ARNAUD MENNONITE CHURCH



ARNAUD MENNONITE CHURCHPOLICY HANDBOOK1491522058100Created January 2019 2019In light of the many changes required, we have decided to retire the original AMC Policy Book and create a new document instead. We have tried to stick to a similar format as the previous one, with many changes that hopefully reflect how we function at AMC. The biggest change is regarding the “group” structure instead of a long list of Committees and positions. AMC is run by four working groups – the Business and Maintenance group, the Congregational & Community Care group, the Worship group, and the Children and Youth Group. Each group chooses a Council representative yearly, to ensure we are all working together in the best way possible. It is important to note what the policy book is not. It is not a list of laws. It is a guide book of how we as AMC members have decided to operate our church. It is based on the decisions that have been made during over the years. While it’s important for members to follow the guidelines to work in harmony with one another, it is also important to make changes when changes are necessary to serve God in our community.Council welcomes responses from AMC members. Please provide your thoughts on ways to improve this document, and how we can work together to “BE” church at AMC.Table of ContentsBibles Page 1Cemetery Page 1Child Dedication Page 2Church Government Page 2Collections and Donations Page 5AMC Four Group Structure Page 6Other Committees Page 8Communion Page 8Delegates Page 9Guardianships Page 9Memberships Page 9Pastor Page 10 Minutes Page 10Representatives Page 11Statement of Policy Page 11Treasurer Page 11Use of Church Property Page 12Trustee Page 12Caretaker Page 12Ushers Page 13Auditors Page 13Historian Page 13The Statement of PolicyOf the Arnaud Mennonite ChurchBIBLESThe Arnaud Mennonite Church (AMC) advocates that members bring bibles for use in Church services and Sunday School.CEMETERYADMINISTRATIONThe Arnaud Mennonite Church Cemetery shall be administered by the Business & Maintenance group.AM/83 2018ADMINISTRATION DUTIESThe administration shall:Maintain an accurate Cemetery Plan.Keep the Cemetery Plan current.Deposit a duplicate plan and a copy of the register in the Church safe.Allocate rm the bereaved family of Cemetery regulations.Hire a gravedigger, supervise the digging and refilling of the grave.Sign any necessary documents.Be responsible for the administration and general upkeep of the cemetery; make recommendations to council on policy, cemetery fees and matters affecting the cemetery.Report annually to the annual meeting.The Business & Maintenance group will appoint a contact person. 2018REGULATIONSHeadstones are permitted but must be on concrete footings.The footings shall be flush with the ground and two feet back of the actual head of the grave.Trees may be planted on cemetery property only with permission of the council.The grass on cemetery property shall be mowed at the same time as the Church property is mowed.All burials in the AMC cemetery need to supply a wood or concrete box for the casket.12/04BURIAL OF MEMBERS 08/70 04/76The church shall pay the AMC Cemetery expenses for AMC members and their dependents.AM/87The Cemetery fee for a member or dependent of a member of AMC is waived.The Church shall provide coffee for the mourners.BURIAL OF FORMER MEMBERSThe Council, through resolution has the right to approve a burial site in the Cemetery for a former member of AMC.The family of the deceased is responsible for obtaining the minister.The family of the deceased is responsible for the cemetery fees and the cemetery expenses.The church shall provide coffee for the mourners.BURIAL OF NON-MEMBERSThe AMC membership, upon recommendation by council, may approve a burial site in the cemetery for a non-member of AMC.The family of the deceased is responsible for obtaining the minister.The family of the deceased is responsible for the cemetery fees and the cemetery expenses.CEMETARY EXPENSES AND CEMETERY FEEThe cemetery expenses are the costs incurred in digging and filling a grave.The cemetery fee is a one-time plot fee.The cemetery fee is set annually by Council.child dedicationThe AMC conducts child dedication services.Parents wishing to have their child dedicated should contact the pastor.Child dedication services are usually held on Mother’s Day.AM/87church governmentTHE MEMBERSHIPThe membership is the ultimate decision-maker in all matters affecting the AMC.The membership may delegate certain decision-making powers to Council, to a committee, or to an individual.POWERS OF COUNCIL“If circumstances warrant it, and the matter is not to weighty, the Council is empowered to arrive at a decision without calling a general meeting.” AMC Constitution, 6.07In areas where no specific policy exists, council may adopt interim policy between general POSITION OF COUNCILThe (5) Council Directors consists of:Two Congregational Co-ChairpersonsThe TreasurerThe TrusteeAnd any one of the following other Council members:the Secretary, the Children & Youth representative, the Business & Maintenance representative, the Worship representative, or the Congregational & Community Care representative.The Pastor will also be an additional Council member.*All Directors and “other” Council members will have equal voting rights.It is important to note that the Canada Revenue Agency limits the number of non-arm’s length relationships. There must be a majority of Council Directors not related by blood, marriage, or adoption. ORGANIZATIONAL MEETINGThe first meeting after the Annual Meeting shall be the organizational meeting of council. This meeting should be called within two weeks after the Annual General Meeting.The outgoing and the incoming council members are invited to the organizational meeting. Note that responsibilities of council members are transferred at the organizational meeting, and not at the Annual meeting.The Co-Chairpersons and the treasurer, are appointed as signing officers of the Church, any one of whom has signing authority on behalf of the Church. AM/75 2018TRUSTEESHIPThe Council is responsible for all Church property.FINANCESThe Council shall:Assume responsibility for the finances of the Church.Disburse funds as directed by the membership.Conduct salary negotiations with the pastor and submit the negotiated agreement to the membership for ratification. 02/80Conduct salary negotiations with the custodian.Set rates and fees, including church rental fees, cemetery fees, travel allowances and visiting minister honorariums.Establish a line of credit (or similar arrangement) with the financial institution if needed, so that if the AMC bank balance should move into a deficit position the AMC can pay its current accounts. AM/90MEMBERSHIP MEETINGSThere are two scheduled membership meetings:The AGM in January AMC Constitution, 6:02One in November, which includes:Distribution of missions collectionRatification of pastor’s salary AGM 25/01/08Other meetings can be called as needed. The Council:Plans and prepares the agenda for membership meetings.Encourages all AMC attendees to attend membership meetings. Non-members will not be non-voting, but their input is valuable in decision making.The elected Council Directors are voted in, by the membership, at the January AGM for 2-year term positions.The 4 Group Representatives are selected, by their respective groups, at the January AGM for 1-year term position.OTHER COUNCIL RESPONSIBILITIESThe Council:Assists the pastor in planning and co-ordinating the spiritual program of the church.Assists the pastor in selecting materials for Church membership classes.Assists the pastor in organizing and co-ordinating events such as Prayer Week, bible Study sessions, Deeper Life meetings and other special sessions. Evaluates the policy and program of the Church.Ensures that the Church records are current.Ensures the safekeeping of all Church documents.Approves or denies access to researchers requesting access to documents stored at the Heritage Centre. 04/81Provides new members with copies of the Constitution and Policy Handbook.Ensures that delegates are elected or appointed to conferences or annual meetings to which the Church is entitled to send delegates or representatives.Approves the placement of sponsorships or advertisements in yearbooks of schools supported by AMC.Initiates Church disciplines as per Constitutional guidelines.02/68, AM/70, AMC Const. 3:06 & 4:01 Determines, through resolution, the donation, if any, which shall be forwarded to a group, school or college that has presented a program at the AMC.Initiates an annual evaluation of the pastor(s).AM/93Assist the pastor with membership transfers and applications.THE CONGREGATIONAL CO-CHAIRPERSONSThe Congregational Co-Chairpersons are elected by the membership to a two year term and may not serve more than three consecutive terms. Duties include:2018Calling council meetingsChairing council meetingsChairing all congregational meetings.collections and donationsSUNDAY MORNING WORSHIP SERVICE COLLECTIONAll Sunday morning collections are credited to the general treasury of the church. AM/71SPECIAL SERVICESThe council may designate collections at a special service, to a specific purpose. The council may supplement the collection, through resolution, with funds from the general treasury. 12/74, 11/81, 12/83, 2018MISSIONS COLLECTIONThe Missions collection is allotted to specific charities or mission projects by the membership at the November membership meeting.AM/71, AM/73, 2018 REQUESTS FOR FINANCIAL ASSISTANCESpecial requests for financial assistance, addressed to the Church, are to be received by Council. Council may approve that the request be publicized through the bulletin, or announced from the pulpit, or request the membership to consider the request at a special general meeting. 03/47, 02/50, 06/53, 01/81, AM/81, 04/82RECEIPTS FOR DONATIONSA receipt for donations made during the year shall be issued by the Church treasurer in January or February of the following year.AMC four group structureCONGREGATIONAL AND COMMUNITY CARE GROUPWill select a co-ordinator for the group, on a yearly basis, to organize group meetings and write the report for the annual report book.Will select their representative for Council.Will attempt to connect with congregational and community members on a periodic basis.Will work to meet the needs (spiritual/relational/emotional) of attendees and community through visitations, meals, prayer groups, etc.Support the Pastor.Maintain the kitchen, including:Conducts a regular inventory of kitchen equipment and supplies, assesses needs for replacement and submits costs to Council.Co-ordinate meals for guest speakers or groups.Co-ordinates meal planning and related responsibilities for church meals, funerals, etc.Maintain the library.The administration of the libraryThe purchase of booksReceiving, promoting, reviewing and cataloguing all new and donated books and videos.AM/82Visitations of those in need/organize meals for those in need.Any other initiatives to foster care within the congregation and surrounding communities.Present a gift to all first time mothers in our congregation as well as in the community.2018WORSHIPAM/2010Will select a co-ordinator for the group, on a yearly basis, to organize group meetings and write the report for the annual report book.Will select their representative for Council.The worship committee shall:Make arrangements for pianists for worship services.Provide an opportunity for young musicians to contribute to the service.Select, or assist the pastor, in selecting hymns for congregational singing.Find ways to enrich the worship service through good music.Be responsible for maintaining AMC’s musical instruments, e.g. piano tuning. 03/97Assist in worship planning – such as arranging special features periodically, including ideas such as music, skits, readings, etc. Assist with finding guest speakers and worship leaders.2018Assist with child dedication, baptism, and other special events previously done by Deacons.Assist of delegate planning communion and preparing and serving the elements. Provide flowers on behalf of AMC to welcome births or in memorial of a death.BUSINESS & MAINTENANCEWill select a co-ordinator for the group, on a yearly basis, to organize group meetings and write the report for the annual report book.Will select their representative for Council.Assist the pastor, if needed, in keeping accurate records and files up to date regarding historical data (births, deaths, transfers, weddings).Review insurance policy.Maintain the church anize ushers.Review and maintain AMC Policy & Constitution documents.Maintain list of term positions (start & end dates).Will produce the AMC annual report book if Council does not have someone filling the secretary position. Will be responsible for the sound system, including maintenance and ensuring someone is available to run it for Sunday morning services.CHILDREN & YOUTHWill select a co-ordinator for the group, on a yearly basis, to organize group meetings and write the report for the annual report book.Will select their representative for Council.Will appoint a treasurer to be responsible for collecting and keeping record of all moneys collected from Sunday School.Be responsible for children’s Sunday School classes, including class formation, ordering material, and recruiting people to teach in the various classes.Buy and present a Bible to students entering grade one. This is done on Promotion Sunday.Together with the pastor(s), plan programming for special services including Christmas Eve, Promotion Sunday, Mother’s Day, Father’s Day, and Palm Sunday.Provide the Christmas treat bags.Encourage children and youth to be involved in service projects, fundraising projects, and church clean up events.Encourage children and youth to be involved in worship through readings, worship leading, special music, or in any other ways they may feel led.Co-ordinate youth events.Encourage youth to “job shadow” adults in their roles around the church.Foster spiritual growth opportunities for children through encouragement of outreach programs, MCC kits, discussing camp and other service avenues.2018OTHER COMMITTEES AD HOC COMMITTEESThe council, or membership, may appoint an ad hoc committee to study a specific issue or to co-ordinate and organize a specific activity of the Church.STANDING COMMITTEESThe membership may establish a standing committee to deal with an ongoing munionCommunion services are held on:First Advent SundayGood FridayPentecostWorld Communion SundayAny other such time as determined by the membership.The AMC uses wine in its communion service; however, for those who do not wish to use wine, grape juice is provided in the centre of the communion tray. AM/83delegatesA DELEGATEA delegate is someone elected by the membership or appointed by Council to represent the AMC at a conference or at an annual meeting of an organization.CONFERENCES, ANNUAL MEETINGS & SPECIAL MEETINGSThe AMC may send delegates to the following:Mennonite Church Manitoba (MCM)Mennonite Central Committee (Manitoba)Mennonite Collegiate Institute (MCI) AM/87REPORTSAn oral or written report of a conference or annual meeting shall be made by a delegate(s) as soon as possible after the conference or annual meeting. 02/74, AM/80, 04/82EXPENSESThe Council shall determine, prior to a conference or annual meeting, which it is requesting a delegate to attend, the allowable expenses and travel rate a delegate may claim. AM/88The treasurer shall pay the allowable expenses set by Council for an out-of-province conference to the delegate prior to the out-of-province conference. AM/75, AM/88guardianshipsA widow may request a member of the church to act as guardian for her children and may request the church to sponsor the guardian. 04/70membershipsThe AMC is a member of:Mennonite Church Manitoba 06/45AMC may financially support the following educational facilities:The Mennonite Collegiate Institute (MCI)The Associated Mennonite Biblical Seminary (AMBS) at ElkhartAMC supports other missions as decided upon by the membership through the missions distribution or other designated donations.AMC typically sends its Christmas collection to MCC. 2018PASTORThe AMC has a salaried pastor. 10/76The pastor in charge is responsible for keeping the church membership list up to date.These necessary updates are then forwarded to the Canadian Mennonite for the Transitions page.The pastor, with the help of Council, selects the materials for the church membership classes. AM/81The pastor is responsible for selecting and purchasing church bulletins. 03/78, 2018The pastor shall co-ordinate the printing of the Sunday morning bulletin. 03/78The pastor picks up the Church mail at the post office. 09/77The pastor, or someone designated by the pastor, shall preview all films shown at the church or by the church. 04/81The pastor co-ordinates the use of the church sanctuary and/or basement for weddings, funerals or other approved gatherings and advises the user of Church policy and rental fees.The pastor will update the AMC phone list and prayer list.Find individuals to meet with and support the pastor in his/her role outside of Council.Contact individuals with gifts in mediation and support as weightier situations arise.minutesMINUTESAnnual meetingsCouncil meetingsMembership meetingsANNUAL MEETING MINUTESThe minutes of the previous Annual Meeting, as well as the agenda of the coming Annual Meeting, and any written reports from committees or representatives shall be distributed to the membership prior to the Annual Meeting. 02/80COUNCIL MEETING MINUTESMinutes of a Council meeting are distributed to each member of Council. Highlights of a Council meeting are to be printed in the bulletin.MEMBERSHIP MEETING MINUTESThe secretary of Council, or someone appointed by the Chair shall keep minutes of the membership meeting, including after Sunday service meetings. These minutes may be included with the next Council meeting minutes.SAFEKEEPING OF MINUTESA copy of all minutes shall be stored in the Church safe by the secretary of the respective committee for safekeeping.A yearly minute binder is housed in the library.An electronic copy is saved on the church computer.representativesA REPRESENTATIVE OF THE AMC TO AN OUTSIDE BODYRepresents the interest of the AMC at meetings of the organization to which he or she is the Church’s representative.Is to seek advice from Council or membership when necessary.Is to report on the activities and concerns of the organization at the Annual Meeting of the AMC. AM/80statement of policyThe “Statement of Policy” of the AMC, subject to the provisions of the Constitution, shall guide the actions and activities of the church.Resolutions presented to a general meeting directing the Church to undertake a specific action or activity shall be consistent with the Statement of Policy, or shall simultaneously amend, add to, or delete from the Statement of Policy to make the requested action consistent with policy.treasurerThe duties of the treasurer are:Enter all financial transactions in a computer accounting program. Confidentially prepare and record donations by members and others to AMC.Issue receipts for donations.Be a member of the negotiating committee for pastor’s salary.Make monthly payroll deductions.Issue T4 slips – annually.Fill out and file the annual Charity Information Return.Report financial status to Council at regular meetings.Report financial status to members at the annual AMC meeting.Prepare annual budget.03/93use of church propertyTHE CHURCH BUILDINGThe church sanctuary and/or basement is available for weddings, funerals, receptions and other approved gatherings. 01/70, 02/74, 08/74A request for the use of the church building is to be made through the pastor.The rental fees for the use of the church building are set annually by Council. These fees are waived for AMC members and their children. 01/2010Church facilities rental policyAll areas used during rental period are to be cleaned and in order as prior to renting.If the renter does not wish to clean after renting, provisions have to be made by the renter with the caretaker at their (renter’s) expense.Garbage disposal is required of the renter.If the kitchen is used, any broken items are to be reported.CHURCH EQUIPMENTChurch equipment may be borrowed with permission of the trustee.The borrower is responsible for any damage to property borrowed.Persons requesting the use of kitchen utensils, cutlery or dishes are to contact the Congregational and Community Care Group.01/75, 01/96, 2018trusteeThe trustee will:Organize any necessary repairs in the church.Ensures that the snow gets removed on the church parking lot.Be responsible for delegating sidewalk cleaning.Ensures that the grass gets cut, trees get trimmed and that the church yard and building stay neat & clean.Set up and take down the Christmas tree.03/93, 10/01/06CARETAKERThe caretaker will:Clean and tidy the main sanctuary, upstairs classrooms, foyers, basement areas, kitchen, bathrooms all inclusive on a regular basis. This includes vacuuming, dusting, putting books in pews, tables, chairs, etc., in proper places, cleaning windows and glass by the doors on all levels.Control thermostats, prior to and after specific areas are used.Purchase cleaning supplies, hand the bill to treasurer (or make arrangement for payment).Together with the trustee, be overseer of spring/fall cleaning; prescribing jobs to be done and arranging for necessary tools.Remove garbage on a regular basis. 04/93USHERSThe ushers will:Be there to give a friendly and courteous welcome to everyone at Sunday morning services.Be prepared to usher at other regular and special services, i.e. deeper life, funerals, etc.Give extra assistance to those who need it.Provide information and assistance to visitors.Fold bulletins, add inserts, and hand out to attendees.Hand out other material left on the table for people.Count the number of attendees at the service and record the amount in the book in the pastor’s office.Collect, count and record the offering; give to treasurer.Look after songbooks for extra services and meetings in the lower auditorium.Make sure the lights are turned off and thermostats turned down after the service.Ring the bell to signal the end of Sunday School. The ushers should choose a head usher to co-ordinate the ushers so that if none can be present for certain occasions someone else could be asked to take their place. 04/93AUDITORSThe primary role of the auditors is to ensure there is no material error in the report submitted by the treasurer.The auditors perform the following duties:Review the accounting system in place and ensure that it is working properly.Review random samples of transactions and ensure that they are recorded properly during the year.Review the budget for fiscal prudence.HISTORIANCollects bulletins for the entire year, and after yearend brings them to the Mennonite Heritage Centre in Winnipeg. ................
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