Shelbyville Mills Baptist Church



Shelbyville Mills Baptist Church

Missions Policy and

Procedure Manual

Preface

This policy and procedure manual outlines the principles by which the Missions Committee operates at Shelbyville Mills Baptist Church. It is designed to guide the Mission’s Committee in its deliberations, but is not intended to dictate decisions. For good and sufficient reasons, the Mission’s Committee may find it advisable to make exceptions. The Mission’s Committee is under the supervision of the Minister of Missions and Pastor. This policy manual, and any future changes revisions, deletions or additions, or amendments shall become effective upon approval of the Pastor and Mission’s Committee.

REVISED 08/01/2011

Shelbyville Mills Baptist Church

Mission’s Policy and Procedure Manual

Purpose of Missions: The Scriptural Purpose of direct involvement in world missions is to obey the Great Commission of the Lord Jesus Christ. It is the only commandment given in all five books of the New Testament (Matthew 28:18-20; Mark 16:15; Luke 24:47; John 20:21; Acts 1:8).

Though the wording is different, the mandate is clear; the local church is to be directly involved in world missions.

Purpose of this Manual: The purpose of this manual is:

➢ To help achieve a clear sense of direction.

➢ To build confidence and cohesion in the total church ministry.

➢ To avoid making decisions on an emotional or haphazard basis.

➢ To promote efficiency, consistency, understanding, and encouragement in the administration of world missions at SMBC.

➢ To define the relationship of SMBC to the Southern Baptist Convention and other missionaries and their agencies.

➢ To insure optimum stewardship of human and financial resources.

➢ To assist new members of the Mission’s Committee with the policies and procedures.

➢ To ensure all missionaries/agencies supported are above reproach in character, and meet all requirements to become a missionary.

Policy Revisions: The Policy and Procedure manual will be reviewed annually and changes made as necessary.

Structure of Mission’s Committee: The Mission’s Committee shall be made of at least three active church members, the Minister of Missions (if available), and the Pastor. Individuals are chosen by the Committee on Committee’s in consultation with the current Mission’s Committee and the Pastor. Individuals who serve on this committee should be SMBC members who have demonstrated the following:

➢ Spiritual maturity.

➢ Active participation in all regular ministry programs of the church including: worship services, Sunday School, and visitation.

➢ A deep interest in missions.

➢ A willingness to make a commitment of time to the mission’s of SMBC.

➢ Dependability and responsibility in discharging the assigned tasks.

➢ A willingness to learn the missions policy of SMBC.

➢ Practice tithing to SMBC, and provide additional financial support regularly through the Faith Commitment Offering for World Missions.

Responsibilities of Mission Committee Members: Each member of the Mission’s Committee is expected to:

➢ Faithfully attend the committee meetings.

➢ Participate in carrying out responsibilities of the Mission’s Committee.

➢ Pray regularly for supported missionaries of SMBC, their agencies, and other supported ministries.

➢ Be familiar with the mission policies and procedures of SMBC.

➢ Recommend support or removal of support of missionaries or mission agencies.

➢ Prepare and administer the Mission’s budget.

➢ Assist the Pastor and Minister of Missions with the World Impact Conference.

➢ Stimulate giving to Faith Commitment by setting a positive example for the church to see, by regularly giving to Faith Commitment, and by sharing Faith testimonies.

➢ Administer and evaluate the Missions Program.

➢ Serve as a source of missions information to the congregation.

➢ Participate in mission trips when possible.

Term of Service: The term of service is three years. Committee members are to be staggered so that there is no gap in experienced leadership on the committee. Persons may serve for more than three years if approved by the Committee on Committees, Missions Committee, and Pastor.

Policies

Source And Availability Of Funds For Mission Trips

A. Funds for support of SMBC mission trips are derived from three sources:

A.

B. 1) Regular budgeted fund accounts stipulated for mission trips.

2) Designated fund accounts received through “Faith Commitment for World Missions Offering” received through the year.

3) Designated fund accounts received from special donations and stipulated as being available for support of mission trips.

B. All grants for support of persons involved in mission trips are subject to the availability of funds on hand within the specified annual church budget period.

C. Any exception to policies regarding source and availability of mission trip support funds must be approved in advance by the Missions Committee.

D. Individuals requesting to participate on a mission trip must fulfill the following qualifications.

1) Must regularly attend Sunday School, worship services, and outreach visitation.

2) Must tithe and give to Faith Commitment offering for world missions.

3) Must be able to express their salvation experience.

4) Must be a member of SMBC for no less than 6 months. Non-members may participate with prior approval of the Mission Committee.

5) Non-members, if applicable, must sign church doctrinal statement.

6) Members must complete Membership Information Class and sign church covenant.

Definition Of An Official “Shelbyville Mills Mission Trip”

A. A proposed mission trip to be sponsored by SMBC may be originated in one of four ways:

A.

B. 1) In response to a written request from an agency of the Southern Baptist Convention (such as the

C. New Duck River Baptist Association, Tennessee Baptist Convention, North America Mission

D. Board, or the International Mission Board).

2) In response to a written request from an evangelistic association or other recognized missions organization.

3) In response to a written request by an individual member of SMBC who desires to lead a mission team.

4) By the Missions Committee in response to a perceived need or opportunity.

B. Trips to mission conferences or mission events sponsored by Southern Baptist agencies (such as Key Church conferences, mission conferences held at Ridgecrest or Glorieta Baptist Conference Centers, etc.) may be regarded as qualified missions trips upon prior approval by the Missions Committee.

C. Persons or organizations must submit to the church office a request for mission trip sponsorship at least eight months prior to the time of the proposed mission trip in order to allow time for processing by the Missions Committee.

D. A mission trip is considered to be an official “Shelbyville Mills Mission Trip” when the proposed trip is approved in advance by the Missions Committee.

E. The Minister of Missions will notify the individual or organization in writing of the decision of the Missions Committee concerning the request for sponsorship of a mission trip by SMBC.

F. Any exception to policies regarding approval of the “Shelbyville Mills Mission Trip” must be approved in advance by the Missions Committee.

Number Of Persons Participating In An International Mission Trip

A. The Missions Committee reserves the right to limit the number of persons on a proposed trip.

B. The makeup of international mission teams will be determined annually subject to projects needs, funds available, and the number of projects scheduled per year.

Funding Of Shelbyville Mills Mission Trips

A. The term “Shelbyville Mills Member” refers to persons, who have been members of the church for at least six months, including pastors and/or members of local missions churches sponsored by Shelbyville Mills Baptist Church, completed the membership process, and signed the church covenant.

B. First priority for missions trip funding is given to SMBC members who have not received previous financial assistance for a mission trip during the current budget period.

C. Second priority for mission trip funding is given to SMBC members who are applying for financial assistance for a subsequent mission trip during the current budget period, provided that the Missions Committee is confident that adequate funds are available to meet the request of qualified first-time mission trip participants during the current budget period.

D. Third priority for mission trip funding is given to persons who are members of other Southern Baptist churches (1) who possess special skills needed for a particular SMBC mission trip and (2) who have been invited in advance by the Missions Committee to participate in the trip on a partnership basis.

E. Adult mission trips outside the United States are intended primarily for people’ eighteen years and above. Any exception for children below that age traveling with their parents must be approved in advance by the Missions Committee.

F. The Missions Committee DOES NOT PROVIDE FINANCIAL SUPPORT for people who are not members of SMBC except by special invitation from the Missions Committee.

G. Any exception to policies regarding financial support for mission trips must be approved in advance by the Missions Committee.

Funding Of Shelbyville Mills Youth Mission Trips

A. Youth mission trips are proposed by the Minister of Students in cooperation with the Minister of Missions and Pastor and must be approved in advance by the Missions Committee.

B. The source and extent of support funds for youth mission trips (with reference to Youth Funds and/or Mission Funds) are subject to approval by the Missions Committee.

C. Youth mission trips outside of the continental United States must be approved by the Missions Committee and are limited to youth that are as least seniors in high school.

D. Youth mission teams need a youth to adult ratio of at least 8:1.

E. Any exception to policies regarding youth mission trips must be approved in advance by the Missions

Committee.

Eligible Expenses For Financial Support Of Mission Team Members

A. Only eligible expense items are used in determining the total trip expenses for team members, and SMBC financial support is based upon the total of these expenses.

B. Eligible expenses for individual team members include:

1) Travel expenses to and from the mission field, including the cost of airline tickets, airport taxes, meals, layover hotel cost, tips, visas, trip insurance, etc.

2) Travel expenses on the mission field.

3) Housing accommodations on the mission field.

4) Food expenses on the mission field.

5) Other essential expenses that are related to the transportation and maintenance of the individual team members while on the mission trip.

C. Funds are not provided by SMBC for gifts, souvenirs, personal purchases, or sightseeing unrelated to the purpose of the mission trip, passport, passport or visa photos, required vaccinations, and preventative medications.

D. Any exception to policies regarding financial support of mission team members must be approved in advance by the Missions Committee.

Eligible Expenses For Support Of General Team Ministries On the Field

A. Shelbyville Mills support may be provided for part or all of essential expenses for general team ministries on the field.

B. Eligible expenses related to the Team ministry on the field include:

1) Materials and supplies for Vacation Bible Schools, backyard Bible studies, etc.

2) Bibles and tracts for evangelistic witnessing.

3) Supplies, materials, and equipment for evangelistic crusades.

4) Supplies, materials, and equipment for leadership training, discipleship training, and other related training activities.

5) Supplies and equipment for medical projects.

6) Supplies and equipment for disaster relief and/or other humanitarian ministries.

7) Supplies, materials, and equipment for building projects.

8) Cost of translators necessary for the effectiveness of the mission team.

9) Other general expenses that are essential for the specific ministry of the mission team.

C. All expenses related to general team ministries on the field must be approved in advance by the Missions Committee.

D. Any exception to the policies regarding financial support for general team ministries on the field must be approved in advance by the Missions Committee.

Amount Of Individual Financial Support For Mission Trips

A. Individual support funds for Shelbyville Mills Mission trips

Individuals going on mission trips are encouraged to provide as much of their personal expenses as possible. This will allow church funds to be available for assisting persons who feel led of God to go on a mission trip but who need financial assistance in order to participate. For those who need assistance, financial support may be provided for any qualified church member going on a mission trip sponsored by SMBC in accordance with the following guidelines (See table A for examples of maximum funding):

1) Through the “Faith Commitment Offering for World Missions,” up to 25% of the estimated individual cost as defined in Section VI) will be provided for any church member who goes on a short-term mission trip sponsored by SMBC. This financial support DOES NOT INCLUDE any provision for the cost of general ministries on the field as defined in Section VII).

2) Request for financial support for Shelbyville Mills mission trips must be submitted to the church office on a Form MS-01* at least three months prior to the time that the funds are needed.

3) The mission trip must be approved by the Missions Committee prior to the provision of any

financial support.

4) Any exception to policies regarding mission trips sponsored by SMBC must be approved in advance by the Missions Committee.

*Note: Necessary forms may be obtained from the church office.

|Table A |

|Selected Samples of Individual Financial Support for Shelbyville Mills Mission Trips |

|(Official Shelbyville Mills Trips Approved by the Missions Committee) |

| |25 Percent of Cost |75 Percent of Cost |

|Estimated Cost of Trip |Provided by |Provided by the |

|For the Individual |Faith Commitment Offering |Team Member |

| | | |

|$500 |$125 |$375 |

| | | |

|$1,000 |$250 |$750 |

| | | |

|$1,500 |$375 |$1125 |

| | | |

|$2,000 |$500 |$1500 |

| | | |

|$2,500 |$625 |$1875 |

| | | |

|$3,000 |$750 |$2250 |

| | | |

|$3,500 |$875 |$2625 |

B. Special Individual Support For SMBC Ministerial Staff Members And Seminary Students

1) All current SMBC ministerial staff members receive 100% of funding for all mission trips approved by the Missions Committee. Wives of staff members will receive an additional 25% of the total cost (as defined in Section VI).

2) Seminary students and their wives are eligible for and additional 25% of the total cost (as defined in Section VI) who are members of SMBC or recent members of SMBC. Under special provision (depending on the availability of funds) seminary students and their wives may be able to receive as much as 100% of the cost of a Shelbyville Mills sponsored mission trip. The purpose of these special provisions is to make it possible for seminary students and their spouses to have a shared experience and exposure to the missionary work without undue financial burden.

C. Emergency Funding For Shelbyville Mills Team Members

1) At the discretion of the Missions Committee, emergency loan funds may be made available to a member of Shelbyville Mills Baptist Church in the event of financial emergency after the purchase of air tickets for a designated mission trip.

2) Any SMBC member who receives normal financial support for a mission trip and who is unable to provide the final amount of his or her required portion of necessary expenses after the air tickets have been purchased may submit to the church office a letter of request for a special “emergency advance” to provide necessary funds to complete the trip.

3) If the request is granted by the Missions Committee, the team member will be responsible for repaying the special advance within twelve months after return from the trip. All such advances must be repaid prior to the person applying for additional funds for a subsequent mission trip.

4) Any exception to the policies regarding emergency fund advances for mission team members must be approved in advanced by the Missions Committee.

Medical Information And Liability Release Forms

A. Any person who goes on a mission trip sponsored by SMBC or who receives financial support from SMBC for any mission trip (regardless of sponsorship) must submit a “Medical Information and Liability Release” (Form MS-02)* at least two months prior to the trip.

B. No support funds will be provided by the Missions Committee prior to receipt of the “Medical Information and Liability Release” form.

*Note: Necessary forms may be obtained at the church office.

Team Training Sessions Prior To A Mission Trip

A. Each person who goes on a mission trip sponsored by SMBC must participate in training sessions that are provided prior to the trip by the team leader in cooperation with the Minister of Mission and Pastor. These training sessions are designed to prepare team participants for maximum safety and effectiveness while on the mission trip.

Mission Team Participant Reports After A Mission Trip

A. Each person who receives financial support for a mission trip (whether sponsored by SMBC or by another person or organization) is expected to provide to the Mission Committee a “Mission Trip Evaluation Report” (Form MS-03)* within two weeks following completion of the trip.

B. In addition, each person is expected to be available upon request to present a brief oral report to the church congregation and/or special groups or classes.

*Note: Necessary forms may be obtained from the church office.

Mission Trip Leader’s Reports After A Mission Trip

A. In addition, the team leader is expected to assist the Minister of Missions in securing the “Mission Team Participant Report” (Form MS-03)* from each person on the mission team.

*Note: Necessary forms may be obtained from the church office.

Ministry Activities

A. In addition to yearly mission trips Faith Commitment will also provide financial assistance for individuals who are called out for full time ministry. When a man or woman evidences a call to full time ministry and after council with the pastor chooses to further his or her education for such purpose, the church will pay to his/her account at an institution approved by the committee a monthly scholarship for the full term of his/her education. The amount of this financial assistance will normally be $100.00 per month but will be set by the committee based on the facts and circumstances relative to each situation. However, the committee will request the student maintain a “B” average in his/her studies and will review the progress each year or sooner if necessary, before approving future scholarships. The committee may terminate a financial assistance if it determines that the scholarship is not justified based upon facts and circumstances at such time. Financial assistance may not be terminated without the individual having an opportunity to meet with the committee.

B. Provide financial assistance for education of individuals who are called out from the church for full time mission work. Policies shall be the same for individuals called to full time mission work as those in the previous paragraph. However, it will also be assumed that individuals seeking financial assistance from SMBC will be in full agreement with the overall direction of the church and its leadership. In cases where individuals remain members of SMBC while pursuing mission work they must be active and supportive of the church through their attendance, service, and tithing and offerings. The missions committee reserves the right to examine individuals seeking financial support to determine their overall character and integrity.

Procedures

I. Procedure For Approving Shelbyville Mills Sponsorship Of A Mission Trip

A. An individual or organization must submit to the church office a “Request for Mission Trip Sponsorship” (Form MS-01)* at least eight months prior to the date of the proposed mission trip. This request must be approved by the Missions Committee prior to the commitment of any support funds for the trip.

B. The Minister of Missions will provide written notification of the Mission’s Committee’s approval of mission trip sponsorship by SMBC.

*Note: Necessary forms may be obtained from the church office.

II. Procedure For Approving The Team Leader For A Shelbyville Mills Mission Trip

A. The request must be approved by the Missions Committee prior to authorization being given to issue any confirmations, make any reservations for travel or accommodations, or commit any mission funds.

B. The Minister of Missions will provide written notification of the Missions Committee’s approval of a designated team leader for a mission trip to be sponsored by SMBC.

*Note: Necessary forms may be obtained from the church office.

III. Procedure For Requesting Individual Support For A Mission Trip

A. Each applicant must submit to the church office a Form MS-01 at least three months before the mission trip.

B. Each applicant must submit two passport-type photographs and a copy of his or her passport at least three months before the mission trip.

C. Each applicant must submit a “Medical Information and Liability Release” (Form MS-02)* at least two months before the mission trip and must be covered by a short-term health and travel insurance plan stipulated by the Missions Committee.

D. Each applicant is responsible for securing any passports, visa, and/or medical requirements necessary for the mission trip.

E. All application material must be submitted to the church office by the application deadline dates as noted on page 13 prior to the approval of the request for financial support funds.

*Note: Necessary forms may be obtained from the church office.

Procedure For Requesting Funds For Mission Team Ministry Expenses

A. The approved team leader of a Shelbyville Mills mission trip must submit to the church office a “Request for Mission Team Ministry Expenses” (Form MC-6)* at least two months prior to the date of the mission trip.

B. Team ministry expenses include items set forth in Policies, Section VII. Such expense requests must be approved in advance by the Missions Committee prior to the release of funds.

C. The Minister of Missions will notify the team leader in writing of the decision of the Missions Committee with regard to the request for general team ministry expenses on the field.

*Note: Necessary forms may be obtained from the church office.

IV. Procedure For Written Reports Concerning Mission Trips

A. Each team member must submit to the church office a “Mission Trip Evaluation” report (Form MS-03)* within two weeks after returning from a mission trip.

B. Each team member must submit to the church office a signed “Doctrinal Statement” two months before the mission trip.

*Note: Necessary forms may be obtained from the church office.

Shelbyville Mills Baptist Church

Schedule Of Deadline Dates

For A Mission Trip

Initial Information Meeting About Mission Trip (s) 8-10 months before trip

*** Initial “earnest money” deposit of $100.00 due 6 months before the trip

Form MS-01, MS-02, and Doctrinal Statement due 6 months before the trip

*** 50 % of individual expenses due 4 months before the trip

Two passport photos and a copy of a valid United States passport 3 months before the trip

*** 75% of individual expenses due 3 months before the trip

*** Final balance of remaining individual expenses for the trip 2 months before the trip

“Mission Trip Evaluation” Form (Form MS-03) 2 weeks after the trip

Doctrinal Statement

Doctrinal Beliefs: The following doctrinal beliefs are a requirement for all Committee Members and anyone receiving support through SMBC Missions Committee.

I believe the Bible to be the inspired, inerrant, infallible, and authoritative Word of God, without error in the original writings.

I believe in one God, Creator of all things, infinitely perfect and eternally existing in three Persons: the Father, the Son, and the Holy Spirit.

I believe that by one man, Adam, sin entered the world; that for salvation of the lost and sinful men, regeneration by the Holy Spirit, through faith in our Lord Jesus is absolutely essential.

I believe in the deity of and virgin birth of our Lord Jesus Christ, that He died upon the Cross as a substitutionary sacrifice for the sin of the world, that He arose from the dead and ascended into heaven, form whence He will return with power and glory.

I believe in the doctrine of justification by faith, realizing it is impossible for man, through works, to please God and save himself.

I believe that true faith produces repentance from sin and obedience to God, and that the necessity of repentance is such that none may expect pardon without it.

I believe in life after death, that there shall be a resurrection of the dead, both of the just and the unjust.

I believe in the resurrection of the saved into everlasting life in heaven and the resurrection of the lost or unsaved into eternal punishment.

I understand, and am in agreement with, the above doctrinal statements, and if at any time there is any change in my beliefs I shall make it know to the Mission’s Committee of Shelbyville Mills Baptist Church, Shelbyville, Tennessee.

________________________________ ________________________________

Please Print Full Name Please Sign Full Name

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Date

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