Mattoon First United Methodist Church



Committee, Board, and Team StructureFirst United Methodist ChurchMattoon, IL2018(Paragraphs 246-268, 2016 Book of Discipline, United Methodist Church)(2016 Guidelines Booklets, published by the Board of Discipleship)Charge Conference(2016 BOD par. 246-248)Purpose:To maintain denominational connections between 1st UMC and all other United MethodistsTo provide structures and personnel for 1st UMC (committees, boards, officers, etc.) appropriate for its size, ministry, and missionSupervise all the ministries of the congregation, including receiving annual reports and reviewing the annual budgetReceive reports from and set salaries for pastorDecide legal issues assigned by the Book of DisciplineGive directions to the Church Council and other church groups (i.e. trustees)Membership:All members of the Church Council Retired and ordained ministers and diaconal ministers connected with congregationKey Dates:November 5, 2017Charge Conference ReportsChurch Council ReportChurch Roll (officers)Clergy in Special Circumstances ReportsCultivation (Membership inactive)Finance CommitteeLay Servant Annual ReportParsonage ReportPastoral Financial SupportPastor’s Compensation Reduction AgreementPastor’s ReportSignature SheetTrustees ReportFinancial AuditAccessibility AuditChurch Council(BOD par. 252)Purpose:Adopt a strategy in order that the congregation might engage in fruitful ministry for its members, its community, and for the world beyond.Make the congregation a learning organization by making provision for ongoing research into the spiritual needs of the community, the congregation’s members, and the world beyond. Provide a forum for exploring fields of mission, means of ministry, and methods of effectiveness for the congregation’s work. TasksStructure the ministries of the congregationChildrenEducationWorshipHospitalityMissionChristian formationStructure support systems for ministryFinance and administrationBuilding and propertyCommunicationsRecruit, train, deploy, and supervise paid and volunteer personnelTransportationPartnerships (UMC and other)Other occasional workReview the membership of the congregationFill interim vacancies between charge conferencesEstablish the annual budget and its revisionsRecommend pastoral salaries to the charge conferenceCoordinate the PPR and Trustees regarding the housing for the pastorEstablish policiesApprove major program initiatives or changesReceive reports from all committees, boards, officers, and task forcesMembership on the Church Council (all must be members of the church)Chairperson of the CouncilLay leaderChair or representative of PPRChair or representative of FinanceChair or representative of TrusteesChurch treasurerLay member to annual conferencePresident or representative of United Methodist MenPresident or representative of United Methodist WomenYoung Adult (18-30)Representative of Youth group (12-18)PastorsRepresentatives of ministry work areas Meetings8 times per year plus called sessions (must have 4 minimum)whoever attends constitutes a quorumResponsibilities of Council ChairTake initiative in making sure the council fulfills its purpose and tasksPrepare and communicate the agenda for each meetingReview and assign responsibility for implementing the actions taken by the councilProvide adequate information so the council can make responsible decisionsCoordinate the various activities of the councilEncourage participation in relevant training opportunities for council membersCommittee on Nominations and Lay Leadership(BOD par. 258.1)PurposeTo identify, recruit, develop, deploy, support, monitor, and evaluate spiritual leaders for the congregationEngage in biblical and theological reflections on the mission of the churchIdentify the spiritual gifts, passions, and interests of the church membersWork with the council to determine the needs of the congregation and communityRecommend to the Church Council and Charge Conference the names of people to serve as officers and leaders for the work of the congregationTasksTo review the spiritual gifts surveys conducted by the Stewardship teamReceive a report from the Church Council regarding the congregation’s need for officers, committees, boards, task forces, and teamsSubmit names to the church council for the annual election of officersProvide training for all officers, leaders, and volunteers in the churchProvide support and appreciation for all officers, leaders, and volunteersConduct evaluation of the work of all officers, leaders, and volunteersMembership“Members of the committee shall engage in and be attentive to developing and enhancing their own Christian spiritual life in the light of the mission of the Church” (par. 258)In addition to the pastor and lay leader, up to nine other members, divided in three-year classes. At least one shall be a young adult, one or more may be youth.Pastor is chair of the committee. A lay person shall be elected vice chair and another elected secretaryRetiring members of the committee shall not succeed themselvesOnly one person per household may serve on this committeePastor (Staff) Parish Relations Committee(BOD par. 258.2)PurposeThe purpose of the committee is to promote healthy relationships between the pastor, the staff, and the congregation. The components of such a healthy relationship include:Clear and reasonable expectations regarding tasks and job descriptions (for all parties)Timely and proactive evaluation proceduresClear and reasonable expectations regarding behavior (for all parties)Compensation, benefits, and reimbursementsSafe and harassment-free working environmentClear lines of supervision and accountabilityHospitable parsonages and responsible care of parsonages by residentsWise and just handling of conflictRespect for other aspects of a staff person’s life (family, health, etc.)Deepening understanding of what it means to be in professional ministryFrequent, on-going, and meaningful communication among all partiesOpportunities for staff to grow and work in their areas of strength, interest, and passionClear agreement on the church’s priorities for staff effectivenessThe committee is to interview and approve (or delay or disapprove) candidates for ordained ministry and local pastorThe committee is to consult the district superintendent whenever a change of pastors would benefit the churchThe committee is to develop job descriptions for all staff and hire or dismiss staffTasksTo encourage pastor and pastor’s family (strengthen, nurture, support, respect)Minister to conflict in the church Recommend salaries and other compensationConduct an annual review as assigned by the district superintendentsHold regular conversation and provide helpful advice to the pastorRegarding effectiveness of his or her workRegarding state of the relationship between pastor and congregationRegarding pastor’s healthRegarding time managementRegarding pastor’s unique gifts and gracesRegarding pastor’s need for supplemental help in performing tasks (limits)Regarding spiritual strength and specific plans for spiritual renewalRegarding goals for professional growthInform the congregationRegarding the nature and function of the ordained ministryProvide annual continuing education for pastor and other staff, after consultationInterview candidates for local pastor and ordained ministry, recommend (or not) candidates initially and for their annual renewalConfer with the pastor (and district superintendent) regarding changes in pastoral appointmentsDevelop job descriptions for staff (except the pastor)Develop policies for hiring, contracting, evaluating, promoting, retiring, and dismissing staffUntil such policies are developed, the committee is responsible for hiring, evaluating, promoting, and dismissing staffRecommend insurance and pension for all staff working more than 1040 hours per yearMembers shall keep themselves informed of such matters as the church personnel policies, relevant civil law, professional standards, and liability issuesConsult on the following matters:Reimbursable expensesVacation timesSubstitutesInsurance, pension, housingMembership and meetingsAt least 5 rotating members (three-year classes) with not more than 9In addition: lay leader and one lay member of conference shall be on the committeeAt least one young adult, at least one youth may serveOnly one family member per household may be on the committee, no family member of staff may be on the committeeShall meet at least quarterlyMeetings shall be closed sessions and conversations kept confidentialPastor must be present at all meetings (unless careful provisions are made according to the rules of the Book of Discipline)Board of Trustees(BOD par. 2525-2551)PurposeExecute the purchase, sale, mortgage, encumbrance, construction, repairing, remodeling, and maintenance of all church property (under the direction of the charge conference.)Provide supervision, oversight, and care of all real and personal property of the local church and any property acquired by any society, board, class, commission, or similar organization connected with the church.Review adequacy of property, liability, and crime insurance to protect the church against risks.Along with the chair of PPR, to inspect the parsonages to ensure proper maintenance.Conduct an annual accessibility audit of the church.Conditions and Restrictionsthe trustees shall not violate the rights of any organization granted in the Discipline, or interfere with the pastor in the use of any of said property for religious services or other proper meetings or purposes recognized by the law, customs, and usages of the UMC, or permit use of said property for religious or other meetings without the consent of the pastor.TasksSet standards for all church propertyEverything should be clean, safe, and in working orderSpaces should be beautiful, inspiring, hospitable, functional, and flexibleEverything should facilitate the ministries of worship, fellowship, service, spiritual formation, administration, and evangelismKeep a list of all the recurring jobs that need to be done to care for the propertyHow oftenBy whomHow much money is set aside for these jobsKeep a list of all repairs and improvements that need done for all propertiesPrioritize the listWho will do each item on the list?When?How much money is available for the task?Delegate responsibilitiesTo building manager and other staffTo volunteersTo sub-committees (parsonage, van, etc.)Maintain a list of approved vendors who can be called for workFill out reportsThose required by the charge conferenceThose required by units of governmentOther reportsEstablish policies related to use and rent of the buildingReserve decisions that should NOT be made by staff Submit an annual budget for all needs of church propertiesMembership and meetingsThere should be between 3 and 9 trustees, divided into 3 annual classes. Terms are three years, with a suggestion that no trustee succeed himself or herselfOfficers of the trustees shall include a chair, vice-chair (not of the same annual class,) secretary, and treasurerA quorum is ? of the members of the trusteesEndowment Committee(BOD par. 2534)PurposeTo receive all bequests and trusts made to the local church, To invest such fundsTo administer income received from such funds and investmentsTo recommend an endowment and investment policy to the Church CouncilTo encourage planned giving through wills, transfer of assets, and other life-time giftsTo update the policy after each General Conference in order to comply with the new Book of DisciplineMembershipThree year terms, 5 members, staggered term endingsElected by the charge conferenceQuorum: 4 needed for decisionsMemorial Committee Purpose To receive and administer all memorials given to the churchTo acknowledge memorial gifts to both the giver of the gift and the family of the person being memorializedTo establish a list of desired uses for memorial fundsTo consult the family of the person being memorialized regarding their wishes for the use of such funds after providing them with the list (see letter “c”)To maintain a permanent record of all memorial gifts and how they were used2. Membership:Three members, to be selected annually by the respective committees: one trustee, one worship committee member, and the supervisor of deposits. To be convened by the supervisor of depositsFinance Committee(plus Supervisor of Deposits and Church Treasurer)(BOD par. 258.4)PurposeAssemble an annual budgetDevelop an annual plan to raise all the money the congregation needs in order to fully fund its various ministries (building, staff, program, administration, apportionments)Supervise the handling of receipts and expenditures, assuring that the handling of funds is in compliance with the standards set for by the General Commission on Finance and Administration of the United Methodist ChurchEstablish banking accounts and procedures for banking church fundsEstablish a plan to turn the congregation into tithing members with an attitude of generosityTasksCompile budget requests from all entities of the congregationOrganize the requests into a budget and submit it to the Church Council for review and adoptionDevelop and implement plans to raise sufficient income to meet the expectations of the yearAdopt a bookkeeping system for handling fundsDesignate two (unrelated persons) to count all funds received. They shall be supervised by the Financial SecretaryThey shall record all sources of income and report to the financial secretaryThey shall record the designated categories of all contributions and report to the church treasurerThey shall promptly deposit all funds received according to procedures established by the Finance CommitteeSupervisor of Deposits (previously called, ‘financial secretary’)Shall keep records of all contributions and paymentsShall provide regular reports (according to the procedures of the finance committee) to those who have made contributions and to the finance committeeChurch TreasurerShall disburse all money contributed to causes represented in the church budget and other such funds as the church council may determineRemit conference apportionments each month to the conference treasurerMake monthly detailed reports to the finance committee and the church council on funds received and expendedEstablish written policies to document internal controls of the local churchReview all policies annually, revise if neededArrange for an annual audit of the financial statements of the local church, including the financial reports and internal controls of the local churchShall be done by a qualified personShall reasonably verify the reliability of financial reportingShall determine whether assets are being safeguardedShall determine compliance with local law, church policies, and Book of DisciplineMembership on the CommitteeChairperson of financePastorLay member of annual conferenceChair of church councilRepresentative of Pastor Parish Relations CommitteeRepresentative of trusteesChairperson of StewardshipLay leaderSupervisor of DepositsTreasurerChurch administratorEndowment Committee chairOthers as determined by Charge ConferenceCommunications(BOD par. 255.3) PurposeEstablish and Maintain effective communicationAmong people in the congregationBetween the congregation and the communityTasksSet policy for and supervise:NewslettersElectronic and hard copy mailingsWeb siteSignageSocial mediaBulletin boardsAdvocate with and train all groups and officers in the church toward implementation of effective communication: worship, staff, missions, hospitality, education, finance, etc. Make communication resources, ideas, and skills available to all groups in the churchReports to: Church CouncilChildren’s CouncilGuidelines: UMC Board of Discipleship5 members, including at least 2 parents of children under 11 years oldStudy and TeachLearn about the church’s special mission and commitment to children, based on vows the congregation makes during a child’s baptism. Also learn about the unique ways that children are formed spiritually.PlanWork with the stewardship committee to learn about the gifts and graces of people in the congregation in order to find ways to incorporate their abilities in children’s ministry.Advocate for the needs and concerns of children in relationship to the overall ministries of the congregation, communicating those needs to the appropriate committees and officers.Ensure that there is adequate communication with parents in the church and parents in the community regarding children’s programs.Identify, promote, and monitor the necessary policies, procedures, and Safe Sanctuary guidelines, including arranging background checks for all workers with children.SupportReview, amend, and approve the comprehensive annual plan for children’s ministry as presented by the Pastor of Children’s Ministry in the summer of each year. The comprehensive plan shall include all programs with children in Sunday School, the Wednesday evening Kidz 4 Christ program, Vacation Bible School, children’s choirs, annual promotion to new classes, gift and awards to children, family ministries, intergenerational programs involving children, and any other programs the church provides for children Kindergarten through 5th grade.Assist the Pastor of Children’s Ministry in recruiting, training, deploying, and evaluating volunteers for all children’s programs.Review, amend, and approve the comprehensive annual plan for the church nursery, as provided by the Nursery Director. The nursery program shall cover all pre-school children and all ministries and care provided by the church for them.AdministrativeSupervise the budget for both children’s ministries and nursery and make requests (in early fall) for the next year’s budget.Report to and be accountable to the Church Council.EducationGuidelines: UMC Board of Discipleship5 membersStudy and TeachLearn about the importance of Christian Education in a congregation, the value of small groups, the variety of ways spiritual formation takes place, and the various ways that people learn. Share those learnings with other ministry committees in the church.Plan Assess and develop a report on all the settings currently operating in the church for adult Christian education or spiritual formation: Sunday School classes, small groups, Bible studies, workshops, etc. Identify demographics of people who are NOT involved in Christian Education or spiritual formation. Determine a plan for including these people in our educational program.Identify topics not covered in the church’s current educational program. Determine which topics need to be covered and develop a plan for covering them.Shepherd the formation of small groups that may be needed in the church or community.For sharingFor studyFor serviceFor social fellowshipProvide annual training for teachers.Provide annual appreciation for teachers. Support Receive an annual report on all adult Sunday School classes and convene an annual meeting of class teaches and leaders to evaluate the adult Sunday School program. Determine how the education team can support them.Receive an annual report from the Children’s Council and the Youth Council regarding Sunday School and other educational programs for children, youth, and families. Invite representatives of those councils to meet annually with the education committee to talk about their work and find ways to integrate the work of the education committee with them. Consult the pastor regarding confirmation classesConsult the pastor regarding new member classesAdministrativeWork with the stewardship committee to learn about the gifts and graces of people in the congregation in order to find ways to incorporate their abilities in education and small group ministry.Supervise the budget for both education and small group ministries and make requests (in early fall) for the next year’s budget.Report to and be accountable to the Church Council.HospitalityGuidelines: UMC Board of Discipleship5 membersStudy and TeachLearn about Christian hospitality and its roots in the Bible and Christian tradition. Lead the rest of the congregation in developing a culture of hospitality to strangers and members alike.Plan Utilizing existing groups and structures within the church, plan four church wide fellowship events a year.Utilizing existing groups and structures within the church, arrange for church-wide celebrations of holidays. Recruit, train, and schedule greeters for all worship services and other “open” church events held at the church.Institute a system of nametags so people can learn each other’s names on Sunday morning.Provide a pictorial directory (updated every other year) for all active church families.Establish a program and materials for greeting visitors to the church; then follow up on those who are interested in becoming more a part of the congregation. Keep a careful data base of all visitors and follow-up activities.Do an annual audit of our building and hallways to ensure that we are welcoming to people who have physical disabilities and people of other cultural backgrounds. Improve our “welcoming” hallways and centers, places that give people their first impressions of the church.Support Oversee funeral dinners.Oversee the Fellowship Café and other refreshments offered on Sunday morningsOversee the church kitchen, its supplies, and its functionality.AdministrativeWork with the stewardship committee to learn about the gifts and graces of people in the congregation in order to find ways to incorporate their abilities in hospitality and fellowship ministries.Supervise the budget for the hospitality committee, kitchen supplies, and food (for other than youth and children’s programs) and make requests (in early fall) for the next year’s budget.Report to and be accountable to the Church Council.Member Care and VisitationGuidelines: UMC Board of Discipleship8 membersStudy and TeachLearn about how the congregation as a whole provides pastoral care for each other. Develop a culture of “mutual ministry” throughout the whole congregation. Engage congregational groups and members in giving attention to the feeble elderly and sick.SupportUnder the direction of the pastor, maintain a data base of all those in the church who need a visit, a meal, a card, or a phone call. Organize to follow through on those needs.Under the direction of the pastor, recruit, train, and deploy teams to go out and visit shut-ins and nursing home residents each month. Instruct the teams on how to share spiritual gifts and communion with those they visit.AdministrativeWork with the stewardship committee to learn about the gifts and graces of people in the congregation in order to find ways to incorporate their abilities in member care and visitation ministries.Supervise the budget for the member care committee, and make requests (in early fall) for the next year’s budget.Report to and be accountable to the pastor and the Church Council.MissionsGuidelines: UMC Board of Discipleship5 members, including a member of annual conference and a member of the UMWStudy and TeachLearn about the need for Christian mission to our own town and region and share those needs with the congregation.Learn about the need for Christian mission in our nation and in our world and share those needs with the congregation.Plan Organize trips and other educational programs for church members so people can meet first hand those who are in need of our church’s outreach. Keep church members informed about opportunities to engage in advocacy for social justice.SupportCoordinate all church wide mission projects for our community, including:BackpackChristmas Food BasketsFit to ServeOne Stop ChristmasCoordinate all requests for mission giving, including Advanced Special giving.AdministrativeWork with the stewardship committee to learn about the gifts and graces of people in the congregation in order to find ways to incorporate their abilities in mission ministries.Supervise the budget for the mission committee, and make requests (in early fall) for the next year’s budget.Report to and be accountable to the Church Council.Strategic PlanningGuidelines: UMC Board of Discipleship7 members, selected by the Church CouncilStudy and PlanUtilizing the book, Holy Conversations: Strategic Planning as a Spiritual Practice for Congregations, by Rendell and Mann, lead the Church Council and the church membership in a time of reflection, growth, and revitalization.AdministrativeSupervise the budget for the strategic planning committee, and make requests (in early fall) for the next year’s budget.Report to and be accountable to the pastor and the Church Council.StewardshipGuidelines: UMC Board of Discipleship5 membersStudy and TeachLearn about Christian stewardship and find ways to share the concepts with the congregation.PlanConduct an annual pledge campaign for funding the budget of the church. Conduct an annual survey of each member’s spiritual gifts, talents, and passions for use by other leaders in the church who are organizing people for ministry.SupportSupervise other financial campaigns as needed by the church.Work with new member classes and other groups in the church to raise the level of expectation for members, finding ways to encourage people to fulfill the membership vows of the United Methodist Church.Meet periodically with the finance committee and the endowment committee to survey the overall financial condition of the church.AdministrativeSupervise the budget for the stewardship committee, and make requests (in early fall) for the next year’s budget.Report to and be accountable to the Church Council.WorshipGuidelines: UMC Board of Discipleship7 members, 3 from each worship service, plus a chairperson from either serviceStudy and TeachLearn about Christian worship in general and about United Methodist worship in particular.Provide opportunities for people in the congregation to learn more about worship.PlanRecruit, train, deploy, and evaluate key people in the following areas:Altar guildCommunion stewardsLay readers and liturgistsAcolytesUshers Expand the use of arts, music, and technology in worship.SupportMeet regularly with the pastors and other worship leaders to ensure they have the resources and personnel they need for worship. Have a representative participate in worship planning meetings as organized by the pastors.Assist the pastors and other worship leaders in evaluating the congregation’s worship experiences.Review the overall music program in worship with music leaders.AdministrativeReview existing policies about worship and the use of worship space and work to revise or develop new policies that may be needed or requested.Work with the stewardship committee to learn about the gifts and graces of people in the congregation in order to find ways to incorporate their abilities in worship ministries.Supervise the budget for worship and music and make requests (in early fall) for the next year’s budget.Report to and be accountable to the Church Council.Youth CouncilGuidelines: UMC Board of Discipleship5 members, including 2 youth and one youth parentStudy and TeachLearn about the church’s special mission and commitment to youth, based on vows the congregation makes during a child’s baptism. Also learn about the unique ways that youth are formed spiritually.PlanAdvocate for the needs and concerns of youth in relationship to the overall ministries of the congregation, communicating those needs to the appropriate committees and officers.Ensure that there is adequate communication with youth and their parents in the church and youth and their parents in the community regarding youth programs.Identify, promote, and monitor the necessary policies, procedures, and Safe Sanctuary guidelines, including arranging background checks for all workers with youth.SupportReview, amend, and approve the comprehensive annual plan for youth ministry as presented by the Pastor of Youth Ministry in the summer of each year. The comprehensive plan shall include all programs with youth who are in middle school or high school. The plan shall cover Sunday evening programs, fellowship program, youth involvement in other areas of the church and serving on other church committees, celebrations involving youth (such as graduation,) intergenerational programs, trips, etc.Assist the Pastor of Youth Ministry in recruiting, training, deploying, and evaluating volunteers for all youth programs.AdministrativeWork with the stewardship committee to learn about the gifts and graces of people in the congregation in order to find ways to incorporate their abilities in youth ministry.Supervise the budget for youth ministry and make requests (in early fall) for the next year’s budget.Report to and be accountable to the Church Council. ................
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