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GENTLE SHEPHERD

METROPOLITAN COMMUNITY CHURCH

OF TALLAHASSEE

Policy and Procedure Guidelines

Created:

October 11, 2000

Last Revision:

August 13, 2011

 

 

 

 

 

I. Guiding Documents

A. Our Foundation for Ministry

We are a Christian church, called forth by God to proclaim the message of Jesus Christ through our thoughts, words and actions. As a community of faith-filled believers, we have agreed to form a culture of love, appreciation and trust in which to conduct our ministry. To that end, we have adopted a set of guiding documents which serve as the foundation for that culture. These documents contain a detailed description of who we are, what God is calling us to do and become, our core beliefs and values as well as our covenant agreements guiding our leaders and members.

II. Membership

A. Becoming A Member

1. The following requirements must be met in order to become a member of Gentle Shepherd MCC

A) Baptism into the Christian Faith

B) Completing the New Minister Orientation Class.

C) Signing the Membership Covenant contained in the Gentle Shepherd MCC Guiding Documents signifying agreement with those documents.

2. Anyone wishing to transfer her or his membership from any other church (including non-UFMCC churches) may do so by providing a letter from her or his old church stating they were a member in good standing, and either completing the new Minister Orientation class or signing the Membership Covenant contained in the Gentle Shepherd MCC Guiding Documents signifying agreement with those documents.

III. Government

A. Special Congregational Meetings

Date and Time

The Board of Directors shall designate the date of the Special Congregational Meeting.

Procedure for calling the Special Congregation Meeting.

At least two weeks prior to the date set by the Board of Directors, the congregation will be notified of the date, time and location of the meeting in the following manner:

A) Electronic Notification may be used for calling a Special Congregational meeting. All members with an email address on file will be sent a special congregational meeting notification via electronic mail. Those members that do not have a valid email address registered with the Church will receive notice via USPS mail. Any of the above email notifications or postal mail that are NOT returned to the sender will be considered complete.

All appropriate Bylaws governing Annual Congregational Meetings will also apply to Special Congregational meetings.

B. Board of Directors Nomination

1. Purpose

The purpose of this process is not to restrict individuals from serving God through an elected position at Gentle Shepherd MCC but to ensure that we honor God by electing the right person to the right job at the right time. Therefore, this is intended to be a spiritual discernment process rather than a power and control process. The ultimate end is to determine if an individual meets the basic qualifications for a position, that there is a good fit between the individual and the intended position, and it is the right time in the individual’s life, and Gentle Shepherd MCC’s life, for the individual to serve.

2. Nomination Process

  • The process begins when a name is submitted to the Board of Directors (BOD) either by the individual or any other member of the church two weeks prior to the annual congregational meeting with the nominee’s approval.

  • Names are submitted to members of the BOD. When a name is submitted, the board member fills out a nomination form. The form includes the name of the person being suggested, the person submitting the name and the date the submission was made.

  • A member of the BOD contacts the nominee to inform him or her that he or she has been nominated and to provide him or her with an information packet. The date the information packet is received is recorded on the nomination form.

  • If the nominee decides to run for a position, he or she must notify the BOD by the set deadline.

  • At some point prior to the nominating deadline, a member of the BOD will follow up with each person who has been given an information packet. The date of the follow up will be recorded on the nomination form.

  • The nominee’s desiring to run will submit written acceptance of their nomination to a member of the BOD.

  • After the written acceptance have been received, the BOD will meet to review them.

  • All nominees will be interviewed by the BOD.

  • Following the interviews and a time for prayerful reflection, the BOD will create a slate of candidates for the board.

  • The BOD will create a packet of information for each nominee. These packets will be made available to the congregation.

  • The congregation will be given an opportunity to review the packets and ask the nominees any questions before voting.

  • At the congregational meeting, the BOD will present the slate of candidates.

  • While not encouraged, nominations for elected positions will be accepted from the floor of the Congregational Meeting.

3. Filling a vacancy on the Board of Directors

When a vacancy occurs on the Board of Directors, the Board of Directors will locate a qualified candidate to appoint to fill the vacancy. The Board of Directors will use the following process:

  • The Board of Directors will inform the congregation of the vacancy and request suggestions for individuals to fill the  vacancy. Suggestions will be accepted by the BOD.

  • The BOD will receive suggestions, review them, interview the candidates and will select one qualified candidate.

  • After the Board of Directors has selected a qualified candidate, the BOD will vote to make the appointment to fill the vacancy at the next scheduled board meeting.

4. Confidentiality and Accountability

Each person who submits a name for consideration is entitled to know that person has, in fact, been contacted by the BOD and given the opportunity to be considered for this position.

IV. Ministry

A. Introduction

We are the priesthood of all believers, called by God to Bring the Gospel of Jesus Christ Alive for all people. Therefore, as Christians we are all called to be ministers of God’s grace to our world. In order to remove all barriers to living out our Core Values of Meeting Needs and Being the Body of Christ, we have adopted the following policies regarding the establishment, execution and supervision of Ministry being done by Gentle Shepherd MCC.

B. Establishing a Ministry, or a Ministry Team

1. Anyone who is called, gifted and equipped may start or participate in a Ministry under the auspices of Gentle Shepherd MCC.

2. A set of activities will be considered a Gentle Shepherd MCC ministry if any one of the following conditions are met:

A) It is started and/or led by a member of Gentle Shepherd MCC.

B) The leadership of an outside ministry requests our support, is willing to affiliate with us, and the association with the outside ministry is approved by the Board of Directors.

C) Through any other appropriate Board of Director’s action.

3. The work of all Gentle Shepherd MCC ministries and ministry teams must fall under the scope of our Core Values and support our mission and vision.

4. When appropriate, a team based approach to ministry is preferred over an individual based approach.

5. To start a ministry or ministry team, an individual shall submit a written proposal to the Pastor for review and final approval. Part of this review and approval process will include considering the financial impact of the ministry.

C. Responsibilities and Powers of Ministry Teams

1. Supervision

According to our bylaws, the Pastor is the Personnel Director of the church. As such, the Pastor has the following responsibilities regarding Gentle Shepherd MCC Ministry.

A) Establishing and maintaining a process that helps people determine if they are called, gifted and equipped for ministry.

B) All aspects of supervising those affiliated with Gentle Shepherd MCC ministries.

2. Reporting

A) All Gentle Shepherd MCC ministries shall submit regular (at least quarterly) reports to the Board of Directors. At a minimum these reports should include attendance/participation numbers.

B) All Gentle Shepherd MCC ministries shall submit a year end summary for the Congregational Meeting.

3. Accountability

A) All ministry teams agree to abide by all UFMCC, Regional and local church bylaws, policies and procedures.

B) All Gentle Shepherd MCC ministries and ministry teams must be held accountable. The specific flow of accountability will be set by the Pastor.

D. Teams and ministries that have a Financial Impact

1. Requests for Financial Support of a ministry

A) All requests for financial support of a ministry must be submitted according to current Policy and Procedure Guidelines.

B) All requests to be included in the operating budget must be made in writing, approved by the ministry leadership and the Pastor, and then submitted to the current Board of Directors budgeting process.

2. Good Samaritan Fund

A) Requests for disbursements from the Good Samaritan Fund may be approved by the pastor and one other Board of Directors member, if the request is under the current spending limit and the request is from an individual or organization known to the church. Otherwise, requests for disbursement will go to the Board of Directors for approval.

B) Distributions from the fund approved in between Board of Directors meetings will be included in the minutes of the next regular Board of Directors meeting.

3. Exceptions

A) Any exceptions to this policy shall be approved by the Board of Directors.

B) The leadership of any Gentle Shepherd MCC ministry dealing with vulnerable populations, such as (but not limited to) children, youth, elderly and substance abusers, must be a member of Gentle Shepherd MCC and must undergo a background check

V. Risk Management

A. Alcohol and Drug Policy

There shall be no alcoholic substances at any Gentle Shepherd MCC sponsored activities. The Board of Directors may grant exceptions to this policy on its own initiative or at the request of a church member(s).

There shall be no illegal drugs allowed on Gentle Shepherd MCC property.

VI. Fiscal Policies

A. Designated Contribution Policy

It is the policy of Gentle Shepherd MCC to never to use designated contributions for any purpose other than the purpose expressed by the donor, unless the donor specifically authorized the Board of Directors to use the funds in another manner.

B. Fiscal Policies

1. The Treasurer shall have the option to appoint, with the approval of the Board of Directors, a bookkeeper to assist in the handling of all financial matters and procedures. The bookkeeper shall not be a member of the Board of Directors. The disengagement or removal of the bookkeeper shall be at the discretion of the Board of Directors.

2. Any bank or financial account in the name of the church or any subordinate group or body must require at least two signatures for withdrawals, one of which must be an appointed officer of the Board of Directors.

3. All monies collected shall be accounted for by at least one Board of Directors member and one Gentle Shepherd MCC Active Member. A “Gentle Shepherd MCC Deposit Form” and a deposit slip for the financial institution account where the Board of Directors has designated monies collected be deposited, will be completed following the collection. The “Gentle Shepherd MCC Deposit Form” will be signed by the two individuals preparing the deposit and given to the Treasurer.

4. A member of the Board of Directors will take the deposit to the designated financial institution within 48 hours of collection.

5. The Treasurer will verify through on-line banking access that the deposit has been appropriately made.

6. As directed by the Congregation by annual Budget approval, by the Board of Directors, or as designated by the donor, the Treasurer will transfer monies between the financial institution accounts. Transfers will be made through on-line banking access. Appropriate documentation of the transfer will be maintained in the monthly financial files of Gentle Shepherd MCC.

7. Unless otherwise specified by the Board of Directors, the Treasurer may automatically transfer Building Fund monies accumulated in the Building Fund savings account to the Building Fund Certificate of Deposit when the Building Fund Certification of Deposit comes up for renewal. This transfer will be accomplished through on-line banking access. Appropriate documentation of the transfer will be maintained in the monthly financial files of Gentle Shepherd MCC.

8. Unless otherwise specified by the Board of Directors, the Treasurer may automatically transfers excess monies in the checking account to the savings account. Additionally, the Treasurer may automatically transfer monies from the savings account to the checking account as necessary. Appropriate documentation of the transfer will be maintained in the monthly financial files of Gentle Shepherd MCC.

9. To ensure the accountability of monies collected, on a monthly basis the Pastor or designated Board of Directors member other than the Treasurer shall:

  • Obtain and review the monthly financial institution statement for any abnormal transactions. Treasurer shall provide documentation for any financial institution account transaction where monies are transferred out of an account where there is no account with a corresponding transfer in within the accounts of same financial institution.

  • Review the reconciliation of the monthly financial institution statement to the accounting records prepared by the Treasurer.

  • Verify that all monies collected as noted on the “Gentle Shepherd MCC Deposit Form” were deposited.

  • Initial and date the documents reviewed and file them with the monthly financial files of Gentle Shepherd MCC.

10. Spending for budgeted items does not require the approval of the Board of Directors if the purchase is less than $100.00, the purchase will not exceed the budgeted amount for the appropriate line item and sufficient funds are available. Otherwise approval of the Board of Directors is needed before the purchase/expenditure is made.

VII. Personnel Policies

A. Sick Time Policy

Pastor

The first day of calendar year the pastor will be given six sick days for the year. Prorating may be necessary at the start of tenure based upon 1 sick day for every two months worked. Any unused sick time will not accrue to the next year. If sick time exceeds three days the Pastor will provide notification to the Vice Moderator. The Board of Directors may, at its sole discretion, require a physician’s note of explanation.

B. Short Term Disability Policy

Pastor

The full time employee serving as Pastor of Gentle Shepherd MCC shall have the option to remain an employee up to 90 days following exhaustion of all leave if determination of total disability is presented from a Florida licensed medical doctor or D.O. In such an occurrence, the employee will receive compensation under the following schedule:

- Full salary for the first 30 days of disability leave

- Half salary for the second 30 days of disability leave

- Quarter salary for the final 30 days of disability leave (ASK TRAVIS WHY)

VIII. Conflict of Interest

It is the policy of Gentle Shepherd MCC that any Board member, officer, or employee shall abstain from involvement, by voting or otherwise participating in the decision-making process, in those situations where said person is deemed to have a conflict of interest.

A conflict of interest is deemed to exist where:

A) A person has a substantive interest, whether direct or indirect, in the matter at hand or the parties involved;

B) The person is either a director, officer, or employee of the organization being dealt with; or

C) The person's spouse, children, parent, or siblings are in relationships 'a' and 'b' above to the organization or matters at hand.

In those situations where a conflict of interest does exist or has the potential to exist, any Board member, Officer, or employee shall notify the Pastor or a member of the Board of Directors.

Board members, officers, and employees are encouraged to participate actively in community and professional activities. Because Board members, officers, and employees may not always be fully aware of all interagency involvement, they should inform the Pastor of any intentions to participate in any activity that could potentially involve a conflict of interest.

IX. Conflict Management

It is the policy of Gentle Shepherd MCC to recognize conflict and manage conflict in a healthy manner. Conflict is inherent in any organization. As a growing, thriving church, it is expected that Gentle Shepherd MCC will, from time-to-time experience internal conflict. Conflict can be good or bad, healthy or unhealthy, constructive or destructive.

Gentle Shepherd MCC recognizes that healthy resolution of church conflict requires that those involved value one another as human beings, put forth the effort required to understand opposing points of view, and mutually agree that the good of the congregation is paramount. Board members are to be committed to handling conflict in a mature, loving and constructive manner, and expect the same of church membership and staff.

a) Healthy Conflict

Gentle Shepherd MCC recognizes that healthy conflict is necessary to keep an organization mindful of and focused on its mission. Healthy conflict is where Members deal with their issues up-front and talk directly to those with whom they are in disagreement. They continue to be constructive and positive in their work for the common good of the church.

b) Unhealthy Conflict

Unhealthy conflict is where a Member(s), based on non-substantive evidence, makes insatiable demands, usually attacking the person or performance of others. Any such unhealthy conflict has the potential to disrupt and even to destroy the mission and ministry of a church.

Gentle Shepherd MCC recognizes the responsibility of all Members to create and maintain a safe and healthy spiritual environment. Gentle Shepherd MCC understands destructive behavior to be opposed to the creation and maintenance of such an environment.

c) Direct Dealing

It is the policy of Gentle Shepherd MCC, to encourage all members, friends, and leadership to deal directly with people regarding issues of the church. Persons who have a grievance or concern are requested to take their concern directly to the person(s) or ministry group involved. If that person or ministry group is unable to resolve the issue, then the parties may request a third-party facilitator to help resolve the conflict. This meeting shall be held only with all parties present.

d) Conflict Resolution

If the conflict still cannot be resolved, the parties may request that the Board of Directors assist in seeking a resolution to the conflict. Again, all parties involved must be present. If the Board of Directors is unable to satisfactorily resolve the conflict, either party or the Board may request that the issue be placed on the agenda of the next congregational meeting. Issues that have not gone through the above process will not be placed on the agenda.

e) Effective BOD Dealing

Members must realize that to effectively deal with issues in the church, members must be willing to take ownership of issues and to be identified in dealing with those issues. For the Board of Directors to deal effectively, pertinent information needs to be provided and at times shared with the full Board.

Board members should refrain from being bound to keep secrets regarding church issues. Board members should refrain from taking part in divisive conversations. When information regarding the church is discussed with one Board member, that information should be open to all Board members. Therefore, when talking to members or other interested parties about church concerns, a Board member must use discretion when being called into confidence regarding church issues.

In some cases, the Board of Directors may call for a formal Ministry of Reconciliation or Mediation as defined by UFMCC.

It is the policy of this Board of Directors to be aware of unhealthy conflict in the church and to deal immediately and directly with the unhealthy conflict. The Board will lovingly approach the person(s) involved in any such activity(s) and discuss the behavior. The goal of all such actions will be the restoration of a loving, ethical and healthy community of faith at Gentle Shepherd MCC.

X. Counting

It is the policy of Gentle Shepherd MCC to be fully accountable for proper handling and recording of offerings and gifts that are given to the Church. Fiduciary responsibility shall be exhibited in administering congregational funds. In order to suitably manage church monies, the following procedures will be adhered to when counting and handling collections:

a) Specially trained church members may participate in counting and recording the offerings. Counting volunteers shall be members in good standing and have a demonstrated history of regular giving. The Treasurer in consultation with the Pastor shall appoint and train counting volunteers.

b) Responsibility for counting shall be rotated.

c) Two people, not from the same household, will always be present during the counting process.

d) One Board member will always be present while counting.

e) Counters will maintain confidentiality of the giving of individuals.

f) The offering will be counted immediately following services in a secure location

g) Funds will be deposited as soon as possible into the church bank accounts via the after-hours depository.

The Treasurer of the Board of Directors is responsible for overseeing this policy.

XI. Emergency Contact Procedures

It is the policy of Gentle Shepherd MCC that in an emergency or when it is imperative to notify the members, friends, and leadership of Gentle Shepherd MCC, that a documented process be followed.

The point person for emergencies will vary based on the situation as follows:

  • Fire or Police Situation Pastor/Designee/Vice Moderator

  • Illness or Death Pastor/Designee/Congregational Care Leader

  • Weather Pastor/Designee/Vice Moderator

  • Other Vice Moderator

Once the point person is notified, the Board of Directors will notify the Clerk who will then contact the congregation of the Church via email. The church voice mail will be updated as appropriate. An appropriate web posting will be done in conjunction with the needs of the situation. The primary method of communication will be by email.

The Moderator / Vice Moderator of the Board of Directors is responsible for overseeing this policy.

XII Inclement Weather

It is the policy of Gentle Shepherd MCC that during inclement weather, all Board members will pro-actively call the Pastor or designee and state their opinion about whether or not to cancel a scheduled church activity. That call should be made at least three (3) hours prior to services or the event. Once a majority of the Board members have expressed their opinions, the Pastor or designee will update the message on the church answering machine.

When feasible, proactive telephoning or electronic contact will be attempted. Refer to the “Emergency Contact” policy for additional information.

The Moderator or Vice Moderator of the Board of Directors is responsible for overseeing this policy.

XIII. Key Holder

It is the policy of Gentle Shepherd MCC to provide reasonable and adequate security protection for the facility we use. Keys to the facility will be provided to those persons who require them for successful fulfillment of their ministry upon approval of the Pastor. It is the Clerk responsibility to provide keys and properly train key holders.

Key Holders – It is imperative that key holders DO NOT duplicate keys. If another set of keys is needed, the Clerk should be contacted. The Clerk will maintain a list of all key holders. When no longer needed, all keys should be returned to the Clerk.

XIV. Records Retention

It is the policy of Gentle Shepherd MCC that unless otherwise governed by legal statute or other issuing authority, the following record retention schedule will be followed:

Records Retention Period

Bills / Utilities Current and prior year

Personnel Seven years

Property Seven years

Contributions Seven years

Real Estate / Land Indefinitely

The Clerk and the Treasurer of the Board of Directors are responsible for overseeing this policy.

XV. Sexual Harassment

It is the policy of Gentle Shepherd MCC that the sexual harassment of any person involved with Gentle Shepherd MCC by any clergy, lay staff person, member of Gentle Shepherd MCC, or any other person involved with Gentle Shepherd MCC shall not be tolerated.

Sexual harassment on the job occurs when:

a) Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or relationship with the church

b) Submission to or rejection of such conduct by an individual is used as the basis for employment or ministry decisions affecting such individuals

c) Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or ability to participate in church activities or has the purpose of effect of creating an intimidating, hostile or offensive working or worshipping environment.

Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature constitute sexual harassment. All violations of this policy should be immediately reported to the Board of Directors.

Sexual Harassment Grievance Resolution Procedure

1. Any member, friend, or guest of Gentle Shepherd MCC who believes they have experienced any form of sexual harassment as defined above is encouraged to immediately notify the Board of Director’s Vice Moderator. If the Vice Moderator is involved in the harassment, the Clerk of the Board of Directors should be initially notified.

2. Immediately following notification, the Vice Moderator or Clerk will request a Written Statement of Grievance from the complainant. The Statement is to contain details of the nature and cause of the grievance, names of those involved, names of witnesses, if any, and a description of the incident(s) giving rise to the grievance. The Statement is to be signed and dated by the complainant.

3. The Vice Moderator or Clerk will appoint a Grievance Review Committee of three (3) uninvolved individuals selected by the Board of Directors whose task will be to gather all available information about the grievance, interview all involved persons, within thirty (30) days prepare a written report of findings, and recommend a resolution. The chairperson of the Grievance Review Committee will present the Committee’s findings and proposed resolution to the Board of Directors for final review and approval.

4. After Board of Director approval, the Vice Moderator or Clerk will present a summary of the Committee’s findings and resolution to the complainant. The Vice Moderator or Clerk will be responsible for implementing the resolution.

5. If the complainant is not satisfied with the Committee’s findings and/or resolution, he/she may engage in UFMCC Regional or denominational grievance resolution processes or take other actions as deemed appropriate.

6. All credible allegations of sexual harassment or abuse of minors shall be reported to law enforcement authorities.

XVI. Web Page / Internet

It is the policy of Gentle Shepherd MCC to protect and ensure that privacy concerns are respected and that Gentle Shepherd MCC remains a safe place for members and friends, material published on the church’s web page shall identify individuals only where appropriate and then, only by first name and last initial. Under some circumstances written permission may be obtained from an individual to publish surname, photographs, personal information such as home / work addresses, email address, and phone / fax numbers. This policy does not necessarily apply to staff personnel.