Constitution, Page 3
d. Clerk. The Church Clerk shall be elected annually. It shall be the duty of the Church Clerk to attend, or be represented at, all church administrative meetings; to keep accurate minutes of all administrative meetings, including a copy of any reports presented at the meeting; to publish and read the minutes of the meetings; to promptly issue letters of transfer as authorized by the church; to contact other churches requesting letters of transfer for new members approved by the church; to preserve all papers and valuable letters that belong to the church, as well as membership and baptismal records; and to keep an account of any special events in the life of the church which are of historical significance. It shall also be the duty of the Church Clerk to see that an accurate roll of the church membership is kept with date and method of admission and dismissal, standing of each member, changes in name, mailing address and other pertinent information. The Church Clerk shall maintain a current copy of the Articles of Faith, Church Constitution and By-Laws, and Church Covenant including any amendments approved by the church. All records are the property of the church and are to be kept in the church office and delivered to the successor upon leaving office.
e. Treasurer. The Treasurer shall be elected annually. It shall be the duty of the Treasurer to keep, in a banking institution approved by the Budget and Finance Committee, all monies, bonds, or securities belonging to the church. All church funds shall be deposited in the bank by the proper persons designated by the Budget and Finance Committee. The Treasurer will keep a current, itemized account of all receipts and disbursements, posting to the proper journal accounts in accordance with good book keeping practices. After review and approval of the Budget and Finance Committee, the Treasurer shall submit, in writing, an accurate monthly report to the church, in such form as required by the Budget and Finance Committee. Upon approval of the proper authority, and in accord with the amounts approved in the annual budget, the Treasurer shall make all payments by check, in a timely manner. The Treasurer shall issue salary checks to all church staff and employees on the specified dates, making any necessary tax withholding, and filing the forms and payments to the government as required by federal, state and local laws. The Treasurer’s books shall be audited annually as arranged by the Budget and Finance Committee. All books, records and accounts maintained by the Treasurer shall be considered the property of the church, and delivered to the successor upon leaving office. The Treasurer shall, upon invitation, meet with the Deacons, and shall be an ex-officio member of the Budget and Finance Committee.
f. Financial Secretary. The Financial Secretary shall be elected annually. He/she shall receive all offering envelopes from the money counters, and will maintain careful and confidential records to ensure proper credit of each individual contribution as provided in the record system approved by the Budget and Finance Committee. He/she shall keep the envelopes for reference, and shall be responsible for preparing and distributing annual statements to all contributors as the church directs. The Financial Secretary shall be an ex-officio member of the Budget and Finance Committee, shall keep minutes of their meetings, and may seek the assistance of the Budget and Finance Committee in the preparation and distribution of annual statements, if required. The Financial Secretary will provide numbered offering envelopes for the membership before the beginning of each new year, and for new members throughout the year at their request.
g. Education Director. The Education Director shall be elected annually. He shall, in cooperation with the Pastor, have general oversight of the entire educational program of the church. The Sunday School Superintendent, Nursery Director, AWANA Director, VBS Director, and any other education program leader are all under his supervision. He shall be responsible for coordination of all the various educational functions, including their budgets, curriculum, workers, schedules, etc., and the resolution of any problems that may arise. He shall, in cooperation with the responsible leader, approve all materials used and the appointment of all teachers and workers in the educational departments, all of whom must be members in good standing. He shall ensure that all the educational needs of the church are being met, and shall develop new programs as required.
h. Sunday School Superintendent The Sunday School Superintendent shall be elected annually. The Superintendent of the Sunday School shall have oversight of the entire school and shall administer its affairs. He shall acquaint himself with the best methods of church education and endeavor to adopt those which are appropriate in this school. It shall be his duty to meet regularly with his teachers concerning the work of the school, giving advice and receiving suggestions from his co- workers. He shall, in cooperation with the Education Director, provide teacher training opportunities. He shall see that a full and accurate record is kept of the work of the Sunday School. He shall review the curriculum to ensure that it is Biblical and in accordance with the Articles of Faith of this church. He shall, in cooperation with the Education Director and Pastor, determine the number of classes needed, appoint teachers and substitutes, and see that the proper amount of literature is ordered for each class.
Section 3. Designation of Corporate Officers.
In all matters related to civil government and civil organizations, the Chairman of the Deacons shall serve as the President of the corporation, the Vice Chairman of the Deacons shall serve as Vice President of the corporation, the Church Clerk shall serve as Secretary of the corporation, the Church Treasurer shall serve as Treasurer of the corporation, the Chairman of the Budget and Finance Committee shall serve as the Assistant Treasurer of the corporation, and the Deacons shall be understood to be the Trustees of the corporation.
ARTICLE VII: Committees
Section 1. Standing Committees
The church shall elect standing committees as may be deemed necessary to conduct various phases of the church program efficiently and effectively. The church shall at all times have the following standing committees: – Nominating – Budget and Finance – Building and Grounds – Missions – Music – Social – Flowers and Decorations. All committees shall elect their own chairman annually, and shall keep minutes of their meetings.
Section 2. Election of Committees
The Nominating Committee shall nominate to the church, in the annual administrative meeting, persons to serve for the succeeding year on the standing committees, except the Nominating Committee. The church will vote, in the annual administrative meeting, on each committee as a unit. A simple majority of a quorum is required for approval. In the event that a committee is disapproved, it shall be referred back to the Nominating Committee for new nominations. The members of the Nominating Committee shall be as follows: – The Pastor – The Chairman of the Deacons – The Education Director – The Sunday School Superintendent – The Chairman of each standing committee.
Section 3. Duties of Standing Committees.
a. Nominating Committee. This committee must have at least five persons present to conduct a meeting. The Pastor shall chair this committee. Before the annual administrative meeting and throughout the year, this committee shall have the responsibility of nominating to the church, persons to serve in the various positions and on standing committees of the church, other than itself, when positions become vacant from time to time by: removal, death, expiration of term of office, or failure to function. All nominees must be members in good standing. The committee shall nominate persons for each church office (except Pastor, Assistant Pastor and Deacon) to be elected at the annual administrative meeting. Each year the membership of the church will be given opportunity to submit recommendations, in writing, to the Nominating Committee prior to the completion of the nomination process. The Nominating Committee shall give consideration to all recommendations received and nominate those most qualified. Primary qualifications are spiritual maturity, faithfulness in attendance and giving, loyalty, and a servant’s heart. Each nominee will be approached as to their willingness to serve prior to their name being placed on the ballot. The committee shall strive to distribute the work load among the members, so as not to over burden any one person. The committee shall, whenever possible, seek to nominate more than one person for each office; however, qualifications are not to be relaxed in this effort. There shall be no nominations other than those made by the Nominating Committee.
b. Budget and Finance Committee. This committee shall be composed of at least three members elected from the membership at large in addition to the ex-officio members, which are: the Church Treasurer, the Financial Secretary, and a Deacon. This committee shall meet at regular intervals to consider the financial condition of the church, and shall make regular reports of the same to the church in administrative meetings. This committee shall prepare annually a proposed budget including local expenses, education and missions; and shall submit the same to the church at the annual administrative meeting, or amendments to it at any regular administrative meeting of the church throughout the year. In preparing the budget, the committee shall consult with the head of each organization of the church. The members of the Budget and Finance Committee shall demonstrate faithfulness in individual stewardship and shall promote regular and Scriptural giving to the Lord’s work through the local church. The Budget and Finance Committee shall give direction to the church Treasurer and the Financial Secretary. The Committee is responsible for maintaining proper records of all financial matters; maintaining insurance policies for property, liability, workmen’s compensation, employee medical coverage, and church owned vehicles, as required; counting and depositing the offerings; and maintaining an accurate inventory record of the acquisition (whether through purchase or donation) and disposal of church property and possessions.