to
present.
 Laura Morris, Ed Smith, and Debra Bryant make up the current
JARC.
CONSTITUTION
CONSTITUTION UPDATE
Article IV – Constituency
4. Watchcare - Deleted
A person may request or agree to come under the watchcare of
this congregation. Such persons are not eligible to vote or hold
positions of church leadership .
All references to watchcare in other documents removed.
This designation has not been used in several years. JARC
recommends removing it as an option.
BY- LAWS
BY-LAWS UPDATE
Article II. 1 . – Membership
2009
Article II. 1 . – Membership
2015
A. Any person may present
himself or herself as a
candidate for membership in
this church. All such
presentations will be made
publicly at any regular worship
service at which an invitation
is given, and will be subject to
the vote of the congregation. If
a person is physically unable
to be present to respond to an
invitation, then he or she may
petition the Active Deacons for
the special provision of
membership by proxy.
A . Any per son may present
himself or her self as a candidate
for membership in this church. All
such presentations will be made
publicly at any regular wor ship
ser vice at which an invitation is
given, and membership will be
approved by the vote of the
congregation. If a per son is
physically unable to be present to
respond to an invitation, then a
Minister may present the
candidate’s request for
membership to the congregation
for approval by vote .*
* Same change made for Associate
Membership.
BY-LAWS UPDATE
Article II.6. Membership
2009
Article II.6. Membership
2015
All changes in the
membership roll will be
reported to the
congregation at the next
church conference.
All changes in the
membership roll
(additions, deletions, and
those moving from active
to inactive status, etc.)
will be reported to the
congregation at least
quarterly at a church
conference, town hall
meeting, or through
other means.
BY-LAWS UPDATE
Article II.6.– Membership
2009
Article II.6.– Membership
2015
 Annually the Senior Minister
and Chair of the Active
Deacons will review the
church membership roll,
transferring to the inactive
section those members who
have moved from the area or
who have discontinued their
support and interest in the
church for one year, or
transferring to the active
section those members who
have resumed their support
and interest in this church.
 Annually the Chair of the
Active Deacons and the
church clerk will review the
church membership roll,
transferring to the inactive
section those members who
have moved from the area
or who have discontinued
their support and interest in
the church for one year, or
transferring to the active
section those members who
have resumed their support
and interest in this church.
BY-LAWS UPDATE
Article III. Church Officers
2009
D. Treasurer
The Treasurer will be
responsible for the receipt
and disbursement of all
church funds following the
unified budget concept. The
Treasurer, in concert with the
Finance Committee, shall
establish policies and
procedures for the receipt
and disbursement of church
funds.
Article III. Church Officers
2015
D. Treasurer and Assistant
Treasurer
The Treasurer will be responsible
for the receipt and disbursement
of all church funds following the
unified budget concept. The
Treasurer, in concer t with the
Finance Committee, shall
establish policies and procedures
for the receipt and disbursement
of church funds…….
In the event the Treasurer cannot
fulfill the duties of the of fice, the
Assistant Treasurer will assume
these responsibilities.
BY-LAWS UPDATES
Article III Lay Leadership
2009
Article III Lay Leadership
2015
7. Committees and
Councils
7. Committees, Councils,
and Service Teams
The committees and
councils of the church
will operate in
accordance with the
Leadership Manual
prepared and maintained
by the Church Council.
The committees, councils,
and service teams of the
church will operate in
accordance with the
Leadership Manual and the
Policies, Procedures and
Documents.
BYLAWS UPDATE
Article IV Church Staff
2009
C. Church Secretaries
1. The Church Secretaries
are responsible for general
office procedures such as:
secretary to the ministers,
receptionist, and other
duties as requested by the
Senior Minister.
Article IV Church Staff
2015
C. Ot h e r M i n ist r y St a f f
Ot h e r s t a f f m e m ber s m ay be
e m pl oyed to ful fi ll m i nist r y
c o o rdi na tio n ro l e s s uc h a s t h o s e to
s pe c i fic a g e g ro ups . Qua l ific at ion
re q ui re ment s w i l l be ba s e d o n th e
s pe c i fic dut i e s .
D . Ch urc h Adm i nist ra tive St a f f
1 . Th e Adm i nist ra tive St a f f i s
re s po nsible fo r g e n eral o f fi c e
pro c e dure s s uc h a s : s e c ret ar y to t h e
m i niste r s, re c e pt i onist , pri n t a n d
e l e c t ronic c o m m unic at ion, a n d ot h e r
dut i e s a s re q ue ste d by t h e Se n i o r
M i n ister.
BY-LAWS UPDATE
Article IV. Church Staff
2009
Article IV. Church Staff
2015
2 . S e lec t io n o f M in is ter s
2 . S e l e c t io n o f S e n i o r a n d A s s o ci a te
M i n i s te r s
. . . E a c h s e a rc h c o m mit te e w i l l c o n s ist
o f e i g ht m e m ber s: t h e c h a i r o f t h e
Pe r s on nel Co m mit te e a n d o n e ot h e r
n o m inate d fro m a n d by t h e Pe r s onn el
Co m mittee ; two n o m ina ted fro m a n d
by t h e Ac t i ve D e a c o ns; t wo n o m inate d
fro m t h e c h urc h m e m ber ship - at -la rge
by t h e N o m i nat ing Co m mit te e; t wo
n o m inate d fro m a n d by t h e
c o m mit te e o r o rg a niz at ion c l o s est to
t h e wo rk fo r w h i c h t h e m i n ister i s
be i n g s o ug ht . Al l t h e m e m ber s o f t h e
m i niste rial s e a rc h c o m m it tee w i l l be
pre s e n ted by t h e Pe r s o nnel
Co m mit tee fo r e l e c t ion by t h e c h urc h
i n c o n fe renc e . . .
. . . E a c h s e a r c h c o m m i t te e w i l l c o n s i s t o f
e i g h t m e m b e r s : t h e c h a i r o f t h e Pe r s o n n e l
C o m m i t te e o r t h e i r d e s i g n e e ; o n e
n o m i n a t e d f r o m a n d by t h e A c t i v e D e a c o n s ;
fo u r n o m i n a t e d f r o m t h e c h u r c h
m e m b e r s h i p - a t - l a r g e by t h e N o m i n a t i n g
C o m m i t te e ; t wo n o m i n a t e d f r o m a n d by t h e
c o m m i t te e o r o r g a n i z a t i o n , s e l e c te d by
C h u r c h C o u n c i l , w h o s e wo r k i s t h e c l o s e s t to
t h e wo r k fo r w h i c h t h e m i n i s te r i s b e i n g
s o u g h t . T h e N o m i n a t i n g C o m m i t te e s h a l l
a t te m p t to n o m i n a t e m e m b e r s w h o
represent diverse views, ages and groups.
A l l t h e m e m b e r s o f t h e m i n i s te r i a l s e a r c h
c o m m i t te e w i l l b e p r e s e n t e d by t h e
Pe r s o n n e l C o m m i t te e f o r e l e c t i o n by t h e
c h u r c h i n c o n fe r e n c e …
BY-LAWS UPDATE
Article IV. Church Staff
2009
2. (continued)
The ministerial search
committee's recommendation
should include the terms of
the call as well as the mutual
expectations of the minister
and the church.
Article IV. Church Staff
2015
2. (continued)
At least one week prior to the
vote of the Church on the call of a
minister, the Search committee
shall make available a repor t of
the Search Committee which shall
include back ground on the
candidate and the recommended
terms of the call which shall
include star t date, compensation
and other employment terms.
The ministerial search
committee's recommendation
should include the terms of the
call.
BY-LAWS UPDATE
Article IV. Church Staff
2009
Article IV. Church Staff
2015
3. Termination of Ministers
…An af firmative vote of three fourths of the members and
associate members present
will be necessary to
terminate the services of a
minister.
3. Termination of Ministers
…necessary to terminate the
services of a minister. All
termination disputes shall be
resolved by a grievance
process detailed in Policies,
Procedures and Documents .
BY-LAWS UPDATE
Article IV. Church Staff
2009
Article IV. Church Staff
2015
4. Selection and Termination of
Non-M inisterial Staf f
Non-minister hiring and termination
shall be per formed by the Per sonnel
Committee in consultati on with the
Senior Minister and other
applicable minister s. All
terminations disputes shall be
resolved by a grievance process
detailed in Policies, Procedures and
Documents.
5. General Requirements
All employees shall abide by the
Standards of Conduct in the
Per sonnel Policies and Procedures
Handbook .
(Sections added)
BY-LAWS UPDATE
A r t i c l e V C h u r c h C o n fe r e n c e s a n d C h u r c h
Ye a r
2009
1 . Churc h Conferences
Article V Church Conferences and Church
Ye a r
2 01 5
1 . Churc h Conferences and Town Hall
M eetings
B . I n c o n t r a s t to f o r m al c h u rc h
c o n f e r e nc e s , To w n H a l l m e et i n g s m ay b e
h e l d f r o m t i m e to t i m e to i n f o r ma l l y s h a r e
i n f o r m a t i o n , s e e k f e e d b ac k f r o m t h e
c o n g r eg a t i o n , p r o v i d e t i m e l y c o m m i t te e
r e p o r t s o f u p c o mi n g p r o g r a m s / m i n i s t r i e s ,
et c . Wo r k i n g w i t h t h e M o d e r a to r a n d t h e
c h a i r s o f t h e A c t i ve D e a c o n s a n d C h u r c h
C o u n c il , t h e s e n i o r m i n i s te r s h a l l e s t a b l i s h
the agenda and provide two weeks’ notice
to t h e c o n g r e g a t io n . C o n s i s te n t w i t h t h e
c a l l i n g o f c h u rc h c o n fe r e n c e s , t h e t w o
w e e k r e q u i r e m e n t m ay b e w a i v e d i n t h e
ev e n t t w o t h i r d s o f t h e c h a i r s o f A c t i ve
D e a c o n s a n d C h u r c h C o u n c il , M o d e r ato r
a n d S e n i o r M i n i s te r f e e l t h e r e i s a n
u r g e n c y to w a i v e s u c h n o t i c e .
BY-LAWS UPDATE
Article VII Interpretation,
Review and Amendments
2009
Ar ticle VII Interpretation, Review
and Amendments
2015
 2. Review of Constitution,
By -Laws and Leadership
Manual

 On or before June 1 of
even numbered years, the
Active Deacons and
Church Council will
establish a joint
committee to review…
 2. Review of Constitution,
By-Laws and Leadership
Manual

 On or before June 1 of
every third year, the
Active Deacons and
Church Council will
establish a joint
committee to review…
LEADERSHIP MANUAL
LEADERSHIP MANUAL UPDATE
Highlights
 Created Service Teams:
Service Teams provide a specific function in the church and have
variable numbers of members who may serve multiple terms.
Members are elected as listed in the Nominating Committee report.
Teams will elect their own chair.
Committees converted to Service Teams:
Audio Visual
Baptism
Floral
Kitchen
Health Ministries
Lord’s Supper
Ushers
Welcome
Transportation (Renamed Church
Vehicle Service Team)
LEADERSHIP MANUAL UPDATE
Highlights
Recommendation to dissolve the following:
Long Range Planning Committee
Tasks reassigned to Staff Ministers, Church Council, and Active
Deacons
The Active Deacons, the Church Council and the staff ministers shall be
responsible for the development and maintenance of a strategic planning
document which establishes goals and priorities for the church during the
coming year(s). The plan shall also address and identify priorities which
reflect longer term initiatives, plans, ministries and visions for the church.
Once prepared/revised, it shall be presented to the congregation for review
and approval. Responsible parties are encouraged to use a variety of
approaches to develop/revise the plan such as retreats, outside resources,
etc.
LEADERSHIP MANUAL UPDATE
Highlights
Recommendation to dissolve the following:
Fire and Safety Committee
Tasks reassigned to Buildings and Grounds Committee
 Pe r fo rm q ua r te rl y i n spe c tio ns o f s a fet y e q ui pme nt i te ms s uc h a s a l a rms, fi re
ex t i n guisher s, e m e rg enc y ex i t ba t te ri e s, e m e rg enc y l i g ht ing, et c .
 An n ua lly rev i ew th e eva cua t io n pl a n s w i t h va ri o us g ro ups s uc h a s th e
m i niste r s, de a c o ns a n d c h o i r s. Wri t te n eva c ua t ion pl a n s s h a ll be po s te d
t h ro ug h out t h e bui l di ng a s n e e de d.
 E duc a te t h e c o n g re gat ion re g a rdi ng t h e i r re s po nsibilit ies to re po r t fi re s , s a fet y
a n d s e c uri t y h a z a rds, ke e ping va l ua bles o ut o f s i g ht , ex i t i ng de s ig nated do o r s
o n We dn e sday eve nin gs, et c .
 An n ua lly eva l uate t h e a de q ua c y o f o ur i n te rn al a n d ex te rn a l c o m m unic at ion
s y s te ms re l a t ive to fi re , s a fet y a n d s e c uri t y i s sues ( e . g . n um be r o f e l e ct ro nic
co m m unication un i ts , to w h o m t h ey a re a s signe d, et c . ) .
 Co n duc t pe ri o dic s e lf - inspec t ion/risk m a n a gement bui l di ng rev i ew s a n d t a ke
a ppro pri a te a c t i o ns to c o rre c t de fi c i en cies.
LEADERSHIP MANUAL UPDATE
Highlights
Recommendation to dissolve the following :
Education Council – Tasks assigned to Assoc. Minister for Education
Food Committee - Inactive
Visibility Committee – Inactive
Sunday Bible Study Director
VBS Coordinator
Wednesday Evening Missions Coordinator
These three positions are assigned to the Assoc. Minister for Education
(See Education Leadership)
LEADERSHIP MANUAL UPDATE
Recommendation to Add the following:
Ministerial Relations Service Team
I . S t r uct ur e
 T h e M i n i s te r i al Re l a t i o n s Te a m i s to b e c o m p o s e d o f a t l e a s t t h r e e c h u rc h m e m b e r s
w h o w i l l b e e l e c te d a n n u a l l y a n d m ay s e r v e s u c c e s s i v e te r m s .
 M e m b e r s w i l l b e a p p o i n te d b y C h u r c h C o u n c i l a n d s h o u l d r e p r e s e n t t h e d i v e r s i t y
within the congregation.
 T h e M i n i s te r i al Re l a t i o n s Te a m i s to m e et to e l e c t a c h a i r p er s o n a n d a s o f te n a s
n e c e s s a r y to c a r r y o u t i t s t a s k a s s i g n m e n t s .
I I . Ta s k A s s ig n m e n t s
T h e M i n i s te r i al R e l a t i o n s Te a m w i l l f a c i l i t a te c o m m uni c a t i o n b et w e e n t h e m i n i s te r ia l
s t a f f a n d t h e c o n g r e g a t io n a n d a m o n g t h e m i n i s te r i a l s t a f f . T h e te a m w i l l :
A. Listen, remain neutral, and work for clarity and channeling of concerns and positive
feedback to/from the appropriate recipients.
B. Without expressing personal opinions, help staff ministers or church members
interpret concerns, proposed changes, and decisions that have been made.
C. Inform the congregation of the role of this team.
D. Use discretion and offer confidentiality throughout the process.
LEADERSHIP MANUAL UPDATE
Recommendation to Add the Following:
Welcome Service Team
I. Structure
T h e We l c o m e Te a m i s to b e c o m p o s e d o f a s u f fi c i e n t n u m b e r o f c h u r c h m e m b e r s / r e g u l a r
a t te n d e e s to we l c o m e m e m b e r s a n d v i s i to r s a t l a r g e g a t h e r i n g s s u c h a s S u n d ay m o r n i n g
a c t i v i t i e s . T h e i r r o l e s s h a l l c o m p l e m e n t t h e wo r k o f t h e U s h e r s w h o w i l l we l c o m e m e m b e r s
a n d g u e s t s i n to t h e s a n c t u a r y fo r wo r s h i p s e r v i c e s .
T h e We l c o m e Te a m s h a l l m e e t a s n e c e s s a r y to c a r r y o u t t h e i r a s s i g n m e n t s a n d e l e c t a
chairperson.
I I . Ta s k A s s i g n m e n t s
T h e We l c o m e Te a m w i l l :
 E n s u r e t h a t G r e e t e r s a r e p o s i t i o n e d a t v a r i o u s e n t r a n c e s to we l c o m e g u e s t s , m e m b e r s ,
a n d r e g u l a r a t te n d e e s .
 P r o v i d e i n fo r m a t i o n w h i c h m ay b e n e e d e d a n d r e s p o n d to v a r i o u s i n q u i r i e s .
 P r ov i d e s y s te m a t i c fo l l ow - u p i n fo r m a t i o n to t h e m i n i s te r s a s n e e d e d .
 P r o v i d e c ov e r a g e fo r t h e c h u r c h We l c o m e C e n te r a n d d i s t r i b u t e i n f o r m a t i o n a s n e e d e d .
 Ta ke o r l o c a te a n ot h e r m e m b e r to t a ke g u e s t s to a r e a s o f i n te r e s t . ( e . g . B i b l e S t u d y
Class)
 H av e a te a m m e m b e r i n t h e p a r k i n g l ot s o n S u n d ay m o r n i n g to a s s i s t m e m b e r s a n d
guests with parking.
LEADERSHIP MANUAL UPDATE
Recommendati on to Add the Following:
MUSIC AND WORSHIP SERVICE TEAM
I . S t r uct ur e
T h e M u s i c a n d Wo r s h i p Te a m i s to b e c o m p o s e d o f c h u rc h m e m b e r s w h o w i l l b e
r e c o m m e n d e d b y t h e A s s o c i a te M i n i s te r f o r M u s i c a n d Wo r s h i p , e l e c te d a n n u a l l y, a n d
m ay s e r v e s u c c e s s i v e te r m s .
T h e M u s i c a n d Wo r s h i p Te a m i s to m e et a s o f te n a s n e c e s s a r y to c a r r y o u t i t s t a s k
a s s i g nm e n t s a n d e l e c t a c h a i rp e r s o n .
I I . Te a m Ta s k A s s i g n m e n t s
I n g e n e r a l , t h e M u s i c a n d Wo r s h i p S e r v i c e Te a m w i l l a s s i s t t h e A s s o c i a te M i n i s te r f o r
M u s i c a n d Wo r s h i p a n d o t h e r s t a f f m e m b e r s r e s p o n s i b le f o r t h e Wo r s h i p a n d M u s i c
m i n i s t r i e s i n p r o v i d in g a n d i m p l em e n t i n g t h e M u s i c M i n i s t r y p r o g r a m o f U n i v e r s i t y
B a p t i s t C h u r c h . S p e c i fi ca l l y t h e te a m w i l l :
 C o n s i d e r t h e w o r s hi p n e e d s a n d p r e f e r e n c e s o f t h e c o n g r e g a t io n a n d a d d r e s s t h e s e
b y r e c o m me n d i n g t h e i n g r e d i e n t s a n d s t y l e o f w o r s hi p s e r v i c e s , i n c l ud i n g m u s i c ,
p r aye r s , s e r m o n s , o f f e r in g , L o r d ' s S u p p e r, a n d u s e o f v i s u a l a n d l i ter ar y a r t s a n d
o t h e r to o l s o f w o r s h i p .
 A c t a s a s o u n d i n g b o a r d f o r a l l m e m b e r s a n d a g e g r o up s i n t h e c o n g r e g a t i o n .
L i s te n to t h e v o i c e o f t h e c o n g r e g a t i o n a t l a r g e s o t h a t , w i t h i n U B C ’ s s t y l e o f
w o r s h i p , t h e d i v e r s i t y r e p r e s e n te d w i t hi n t h e c o n g r e g a t i o n i s a c c u r a te l y d e p i c te d .
MUSIC AND WORSHIP SERVICE TEAM CONTINUED
 Act as an action team. Assist the Associate Minister for Music and Wor ship
in the implementation of special music programs and activities.
 Identify and recruit individuals representing the diver sity (age, gender,
interest) within the church member ship to utilize their gif ts through the
music and wor ship ministr y.
 Coordinate with the staf f in annual music and wor ship planning to include
church-wide special events and celebrations.
 Recommend purchase, repair and maintenance of equipment and
instruments used in the music and wor ship program.
 Coordinate with and assist the Floral Team regarding the decoration of the
sanctuar y for special occasi ons such as Easter and Christmas, and
coordinate use and restoration of banner s and other visuals during the
church calendar year.
 Assist the Associate Minister for Music and Wor ship in developing the
annual music and wor ship budget.
 Assist the Associate Minister for Music and Wor ship in securing and
developing leader ship for the Chapel Choir, Genesis Choir, Sanctuar y Bells,
and other groups as the needs arise.
 Assist the Associate Minister for Music and Wor ship and other designated
staf f member s with other tasks that may arise but are not described here.
LEADERSHIP MANUAL UPDATE
Recommendation to Add the Following:
Welcoming and Inclusion Council
I. Council Structure
The Welcoming and Inclusion Council is to be composed of the following:
Senior Minister, a representative from the Active Deacons, Minister for
Education, Chair of the Welcome Ser vice Team and Chair of the Usher s . The
chair of the Welcoming and Inclusion Council will ser ve as a member of
Church Council.
II. Council Task Assignments
The Welcoming and Inclusion Council will assess the extent to which the
church is a welcoming and inclusive church and recommend/implement
specific action plans to make our church more welcoming and inclusive. The
Welcoming and Inclusion Council will:
 Meet at least twice a year to ensure hospitality and inclusion in all aspects
of our church life,
 Evaluate the ef fectiveness of our new member orientation and assimilation
 Maintain a welcoming and inclusion environment in the congregati on’s
awareness as a shared responsibility.
LEADERSHIP MANUAL UPDATE
Other Significant Changes
All committee and council chairs will be members of Church
Council.
JARC will be an every 3 year process.
Changed Deacon Family Ministry to Circle of Caring and
changed the Deacon Election Process to current practice.
Added administration and day -to-day responsibility for
Wednesday night programs to Associate Minister for Education.
Added the Chair of the Financial Stewardship Committee as ex of ficio member of the Finance Committee.
Added annual evaluations of church staf f ministers to the
Personnel Committee.
QUESTIONS OR COMMENTS?
MOTION TO ADOPT CHANGES
The Joint Administrative Review Committee (JARC) has
completed its report and recommends that the
proposed changes to the University Baptist Church
Constitution, Bylaws and Leadership Manual be
approved and that they become effective
immediately. A copy of the changes which are
approved by the congregation will be attached to the
original minutes of this church conference.